Extension - Hot Desk

Extension hot desks are on the left side of the menu under Features - Extension - Hot Desk.

This service creates hot desk extensions dedicated to other telephone extensions, allowing users to log in on top of these extensions. These would normally be physical telephone handsets in an office.

These Hot Desk Extensions work best with our branded hosted handset range, as we control some functionality when the handsets are performing the Hot Desk service.

A Hot Desk Extension is an idle extension. Its sole purpose is to allow someone to use the hot desk on the handset. You cannot make calls to and from the handset (except for 999) except to log in with the default login feature code (55) or one you may have set up for the customer.

See below the steps on how to set this up;

When using a branded hosted handset or the Yealink brand of handsets, the Hot Desk handset will display the name ‘Hot Desk—Please Login’ and have a button on one of the BLF keys to press to log the handset in at a touch of a button.

To create a new Hot Desk Telephone, click ‘New’ on the bottom right-hand corner.

It will select the following available numbers in the 9000 range of Telephone Numbers. Even though you cannot call the Telephone Extension Number, we still require it to have a Number to register to our network.

Telephone Number and Username
This will be automatically allocated from 9000 upwards. You can change it if you wish; however, this keeps the number range separate from most normal ranges.
Description
If you require more information about this Hot Desk, you can enter it here, but you can leave it blank.
MAC Address
Enter the MAC address of the handset you are using here. This is mainly for use with our branded hosted handset range, as this will control the changing from a Hot Desk Extension to a user's Telephone Extension.
SIP Ping Telephone
The default is set to No. If set to Yes, extra monitoring will be implemented to create alerts if the handset goes offline or becomes unregistered.
Only Allow from Source IP Address(es)
This will lock the telephone line down, so the handset can only be registered from the IP addresses added here. This is good for extra IP security.
Expect to be Registered
When set to Yes, if you have alerts that send an alert if handsets become unavailable or unregistered, this Telephone Extension will be added to the alert email.
Emergency Location Caller ID
This needs to be completed and is compulsory. Please ensure you have a Telephone Number allocated for this address where the Hot Desk Extensions are and assign the Number to the Hot Desk Extension. Remember, the handset can dial 999 without being logged in.

This is a display from one of our hosted handsets. The name across the top scrolls asks you to ‘Please Login’; the top left BLF function key has been provisioned as a Hot Desk login key.

How to Log in and Make the Hot Desk Telephone Yours.
Press the login key, and the system will announce, ‘Please enter your telephone account number followed by the hash key.’ You can enter your 9-digit Telephone Extension Number or the last four digits. It will then ask, ‘Please enter your PIN followed by the hash key.’ If you enter both of these correctly, the handset will be provided into your handset and offer you all your BLF keys and any notifications, like voicemail.

How to Log out.
If you do not have a Login/Out button on your handset set up, remember the settings will be overwritten by your provisioning settings, and you may not have a button available. There is a default Hot Desk/Virtual Login/Out code of 55. You may also have set your feature code for the virtual login. Once you dial the code, the system will say, ‘Please enter your telephone account number followed by the hash key.’ Once you enter your
telephone account number and press the hash key, it will announce, ‘You are now logged out.’

The handset will now return to its Hot Desk status as before.