Using hot desking for phones in zoom App

Overview

This feature provides users with the ability to use their extension number and PIN to temporarily sign into a desk phone that has been provisioned. The following examples illustrate how hot desking can be used:

• Shared office or co-working space:
• With the same phone hardware, users can keep their own phone numbers and voicemail accounts while utilizing the same phone hardware.
• Traveling sales or field team:
• With a hot desk phone, sales reps are able to work from different offices while maintaining easy access and professionalism despite having a single phone number and extension.
• 24/7 call center:
• In contact centers, shift workers who share a desk do not have the same voicemail box or telephone number as each other but they share the same desk.
• Out of office or travelling employee:
• When a person is frequently out of the office or is traveling, they can setup their desk phone to enable hot desking, allowing others to access their phone when they are out of the office.

Note:

• If you do not enable hotdesking, you will still see a Sign out soft key on your screen In order to sign in to your desk phone with hot desking, you do not need to press Sign out then Sign in.
• In order to protect your privacy and safety, the Sign out soft key is present. If you want to prevent others from accessing your phone when you leave your desk, you can sign out of your phone when you leave your desk. If you press the Sign in button, you will be asked to enter your extension and voicemail PIN in order to sign back in again.

Prerequisites

• A Zoom license is required
• In order to use a hot desk phone

Enabling hot desks

Admin

You can enable hotdesking if you are an administrator and if you have any assigned desk phones or common area phones.

1. Sign into the Zoom web portal using your email address and password.
2. Please note that there is a separate page for assigned devices and phones for the common area in the navigation menu.
   • Assigned phone:
   • From the phone systems manager, click on Phones & Devices.
   • Common area phone:
   • Under Phone System Management, click Users & Rooms and then click Add User. Under Common Area Phones, click the Add User button.
3. If you wish to enable hotdesking for a specific device, you will have to click the display name of the device.
4. Go to the policy tab and enable hotdesking.
5. To enable hotdesking, you will need to click the toggle.

User

Hot desking is enabled for any phone that has been assigned to you as a user.

1. Zoom can be accessed by logging in.
2. Click Phone from the navigation menu.
3. Click Desk Phone(s) from the list of options.
4. You should make sure that the checkbox for Allow Hot Desking is selected.

Setting the session time out limit (admin)

For any of your phones with hot desk enabled, you can also set a session time out period if you are an administrator. The hot desk phones that are signed in with hot desk will automatically be signed out once the limit has been reached. If you need more information, please see the desk phone settings at the account level.

Using hot desks

You can temporarily sign in to a desk phone if it is enabled for hot desking. The phone will revert to being a common area phone once you sign out or the original owner will be contacted. On the home screen of a common area phone, you should see Unassigned by default.

Note:

It is possible for administrators to set a limit on how long sessions should last for hot desks. In case the hot desk session is reached, the phone will automatically sign out of the session if it has reached the limit.

Signing in

1. Use one of the following methods to sign in to your phone:
   • On the home screen, press the Guest soft key.
     Important:
   • Please do not press Sign Out then Sign In when signing into an assigned phone. The device will no longer be registered to the original owner, and hotdesking will be disabled.
   • Please call *91. See DTMF codes for more information.
2. Enter the extension number and voicemail PIN as instructed by the voicemail prompts.
   Reboot your phone to complete the setup process. You may need to reboot the phone manually if the automatic reboot does not occur.

Signing out

Here are the methods you can use to sign out of the phone when you’re done using it:

• On the second page of the soft key menu, press the Sign Out soft key.
• Then dial *92. To learn more, click here.

When the phone reboots, it will either revert to a common area phone or register with the original owner. To relaunch manually, press the Restart button.

Viewing phones with hot desk and remotely signing out

Admin

1. Access the Zoom web portal by logging in.
2. Select the assigned devices or common area phones page from the navigation menu:
   • Assigned phone:
   • On the Phone System Management page, click on Devices & Phones.
   • Common area phone:
   • Select Users & Rooms from the Phone System Management menu. Select the tab Common Area Phones, then click OK.
3. In the Hot Desking column, you will be able to see which phones are currently logged in and have hot designing enabled.
   Note:
4. If a device supports hot desking, you can view its settings by clicking its display name.
5. (Optional) Check Only show devices that are currently logged in to Hot Desk.
6. To sign out of an active hot desk session, click the Sign out link associated with the phone displayed in the Hot Desking column.

User

You can remotely sign someone out of your phone if you have hot desk enabled on your phone.

1. Join the Zoom web portal by logging into your account.
2. Next, click the Phone link in the navigation bar.
3. Select Desk Phones from the list.
4. Simply click Sign out after you have hovered over the phone.