Get shared hot desk and PIN phones set up

Shared phones come in two kinds. A hot desk phone becomes someone's own phone after they log in to it with their extension and voicemail PIN. A PIN phone stays a shared phone, but asks for a personal PIN before an outside call, so the call counts as that person's.

Both kinds are available on every plan. CallSprout support sets them up, and only some phone models support hot desking.

Some labels in your portal or apps may look slightly different from this guide.

Ask for hot desk phones

1. 1
   Step 1:

   List the phones

   For each shared phone, note its model and its MAC address, which is printed on a label on the phone.

2. 2
   Step 2:

   Note where each one is

   Say whether the phone sits on your office network or somewhere remote, such as a home office.

3. 3
   Step 3:

   Pick an emergency caller ID

   Choose the phone number each phone should send on 911 calls, even when no one is logged in. Support registers the emergency address for that number. If you're not sure which number to use, ask support.

4. 4
   Step 4:

   Send the list to support

   Contact CallSprout support with your list and ask for the phones to be set up for hot desking. Support tells you if a model isn't supported.

Send your team log in to a shared hot desk phone. It covers the login code, logging out and what happens to their usual phone.

Log people out automatically

To stop someone staying logged in to a shared phone after they leave, open their user, find the hot desking setting and enter a number of hours in Automatic Logout (hours). Save. After that many hours, they're logged out of any hot desk phone.

When an extension is locked on a phone

After too many wrong PIN entries, a person's extension is locked on that hot desk phone. Ask CallSprout support to unlock it, and give them the person's extension and the phone.

Ask for a PIN phone

A PIN phone uses its own extension, so add a user for it first, such as Lobby. Then send support:

• the shared phone's extension
• whether company speed dials should go out from this phone without a PIN. If they do, those calls count as the shared phone's. If not, people type their PIN first and the call is logged as theirs.

Once support confirms the phone is ready, give each person a personal PIN. Open their user and enter it in PBD PIN in the general details. Calls to coworkers' extensions never ask for it. Point your team to make a call from a PIN protected shared phone.