What is the Hot Desking feature?

Hot Desk allows a user to assign a desk phone to their UC Portal account by entering a hot-desking login code on the desk phone they want to use.

Some organisations use a ‘hot desk’ environment, where employees take a desk on a ‘first come, first served’ basis. In other cases, some staff may be split between two locations. They might, for example, have a home phone and a work phone. This feature allows users to quickly and easily assign the device they want to use right now to their UC Portal.

Definitions

Hot Desk Access Code: The extension number that is configured with the hot desk callflow. Internal Number: This is your internal extension number.

Personal Identification Number (PIN): This is a unique 5-digit PIN code assigned to each User.


Step 1: Create a Hot desking Callflow

1.Go to the Callflow section on the UC Portal account (Phone -> Callflows).
2. Click Create New Flow.
3. Give the callflow a descriptive name to easily identify it at a glance. (such as ‘0001 – Hot Desking’).
4. Drag the Hot Desk element from the Element list on the right of the Designer page and drop it into the centre of the designer screen.
a. This element requires no configuration as it simply links the call to the Hot Desk facility.
5. Click Save to complete the new callflow setup.



Step 2: Link the Callflow to an Internal Number

1. Go to the per option in the menu bar on the UC Portal account. Select the Numbers option.
2. Locate the internal number the account holder wishes to link the Hot Desking Callflow to. This number will become the account’s Hot Desk Access Code.



3. Click the blue pencil Edit button beside that number
4. A Number Details popup will appear on the screen. A Callflow drop-down field will be
displayed. Use the drop-down menu to locate the callflow description entered earlier.



5. Click Save to save the link between the callflow and that extension number.


Step 3: Configuring Devices for Hot Desking


The UC Portal allows the user to flag which device lines can be used for hot desking. This ensures that only specified device lines can be accessed in this way.

By default, all device lines on the UC Portal account are not set up for hot-desking, but it is easy to change this setting.

Please note that users who are set up as Customer Administrators or above can edit these device-level settings.

Step 3.1 Enable the ‘Mobility’ (Hot Desking) Setting for Devices

To allow hot desking on selected device lines, Customer Administrators or above should follow these steps:

1. Go to the per section in the UC Portal, and select the Devices option.
2. Search for the first device that will have hot desking on, and select the Edit button.
3. The Edit Device page will be displayed, which lists the configuration details of the device.
4. Select the Device Lines tab.



5. A list of lines associated with the device will be displayed.
6. For the first line needed to make available for hot-desking, click the Expand symbol to access the additional settings for that line.
7. When the Line Settings are displayed, locate the Mobilità toggle switch. By default, this will be set to No. To enable this line for hot-desking, change this setting to Yes.



8. Now repeat this process for any other lines on this device to make them available for hot desking.

9. The User will need to repeat this process for any other devices that are needed for hot desking.

Step 4: Locating Hot Desking User Credentials

To use hot-desking, the user will need to enter their Internal Number and user PIN: Internal Number: This is the User’s internal phone number.

Personal Identification Number (PIN): This is a unique 5-digit PIN code for the user.

1. Log in to the UC Portal.
2. Click on the User avatar/user name on the top right-hand side of the screen.
3. The User Profile menu will display on the right-hand side of the screen.
4. Click the Mobility option.
5. The user’s Internal Number and PIN will be displayed on the screen. These details can be entered to log in to the device, using the Hot Desk Access Code.

If necessary, the user can click the Reset Mobility PIN option to replace the existing PIN with a new PIN.

Customer Administrators or above can also see the mobility credentials for each user. Customer Administrators have the ability to reset the PIN for each employee. To view an employee’s credentials, the administrator should:

1. Go to the People section in the menu bar on the left-hand side of the screen.
2. Select the Users option and search for the relevant user.
3. Once the user has been located, click the Edit button.
4. Select the Credentials tab on the right-hand side of the screen.
5. The page will list the user’s teleconferencing details and also the user’s mobility (hot-desking) credentials. The administrator can also reset the user’s mobility PIN, if necessary.



Step 5: Using Hot Desking

When a user wants to log on to a device, they should dial the Hot Desk Access Code that has been assigned for hot desking.

1. Once the call connects, a message will play advising the user to select option 1 to sign in to a device, or option 2 to sign out from a device.
2. In either case, the user will be prompted to enter their user credentials using the phone’s dial pad.
a. The user’s internal extension number
b. The user’s PIN
3. The interactive voice will confirm that the login attempt was successful or unsuccessful. If unsuccessful, the user should check their credentials in the UC Portal, and try again.
4. At this point, the device is now connected to the user’s UC Portal account, and they can now take calls using the existing Callflows.
5. The user should see the device in their user settings (in the ‘Telephony’ section), and they can set the DnD (Do not Disturb) status of any lines that are available for hot desking.
6. When the user is finished using the device, they can again dial the extension number linked to the hot desking callflow, and select option 2 (to log out of a device) and then enter their internal extension number and mobility PIN to complete the logout process.