BT Cloud Phone


Hot Desking on the BT Cloud Work

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The BT Cloud Work Hot Desking feature enables users to log in to a shared "common phone" which will then reflect their personal settings, voicemail, and more.

For example, a company can use Hot Desking to set up shared desk/phones for remote or home workers instead of having dedicated facilities for each person when they travel to the company’s office.  Another example would be for shift workers: instead of separate desks/phones for each worker, using Hot Desking agents use shared desks/phones but retain their own settings.

Key Features & Benefits

  • Employees travelling from different offices can share the same phone and desk while keeping their own extension profiles and voicemail access
  • Enable businesses to save cost as employees can log into shared phones and remain productive
  • Reduce investment in facilities and hardware

Limitations

Each “Hot Desked” user must have their own BT Cloud Work licence. No calls can be made or received on the Hot Desk phone unless someone is logged in (except for Emergency calling).

Availability

  • Hot Desking is available on BT Cloud Work Connect and Collaborate
  • Hot Desking is only available with BT Cloud Work Polycom VVX 301, VVX  411, VVX  411+expansion module, VVX  601, and VVX  601 + expansion module

Requirements

  • BT Cloud Work licence
  • A Common Phone

Hot Desking Frequently Asked Questions

  1. Which types of BT Cloud Work accounts include Hot Desking?

Hot Desking is available on all BT Cloud Work Connect and Collaborate accounts.

  1. Do I pay more for a phone enabled with Hot Desking?

No. The price is the same.

  1. Which phones support BT Cloud Work Hot Desking? Can I use an existing Polycom device as a common phone with Hot Desking?

Yes. You can use any desk phone you have, as long as it supports Hot Desking. You can check the list of supported phones by logging in to the BT Cloud Work portal. Navigate to Home > Quick Access > Phones & devices, then click Manage Devices. See the Check phones that support Hot desking section below for the next steps and for more information.

  1. How do I make and receive calls from a hot desked phone?

A user can simply press the Login soft key or *90 and enter your extension and PIN.  When an Administrator activates an extension, a password and a PIN will be set up. Users will need to use this PIN to log in any available common phone. The phone will adopt your extension settings and be ready to use.

  1. Can the previous user be logged out of a common phone if they forgot to do it themselves?

Common phones have a default session timeout of 12 hours. An Administrator can also log out a specific common phone anytime from the BT Cloud Work Portal. See the Set up a session timeout for all common area phones section to learn more.

  1. How do I set up Hot Desking via the BT Cloud Work Portal?

Follow the steps below to know more about setting up your Common Phone for Hot Desking. You must have an Administrator account to configure these settings.

Managing Hot desking

Administrators can log in to the BT Cloud Work portal, then configure and manage hot desking devices by going to the Admin Portal > Phone system > Phone and devices tab. You can also go to Quick Access > Phones & devices, then click Manage Devices.


Once inside the Phones & devices section, you can now perform any of the following:

Check phones that support Hot desking

Set up Hot desking via the BT Cloud Work portal

Log in to a common area phone

Log out from a common area phone

Remotely log out of a common area phone

Enable no session timeout on deskphones

Set up a session timeout for all common area phones 

Check phones that support Hot desking

  1. Click Common area phones, and click Add device
  2. Enter 1 (or any number) in the Qty field
  3. Click Select a device
  4. Click the Desktop phones tab. A list of phones that support Hot desking will be displayed

Set up Hot desking via the BT Cloud Work portal

In order to set up Hot desking in the BT Cloud Work portal, you have to add a common area phone. A common area phone can be added in 2 ways:

Purchase a Common area phone

Convert an Unassigned phone into a common area phone

Purchase a Common area phone

  1. Click on Common area phones, then click Add device
  2. Enter the number of phones to be ordered on the Qty field
  3. Click Select a device to choose from the applicable phone models, then click Select
  4. Click Add to see the order summary, then click Next
  5. Select the Emergency Address from the drop-down list or click the New button to enter the correct address
  • IMPORTANT: The Emergency Address must be the physical address at which your device is located. This address will be used in the event of an emergency call (911 in United States and Canada, 999/112 in United Kingdom, and other Emergency Call Services applicable in other countries)
  1. Select the device where the address will be applied, then click Assign to selected. You can either assign the Emergency Address to all the phones or assign different addresses individually. Click Next
  2. Select the Delivery address. You can either select one from the drop-down list or click the Edit or New button to enter the correct address
  3. Select a Shipping method. Tick the checkbox of the device(s) where the address and shipping method will apply to, then click Assign to selected. Click Next. If you ordered the same phone model in multiple quantities, click Split if you want to enter different shipping addresses and shipping methods for each phone
  4. Review the summary of your order which includes the one time charge for the ordered device(s), shipping fee, and other recurring charges for the taxes and other fees. Tick the box to acknowledge, accept, and authorise the charges for the purchase of the Common area phone
  5. Click Next, then click Done

You can navigate to Phone system > Phones & devices > Common area phones to view the list of Hot desk phones. After receiving and connecting the devices, Users need to log in to the Common phone to start using them.

Convert an Unassigned phone into a Common area phone

The process of converting an unassigned phone into a common phone involves 2 parts:

Unassign an Assigned phone

Convert the Unassigned phone as a Common area phone (or a Hot desk phone)

The Emergency Address must be the physical address where your device is located. This address will be used in the event of an emergency call (911 in the United States and Canada, 999/112 in the United Kingdom, and other Emergency Call Services applicable in other countries).

Unassign an Assigned phone

  1. Under Phones & devices > User phones, click the device that needs to be converted into a common phone
  2. Before you proceed, take note of the device’s name. The name is located at the upper right hand corner of the screen opposite the Change phone button
  3. Click Change phone, then select BT Cloud Work for Desktop. Click Next. A note appears indicating that the phone number that was assigned to the desk phone will be reserved for the User and will be activated when the user downloads and opens a desktop application. Click Next
  4. Select the Emergency Address from the drop-down list or click the New button to enter the correct address
  5. Enter the Customer name, then click Next
  6. Click Done

Convert the Unassigned phone as a Common area phone

  1. Still on the same page, click Convert to hot desk phone at the lower part of the screen
  2. Enter the Phone nickname, then click Next
  3. Select the Emergency Address from the drop-down list or click the New button to enter the correct address
  4. Enter the Customer name, then click Next
  5. Select the Delivery address. You can either select one from the drop-down list or click the Edit or New button to enter the correct address
  6. Select the Delivery Method
  7. Enter the name of the recipient in the Attention to text box, then click Confirm

Log in to a common area phone

On your desk phone, press the Login soft key or dial *90 on a common phone.

You will be prompted to enter the extension number and a pin (Soft key + Ext + Pin).

Log out from a common area phone

On your desk phone, press the Logout soft key on the phone or dial *91 to log out.  

Remotely log out of a common area phone

Administrators can remotely log you out from a common area phone so it can be available for other users. The Administrator should:

  1. Navigate to Phone system, then click Phones & devices
  2. On the Common area phones tab, select the common phone(s) you want to log out
  3. On the Phone details window, click Logout

NOTE: No calls can be made or received on the common phone unless someone is logged in (except for Emergency calling). 

Set up a session timeout for all common area phones

Administrators can configure the Hot desk session timeout which automatically logs Users out of the Common area phones after the set duration.

  1. In the Admin portal, go to More > Security and Compliance > Hot Desk session timeout
  2. Select the duration from the drop-down list, then click Save
Set to Never if you do not prefer the Hot Desk session to automatically time out. The Hot Desk session will only end if you log out.
Issue
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TitleHot Desking on the BT Cloud Work
URL Name8967
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