Hotdesking

Feature Description

The Hotdesking feature allows you to temporarily assign an extension to a phone that normally uses another extension (or does not have any extension assigned).  For instance, while occasionally working from home, you may want to assign your office extension to an i2050 soft phone running on your home PC.  Another possible use of the Hotdesking feature can be sharing of physical phones in a common work area by multiple workers (physical phones have no extensions assigned – each worker uses the Hotdesking feature to assign their extension to a phone when they start using a work location).

The Hotdesking feature is only supported on Nortel IP and digital phones.
When using Hotdesking with different types of phones, the capabilities are determined by the phone in use. For example, if a physical phone with 2 programmable keys is hotdesked to an extension normally assigned to a phone with 4 programmable keys, only 2 programmable keys would be available during the hotdesking session.

Configuration

Nortel Settings

The Hotdesking configuration in the Nortel Settings page will apply to all Nortel extensions in the system. However this can be overwritten at the extension level. To enable Hotdesking, perform the following steps:

  1. Open the UCx Web-based Configuration Utility
  2. From the PBX tab, select PBX Configuration
  3. From the left side column, select Nortel Settings
  4. Enable Hotdesking
  5. Enable Hotdesking Message if desired, gives a visual indication that a phone is currently hotdesking
  6. Press the Submit Changes button

When Hotdesking is enabled here, all Nortel phones in the system by default will permit the hotdesking feature to be used.

Nortel Extension

To allow an extension to be used from another phone, you have to configure the hotdesking password for that extension.

  1. Open the UCx Web-based Configuration Utility
  2. From the PBX tab, select PBX Configuration
  3. From the left hand column, select Extensions (Nortel)
  4. Click on the extension you want to modify
  5. Scroll down to Device Options, enter the desired password in the Hotdesking Password field
  6. You can keep the Hotdesking field as Default, this will inherit the configuration from Nortel Settings page.

If you want the Hotdesking capability (the ability to take over another extension) to be disallowed from a specific extension, you can set the Hotdesking field for that extension to Disallow. The hotdesking feature can still be used to take over that extension from another phone (if the hotdesking password is configured), but the Hotdesking feature cannot be invoked from that extension.

Unregistered Nortel Extension

In the scenario where there are multiple extensions sharing the same physical phone, you can configure the extensions to be unregistered:

  1. Open the UCx Web-based Configuration Utility
  2. From the PBX tab, select PBX Configuration
  3. From the left hand column, select Extensions (Nortel)
  4. Either add a new extension or select one to be modified
  5. For the MAC Address enter 0
  6. Select  Edit Nortel Properties from the list of actions listed
  7. Enter a Hotdesking Password for this extension
  8. Press the Submit Changes button

When a Nortel extension is configured with the MAC address of zero, the extension is not assigned to a physical phone.  When the Hotdesking feature is invoked for that extension from a phone, the extension is (temporarily) assigned to that phone. When the user cancels the Hotdesking session, the extension returns to the unassigned state.  While unassigned, the extension is unavailable for incoming calls - if a mailbox is configured for that extension, incoming calls are sent to the "not reachable" destination configured for the extension, otherwise the extension is reported as busy.

Programmable Hotdesking Keys

You can also program a Hotdesking key for easy access to the Hotdesking feature.

  1. Open the UCx Web-based Configuration Utility
  2. From the PBX tab, select PBX Configuration
  3. From the left hand column, select Extensions (Nortel)
  4. Click on the extension you want to modify
  5. Scroll down to Programmable Keys and select Hot Desking for the desired key

On a R4.5 system, the Hot Desking key is implemented as a toggle to activate and cancel the feature.
On a R4.0 system, you will need to program a Hot Desking - Cancel key to cancel the feature.

It is recommended to program HDesk and/or HDeskStop in the first or second available key, so the key will still available when a phone with lesser keys is used.

Usage

Hotdesk from a phone with a Services key

If your Nortel IP phone has a Services key, you can invoke the Hotdesking feature as follows:

  1. Press the Services key and use the navigation down arrow to scroll down until you see Hotdesking
  2. Press the Invoke softkey
  3. Enter the Hotdesk extension
  4. Enter the Hotdesk password

To cancel the Hotdesking feature, perform the following steps:

  1. Press the Services key and use the navigation down arrow to scroll down until you see Hotdesking cancel
     
  2. Press the Invoke softkey

Hotdesk from a phone with a Feature key

If your Nortel IP phone has a Feature key, you can invoke the Hotdesking feature as follows:

  1. Press the Feature key and enter the Hotdesking feature code *999
  2. Enter the Hotdesk extension
  3. Enter the Hotdesk password

To cancel Hotdesking:

  1. Press the Feature key and enter the Hotdesking cancel feature code #*999

Hotdesk from an unregistered phone

An unregistered phone is configured to connect to the UCx but the phone is not assigned to a specific extension (see section Unregistered Nortel Extension).

To invoke Hotdesking: 

  1. Press the Hotdesk (HDesk) softkey
  2. Enter the Hotdesk extension 
  3. Enter the Hotdesk password 

The phone will register using the specified Hotdesk extension. Options and features configured on the Hotdesk extension will be available to the user.

To cancel Hotdesking press the Unreg softkey and the phone will become unregistered again.

If the Hotdesk extension is a Nortel M39xx Taurus phone, to cancel Hotdesking press the Recall softkey.

Hotdesk with a programmed key

To invoke Hotdesking: 

  1. Press the Hotdesk key
  2. Enter the Hotdesk extension 
  3. Enter the Hotdesk password 

To cancel Hotdesking:

  • Press the Hotdesk key on a R4.5 system
  • Press the Hotdesk cancel (HDeskStop) key on a R4.0 system