Manage a Room Phone

  • Last updated on Oct 6, 2025
  • Published on May 31, 2023
  • 5 minute(s) read
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Room phones are perfect for shared spaces such as reception desks or conference rooms.

Dialpad supports several different Polycom and SoundStation room phones, whether you purchased them from us or not. Make sure your device is on our Supported Room Phones list.

Who can use this

To set up and manage a room phone, you must be a Dialpad Admin.

Let's take a look at managing a room phone in Dialpad.

Note

Room phones introduce a recurring cost. In addition to purchasing the hardware, you'll also pay a monthly fee for a room phone license. If you'd like to purchase room phone licenses first, head to the Billing section of your Dialpad Admin Portal.

Add a room phone

You can add room phones with these phone model series.

Yealink T series

Note

Before proceeding with these steps, your Yealink phone must be on the list of Supported Desk Phones and use at least the listed firmware version.

To add a Yealink room phone, go to your Dialpad Admin Settings.

  1. Navigate to Office > Desk Phones

  2. Select Room Phones

    Desk Phone settings page, showing the option to add a room phone.

  3. Select Add a room phone

  4. Select Yealink phone

    Pop-up screen showing the options to add a desk phone. The Yealink phone option is highlighted.

  5. Name the desk phone, then assign it to a user

  6. Select Next

  7. Once initialization is complete, select one of the following options:

    • The device screen displays “Dialpad Activate”

    • The device screen does NOT display “Dialpad Activate”

  8. Follow the prompts to activate

The device screen says "Dialpad Activate"

If the device screen says “Dialpad Activate”:

  1. Enter the code prompted on your screen

  2. A voice message will confirm that the code has been sent to the server

  3. Hang up the phone, and the device will reset

  4. Select Done

The device screen does NOT display "Dialpad Activate"

If the device screen doesn’t say “Dialpad Activate”:

  1. Head to this Help Center article to learn how to set up Dialpad on your device using the phone's web interface

  2. After adding the Dialpad provisioning server via the phone's web interface, your device will display Dialpad Activate

  3. Once it does, you can then select Next on the pop-up to activate it

Polycom x50 Series (OBi Edition)

To add a Polycom x50 Series (OBi Edition) Room Phone, head to your Dialpad Admin Settings.

  1. Navigate to Office > Desk Phones

  2. Select Room Phones

  3. Select Add a room phone

    The Desk Phone settings page, showing the option to add a room phone.

  4. Select Polycom x50 Series (OBi Edition)

    Pop-up screen showing different phone options. The Poly Obi x50 option is highlighted.

  5. Name the phone, click Next

  6. Choose the number type (local number, toll-free number, or ported number)

    Note

    If you want to choose a different number, select Change.

    Make sure your phone is powered on and connected to the internet.

  7. Select one of the following options

    • The device screens display “Dialpad Activate”.

    • The device screens do NOT display “Dialpad Activate”.

  8. Follow the prompts to activate

The device screen says "Dialpad Activate"

If the device screen says “Dialpad Activate”:

  1. Enter the code prompted on your screen

  2. A voice message will confirm that the code has been sent to the server

  3. Hang up the phone, and the device will reset

  4. Select Done

The device screen does NOT display "Dialpad Activate"

If the device screen doesn’t say “Dialpad Activate”:

  1. Head to this Help Center article to learn how to set up Dialpad on your device using the phone's web interface

  2. After adding the Dialpad provisioning server via the phone's web interface, your device will display Dialpad Activate

  3. Once it does, you can then select Next on the pop-up to activate it

Polycom VVX UCS series

To add a Polycom VVX room phone, head to your Dialpad Admin Settings.

  1. Navigate to Office > Desk Phones

  2. Select Room Phones

  3. Select Add a room phone

    The Desk Phone settings page, showing the option to add a room phone.

  4. Select See more options

    Pop-up screen for choosing a phone type. The More Options link is highlighted.

  5. Select Other Polycom Phones

  6. Name the phone, click Next

  7. Choose the number type (local number, toll-free number, or ported number)

    • If you want to choose a different number, select Change.

  8. Make sure your phone is powered on and connected to the internet

  9. Select one of the following options

    • The device screens display Dialpad Activate

    • The device screens do NOT display Dialpad Activate

  10. Follow the prompts to activate

The device screen says "Dialpad Activate"

If the device screen says “Dialpad Activate”:

  1. Enter the code prompted on your screen

  2. A voice message will confirm that the code has been sent to the server

  3. Hang up the phone, and the device will reset

  4. Select Done

The device screen does NOT display "Dialpad Activate"

If the device screen doesn’t say “Dialpad Activate”:

  1. Head to this Help Center article to learn how to set up Dialpad on your device using the phone's web interface

  2. After adding the Dialpad provisioning server via the phone's web interface, your device will display Dialpad Activate

  3. Once it does, you can then select Next on the pop-up to activate it

Remove a room phone

To remove a room phone, head to your Dialpad Admin Settings.

  1. Navigate to Office > Desk Phones

  2. Select Room Phones

  3. Besides the phone you want to remove, select Options > Remove

    The Desk Phone settings page, showing the option to remove a room phone.

Add room phone extension

To add a room phone extension, head to your Dialpad Admin Settings.

  1. Navigate to Office > Desk Phones

  2. Select Room Phones

  3. Besides the phone you want to update, select Options > Add Extension

    The Desk Phone settings page, showing the option to add extension to a room phone.

  4. Enter the desired extension number

    Note

    The extension must be 5 numbers.

  5. Select Save

Edit or remove a room phone extension

To edit or remove a room phone extension, head to your Dialpad Admin Settings.

  1. Navigate to Office > Desk Phones

  2. Select Room Phones

  3. Besides the phone you want to update, select Options > Edit Extension

    The Desk Phone settings page, showing the option to edit a room phone extension.

  4. Enter the new 5-number extension or select Remove Extension

  5. Select Save

Edit room phone settings

To edit your room phone's settings, head to your Dialpad Admin Settings.

  1. Navigate to Office > Desk Phones

  2. Select Room Phones

  3. Besides the phone you want to update, select Options > Edit

    The Desk Phone settings page, showing the option to edit the settings for a room phone.

    You can edit the following details:

    • Name

    • Ring duration and forwarding

    • Registering Emergency Services Location (e911)

    • Outbound ID

    • Outbound calling and international calling

    • Hold music

    • Call queuing

  4. Make your changes, then select Done

Enable T.30 Fax

Faxing over a VoIP service does have a few limitations that impact all VoIP providers (including Dialpad). As a result, if your business is heavily dependent on frequently faxing large, multi-page documents, we recommend that you maintain an analog line and a traditional fax machine.

While VoIP faxing standards are considered reliable, they can be interpreted differently by different providers, and that means an end-to-end connection cannot be guaranteed.

Note

Faxing via a room phone is only possible with OBi 300 devices.

To enable OBi 300 faxing, head to your Dialpad Admin Settings.

  1. Navigate to Office > Desk Phones

  2. Select Room Phones

  3. Beside your OBI 300 phone, select Options

  4. Select Add T30 Fax

    The Desk Phone settings page, showing the option to add a T30 fax option to a room phone.

  5. Select Okay

Once faxing is enabled, you'll see a fax icon in the Fax enabled column.
List of room phones. Room phones with fax enabled on them show a fax icon in the Fax Enabled column.

Disable faxing

To disable faxing, go to your Dialpad Admin Settings.

  1. Navigate to Office > Desk Phones

  2. Select Room Phones

  3. Beside your fax-enabled OBI 300 phone, select Options

  4. Select Remove T30 Fax

    The Desk Phone settings page, showing the option to remove a T30 fax option from a room phone.

Frequently asked questions (FAQs)

How can I view call activity on my room phones?

When exporting your analytics data, select your Office as the Users & Targets filter. Select the timeframe, then select Export Statistics.

When you open the exported file, sort the data based on name or target_type to view calls handled with a room phone.

What if I'm switching providers?

If you are looking to remove a device from Dialpad for use with another provider, please contact Customer Care so the Telephony team can update the device registration with the manufacturer.

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