---
title: "Manage a User Desk Phone"
slug: "manage-a-user-desk-phone"
description: "Learn how to set up and manage a user desk phone. "
tags: ["provisioning ", "obihai", "polycom", "Admin", "Dialpad Activate", "yealink", "User Desk Phone"]
updated: 2026-03-02T19:39:10Z
published: 2026-03-02T19:39:10Z
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.dialpad.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Manage a User Desk Phone

In addition to our mobile, browser, and desktop apps, you can also use Dialpad on a [supported desk phone](/v1/docs/supported-desk-and-room-phones). We offer a range of options from trusted manufacturers like Poly and Yealink. Easily add one—or many—directly from your Dialpad account.

Let's take a look at ordering and managing a desk phone in Dialpad.

> [!NOTE]
> Who can use this
> 
> Desk phones can be used on [all Dialpad plans](https://www.dialpad.com/pricing/).
> 
> To set up and manage a desk phone for another user, you must be a Dialpad Admin.

## Manage a user desk phone

User phones are desk phones assigned to a team member. When their Dialpad number is called, that user's phone will ring.

Dialpad Admins can manage user desk phones right from their Dialpad **Admin Settings**.

1. Navigate to **Office**>**Desk Phones**

![The Desk Phones setting view, showing a list of devices for User Phones.](https://cdn.us.document360.io/0f28ad44-2863-4372-a27e-c6728808d742/Images/Documentation/Manage User Deskphone.png)
2. Select **User Phones** From the **Desk Phone Settings** section, admins can:
  - Add a user phone
  - Reboot an existing user phone
  - Remove an existing user phone
  - Enable corporate speed dial
  - [Manage Room Phones](/v1/docs/manage-a-room-phone)

> [!NOTE]
> Note
> 
> Team members can also configure their phones from the Connected Devices section of their phone settings.

### Allow team members to provision desk phones

Admins normally set up their users' desk phones, but they can also allow team members to do it themselves.

To let users set up their own desk phones, go to your Dialpad **Admin Settings**.

1. Navigate to **Office**>**Office Settings**
2. Navigate to **Desk Phones**
3. Check the box beside **Allow Team members to self-provision deskphones** ![The Office Settings view, showing the option to enable users to self-provision a desk phone.](https://cdn.us.document360.io/0f28ad44-2863-4372-a27e-c6728808d742/Images/Documentation/Self-Provision Deskphones.png)

> [!NOTE]
> Note
> 
> Team members can provision their desk phones by going to **Your Settings** and selecting **Your Devices**.

## Deskphone admin password

Company admins can access their organization’s desk phone password in **Company Settings**. This admin password applies to all desk phones activated with Dialpad.

To access the Deskphone Admin Password, go to your Dialpad **Admin Settings**.

1. Select **My Company**>**Deskphone Settings**
2. Navigate to **Deskphone Admin Password**
3. Select the **eye**icon to see the password ![The Deskphone Settings view, highlighting the crossed-out eye symbol to reveal the Deskphone Admin Password.](https://cdn.us.document360.io/0f28ad44-2863-4372-a27e-c6728808d742/Images/Documentation/Deskphone settings password.png)

> [!NOTE]
> Note
> 
> For unassigned Dialpad provisioned devices, use the default deskphone password: 3425723, which spells "Dialpad" on a phone keypad.

## Add a user desk phone

Admins can add user desk phones from their Dialpad **Admin Settings**.

1. Navigate to **Office Settings**> **Desk Phones**
2. In the **User Phones**tab, select **Add a user phone** ![The Desk Phones settings view, showing a list of user phones and the option to add a new user phone to the office.](https://cdn.us.document360.io/0f28ad44-2863-4372-a27e-c6728808d742/Images/Documentation/Add User phone.png)
3. Select the desired model
4. Follow the prompts to configure your new desk phone

Let's go over the steps to add each supported desk phone.

> [!NOTE]
> Note
> 
> Your desk phone must be connected to the internet before getting started.

****Polycom x50 series (OBi Edition)****

To add your Polycom x50 series phone, go to your Dialpad**Admin Settings**.

1. Navigate to **Office**> **Desk Phones**
2. In the **User Phones** tab, select **Add a User Phone** ![The Desk Phones settings view, showing a list of user phones and the option to add a new user phone to the office.](https://cdn.us.document360.io/0f28ad44-2863-4372-a27e-c6728808d742/Images/Documentation/Add User phone(1).png)
3. Select **Polycom x50 Series (OBi Edition)**![](https://cdn.us.document360.io/0f28ad44-2863-4372-a27e-c6728808d742/Images/Documentation/add-polycom-x50.png)
4. Name the desk phone and assign a user, then select **Next**
5. Select **The device screen does display "Dialpad Activate"**and select **Next**
6. Dial the activation code, then hang up and select **Done**

Once the activation code has been entered, you'll hear a message confirming the phone is ready and connected to the account.

****Poly Edge E series****

To add your Polycom Edge E phone, go to your Dialpad **Admin Settings**.

1. Navigate to **Office > Desk Phones**
2. In the **User Phones** tab, select **Add a user phone** ![The Desk Phones settings view, showing a list of user phones and the option to add a new user phone to the office.](https://cdn.us.document360.io/0f28ad44-2863-4372-a27e-c6728808d742/Images/Documentation/Add User phone(2).png)
3. Select**See more options**
4. Select **Poly Edge E Series![](https://cdn.us.document360.io/0f28ad44-2863-4372-a27e-c6728808d742/Images/Documentation/add-edge3-e.png)**
5. Name the desk phone and assign a user, then select **Next**
6. Select **The device screen does display “Dialpad Activate”**and select **Next**
7. Save the 4-digit activation code
8. Pick up the receiver and, when prompted, enter the 4-digit activation code

> [!NOTE]
> Note
> 
> The phone will automatically dial out.

****Polycom VVX UCS series****

There are two different methods to add your Polycom VVX:

1. If you purchased it from Dialpad
2. If you purchased it from a third party (not recommended)

Let's take a look at the two processes below.

#### **Purchased from Dialpad**

If you purchased your desk phone from Dialpad, go to your Dialpad **Admin Settings**.

1. Navigate to **Office**>**Desk Phones**
2. In the User Phones tab, select **Add a user phone**
3. Select **See more options** > **Other Polycom Phones**
4. Name the desk phone and assign it to a user, then select **Next**
5. Select **The device screen displays "Dialpad Activate"**> **Next**
6. Pick up the desk phone, dial the activation code, and hang up

[Purchase Dialpad Phone](https://app.vidgrid.com/embed/kDIfWZHA6TVV)

Once you've entered the activation code, you'll hear a message confirming the phone is ready and connected to the account.

#### **Purchased from third party**

If you purchased your desk phone from a third party, first go to your Dialpad **Admin Settings**.

1. Navigate to **Office**>**Desk Phones**
2. In the User Phones tab, select **Add a user phone**
3. Select **See more options**>**Other Polycom phones**
4. Name the desk phone and assign it to a user, then select **Next**
5. Select **The device screen does NOT display "Dialpad Activate"** > **Next**

[Purchase 3rd Party Phone](https://app.vidgrid.com/embed/8stdDa4APDfy)

You'll see a set-up menu, guiding you through the steps on your Polycom device.

Then, proceed in factory resetting the device.

Log into the Polycom Web Browser at: **https://IP_Address_of_your_Polycom**

1. Select **Utilities**
2. Select**Phone Backup and Restore**
3. Select **Expand Global Settings**
4. Select **Restore**

Next, it's time to provision the server.

1. Navigate to**Menu**>**Status**>**Network**
2. Copy the IP address from your Polycom device in a new web browser tab

> [!NOTE]
> Note
> 
> Add **https://** before the IP address.
3. Enter the Admin Password displayed in Dialpad
4. Navigate to **Settings**>**Provisioning Server**
5. Change the Server Type to **HTTPS** and enter the server address provided in Dialpad
6. Remove Server User and Server Password information
7. Change Boot Server to **Static**
8. Select **Save**

****Yealink T series****

> [!NOTE]
> Note
> 
> Your Yealink phone must be on the list of Supported Desk Phones. Your device may update its firmware during activation to ensure compatibility with Dialpad.

To add your new Yealink desk phone, go to your Dialpad **Admin Settings**.

1. Navigate to **Office**> **Desk Phones**
2. In the **User Phones** tab, select **Add a user phone**

![The Desk Phones settings view, showing a list of user phones and the option to add a new user phone to the office.](https://cdn.us.document360.io/0f28ad44-2863-4372-a27e-c6728808d742/Images/Documentation/Add User phone(3).png)
3. Select **Yealink Phone**
4. Name the desk phone and assign it to a user, then select **Next**
5. Once initialization is complete, select one of the following options:
  1. The device screen displays "**Dialpad Activate"**
  2. The device screen does NOT display**"Dialpad Activate"**

#### If the device screen says **"Dialpad Activate"**

1. Enter the code prompted on your screen

> [!NOTE]
> Note
> 
> A voice message will confirm that the code has been sent to the server.
2. Hang up the phone and Select **Done**

> [!NOTE]
> Note
> 
> The device will reset.

#### If the device screen does NOT display **"Dialpad Activate"**

1. Head to [this Help Center article](https://help.dialpad.com/docs/desk-phone-doesnt-display-dialpad-activate#yealink-phones) 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. Select **Next** on the pop-up to activate it

## Add SIP credentials to a device

To add SIP credentials to a device, head to your Dialpad **Admin Settings**.

1. Go to **Office** > **Desk Phones**
2. Select the **User Phones** or **Room Phones** tab and select **Add a user phone** or **Add a room phone**
3. From the list of devices, select **SIP Phone**
4. Enter the SIP phone details:
  1. For user phones, enter a name and choose who the phone is for ![Display window showing fields to enter information for a new user phone needing SIP credentials.](https://cdn.us.document360.io/0f28ad44-2863-4372-a27e-c6728808d742/Images/Documentation/User Phone SIP Setup.png)
  2. For room phones, enter a name ![Display window showing fields to enter information for a room phone using SIP credentials.](https://cdn.us.document360.io/0f28ad44-2863-4372-a27e-c6728808d742/Images/Documentation/Room Phone SIP Setup.png)

> [!NOTE]
> Note
> 
> For room phones, you’ll also need to choose your **Number type**.
5. Select **Next**

Dialpad generates the SIP credentials for the phone.

> [!NOTE]
> Note
> 
> This includes the voice gateway Domain and the Port for voice traffic.
6. Select **Done**

[SIP Phone Credentials](https://app.vidgrid.com/embed/oNsDVdKRs9Jo)

Read this [Help Center article](https://help.dialpad.com/docs/supported-desk-and-room-phones#generic-sip-registration) to learn more about SIP devices.

## Remove a desk phone

To remove a user desk phone, head to your Dialpad **Admin Settings**.

1. Navigate to **Office**>**Desk Phones**
2. In the**User Phones** tab, go to the device you want to remove
3. Select **Options**> **Remove** ![The Desk Phones settings view, showing a list of user phones and the option to remove a user phone from the office.](https://cdn.us.document360.io/0f28ad44-2863-4372-a27e-c6728808d742/Images/Documentation/Remove User Phone(1).png)
4. Confirm the changes

## Configure line keys from Dialpad Admin Portal

Configure Line Keys gives you a visual tool to associate line keys on your supported desk phone with other calling feature functionality (such as speed dials and shared line appearances)

To configure your line keys, head to your Dialpad **Admin Settings**.

1. Navigate to**Office Settings**>**Desk Phones** and find the desk phone you want to configure
2. Select******Options** > **Configure Deskphone**

![Admin settings view showing the option to configure a desk phone.](https://cdn.us.document360.io/0f28ad44-2863-4372-a27e-c6728808d742/Images/Documentation/Admin Configure Line Keys.png)
3. Assign your lines as needed (speed dial, executive line, etc.)

## **Corporate speed dial**

Enabling corporate speed dial places a Speed Dial on the last line of your Office's desk phones.

To configure your corporate speed dial, head to your Dialpad******Admin Portal.**

1. Navigate to **Office**> **Desk Phones**
2. Under the **Desktop Settings******tab, enter the Speed-dial name and the desired phone number
3. Select******Save Speed Dial**

![The Desk Phones settings view, showing the Deskphone Settings option with a corporate speed dial added to the phone as a line key.](https://cdn.us.document360.io/0f28ad44-2863-4372-a27e-c6728808d742/Images/Documentation/Corporate Speed Dial(1).png)

Changes will be reflected on these desk phones overnight or within 1-2 minutes of a manual reboot.

Once corporate speed dial has been enabled, easily change the speed dial number by selecting **Clear Speed Dial.**

## Custom speed dial

You can create custom speed dial numbers for line keys on a user desk phone.

To create a custom speed dial on a user phone, go to your Dialpad **Admin Settings**.

1. Navigate to **Office** > **Desk Phones**
2. Locate the phone you want to add a custom speed dial to, select **Options** > **Configure Deskphone**
3. In an empty line key row, select **Speed dial/BLF** from the **Function** drop-down menu
4. Select **Create Custom Speed Dial**
5. Enter this information for the custom speed dial
  - **Label**
  - **Number** (phone number)
6. Select **Save**, then select **Update Device**

[Custom Speed Dial](https://app.vidgrid.com/embed/JN9isUnoeSez)

## Frequently asked questions

### Why is there a pause before my phone call goes through?

When you make a call with your desk phone using VoIP, there’s usually a 4-second delay after you dial a number. Since VoIP calls go over the internet, the process is more complex than with regular phone lines, which causes this delay.

### Can I change the time format on my desk phone?

Yes, to switch your device's time format from 24-hour to 12-hour, contact [our Customer Care team](https://dialpad.com/contact-support).

### If I save a number to a custom speed dial, will it show up in Dialpad’s shared contacts?

No. Custom speed dial numbers are stored locally on the desk phone only. They are not synced or added to Dialpad’s shared contacts.

**Want to learn more?**

Check out Dialpad University's [free courses](https://university.dialpad.com) covering our products and services, as well as insightful tips and best practices.

## Related

- [Supported User and Room Phones](/supported-desk-and-room-phones.md)
- [Manage a Room Phone](/manage-a-room-phone.md)
- [Provision VVX 250, 350 & 450 Obi Edition Devices to Dialpad](/provisioning-vvx-250-350-450-obi-edition-devices-to-dialpad.md)