Manage a Room Phone

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. 

Note

Keep in mind that room phones introduce a recurring cost. Aside from 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 Admin Portal.

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

Add a Room Phone — Polycom x50 Series (OBi Edition)

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

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. 

Once faxing is enabled, you'll see a fax icon in 'Fax enabled' column.

Disable faxing

To disable faxing, go to your Dialpad Admin Settings. 

1. Navigate to Office 

2. Select Deskphones

3. Select Room Phones 

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

5. Select Remove T30 Fax

   

Add a room phone — Polycom VVX

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

1. Navigate to Office

2. Select Desk Phones

3. Select Room Phones 

4. Select Add a room phone

   

5. Select See more options

   

6. Select Other Polycom Phones

7. Name the phone, click Next

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

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

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

10. Select one of the following options

    • The device screens display "Dialpad Activate"

    • The device screens do NOT display "Dialpad Activate"

11. Follow the prompts to activate

Add a room phone — Yealink T3, T4, or T5 series desk phone

Note

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

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

1. Navigate to Office

2. Select Desk Phones

3. Select Room Phones
   

   

4. Select Add a room phone

5. Select Yealink phone
   

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

7. Select Next

8. 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

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 

If the device screen does NOT display "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

2. Select Desk Phones 

3. Select Room Phones

4. Besides the phone you want to remove, select Options

5. Select Remove

   

Add room phone extension 

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

1. Navigate to Office 

2. Select Desk Phones 

3. Select Room Phones 

4. Besides the phone you want to update, select Options

5. Select Add Extension

   

6. Enter the desired extension number 

   1. The extension must be 5 numbers

7. 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 

2. Select Desk Phones 

3. Select Room Phones 

4. Besides the phone you want to update, select Options

5. Select Edit Extension

   

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

7. Select Save

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

1. Navigate to Office 

2. Select Desk Phones

3. Select Room Phones 

4. Besides the phone you want to update, select Options

5. Select Edit

   

6. Make your changes, then select Done

   • 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 

Frequently asked questions 

How can I view call activity on my room phones?

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.