Manage a Room Phone

Use a room phone in shared spaces such as a conference room or reception desk.

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

Who can use this feature?

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

Switching providers?

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

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

From dialpad.com/settings:

1. Navigate to Admin Settings > Office > Desk Phones > Room Phones.
2. Select Add a Room Phone > Polycom x50 Series (OBi Edition).
3. Name the desk phone, then select Next.
4. Determine if you'd like to add a local number, toll-free number, or ported number. Dialpad also lets you pick the number to use.
5. Select Next > Purchased from Dialpad > Next.
6. Pick up the desk phone, press the 'Activation' key, enter the activation code, and hang up. Once you've entered the activation code, you'll hear a message confirming the phone is ready and connected to the account.

If you purchased the device from a third party, you'll first dial the number displayed in the Dialpad web portal and then enter the activation code.

Add a Room Phone — OBi 300

From dialpad.com/settings:

1. Navigate to Admin Settings > Office > Desk Phones > Room Phones.
2. Select Add a Room Phone > OBi 300.
3. Name the desk phone, then select Next.
4. Determine if you'd like to add a local number, toll-free number, or ported number. Dialpad also lets you pick the number to use.
5. Select Next > Purchased from Dialpad > Next.
6. Pick up the desk phone, dial the 'Please dial' number displayed, enter the activation code, and hang up. Once you've entered the activation code, you'll hear a message confirming the phone is ready and connected to the account.

If you purchased the device from a third party instead, you'll first dial the number displayed in the Dialpad web portal and then enter the activation code.

Enable T.30 Fax

Implementing faxing by VoIP service has some limitations based on the technology standards currently in use. While these standards are considered reliable, they can be interpreted differently by different providers, and that means an end-to-end connection cannot be guaranteed. These limitations affect everyone in the industry (including Dialpad) and as a result, if your business is heavily dependent on regularly faxing large, multi-page documents, then we recommend that you maintain an analog line and a traditional fax machine for reliable and consistent performance.

To enable faxing, go to dialpad.com/settings:

1. Navigate to Admin Settings > Office > Desk Phones > Room Phones.
2. Identify the OBi 300 in the list of room phones and select Options > Add T30 Fax.

You can also disable T.30 fax on this room phone by returning to the same menu and selecting Remove T30 Fax.

Add a Room Phone — Polycom VVX

Purchased from Dialpad

From dialpad.com/settings:

1. Navigate to Admin Settings > Office > Desk Phones > Room Phones.
2. Select Add a Room Phone > See More Options > Other Polycom Phones.
3. Name the desk phone, then select Next.
4. Determine if you'd like to add a local number, toll-free number, or ported number. Dialpad also lets you pick the number to use. 
5. Select Next > Purchased from Dialpad > Next.

Pick up the desk phone, press the 'Activation' key, enter the activation code, and hang up. 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

From dialpad.com/settings:

1. Navigate to Admin Settings > Office > Desk Phones > Room Phones.
2. Select Add a Room Phone > See More Options > Other Polycom Phones.
3. Name the desk phone, then select Next.
4. Determine if you'd like to add a local number, toll-free number, or ported number. Dialpad also lets you pick the number to use. 
5. Select Next > Purchased from a third party > Next.

Continue setup using your Polycom device with either of the processes below:

1. Navigate to Menu > Status > Network.
2. Copy the IP address from your Polycom device in a new web browser tab and add https:// before it.
3. Enter the Admin password displayed in Dialpad.
4. Navigate to Settings > Provisioning Server
5. Change the Server Type to HTTPS, enter the server address provided in Dialpad, remove Server User and Server Password information, change Boot Server to Static, and select Save.

or

1. Navigate to Menu > Settings > Advanced.
2. Enter the Admin password displayed in Dialpad.
3. Navigate to Menu > Admin Settings > Network Configurations > Provisioning Server.
4. Change the Server Type to HTTPS, enter the server address provided in Dialpad, remove Server User and Server Password information, change Boot Server to Static, and select Save.

Your Polycom device should now be ready to use as a room phone.

Add a Room Phone — OBi 1000 Series

From dialpad.com/settings:

1. Navigate to Admin Settings > Office > Desk Phones > Room Phones.
2. Select Add a Room Phone > See More Options > OBi 1000 Series.
3. Name the desk phone, then select Next.
4. Determine if you'd like to add a local number, toll-free number, or ported number. Dialpad also lets you pick the number to use. 
5. Select Next > Purchased from Dialpad > Next.
6. Pick up the desk phone, press the 'Activation' key, enter the activation code, and hang up. Once you've entered the activation code, you'll hear a message confirming the phone is ready and connected to the account.

If you purchased the device from a third party, you'll first dial the number displayed in the Dialpad web portal and then enter the activation code.

Remove a Room Phone

From dialpad.com/settings

1. Navigate to Admin Settings > Office > Desk Phones > Room Phones.
2. Select Options > Remove alongside a room phone in the list.

The room phone configuration will be removed in a few moments.

Add, Change, or Remove an Extension

From dialpad.com/settings:

1. Navigate to Admin Settings > Office > Desk Phones > Room Phones.
2. Select Options > Add Extension alongside a room phone in the list.
3. Enter a 5-digit extension, then select Save.
4. If you'd like to change or remove an extension, return to Options and select Edit Extension. Enter a different 5-digit extension and select Save, or select Remove Extension to remove it.

Edit Settings

From dialpad.com/settings:

1. Navigate to Admin Settings > Office > Desk Phones > Room Phones.
2. Select Options > Edit alongside a room phone in the list. Here you'll access these options:
   • Name
   • Ring Duration & Forwarding
   • Registered Emergency Services Location (E911)
   • Outbound ID
   • Outbound Calling & International Calling
   • Call Queuing (Enterprise plan only)
3. Make any adjustments necessary, then select Done

How can I view call activity on my room phones?

Navigate to your Analytics and Calls and select your Office as the Users & Targets filter. Select your timeframe then select Export Statistics.

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