Manage a User Desk Phone

  • Last updated on Sep 11, 2025
  • Published on Jul 28, 2023
  • 7 minute(s) read
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In addition to our mobile, browser, and desktop apps, you can also use Dialpad on a supported desk phone. 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.

Who can use this

Desk phones can be used on all Dialpad plans.

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 one of your team members. 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.

  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

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, head 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 desk phones
    The Office Settings view, showing the option to enable users to self-provision a desk phone.

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 directly from the 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.

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 a user desk phone 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.

  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

Your desk phone must be connected to the internet before getting started.

Add a Polycom x50 Series (OBi Edition) desk phone

To add your Polycom x50 series phone, head 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.

  3. Select Polycom x50 Series (OBi Edition)

  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.

Add a Poly Edge E desk phone

To add your Polycom Edge E phone, head 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.

  3. Select See more options

  4. Select Poly Edge E Series

  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

    The phone will automatically dial out.

Add a Polycom VVX desk phone

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, head 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" and select Next

  6. Pick up the desk phone, dial 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

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" and select Next

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

    1. 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

  6. Remove Server User and Server Password information

  7. Change Boot Server to Static                          

  8. Select Save

Add a 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 your new Yealink desk phone, head 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.

  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

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

  2. Hang up the phone and Select Done

    Note

    The device will reset.

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. 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.

    2. For room phones, enter a name
      Display window showing fields to enter information for a room phone using SIP credentials.

      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

    This includes the voice gateway Domain and the Port for voice traffic.

  6. Select Done

Read this Help Center article 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.

  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 Settings.

  1. Navigate to Your Devices and find the desk phone you want to configure
    The Your Devices settings view, showing a list of user phones and the option for users to configure their own line keys.

  2. Select Options > Configure deskphone

  3. Assign your lines as needed (speed dial, executive line, etc)

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.

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

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.


Want to learn more?

Check out Dialpad University's free courses covering our products and services, as well as insightful tips and best practices.

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