Manage a Room Phone
  • 02 Aug 2023
  • 4 Minutes to read
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Manage a Room Phone

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Article Summary

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.

Who Can Use This Feature
To set up and manage a room phone, you must be a Dialpad Admin

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

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

  1. Navigate to Office Settings
  2. Select Deskphones
  3. Click the Room Phones tab
  4. Select Add a room phone 
  5. Select Polycom x50 Series (OBi Edition)
  6. Name the phone, click Next
  7. Choose the number type (local number, toll-free number, or ported number)
  8. Dialpad also lets you pick the number 
  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 — OBi 300

To add an OBi 300 Room Phone, head to your Admin Settings from Dialpad.com

  1. Navigate to Office Settings
  2. Select Deskphones
  3. Click the Room Phones tab
  4. Select Add a room phone
  5. Select Other options
  6. Select OBi 300+
  7. Name the phone, click Next
  8. Choose the number type (local number, toll-free number, or ported number)
    • Dialpad also lets you pick the number
  9. Make sure your phone is powered on and connected to the internet
  10. Select one of the following options
    • The device screens displays "Dialpad Activate"
    • The device screens does NOT display "Dialpad Activate"

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. 

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

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

  1. Navigate to Office Settings
  2. Select Deskphones
  3. Click the Room Phones tab
  4. Select Options beside your OBI 300 phone
  5. Select Add T30 Fax
  6. Select Okay

You'll now see a fax icon appear in the Fax enabled column for the room phone.

You can 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

To add a Polycom VVX Room Phone, head to your Admin Settings from Dialpad.com 

  1. Navigate to Office Settings
  2. Select Deskphones
  3. Click the Room Phones tab
  4. Select Add a room phone
  5. Select More Options
  6. Select Other Polycom
  7. Name the phone, click Next
  8. Choose the number type (local number, toll-free number, or ported number)
    • Dialpad also lets you pick the number
  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 — OBi 1000 Series

To add an OBi 1000 Series Room Phone, head to your Admin Settings from Dialpad.com

  1. Navigate to Office Settings
  2. Select Deskphones
  3. Click the Room Phones tab
  4. Select Add a room phone
  5. Select Other options
  6. Select OBi 1000 Series
  7. Name the phone, click Next
  8. Choose the number type (local number, toll-free number, or ported number)
    • Dialpad also lets you pick the number
  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"

Remove a Room Phone

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

  1. Navigate to Office Settings 
  2. Select Deskphones 
  3. Click the Room Phone tab
  4. Select Options beside the room phone you'd like to remove
  5. Select Remove

The Room Phone configuration will be removed in just a few moments. 

Add Room Phone Extension 

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

  1. Navigate to Office Settings
  2. Select Deskphones 
  3. Click the Room Phone tab 
  4. Select Options beside the room phone you'd like to update
  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 Admin Settings from Dialpad.com

  1. Navigate to Office Settings
  2. Select Deskphones
  3. Click the Room Phones tab
  4. Select Options besides the room phone you'd like to update
  5. Select Edit Extension 
  6. Enter the new 5-number extension OR select Remove Extension

Edit Room Phone Settings

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

  1. Navigate to Office Settings
  2. Select Deskphones
  3. Click the Room Phones tab 
  4. Select Options beside the room phone you'd like to update
  5. Select Edit
  6. Here, you can customize the following: 
    • Name 
    • Ring duration and forwarding
    • Registering Emergency Services Location (e911)
    • Outbound ID 
    • Outbound calling and international calling
    • Hold music 
    • Call queuing (Enterprise plan only)
  7. Make any adjustment then select Done 

Frequently Asked Questions 

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.

What if I'm 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.

 


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