- 19 Feb 2025
- 6 Minutes to read
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Manage a User Desk Phone
- Updated on 19 Feb 2025
- 6 Minutes to read
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In addition to our mobile, browser, and desktop app, Dialpad is available on desk phones!
Dialpad supports a range of desk phones from leading manufacturers such as Poly and Yealink. Easily add one (or 50!) of our supported desk phones directly from Dialpad.
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.
Navigate to Office
Select Desk Phones
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
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 Portal.
Navigate to Office
Select Office Settings
Navigate to Desk phones
Check the box beside Allow Team members to self-provision desk phones
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 deskphone password directly from the Company Settings. This admin password applies to all deskphones activated with Dialpad.
To access the deskphone admin password, go to your Dialpad Admin Portal.
Select My Company
Select Deskphone Settings
Navigate to Deskphone Admin Password
Select the eye icon to see the 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
Navigate to Office Settings
Select Desk Phones
Select User Phones
Select Add a user phone
Select the desired model
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 Portal.
Navigate to Office
Select Desk Phones
Select Add a User Phone
Select Polycom x50 Series (OBi Edition)
Name the desk phone
Assign a user
Select The device screen does display "Dialpad Activate"
Select Next
Dial the activation code, then hang up
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 Portal.
Navigate to Office
Select Desk Phones
Select Add a user phone
Select See more options
Select Poly Edge E Series
Name the desk phone
Assign a user
Save the 4-digit Activation code
Pick up the receiver, the phone will automatically dial out
When prompted, enter the 4-digit activation code provided in the Dialpad portal
Add a Polycom VVX desk phone
There are two different methods to add your Polycom VVX:
If you purchased it from Dialpad
If you purchased it from a third party
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 Portal.
Navigate to Office
Select Desk Phones
Select Add a user phone
Select See more options
Select Other Polycom Phones
Name the desk phone and assign it to a user
Select Next
Select The device screen displays "Dialpad Activate"
Select Next
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 Portal.
Navigate to Office
Select Desk Phones
Select Add a user phone
Select See more options
Select Other Polycom phones
Name the desk phone and assign it to a user
Select Next
Select The device screen does NOT display "Dialpad Activate"
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
Select Utilities
Select Phone Backup and Restore
Select Expand Global Settings
Select Restore
Next, it's time to provision the server.
Navigate to Menu > Status > Network
Copy the IP address from your Polycom device in a new web browser tab
Add https:// before it
Enter the Admin Password displayed in Dialpad
Navigate to Settings > Provisioning Server
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
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 Portal.
Navigate to Office
Select Desk Phones
Select Add a user phone
Select Yealink Phone
Name the desk phone, then assign it to a user
Select Next
Once initialization is complete, select one of the following options:
The device screen displays "Dialpad Activate"
The device screen does NOT display "Dialpad Activate"
If the device screen says "Dialpad Activate"
Enter the code prompted on your screen
A voice message will confirm that the code has been sent to the server
Hang up the phone and the device will reset
Select Done
If the device screen does NOT display "Dialpad Activate"
Head to this Help Center article to learn how to set up Dialpad on your device using the phone's web interface
After adding the Dialpad provisioning server via the phone's web interface, your device will display “Dialpad Activate”
Once it does, you can then select Next on the pop-up to activate it
Remove a desk phone
To remove a user Desk Phone, head to your Dialpad Admin Portal.
Navigate to Office
Select Desk Phones
Select User Phones
Navigate to the device you want to remove
Select Options
Select Remove
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 Device Settings.
Navigate to the desk phone you want to configure
Select Options to access your device options menu
Select Configure Desk Phones
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.
Navigate to Office
Select Office Settings
Select Desk Phones
Select Desktop Settings
Enter the Speed-dial name
Enter the desired phone number
Select Save Speed Dial
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.
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.