Hot Desking allows your organization to make the best use of office space. People using shared workspaces can sign in and book a shared phone for their workday.

Users can use their Webex account to sign in to a workspace phone, through either Webex App or a web browser on their mobile device.

In Control Hub, you can manage Hot Desking by:

  • Enabling Hot Desking for shared phones
  • Configuring users' Hot Desking profiles
  • Managing user bookings

Enable Hot Desking for your phone

The phones with the Hot Desking feature enabled show a QR code on the screen. The user can sign in by scanning the QR code and book the device to use as their personal phone.

After the user signs in and books the device, the phone is reprovisioned with their own directory number (DN). If configured, the user's Webex calendar and call history also load onto the phone. If not signed in, the user can still use the workspace DN to make and answer calls.

When the booking duration ends, the user is automatically signed out and the phone is provisioned back to the workspace device for others to book. However, the user can also end the booking earlier by manually signing out via the phone or through the mobile or desktop version of Webex App. After sign-out, all user information will be cleared.

If there's an active call on the phone when the booking duration expires, the auto sign-out won't happen until the call ends. Remind your users to end all calls before they leave. They can't sign out via Webex App when the phone is on a call.

Follow these steps to enable the Hot Desking feature on a workspace phone:

Before you begin

Your phone has registered to Webex Calling as a shared device in a workspace. See Add a phone to a new workspace for the instructions.

1

From the customer view in Control Hub, go to Management > Workspaces.

2

Locate your phone and click it to open its settings.

3

On the Scheduling tab, choose Hot desking as the scheduling option.

4

Click Save.

Configure the Hot Desking profile for users

By default, the user's primary line is used for Hot Desking. You can add more lines for the user to use on a shared phone.

1

From the customer view in Control Hub, go to Management > Users, and then select the user.

2

In the Between-user permissions section on the Calling tab, select Hot Desking.

3

Click Configure lines.

4

Click the plus icon on Line 2 and choose the desired directory number to add.

By default, the user's primary line takes Line 1. If you need to set both Line 1 and Line 2 as primary lines, click the plus icon on Line 1.
5

Repeat Step 4 to add more lines.

6

Click Save.

Manage user bookings

If a workplace phone has been booked, you can change or end the booking in Control Hub.

1

From the customer view in Control Hub, go to Management > Workspaces, and then select your workspace.

2

In the Real-Time Utilization Metrics section, edit the booking range or end the session as needed.

  • To change the booking, click the More button Icon for More button next to the booking time and click Modify booking end time. Then, edit the end time and save the change.
  • To end the booking, click End hot desking session and confirm the action in the prompt window.