Add and Assign Phones to a User

With Cisco Webex Control Hub, you can assign devices to users for personal usage and then register those devices to the cloud.

The devices listed here support Webex Calling. While all of these devices can be registered using a MAC address, only the following subset can be registered using an activation code:

  • Cisco IP Phone 6800 Series Multiplatform Phones (Audio phones—6821, 6841, 6851, 6861, 6871)

  • Cisco IP Phone 7800 Series Multiplatform Phones (Audio phones—7811, 7821, 7841, 7861)

  • Cisco IP Phone 8800 Series Multiplatform Phones (Audio phones—8811, 8841, 8851, 8861)

  • Cisco IP Phone 8800 Series Multiplatform Phones (Video phones—8845, 8865)

  • Cisco IP Conference Phone 7832 and 8832

With regards to DECT devices, only DECT base devices (not DECT handsets) are available for assignment in Control Hub. After you assign a base unit to a user, you must then manually pair a DECT handset to that base unit. For more information, see Connect the Handset to the Base Station.

1

From the customer view in https://admin.webex.com, go to Devices and then click Add Device.


 
You can also add a phone to a user in the user's profile. See how in Manage a Device for a User section.
2

Choose Existing User, enter the phone's owner, either part of the username or the user's real name, choose the user from the results, and then click Next.

3

Choose the device from the drop-down list, and then click Next.

4

Choose one of the following options and then click Save:

  • By Activation Code—Choose this option if you want to generate an activation code that you can share with the device owner. The 16-digit activation code must be manually entered onto the device itself.

     

    Multiplatform phones must have a firmware load of 11.2.3MSR1 or later to display the activation code screen. If phone firmware needs to be updated, point users to https://upgrade.cisco.com/MPP_upgrade.html.

  • By MAC Address—Choose this option if you know the MAC address of the device. A phone's MAC address must be a unique entry. If you enter a MAC address for a phone that's already registered or you make a mistake when you enter the number, an error message appears.

 

Limitations may apply when using third-party devices.

If you chose to generate an activation code for the device but you haven't yet used that code, the status of that device reads as Activating in the assigned user's Devices section in Control Hub and the main Devices list in the Calling Admin Portal. The activating device doesn't appear in the main Devices window in Control Hub until the device is successfully activated. Keep in mind it may take up to 10 minutes for device status to be updated in Control Hub.

Add a Phone to a New Workspace

When people are at work, they get together in lots of places like lunch rooms, lobbies, and conference rooms. You can set up shared Cisco Webex devices in these Workspaces, add services, and then watch the collaboration happen.

The key principle of a Workspaces device is that it is not assigned to a specific user, but rather a physical location, allowing for shared usage.

The devices listed here support Webex Calling. While all of these devices can be registered using a MAC address, only the following subset can be registered using an activation code:

  • Cisco IP Phone 6800 Series Multiplatform Phones (Audio phones—6821, 6841, 6851)

  • Cisco IP Phone 7800 Series Multiplatform Phones (Audio phones—7811, 7821, 7841, 7861)

  • Cisco IP Phone 8800 Series Multiplatform Phones (Audio phones—8811, 8841, 8851, 8861)

  • Cisco IP Phone 8800 Series Multiplatform Phones (Video phones—8845, 8865)

  • Cisco IP Conference Phone 7832 and 8832

1

From the customer view in https://admin.webex.com, go to Workspaces, and then click Add Workspace.

2

Enter a name for the workspace (such as the name of the physical room), select room type and add capacity. Then click Next.

3

Choose Cisco IP Phone and then click Next.

4

Select the device type from the drop-down list, choose whether you want to register the phone with an activation code or a MAC address, and then click Next. Keep in mind that if you choose to register the device using an activation code, the code is emailed to the designated administrator for the location.

For Webex Calling, you can only add one shared phone to a Workspace.

For Cisco IP Conference Phone 7832, some softkeys may not be available. If you need a full set of softkeys, we recommend that you assign this phone to a user instead.

5

Assign a Location and Phone Number (determined by the location that you choose), and then click Save. You also have the option of assigning an extension.

Add a Room Device to a New Workspace

When people are at work, they get together in lots of workspaces like lunch rooms, lobbies, and conference rooms. You can set up shared Cisco Webex devices in these Workspaces, add services, and then watch the collaboration happen.

The key principle of a Workspaces device is that it is not assigned to a specific user, but rather a physical location, allowing for shared usage.

The devices listed here support Webex Calling.

1

From the customer view in https://admin.webex.com, go to Workspaces, and then click Add Workspace.

2

Enter a name for the workspace (such as the name of the physical room), select room type and add capacity. Then click Next.

3

Choose Other Cisco Webex Device and then click Next.

Other Cisco Webex Devices include Cisco Webex Room or Desk device, including Cisco Webex Board.

4

Choose one of the following options:

  • Free Calling—Users can only make Webex or Webex Session Initiation Protocol (SIP) calls using a SIP address (for example, username@example.calls.webex.com).
  • Cisco Webex Calling—In addition to being able to make and receive Webex and SIP calls, people in this Workspace can use the device to make and receive phone calls from within the Webex Calling numbering plan. For example, you can call your coworker Giacomo Edwards by dialing his phone number 555-555-5555, his extension 5555, or his SIP address gedwards@example.webex.com but you can also call your local pizzeria.
5

Activate the device by using the code provided. You can copy, email, or print the activation code.

Add and Assign Devices in Bulk

If you have several devices that you need to assign to users and places, you can populate a CSV file with the required information and activate those devices in just a couple of easy steps.

The devices listed here support Webex Calling. While all of these devices can be registered using a MAC address, only the following subset can be registered using an activation code:

  • Cisco IP Phone 6800 Series Multiplatform Phones (Audio phones—6821, 6841, 6851)

  • Cisco IP Phone 7800 Series Multiplatform Phones (Audio phones—7811, 7821, 7841, 7861)

  • Cisco IP Phone 8800 Series Multiplatform Phones (Audio phones—8811, 8841, 8851, 8861)

  • Cisco IP Phone 8800 Series Multiplatform Phones (Video phones—8845, 8865)

  • Cisco IP Conference Phone 7832 and 8832

1

From the customer view in https://admin.webex.com, go to Devices, click Add Device, and then choose whether you're adding the device to a user or a place.

2

Select Import/upload CSV file.

3

Choose one of the following options:

  • Export user attributes—You can get a list of all of the users in your organization and their associated attributes so you don't have to manually look up each user.
  • Download CSV template—You can use a template that we've come up with and then enter information such as usernames, type (indicate whether it's a user or a place), MAC addresses, and device models. Here are a few things to keep in mind:

    • For the Username column of the CSV file, make sure you enter the user's email address, not their user ID or their name. You can also insert a Place name in this column.

    • We recommend that you limit the number of devices to 1000 per CSV file. If you need to add more than that, use a second CSV file.

    • If you enter a place that doesn't yet exist, the place is automatically created for you.

    • If you leave the MAC address column blank, an activation code is generated and must be entered on the device itself.
4

If the MAC address has been left blank, you can choose where the activation code gets sent:

  • Provide a link—The activation code gets added to a CSV file that you can then download.
  • Email activation code—If the device is for a place, the activation code gets sent to you, as the administrator. If the device is for a user, the activation code is emailed to the user.
5

Import the populated CSV file.
6

Click Submit.

You're presented with a status update as devices become activated.

 

Multiplatform devices must be running a firmware load of 11.2.3MSR1 or later in order for users to be able to enter the activation code on their device. For information about how to upgrade phone firmware, see this article.

Manage a Device for a User

You can add, remove, reboot, check activation, or create a new activation code for the devices assigned to users within your organization. This can be helpful to view and manage from the users screen, when needed.

1

From the customer view in https://admin.webex.com, go to Users.

2

Select the user to modify and scroll down to Devices.

3

To add a device to this user, click Add Device.


 
If the user is already assigned a device, and you would like to add another device, click the icon next to Devices and click Add Device.
4

To modify an existing device, select the device name.

Here you can view and edit device settings, delete the device, reboot the device, or create a new activation code for the device, if applicable. For more information about configuring phone settings, see Configure and Update Phone Settings.

Manage a Device for a Workspace

Devices can be added and managed directly from a workspace profile. Workspace devices can include ATA devices, like fax machines. You can also set up a workspace device as a Hoteling Host. For more information about hoteling, see Hoteling in Cisco Webex Control Hub.

1

From the customer view in https://admin.webex.com, go to Workspaces.

2

Select the workspace to modify and go to the Devices tile.

3

To add a device, click Add Device.

4

To modify an existing device, select the device name.

Here you can view and edit device settings, delete the device, reboot the device, and enable the device to be used as a Hoteling Host. For more information about configuring phone settings, see Configure and Update Phone Settings.

Add and Reorder Lines for an MPP Phone

You can add lines to a user's primary device and reorder how the lines appear. This is also referred to as shared line appearance, which allows users to receive and place calls to and from another user's extension, using their own phone. An example of this is an executive assistant who wants to be able to make and receive calls from the boss's line. Shared line appearances can also be another instance of the primary user's line.

Additional lines can be added to a workspace phone, but a workspace phone cannot be added as a shared line.

1

From the customer view in https://admin.webex.com, go to Users or Workspaces (depending on where the device to modify is assigned).

2

Select the user or workspace to modify and scroll to Devices.

3

Select the device where you would like to add or modify the shared lines and scroll to Phone Users and Settings.

The users and places that appear on this phone are listed in order of appearance.
4

To add or remove users or places from this phone, select Configure Lines.

5

To remove a line, click the icon.


 
The primary user on line 1 cannot be removed.
6

To add a shared line appearance, click the icon.


 
Add the lines in the order in which you want them to appear. To reorder the line appearance, delete and add to the list in the order you want them to appear.
7

Enter the name or phone number and select from the options that appear and click Save.

Configure an ATA Device for a User

You can configure the ports on an Analog Telephone Adaptor (ATA) device assigned to a user in Control Hub. Currently, the two configurations for ATA devices available are for devices with 2 ports and devices with 24 ports.

1

From the customer view in https://admin.webex.com, go to Users.

2

Select the user to modify and scroll to Devices.

3

Select the device where you would like to add or modify.
4

Under Users on this Device, click Configure Ports.

5

To add a shared port configuration, click the icon.

6

Enter the name or phone number and select from the options that appear and then click Save.


 
Only workspaces without devices appear in the lookup.
7

If the device requires T.38 fax compression, check the box in the T.38 column or override user-level compression options, and then click Save.


 
A workspace can have an ATA. This is useful for fax machines.

Add Numbers to Your Location

You can add phone numbers to desk and room devices in your customer organization at any time, whether you're in the middle of a trial or have been converted to a paid subscription.


We've increased the number of telephone numbers you can add in Control Hub from 250 to 1000.

1

From the customer view in https://admin.webex.com, go to Services > Calling > Numbers then click Add Numbers.

2

Specify the Location and Number Type. If you're porting numbers over, enter both your current and new billing numbers.

3

Then, click Save.

Check the Status of Ordered PSTN Numbers

You can see a list of PSTN numbers that your organization has ordered. With this information you can see unused numbers that are available, and the numbers that have been ordered that will soon become available.

From the customer view in https://admin.webex.com, go to Services > Calling > PSTN Orders.

You're brought to the Calling Admin Portal, where you'll see the orders that have been submitted and completed. If you have an order ID handy, you can enter it as a parameter and get details about a specific order, otherwise you'll get a summary of all orders.