Hot Desking with BT Cloud Voice

Hot Desking is an optional add-on feature for the BT Cloud Voice Connect and BT Cloud Voice Collaborate feature packs.

With Hot Desking, you can associate your BT Cloud Voice account, telephone number, features, and settings with another device (the 'Hot Desking Host'). This allows you to make and receive calls, and manage all of your features, from a phone, tablet, or any other capable device.

Hot Desking has two elements -

• Hot Desking Host - With this ‘add-on user license’ your colleagues can use your devices as Hot Desking Guests.
  
• Hot Desking Guest - With this ‘add-on user license’ you can use the devices of a Hot Desking Host.
  

As a BT Cloud Voice User, you can be both a Hot Desking Host and a Hot Desking Guest.

How to check a User license:

1. Sign in to the BT Cloud Voice Business Portal.
   
2. From the dashboard select Users (across the top).
   
3. Search for the user and click the settings icon.
   
4. Select Profile on the left.
   
5. Look at the User licensing tile beside Add-ons. If this shows Hot Desking Guest / Hot Desking Host, then the add-on is already assigned.
   
6. To assign the add-on license, click the User licensing tile and select Modify.
   
7. Click Continue.
   
8. Assign the add-on that is required.
   
9. Click Continue on the next two pages.
   
10. Click Save.
    

How to switch on Hot Desking Host:

1. Sign in to the BT Cloud Voice Business Portal.
   
2. From the dashboard select Users (across the top).
   
3. Search for the user and click the settings icon.
   
4. Select Features on the left.
   
5. In the Hot desking host tile, click the settings icon.
   
6. Tick the box beside Hot desking host to make sure it is on.
   
7. In the Host details tile, click Manage.
   
8. In the Maximum association time field, set how long you wish for a guest to be able to link to the host before being logged off.
   
9. Set who the hot desking host is available to – this will be the same site as the host or companywide. 
   
10. Click Save.

How to switch on Hot Desking Guest in the Cloud Voice portal

1. Sign in to the BT Cloud Voice Business Portal.
   
2. From the dashboard select Users (across the top).
   
3. Search for the user and click the settings icon.
   
4. Select Features on the left.
   
5. In the Hot Desking Guest tile, click the settings icon.
   
6. Tick the box beside Hot Desking Guest to make sure it is on.
   
7. Click Connect.
   
8. From the drop down select the host you wish to connect with.
   
9. In the Guest association timeout field, enter how long you wish to connect to the host before being logged off.
   
10. Click Save.
    

How to switch on Hot Desking Guest via a phone/Webex:

1. Call the voice portal number from the Hot Desking Host.
   
2. Enter your voice portal passcode, followed by the hash key (#).
   
3. Select option 7 to choose the hot desking options menu – the announcement will call it hotelling.
   
4. Follow the menus and select the appropriate options.
   

• Option 1 – Check Host Status
  The system provides an indication of whether the Host user device is associated with a Guest user and indicates the identity of the associated Guest user, if there is one is associated with the Host device. The associated Guest user is identified by their recorded name (if available) and a phone number or extension.
  
  
• Option 2 – Association
  • If the Host user device isn’t currently associated with a Guest user, then the User is played a message confirming the association was successful. The Guest association timeout is automatically set to the association time limit value, configured for the Host.
  • If the Host user device is already associated to another Guest user, then the request is denied. The User is then advised that another Guest user is associated to this Host user device.
  • If the Guest user is already associated with another Host user device, then that association is terminated and a new association is made with the current Host user device. The Guest user is played a message confirming that the association was successful.
    
    
• Option 3 – Disassociation
  If the Disassociation option is chosen, the associated Guest user is disassociated from the Host user’s device. If the Guest user is not the current user associated with the host, then the request is denied, and the Guest user is advised that they’re not currently associated with this Host user device.