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CPaaS Hotdesking User Guide

Written by B3Networks Academy

Updated at July 14th, 2025

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Table of Contents

Provision and Manage the Device from Supported Manufacturers IP Phone Management PSTN Gateway Login Instructions Logout Instructions Note Hotdesking Flowchart Note Applicable Devices

Firstly, you will need SIP accounts for the hotdesking IP Phones. 

  • Following licenses are required
    • A new base license - Hotdesking
    • Addon license - Number

This SIP account is restricted to be able only to do login/logout actions.

Provision and Manage the Device from Supported Manufacturers

Navigate to Hot Desking, select System View, then open the Device Management tab.

IP Phone Management

  • Import MAC Address

  • Export a list of available SIP Accounts

  • Export the current configuration

  • Bulk Provision Template
  • Display Provision Counter (Max 20)
  • Reset Provision Counter -
  • Remove MAC Address

  • Bulk Remove MAC Address
  • Bulk Reset Provision Counter
  • Bulk Unassign SIP Account
  • Edit SIP Domain
  • Add/Update NTP Server


PSTN Gateway

  • Import PSTN MAC address
  • Single PSTN update actions (SIP Domain, NTP server, Protocol)
  • Export list of the available SIP Accounts
  • Export the current configurations
  • Bulk Provision Phone Lines with CSV file
  • Add a Single Phone Line
  • Update a Single Phone Line settings
  • Bulk remove Phone Line

After import, MAC address will be visible under Hot Desking → System →IP Phone Management.
Then users will just need to assign it to SIP account respectively. 

The user will generate the OTP from the mobile app.

  • Go to Settings and click on Hot Desking IP-Phone option.
  • OTP length is 6 digits, and it is valid for only 2 minutes.
  • This OTP will re-use the Device Login Code that the Dashboard is using.
  • This OTP is tied to the user.

 

Login Instructions

For Login, user will do:

  • Generate the 6 digits OTP from mobile app.
  • Then from the IP Phone, user will dial 00*xxxxxx# to login.
    • xxxxxx is the OTP generated on the mobile app.
  • Once the user logs in to the phone, the phone behaves like a new device of that extension.
  • For the Unified History, the calls will be tagged to the logged-in user.

 

Logout Instructions

For Logout, users can follow the instructions below:

  • User will dial 00# on the IP Phone user wants to logout from.
  • User can also press the logout button on the Screen of IP Phone to logout as well.
  • There is an auto-logout mechanism to be triggered 5 mins (configurable) after the last call.
  • SIP NOTIFY will be used to trigger the phone to look for a new configuration info.

Note

To enable hotdesking functionality on PSTN analogue phones, the login pattern 00# is supported.

Login Instructions

There are 2 options for login

  • Option 1 (new): Dial 00# + OTP (6 digits) + #
  • Option 2: Dial 00* + OTP (6 digits) + # 

Logout instruction

  • Dial 00 + #
 

Hotdesking Flowchart

Note

A login mechanism is implemented to ensure that the currently active user (User A) is automatically logged out when a different user (User B) logs in on the same device. This approach maintains secure and accurate session control.

Applicable Devices

  • IP Phone devices
  • PSTN devices (These are hardware tools or gateways used to connect traditional Public Switched Telephone Network systems with modern digital or VoIP networks.)
 
communication workspaces

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