Hot Desking

Hot desking allows users to log in at another phone. Their incoming calls are rerouted to that phone and their user settings are applied to that phone. There are a number of setting and features which affect logging in and out of IP Office phones.

•	In order to hot desk, a user must be assigned a Login Code (User \| Telephony \| Supervisor Settings) in the IP Office configuration.

•	By default, each IP Office extension has an Base Extension setting. This associates the extension with the user who has the matching Extension settings as being that extension's default associated user.

•	By leaving the Base Extension setting for an extension blank, it is possible to have an extension with no default associated user. All extensions in this state use the settings of a special user named NoUser. On suitable phones the display may show NoUser.

•	You can create users whose Extension directory number is not associated with any physical extension. These users must have a log in code in order to log in at a phone when they need to make or receive calls. In this way the IP Office system can support more users than it has physical extensions.

•	When another user logs in at an extension, they take control of that phone. Any existing user, including the default associated user, is logged out that phone.

•	Any user settings not applicable to the type of phone on which the user has logged in become inaccessible. For example some programmable button features will become inaccessible if the phone at which a user logs in does not have a sufficient number of programmable buttons.

•	Note that settings that are stored by the phone rather than by the IP Office remain with the phone and do not move when a user hot desks.

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When a user logs off or is logged out by someone else logging in, they are automatically logged back in at the extension for which they are the default associated user if no one else is logged in at that extension. However this does not happen for users set to Forced Login (User | Telephony | Supervisor Settings).

•	For each user, you can configure how long the extension at which they are logged in can remain idle before they are automatically logged out. This is done using the Login Idle Period option. This option should only be used in conjunction with Force Login.

•	Logged in users who are members of a hunt group can be automatically logged out if they do not answer hunt group calls presented to them. This is done by selecting Logged Off as the user's Status on No Answer (User \| Telephony \| Supervisor Settings) setting.

•	Calls to a logged out user are treated as if the user is busy until the user logs in.

•	Logging in and out at a phone can be done either using IP Office short codes or programmable buttons.

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The default system short code for logging in, is *35*N# where the user replaces N with their extension number and then log in code separated by a *. This uses the short code feature ExtnLogin. If the user dials just a log in code as N, it is checked against the user with the same extension number as the extension's base extension number.

•	The default system short code for logging out is *36. This uses the short code feature ExtLogout. For IP Office 4.0 and higher this feature cannot be used by a user who does not have a log in code or by the default associated user of an extension unless they are set to forced log in.

•	The ExtnLogin and ExtnLogout features can be assigned to programmable buttons on suitable Avaya phones. The ExtnLogin button will then prompt the user to enter their details.