Tech

Benefits of Hot Desking

Published on:

July 1, 2019

Hot desking allows employees to log in to any available phone in an office, enabling them to retain their direct numbers, caller ID and voicemail access from any desk. This flexibility reduces the need for dedicated workstations, helping companies cut costs on office space and equipment while enhancing mobility and adaptability for employees. It also fosters communication and collaboration by letting employees switch workspaces as needed. The Vodia PBX hot desking feature supports this functionality by allowing users to easily log in and out of phones using a secure PIN, ensuring seamless call handling and improved productivity.

Hot desking allows an employee to set up shop at any desk or office in the building. They can log in to any SIP desktop phone in the office by dialing the Vodia star code *70 to hot desk to any available phone. The user also keeps his or her DID phone numbers and Caller ID attributes. The employee can make and receive phone calls from a personal phone number and access voicemail. If the employee needs to move to another location, he or she can simply log out of the VoIP phone and log in to another one.

Less Expensive

Hot desking can minimize the need for office space and is often used as a cost-reduction method. Hot desking allows companies to purchase a limited quantity of phones but gives each employee his or her own extension.

Boosts Communication and Collaboration

  • Allows multiple users to use the same desk and phone, although at different times
  • Hot desking can be used on a temporary or permanent basis
  • Outbound calls from the hot desking phone will reflect the user’s caller ID
  • All calls made to the user’s extension (or as part of a hunt group or agent group) will be routed to the new destination

Boosts Productivity

  • Any SIP device can be used for hot desking
  • Users can move to any part of the building and log in to any SIP-enabled phone
  • Workers can rotate the phone, reducing new equipment purchasing costs

How to Hot desk with Vodia PBX

Note: Users must set their voicemail PIN before they can use the hot desking feature.

Extension Voicemail PIN in Vodia PBX

The PIN is used in several areas of the system (e.g., when a user accesses the voicemail system from another extension or from an outside line when calling in to the system from the cell phone when using the calling card feature, and when hot-desking). When you create extensions, you can leave the PIN field empty and opt to have users set up their own PINs. Once a PIN has been set up, no one other than a user registered with the extension credentials will be able to go to the mailbox.

Snom Phone System - Vodia PBX
  • Go to the SIP desktop phone where you will be hot desking
  • Dial *70 and press the confirm button on the telephone keypad
  • Enter your extension number when prompted
  • Enter your voicemail PIN code for the extension number when prompted
  • The system will acknowledge the hot desking feature is in service

Audio example:

Note: The system will automatically log a user out of a hot desk each night. Also, after activating the hot desk feature, users will be notified via email that a status change has been initiated on their extension.

To log out of a hot desk:

To log out of a hot desk, users must dial *70 and the extension number from either the location currently registered as a hot desk or from a phone that's been configured to the extension. The system will acknowledge hot desking is no longer in service.

Note: Hot desking has limitations. Telephone preferences, such as ring tones, address book programming, etc., cannot be moved to another desk.

For more info about hot desking, please visit https://doc.vodia.com/extensions

Latest Articles

View All

Vodia PBX and Microsoft Teams - A Phone System for Schools

Vodia PBX, integrated with Microsoft Teams, provides schools with a robust communication solution that enhances safety, efficiency, and collaboration. By combining VoIP technology with Teams, schools can seamlessly streamline communication across devices, manage emergency notifications, and optimize daily operations. A case study of Bright Future High School illustrates how this integration supports a variety of needs, from classroom phones and school bells to overhead paging systems. Vodia’s easy-to-use solution ensures that schools stay connected and responsive while simplifying their communication infrastructure for a more efficient educational environment.

February 27, 2025

Vodia Announces Integration with Cliniko

Vodia Networks is excited to announce its integration with Cliniko, a leading practice management software for healthcare providers. This integration enables seamless call handling by automatically displaying patient records from Cliniko when calls come in, allowing staff to quickly access the relevant details. The integration enhances patient interactions, streamlines workflows, and supports healthcare organizations in providing better care while maintaining HIPAA compliance and data security. Vodia’s feature-rich PBX ensures improved operational efficiency and reduced telephony costs for healthcare providers.

February 24, 2025

Vodia Visits IT Expo 2025

Vodia was excited to attend IT Expo 2025 in Ft. Lauderdale, where Sales Engineer Eric Altman connected with industry leaders such as Tommy Lee from Fanvil, Gary Harbeck from Dinstar, Spencer Lee from Telin, Sebastian Balan from Fidelity, Todd Weikle from Soar Communications, Steve Scott from Borderless.com, and Mitch Kahl from BCM One. The discussions highlighted the role of AI in business communications, Vodia’s Microsoft Teams-certified PBX, and our integration with Realtime AI via APIs. This event followed a strategic planning session with key partners to outline Vodia’s goals for 2025. We look forward to connecting with you at future events!

February 19, 2025