Configuration · guide

Setting up Webex Calling workspaces for common-area phones

Webex Calling

Verified 2026-10-02 · 86 sources · tier 2

For Webex Calling administrators with Control Hub access to a Webex Calling location who are deploying lobby, break-room and other shared phones that do not belong to one person..

A Webex Calling workspace for a phone is created in Control Hub from Management > Devices > Add device by choosing Shared usage and then New workspace 4. Cisco defines the Webex Calling Workspace licence as designed for shared use and common area locations and not intended for an individual user's calling needs, and a phone onboarded as hot desk only instead receives a complimentary hot desk only licence for users with their own Webex Calling licence to sign in to 57 18 25.

Before you start

Prerequisites

Only specific Control Hub administrator roles can generate activation codes, so confirm that your admin role can do so before you start 58.
A Webex Calling workspace is assigned a location and a phone number drawn from that location, and an extension can optionally be assigned 38.
A hot desk only device's location must be Webex Calling enabled with a main number and an emergency callback number configured 17.
Under the Collaboration Flex Plan 3.0 Enterprise Agreement buying model, Webex Calling Workspace licences are included at 50 percent of the knowledge-worker count 6.
Under the Collaboration Flex Plan 3.0 Named User buying model, Webex Calling Workspace licences are an optional purchasable add-on rather than included 37.
WarmTransfer's reading of the sources is that a lobby or break-room phone that needs one device, no voicemail and no shared lines fits the common area workspace licence, while a phone needing voicemail, recording, shared lines or more than one device needs the Professional workspace licence 28.
Once a workspace has been upgraded to the Professional workspace licence it cannot be downgraded to a common area workspace licence 33.
In host mode a hot desk only device shows only the workspace name, can place only emergency calls and receives no incoming calls while unoccupied, and hot desking on it cannot be disabled unless its calling service is changed from hot desk only, so the hot desk only branches below read the same whatever you answer for numbering, dialing and hot desking 15 16.
The emergency call notification email is disabled by default in Control Hub and must be turned on at organisation level before an individual location can turn it on 59.

Inventory

For each phone, record the room name, which can be up to 128 characters, and its room type, capacity and location, because the workspace creation form asks for them 32.
For each phone, record its MAC address, because phones can be added by MAC address as an alternative to an activation code 30.
Check firmware, because Multiplatform phones must run firmware 11.3.1 SR2 or later to onboard with an activation code 30.
Check device counts, because a workspace with a common area workspace licence can have only one device and a workspace with a Professional workspace licence can have up to five Cisco desk phones, Cisco MPP phones, ATAs or third-party devices 3 46.
Check models, because hot desk only devices must be 8800 or 9800 series phones 13.
Check models for hot desking, which works on workspace phones with the Cisco Video Phone 8875, Cisco Desk Phone 9800 Series and Cisco IP Phone 8800 Series with Multiplatform Firmware 23.

What changes by situation

Pick your answers to see only your path. Nothing is sent anywhere until you make a plan.

Which licence should this phone's workspace use?

Does the phone get a direct phone number or only an extension?

What should the phone be able to dial?

Should licensed users be able to sign in to this phone?

Four questions. One permanent page you can send to your manager.

Step 1 Confirm the location is ready

Common area workspace

Do

Confirm that the phone's room belongs to a Webex Calling location, because the workspace's phone number is drawn from the location you assign 38. If the location uses Cisco Calling Plan, note its emergency service address, which applies by default to all phone numbers assigned to that location and can be changed for individual assignees 10.

Verify

Suggested check: confirm that the location has an unassigned number or a free extension for this phone.

Professional workspace

Do

Verify

Suggested check: confirm that the location has an unassigned number or a free extension for this phone.

Hot desk only (no-cost licence)

Do

In Control Hub, confirm that the target location is Webex Calling enabled and has both a main number and an emergency callback number configured, because a hot desk only device's location must have both 17.

Verify

If either value is missing, the location does not meet the hot desk only prerequisite 17. Suggested check: open the location's calling settings and confirm that both values are present before you continue.

Step 2 Confirm you hold the licence

Common area workspace

Do

When Calling is added to a workspace you choose a subscription and a licence type, either Professional workspace or Common area workspace, so confirm that the subscription you will pick has a common area licence free 27. Under the Collaboration Flex Plan 3.0 Enterprise Agreement these Workspace licences are included at 50 percent of the knowledge-worker count, and under Named User they are an optional purchasable add-on 6 37. Cisco defines the Workspace licence as not intended for an individual user's calling needs, so do not use it for a person's own phone 57. The common area licence is built for shared use with Cisco phones and ATAs and is limited to a single device 53.

Verify

Suggested check: confirm in the licence summary for the chosen subscription that a common area licence is unassigned.

Professional workspace

Do

When Calling is added to a workspace you choose a subscription and a licence type, either Professional workspace or Common area workspace, so confirm that the subscription you will pick has a Professional workspace licence free 27. A Professional workspace cannot later be downgraded to a common area workspace licence 33. After an upgrade, switching the workspace to another subscription also takes a Professional workspace licence 52.

Verify

Suggested check: confirm in the licence summary for the chosen subscription that a professional licence is unassigned.

Hot desk only (no-cost licence)

Do

No workspace licence is needed, because hot desk only devices receive a complimentary hot desk only licence at onboarding 18. Confirm that every person who will sign in has a Webex Calling licence, because one is required to sign in to any hot desk device 25.

Verify

Suggested check: open the user record of each person who will sign in and confirm that a calling licence is assigned.

Step 3 Create the workspace and choose the licence

Common area workspace

Do

In Control Hub go to Management > Devices > Add device, then choose Shared usage and New workspace 4. Name the workspace after the room, using up to 128 characters, and enter the room type, capacity and location 32. Click the Calling service, choose the subscription and choose Common area workspace 27.

Verify

Suggested check: open the workspace list and confirm that the new workspace shows the calling service with the common area licence.

Rollback

If you correct the workspace's location afterwards, the change is applied during the nightly resync rather than immediately 29. If the room later needs Professional features, the workspace can be upgraded in place and keeps its existing settings 51 50.

Professional workspace

Do

Verify

Suggested check: open the workspace list and confirm that the new workspace shows the calling service with the professional licence.

Rollback

The Professional workspace licence cannot be downgraded to a common area workspace licence 33. Switching the workspace to another subscription also takes a Professional workspace licence 52. If you correct the workspace's location afterwards, the change is applied during the nightly resync rather than immediately 29.

Hot desk only (no-cost licence)

Do

Add the phone either from Devices with Add hot desk only phone, or from Workspaces by creating a workspace and choosing the Hot desk only option, then pick the location and activate by code or MAC address; CSV bulk onboarding is also available for many phones 11.

Verify

Suggested check: open the workspace and confirm that its calling service shows hot desk only.

Rollback

A workspace can be converted between the hot desk only licence and a paid Webex Calling workspace licence in either direction without service disruption 12.

Step 4 Assign the number or extension

Common area workspace + Direct phone number with optional extension

Do

Assign the location and a phone number drawn from that location, add an extension if you want one, and save 38.

Verify

Suggested check: open the workspace's calling tab and confirm that the number and any extension are shown.

Rollback

Suggested rollback: edit the workspace and replace the number with another unassigned number from the same location.

Common area workspace + Extension only

Do

Assign the location and an extension only, leaving the phone number unset 38. With only an extension, the option to use the workspace's own number as its emergency callback number is not offered when you set the emergency callback number 7.

Verify

Suggested check: open the workspace's calling tab and confirm that the extension is shown and no phone number is assigned.

Rollback

Suggested rollback: edit the workspace to add a phone number from the same location, then revisit the emergency callback number.

Professional workspace + Direct phone number with optional extension

Do

Assign the location and a phone number drawn from that location, add an extension if you want one, and save 38.

Verify

Suggested check: open the workspace's calling tab and confirm that the number and any extension are shown.

Rollback

Suggested rollback: edit the workspace and replace the number with another unassigned number from the same location.

Professional workspace + Extension only

Do

Verify

Suggested check: open the workspace's calling tab and confirm that the extension is shown and no phone number is assigned.

Rollback

Suggested rollback: edit the workspace to add a phone number from the same location, then revisit the emergency callback number.

Hot desk only (no-cost licence)

Do

Assign no number or extension, whichever numbering answer you gave: in host mode a hot desk only device shows the workspace name with no directory number, can place only emergency calls and receives no incoming calls 60.

Verify

Suggested check: confirm that the workspace record shows no phone number and no extension.

Step 5 Add and activate the phone

Common area workspace

Do

Add exactly one device, because a workspace with a common area workspace licence can have only one 3. Add it either by entering its MAC address or by generating an activation code to be entered on the phone 61. Multiplatform phones must run firmware 11.3.1 SR2 or later to onboard with an activation code 30. To generate a code, go to Workspaces, select the workspace, open the More menu and choose Add Device, then copy, email or print the code 2. The 16-digit code expires after 30 days for MPP phones 1.

Verify

Suggested check: confirm that the phone finishes activation and displays the workspace's line.

Rollback

To reuse a phone already assigned to a workspace, the reassignment procedure includes deleting the device and factory resetting it if it was not already reset, after which the phone shows the Activation Code screen 62. A fresh code is generated from Workspaces, the workspace, the More menu and Add Device 2.

Professional workspace

Do

Add up to five Cisco desk phones, Cisco MPP phones, ATAs or third-party devices 46. Add each device either by entering its MAC address or by generating an activation code to be entered on the device, and give each device its own unique code 61 63. Multiplatform phones must run firmware 11.3.1 SR2 or later to onboard with an activation code 30. Cisco-managed third-party devices such as Poly, Yealink and AudioCodes cannot be onboarded with activation codes and are provisioned by MAC address in Control Hub and deployed manually 64. The 16-digit code expires after 30 days for MPP phones 1.

Verify

Suggested check: confirm that each phone finishes activation and displays the workspace's line.

Rollback

Hot desk only (no-cost licence)

Do

Activate the 8800 or 9800 series phone with the activation code or MAC address you supplied when you added it 13 11. The 16-digit code expires after 30 days for MPP phones 1.

Verify

In host mode the activated phone shows only the workspace name 15.

Rollback

To reuse the phone elsewhere, the reassignment procedure includes deleting the device and factory resetting it if it was not already reset, after which the phone shows the Activation Code screen 62.

Step 6 Set what the phone can dial

Whatever the location allows + Common area workspace

Do

Open Management > Workspaces, select the workspace, then Calling and Outgoing Call Permissions under Call Handling 44. Leave the workspace on the location's default settings rather than custom settings 43. By default international and premium services I and II calls are blocked and all other outgoing call types are allowed, unless the location's settings were changed 40.

Verify

Suggested check: confirm that the page shows location settings selected, then review the location's own permissions so you know what the phone will inherit.

Rollback

The administrator can choose custom settings instead of the location's default settings to define the workspace's own permissions 43.

Internal calls only + Common area workspace

Do

Open Management > Workspaces, select the workspace, then Calling and Outgoing Call Permissions under Call Handling 44. Choose custom settings so the workspace has its own permissions 43. Set every call type other than internal to block: toll free, national, international, operator assistance, chargeable directory assistance, special services I and II, and premium services I and II 39 41. Choose Custom settings and click Save 66. Check for digit patterns, because outgoing permission digit patterns take precedence over call-type permissions 5. Custom digit patterns for the workspace are applied first, and the location settings apply only if none of them match 67. To restrict incoming calls as well, open Incoming call permissions under Call Handling and choose custom settings 26. A caller blocked by incoming call permissions is disconnected without hearing any announcement 68. Where a workspace device is configured to prevent inbound PSTN calls, Webex Calling relaxes the blocking rule for 60 minutes after an emergency call so the Public Safety Answering Point can call back 69.

Verify

Suggested check: in the test step, confirm that an internal call connects and that a national call is refused.

Rollback

The administrator can return the workspace to the location's default settings 43.

Custom setting per call type + Common area workspace

Do

Open Management > Workspaces, select the workspace, then Calling and Outgoing Call Permissions under Call Handling 44. Choose custom settings so the workspace has its own permissions 43. Set each call type to allow, block, require an authorization code, or auto-transfer to one of three numbers 41. WarmTransfer's reading of the sources is that authorization codes should exist at the right level before a call type is set to Require Authorization Code, because callers must enter a valid code to place those calls 70. Up to 1,000 authorization codes can be configured for each workspace 71. We infer that auto-transfer numbers should be configured before a call type is set to Auto-transfer, because that action sends calls to the configured number 1, 2 or 3 72. Choose Custom settings and click Save 66. Outgoing permission digit patterns take precedence over call-type permissions, so check for any that apply 5.

Verify

Suggested check: in the test step, place a call of each type you changed and confirm that each behaves as set.

Rollback

The administrator can return the workspace to the location's default settings 43.

Whatever the location allows + Professional workspace

Do

Verify

Suggested check: confirm that the page shows location settings selected, then review the location's own permissions so you know what the phone will inherit.

Rollback

The administrator can choose custom settings instead of the location's default settings to define the workspace's own permissions 43.

Internal calls only + Professional workspace

Do

Verify

Suggested check: in the test step, confirm from every device in the workspace that an internal call connects and that a national call is refused.

Rollback

The administrator can return the workspace to the location's default settings 43.

Custom setting per call type + Professional workspace

Do

Open Management > Workspaces, select the workspace, then Calling and Outgoing Call Permissions under Call Handling 44. Choose custom settings so the workspace has its own permissions 43. Set each call type to allow, block, require an authorization code, or auto-transfer to one of three numbers 41. WarmTransfer's reading of the sources is that authorization codes should exist at the right level before a call type is set to Require Authorization Code, because callers must enter a valid code to place those calls 70. Up to 1,000 authorization codes can be configured for each workspace 71. We infer that auto-transfer numbers should be configured before a call type is set to Auto-transfer, because that action sends calls to the configured number 1, 2 or 3 72. Choose Custom settings and click Save 66. Outgoing permission digit patterns take precedence over call-type permissions, so check for any that apply 5.

Verify

Suggested check: in the test step, place a call of each type you changed and confirm that each behaves as set.

Rollback

The administrator can return the workspace to the location's default settings 43.

Hot desk only (no-cost licence)

Do

Leave outgoing permissions alone, whichever dialing answer you gave, because in host mode the device can place only emergency calls 15. After a guest signs in, the device behaves like a hot desking device in any other workspace, and the guest makes and receives calls on their configured numbers 65.

Verify

Suggested check: from the unoccupied phone, try an ordinary internal call and confirm that it does not connect.

Step 7 Set the emergency callback number

Common area workspace + Direct phone number with optional extension

Do

Open Management > Workspaces, select the workspace, then Calling and Emergency Callback Number in the Numbers section 9. Choose the workspace's own number, the location's default emergency callback number, or an assigned number of a user, workspace, virtual line or hunt group in the location 8. Cisco states that the location default and an assigned number must be directed to a live answering point such as a receptionist and cannot be an auto attendant or interactive voice response 73. Where the workspace uses its own number and ELINs are available in the location's pool, the system uses an ELIN from the pool, and the workspace number is used only when no ELIN is available 74. If you choose a hunt group number, Cisco warns that the agent answering the callback may be unaware of the emergency, and that Call Forwarding and Advance when busy on the group can prevent it alerting agents 75.

Verify

Suggested check: reopen the workspace and confirm that the selected callback number is shown and that someone will answer it.

Rollback

Suggested rollback: reopen the emergency callback number setting and choose the previous option.

Common area workspace + Extension only

Do

Open Management > Workspaces, select the workspace, then Calling and Emergency Callback Number in the Numbers section 9. The option to use the workspace's own number is not offered, because the workspace has only an extension 7. Choose the location's default emergency callback number or an assigned number of a user, workspace, virtual line or hunt group in the location 8. Cisco states that the location default and an assigned number must be directed to a live answering point such as a receptionist and cannot be an auto attendant or interactive voice response 73. With enhanced emergency calling, HELD-capable devices such as Cisco desk phones are located by matching network elements to a preconfigured wiremap, while non-HELD devices are located from the caller ID asserted in the call 19.

Verify

Suggested check: reopen the workspace and confirm that the selected callback number is shown and that someone will answer it.

Rollback

Suggested rollback: reopen the emergency callback number setting and choose the previous option.

Professional workspace + Direct phone number with optional extension

Do

Verify

Suggested check: reopen the workspace and confirm that the selected callback number is shown and that someone will answer it.

Rollback

Suggested rollback: reopen the emergency callback number setting and choose the previous option.

Professional workspace + Extension only

Do

Verify

Suggested check: reopen the workspace and confirm that the selected callback number is shown and that someone will answer it.

Rollback

Suggested rollback: reopen the emergency callback number setting and choose the previous option.

Hot desk only (no-cost licence)

Do

Set nothing on the workspace, whichever numbering answer you gave, because the location's emergency callback number, confirmed when you checked the location, is a prerequisite for hot desk only devices 17. Hot desk only devices can call the regional emergency numbers without anyone starting a hot desk session, which Cisco describes as making them Kari's Law compliant 14.

Verify

Suggested check: rely on the emergency test call in the final test step to confirm this phone's emergency calling.

Step 8 Configure hot desking

No hot desking + Common area workspace

Do

Leave Hot desking unselected on the workspace's Scheduling tab, because hot desking is enabled by choosing Hot desking there and saving 21.

Verify

Suggested check: confirm that no sign-in prompt or QR code appears on the phone.

Yes, act as a hot desking host + Common area workspace

Do

Confirm that the phone is a Cisco Video Phone 8875, a Cisco Desk Phone 9800 Series or a Cisco IP Phone 8800 Series with Multiplatform Firmware 23. Go to Management > Workspaces, select the workspace, open the Scheduling tab, choose Hot desking and save 21. A hot desking phone whose workspace has a directory number shows the workspace name and number and can make and receive calls before anyone signs in, but does not give access to directory, calendar or call history 77. Users sign in by scanning the QR code on the screen, or on 9800 Series and 8875 phones through the voice portal with the Sign in softkey or *30, and each must have a Webex Calling licence 24 25.

Verify

When the booking ends, the user is signed out automatically and the phone is provisioned back to the workspace device 20. Administrators can change the end time of a booking, or end the session, from the Real-Time Utilization Metrics section in Control Hub 78. Suggested check: have a licensed user sign in, place a call, then sign out and confirm that the workspace line returns.

Rollback

Suggested rollback: reopen the Scheduling tab, clear the hot desking choice and save.

No hot desking + Professional workspace

Do

Leave Hot desking unselected on the workspace's Scheduling tab, because hot desking is enabled by choosing Hot desking there and saving 21.

Verify

Suggested check: confirm that no sign-in prompt or QR code appears on any device in the workspace.

Yes, act as a hot desking host + Professional workspace

Do

Confirm that each phone is a Cisco Video Phone 8875, a Cisco Desk Phone 9800 Series or a Cisco IP Phone 8800 Series with Multiplatform Firmware 23. Third-party devices on Webex Calling lack hot desking 79. Go to Management > Workspaces, select the workspace, open the Scheduling tab, choose Hot desking and save 21. A hot desking phone whose workspace has a directory number shows the workspace name and number and can make and receive calls before anyone signs in, but does not give access to directory, calendar or call history 77. Users sign in by scanning the QR code on the screen, or on 9800 Series and 8875 phones through the voice portal with the Sign in softkey or *30, and each must have a Webex Calling licence 24 25.

Verify

Rollback

Suggested rollback: reopen the Scheduling tab, clear the hot desking choice and save.

Hot desk only (no-cost licence)

Do

Leave the hot desking setting alone, whichever hot desking answer you gave, because on a hot desk only device hot desking cannot be disabled unless the workspace's calling service is changed from hot desk only 16. Tell users that they sign in by scanning the QR code on the screen and completing sign-in in the Webex App or a browser, or on 9800 Series and 8875 phones through the voice portal with the Sign in softkey or *30 24. Each user must have a Webex Calling licence to sign in 25.

Verify

When a hot desking booking ends, the user is signed out automatically and the phone is provisioned back to the workspace device 20. If a call is active when the booking ends, automatic sign-out waits until the call ends 76.

Rollback

The workspace can be converted from the hot desk only licence to a paid Webex Calling workspace licence without service disruption 12.

Step 9 Turn on emergency notifications and test

Common area workspace

Do

The emergency call notification email is disabled by default and must be turned on at organisation level before an individual location can turn it on 59. Turn it on in Control Hub under Services > PSTN & Routing > Settings, either for all locations with one address or by allowing individual locations to set their own 35. In the US and Canada, dial 933 from the phone to test emergency call email generation without alerting public safety personnel 36. Cisco states that many PSTN providers answer 933 with an interactive voice response repeating the callback number and emergency service address 80.

Verify

The notification email gives the call date and time, dialled number, the caller's name, extension and number, and the location name and address, in English only 34. Cisco states that the phone number in the email may not match the callback number passed to emergency services, and the location address may not match where the call was placed 81. Suggested check: place an internal call and a call of each type you allowed or blocked, and confirm that each behaves as configured.

Rollback

Cisco states that to comply with Kari's Law, any call made from within the organisation to emergency services must generate an email notification, so leave notifications on after testing 82.

Professional workspace

Do

The emergency call notification email is disabled by default and must be turned on at organisation level before an individual location can turn it on 59. Turn it on in Control Hub under Services > PSTN & Routing > Settings, either for all locations with one address or by allowing individual locations to set their own 35. In the US and Canada, dial 933 from each device in the workspace to test emergency call email generation without alerting public safety personnel 36. Cisco states that many PSTN providers answer 933 with an interactive voice response repeating the callback number and emergency service address 80.

Verify

The notification email gives the call date and time, dialled number, the caller's name, extension and number, and the location name and address, in English only 34. Cisco states that the phone number in the email may not match the callback number passed to emergency services, and the location address may not match where the call was placed 81. Suggested check: from each device, place an internal call and a call of each type you allowed or blocked, and confirm that each behaves as configured.

Rollback

Cisco states that to comply with Kari's Law, any call made from within the organisation to emergency services must generate an email notification, so leave notifications on after testing 82.

Hot desk only (no-cost licence)

Do

The emergency call notification email is disabled by default and must be turned on at organisation level before an individual location can turn it on 59. Turn it on in Control Hub under Services > PSTN & Routing > Settings, either for all locations with one address or by allowing individual locations to set their own 35. In the US and Canada, dial 933 from the unoccupied phone, which can call emergency numbers without anyone starting a hot desk session, to test emergency call email generation without alerting public safety personnel 36 14. Then have a user with a Webex Calling licence sign in and place a normal call 25.

Verify

The notification email gives the call date and time, dialled number, the caller's name, extension and number, and the location name and address, in English only 34. After a guest signs in, the guest can make and receive calls on their configured numbers 65. Once the user is signed out, the device is back in host mode, where it can place only emergency calls 15.

Rollback

Cisco states that to comply with Kari's Law, any call made from within the organisation to emergency services must generate an email notification, so leave notifications on after testing 82.

Step 10 Plan later licence changes

Common area workspace

Do

If the room later needs Professional features, go to Management > Workspaces, select the workspace, click the settings icon on the Calling tile, choose Cisco Webex Calling and then Professional workspace 51. Upgrading keeps the workspace's existing settings and adds access to the additional Calling features 50.

Verify

Suggested check: confirm that the calling tile shows the professional licence and that the earlier permissions, callback number and hot desking settings are unchanged.

Rollback

Once a workspace has been upgraded to the Professional workspace licence it cannot be downgraded to a common area workspace licence 33.

Professional workspace

Do

Keep the workspace on its current licence tier, because a Professional workspace cannot be downgraded to a common area workspace licence 33. Moving the workspace to another subscription also takes a Professional workspace licence 52.

Verify

Suggested check: confirm that the calling tile still shows the professional licence after any subscription change.

Hot desk only (no-cost licence)

Do

To give the phone its own line, convert the workspace from the hot desk only licence to a paid Webex Calling workspace licence, which can be done without service disruption, and then revisit the number, dialing permission and emergency callback number steps for the new licence 12.

Verify

Suggested check: confirm that the workspace's calling service shows the paid licence and that the phone now displays a line.

Rollback

A workspace can be converted back from a paid Webex Calling workspace licence to the hot desk only licence without service disruption 12. A workspace that was upgraded to the Professional workspace licence cannot be downgraded to a common area workspace licence 33.

Applicability

Applies to: Cisco Webex Calling and Cisco Control Hub. Deployments: multi-tenant. Sources checked 2026-10-02. The 933 notification test applies in the US and Canada 36. Enhanced Emergency Calling for Webex Calling covers the United States, United States territories and Canada, and locations elsewhere must rely on local PSTN emergency routing 83. The location-level emergency service address default applies to Cisco Calling Plan locations 10. The 50 percent Workspace licence entitlement applies under the Collaboration Flex Plan 3.0 Enterprise Agreement, while under Named User the licence is a purchasable add-on 6 37. The What's new in Webex Calling page has an entry dated February 12, 2025, titled 'Enable a cost-free hot desk only license' 84. Multiplatform phones must run firmware 11.3.1 SR2 or later to onboard with an activation code 30, while the supported-devices article says a Cisco multiplatform device must run 11.3.1MES5 or later to be supported 85. WarmTransfer's reading of the sources is that these are different firmware floors for different purposes, so name which floor you mean when checking phones 86.

What remains uncertain

Whether emergency calls still go out from a workspace whose outgoing call permissions block every external call type is not covered by the sources below, so place the 933 test after restricting permissions. Whether a common area workspace can act as a call queue agent is not covered by the sources below. Whether hot desking can be enabled on every workspace licence type is not covered by the sources below. Which outgoing call permissions govern a signed-in guest's calls on a hot desk only device is not covered by the sources below. The device status values Control Hub shows during and after activation are not covered by the sources below. The procedure for deleting a workspace created in error is not covered by the sources below.

Sources

1
Control Hub shows a 16-digit device activation code that expires after 30 days for MPP phones and after 7 days for Room devices.
Generate an activation code for a device · Generate an activation code for a device: activation code · Checked 2026-10-02
2
A new activation code for a workspace device is generated from Workspaces, selecting the workspace, the More menu, then Add Device, and can be copied, emailed or printed; only specific admin roles can generate codes.
Generate an activation code for a device · Generate an activation code for a device: generate a code for a workspace device · Checked 2026-10-02
3
A workspace with a common area workspace licence can have only one device.
Configure and manage Webex Calling devices · Configure and manage Webex Calling devices: Add and assign devices in bulk · Checked 2026-10-02
4
In Control Hub a Webex Calling workspace for a phone is created from Management > Devices > Add device by choosing Shared usage and then New workspace.
Add shared devices and services to a workspace · Add shared devices and services to a workspace: workspace creation steps for Webex Calling phones · Checked 2026-10-02
5
Outgoing permission digit patterns take precedence over call-type permissions.
Outgoing call permissions for Webex Calling locations · Outgoing call permissions for Webex Calling locations: digit pattern note · Checked 2026-10-02
6
Under the Collaboration Flex Plan 3.0 Enterprise Agreement buying model, Webex Calling Workspace licences are included at 50 percent of the knowledge-worker count.
Cisco Collaboration Flex Plan 3.0 and Webex Suite Data Sheet · Cisco Collaboration Flex Plan 3.0 and Webex Suite Data Sheet: Table 5, Calling products overview · Checked 2026-10-02
7
If a workspace has only an extension, the option to use the workspace's own number as its emergency callback number is not offered.
Emergency callback number in Control Hub · Emergency callback number in Control Hub: ECBN options, workspace number · Checked 2026-10-02
8
A workspace's emergency callback number can be the workspace's own number, the location's default emergency callback number, or an assigned number of a user, workspace, virtual line or hunt group in the location.
Emergency callback number in Control Hub · Emergency callback number in Control Hub: ECBN options · Checked 2026-10-02
9
A workspace's emergency callback number is set from Management > Workspaces, selecting the workspace, Calling, then Emergency Callback Number in the Numbers section.
Emergency callback number in Control Hub · Emergency callback number in Control Hub: configure ECBN for a workspace · Checked 2026-10-02
10
The emergency service address set for a location during Cisco Calling Plan setup applies by default to all phone numbers assigned to that location, and individual assignees can be given a different address.
Enhanced emergency calling for Webex Calling · Enhanced emergency calling for Webex Calling: emergency service address for Cisco Calling Plan locations · Checked 2026-10-02
11
A hot desk only phone is added either from Devices with Add hot desk only phone, or from Workspaces by creating a workspace and choosing the Hot desk only option, and is activated by code or MAC address; CSV bulk onboarding is also available.
Add and manage hot desk only devices · Add and manage hot desk only devices: add a hot desk only device · Checked 2026-10-02
12
A workspace can be converted between the hot desk only licence and a paid Webex Calling workspace licence in either direction without service disruption.
Add and manage hot desk only devices · Add and manage hot desk only devices: convert workspace licences · Checked 2026-10-02
13
Hot desk only devices must be 8800 or 9800 series phones.
Add and manage hot desk only devices · Add and manage hot desk only devices: limitations · Checked 2026-10-02
14
Hot desk only devices can call the regional emergency numbers without anyone starting a hot desk session, which Cisco describes as making them Kari's Law compliant.
Add and manage hot desk only devices · Add and manage hot desk only devices: emergency calling · Checked 2026-10-02
15
In host mode a hot desk only device shows only the workspace name, can place only emergency calls, and receives no incoming calls while unoccupied.
Add and manage hot desk only devices · Add and manage hot desk only devices: limitations · Checked 2026-10-02
16
On a phone configured as a hot desk only device, hot desking cannot be disabled unless the workspace's calling service is changed from hot desk only.
Configure Hot Desking for phones on Control Hub · Configure Hot Desking for phones on Control Hub: note on hot desk only devices · Checked 2026-10-02
17
A hot desk only device's location must be Webex Calling enabled with a main number and an emergency callback number configured.
Add and manage hot desk only devices · Add and manage hot desk only devices: prerequisites · Checked 2026-10-02
18
Hot desk only devices receive a complimentary hot desk only licence at onboarding, so no workspace licence is consumed.
Add and manage hot desk only devices · Add and manage hot desk only devices: overview and licensing · Checked 2026-10-02
19
With enhanced emergency calling, HELD-capable devices such as Cisco desk phones are located by matching network elements to a preconfigured wiremap, while non-HELD devices are located from the caller ID asserted in the call.
Enhanced emergency calling for Webex Calling · Enhanced emergency calling for Webex Calling: location determination by device type · Checked 2026-10-02
20
When a hot desking booking ends the user is signed out automatically and the phone is provisioned back to the workspace device.
Configure Hot Desking for phones on Control Hub · Configure Hot Desking for phones on Control Hub: sign-out behaviour · Checked 2026-10-02
21
Hot desking is enabled on a workspace phone from Management > Workspaces, selecting the workspace, the Scheduling tab, choosing Hot desking and saving.
Configure Hot Desking for phones on Control Hub · Configure Hot Desking for phones on Control Hub: enable hot desking · Checked 2026-10-02
22
Hot desking device (host) support is marked as available on both the Workspace (common area) and Professional workspace licences, while hot desking user is not available on either.
Features available by license type for Webex Calling · Features available by license type for Webex Calling: feature table, Hot desking device and Hot desking user rows · Checked 2026-10-02
23
Hot desking on Webex Calling workspace phones works with the Cisco Video Phone 8875, Cisco Desk Phone 9800 Series and Cisco IP Phone 8800 Series with Multiplatform Firmware.
Configure Hot Desking for phones on Control Hub · Configure Hot Desking for phones on Control Hub: supported devices · Checked 2026-10-02
24
Users sign in to a hot desking phone by scanning the QR code on the screen and completing sign-in in the Webex App or a browser, or on 9800 Series and 8875 phones through the voice portal with the Sign in softkey or *30.
Configure Hot Desking for phones on Control Hub · Configure Hot Desking for phones on Control Hub: sign-in methods · Checked 2026-10-02
25
A user must have a Webex Calling licence to sign in to any hot desk device.
Add and manage hot desk only devices · Add and manage hot desk only devices: licensing · Checked 2026-10-02
26
A workspace's incoming call permissions are set from Management > Workspaces, Calling, Incoming call permissions under Call Handling, by choosing custom settings to override the defaults.
Configure call permissions in Control Hub · Configure call permissions in Control Hub: incoming call permissions · Checked 2026-10-02
27
When adding Calling to a workspace the administrator clicks the Calling service and chooses the subscription and licence type, either Professional workspace or Common area workspace.
Add shared devices and services to a workspace · Add shared devices and services to a workspace: Calling service step · Checked 2026-10-02
28
A lobby or break-room phone that needs one device, no voicemail and no shared lines fits the common area workspace licence, while a phone needing voicemail, recording, shared lines or more than one device needs the Professional workspace licence.inferred
Features available by license type for Webex Calling · Derived from the feature table rows for Voicemail, Shared lines, Call recording and device count · Checked 2026-10-02
29
A workspace's location is updated during the nightly resync rather than immediately.
Add shared devices and services to a workspace · Add shared devices and services to a workspace: note on workspace location · Checked 2026-10-02
30
Multiplatform phones must run firmware 11.3.1 SR2 or later to onboard with an activation code; phones can alternatively be added by MAC address.
Configure and manage Webex Calling devices · Configure and manage Webex Calling devices: onboarding by activation code or MAC address · Checked 2026-10-02
31
Multiple devices can be added to a Professional workspace only from the new workspace page.
Add shared devices and services to a workspace · Add shared devices and services to a workspace: note under device limits · Checked 2026-10-02
32
A workspace name, typically the name of the physical room, can be up to 128 characters, and the creation form also asks for room type, capacity and location.
Add shared devices and services to a workspace · Add shared devices and services to a workspace: workspace name step · Checked 2026-10-02
33
Once a workspace has been upgraded to the Professional workspace licence it cannot be downgraded to a common area workspace licence.
Upgrade a Webex Calling license for a workspace and user · Upgrade a Webex Calling license for a workspace and user: Upgrade a workspace's Webex Calling license, note · Checked 2026-10-02
34
The emergency call notification email gives the call date and time, dialled number, the caller's name, extension and number, and the location name and address, and is available only in English.
Emergency call notifications · Emergency call notifications: notification email contents · Checked 2026-10-02
35
Emergency call email notifications are turned on in Control Hub under Services > PSTN & Routing > Settings, either for all locations with one address or by allowing individual locations to set their own.
Emergency call notifications · Emergency call notifications: configure organization and location notifications · Checked 2026-10-02
36
In the US and Canada, dialling 933 tests emergency call email generation without alerting public safety personnel.
Emergency call notifications · Emergency call notifications: test emergency call notifications · Checked 2026-10-02
37
Under the Collaboration Flex Plan 3.0 Named User buying model, Webex Calling Workspace licences are an optional purchasable add-on rather than included.
Cisco Collaboration Flex Plan 3.0 and Webex Suite Data Sheet · Cisco Collaboration Flex Plan 3.0 and Webex Suite Data Sheet: Table 7, optional add-ons · Checked 2026-10-02
38
A Webex Calling workspace is assigned a location and a phone number drawn from that location, and an extension can optionally be assigned.
Add shared devices and services to a workspace · Add shared devices and services to a workspace: location and phone number step · Checked 2026-10-02
39
Webex Calling outgoing permissions are set per call type: internal, toll free, national, international, operator assistance, chargeable directory assistance, special services I and II, and premium services I and II.
Outgoing call permissions for Webex Calling locations · Outgoing call permissions for Webex Calling locations: call types · Checked 2026-10-02
40
By default international and premium services I and II calls are blocked and all other outgoing call types are allowed.
Outgoing call permissions for Webex Calling locations · Outgoing call permissions for Webex Calling locations: default settings table · Checked 2026-10-02
41
Each outgoing call type can be set to allow, block, require an authorization code, or auto-transfer to one of three numbers.
Outgoing call permissions for Webex Calling locations · Outgoing call permissions for Webex Calling locations: permission options · Checked 2026-10-02
42
Outgoing call permissions are available on both the Workspace (common area) and Professional workspace licences.
Features available by license type for Webex Calling · Features available by license type for Webex Calling: feature table, Outgoing call permissions row · Checked 2026-10-02
43
For a workspace's outgoing permissions the administrator chooses between the location's default settings and custom settings that define the workspace's own permissions.
Configure call permissions in Control Hub · Configure call permissions in Control Hub: Permissions by type, location or custom settings · Checked 2026-10-02
44
A workspace's outgoing call permissions are set from Management > Workspaces, selecting the workspace, Calling, then Outgoing Call Permissions under Call Handling.
Configure call permissions in Control Hub · Configure call permissions in Control Hub: outgoing call permissions for a workspace · Checked 2026-10-02
45
The Professional workspace licence includes call recording.
Features available by license type for Webex Calling · Features available by license type for Webex Calling: feature table, Call recording row, Professional (Workspace) column · Checked 2026-10-02
46
A workspace with a Professional workspace licence can have up to five Cisco desk phones, Cisco MPP phones, ATAs or third-party devices.
Configure and manage Webex Calling devices · Configure and manage Webex Calling devices: Add and assign devices in bulk · Checked 2026-10-02
47
The Professional workspace licence does not include soft clients such as the Webex App on desktop, mobile or tablet.
Features available by license type for Webex Calling · Features available by license type for Webex Calling: feature table, soft client rows, Professional (Workspace) column · Checked 2026-10-02
48
The Professional workspace licence supports shared lines, up to 35.
Features available by license type for Webex Calling · Features available by license type for Webex Calling: feature table, Shared lines row, Professional (Workspace) column · Checked 2026-10-02
49
The Professional workspace licence includes voicemail.
Features available by license type for Webex Calling · Features available by license type for Webex Calling: feature table, Voicemail row, Professional (Workspace) column · Checked 2026-10-02
50
Upgrading a workspace's licence keeps the workspace's existing settings and adds access to the additional Calling features.
Upgrade a Webex Calling license for a workspace and user · Upgrade a Webex Calling license for a workspace and user: Upgrade a workspace's Webex Calling license · Checked 2026-10-02
51
A workspace is upgraded to the Professional workspace licence from Management > Workspaces, selecting the workspace, the settings icon on the Calling tile, Cisco Webex Calling, and the Professional workspace option.
Upgrade a Webex Calling license for a workspace and user · Upgrade a Webex Calling license for a workspace and user: Upgrade a workspace's Webex Calling license · Checked 2026-10-02
52
After a workspace is upgraded, switching it to another subscription also takes a Professional workspace licence.
Upgrade a Webex Calling license for a workspace and user · Upgrade a Webex Calling license for a workspace and user: Upgrade a workspace's Webex Calling license, note · Checked 2026-10-02
53
The Webex Calling Workspace (common area) licence is built for shared use and common area locations with Cisco phones and ATAs and is limited to a single device.
Features available by license type for Webex Calling · Features available by license type for Webex Calling: Workspace column header description · Checked 2026-10-02
54
The Workspace (common area) licence does not include call recording.
Features available by license type for Webex Calling · Features available by license type for Webex Calling: feature table, Call recording row, Workspace column · Checked 2026-10-02
55
The Workspace (common area) licence does not support shared lines.
Features available by license type for Webex Calling · Features available by license type for Webex Calling: feature table, Shared lines row, Workspace column · Checked 2026-10-02
56
The Workspace (common area) licence does not include voicemail.
Features available by license type for Webex Calling · Features available by license type for Webex Calling: feature table, Voicemail row, Workspace column · Checked 2026-10-02
57
Cisco defines the Webex Calling Workspace licence as designed for shared use and common area locations and not intended for an individual user's calling needs.
Cisco Collaboration Flex Plan 3.0 and Webex Suite Data Sheet · Cisco Collaboration Flex Plan 3.0 and Webex Suite Data Sheet: Named User Calling License Types, Workspace · Checked 2026-10-02
58
Only specific Control Hub administrator roles can generate activation codes.
Generate an activation code for a device · introductory section of the article (links to account roles article) · Checked 2026-09-25
59
The emergency call notification email that Cisco publishes to follow Public Law 115-127, known as Kari's Law, is disabled by default in Control Hub, must be turned on at organisation level before an individual location can turn it on, and is sent from a non-editable do-not-reply address in English only with no translation supported.
Configure emergency call notifications in Control Hub · Emergency call notification details, and Allow individual locations to turn on emergency notifications · Checked 2026-09-16
60
In host mode, before a guest signs in, a hot desk only device shows the workspace name with no directory number, can place only emergency calls, and receives no incoming calls.
Add and manage hot desk only devices · Add and manage hot desk only devices, host profile · Checked 2026-09-25
61
In Control Hub an administrator adds a Webex Calling phone to a user or workspace either by entering its MAC address or by generating an activation code to be entered on the device.
Configure and manage Webex Calling devices · sections 'Add a phone to a user' and 'Add a phone to a new workspace' · Checked 2026-09-25
62
To reuse a phone already assigned to one Webex Calling user or workspace for another, the admin follows a reassignment procedure that includes deleting the device and factory resetting it if it was not already reset, after which the phone shows the Activation Code screen.
Configure and manage Webex Calling devices · section 'Reassigning an existing phone to another user or device' · Checked 2026-09-25
63
Each device needs its own unique activation code.
Generate an activation code for a device · introductory section of the article · Checked 2026-09-25
64
Cisco-managed third-party devices (such as Poly, Yealink and AudioCodes) cannot be onboarded with activation codes or EDOS; they are provisioned by MAC address in Control Hub and deployed manually.
Cisco managed third-party device support on Webex Calling · device capabilities / provisioning and deployment list; administrator tasks · Checked 2026-09-25
65
After a guest signs in to a hot desk only device, it behaves like a hot desking device in any other workspace: the guest can make and receive calls on their configured numbers.
Add and manage hot desk only devices · Add and manage hot desk only devices, guest profile · Checked 2026-09-25
66
To override, the administrator customizes permissions by type, auto-transfer numbers, digit patterns and authorization codes for that user or workspace, chooses Custom settings, and clicks Save.
Configure call permissions in Control Hub · outgoing call permissions procedure, steps 5-8 · Checked 2026-09-30
67
Custom digit patterns for a user, workspace or virtual line are applied first, and the location settings apply only if none of them match.
Outgoing call permissions for Webex Calling locations · section 'Permissions by digit pattern' · Checked 2026-09-30
68
When an incoming call is blocked by incoming call permissions, the caller is disconnected without hearing any announcement.
Configure call permissions in Control Hub · incoming call permissions section, note · Checked 2026-09-30
69
Where a workspace device is configured to prevent inbound PSTN calls, an emergency call still goes out but the Public Safety Answering Point cannot call the device back, so Webex Calling allows a callback for an incoming call carrying a Priority header of emergency and relaxes the blocking rule for the device that dialled the emergency number for 60 minutes.
Emergency Callback Number (ECBN) in Control Hub · Requirements and recommendations, workspace paragraph · Checked 2026-09-16
70
Authorization codes should exist at the right level before a call type is set to Require Authorization Code, because callers must enter a valid code to place those calls.inferred
Outgoing call permissions for Webex Calling locations · sections 'Permissions by call type' and 'Authorization Codes' · Checked 2026-09-30
71
Up to 1,000 authorization codes can be configured for each user, workspace or virtual line.
Outgoing call permissions for Webex Calling locations · section 'Authorization Codes' · Checked 2026-09-30
72
Auto-transfer numbers should be configured before a call type or digit pattern is set to Auto-transfer, because that action sends calls to the configured number 1, 2 or 3.inferred
Outgoing call permissions for Webex Calling locations · sections 'Permissions by call type' and 'Auto-transfer number' · Checked 2026-09-30
73
Cisco states that the Location Default ECBN and the Assigned Number from the user's location must be directed to a live answering point such as a receptionist or other person within the location, and cannot be an auto attendant, interactive voice response or other service.
Emergency Callback Number (ECBN) in Control Hub · Options for ECBN configuration, opening paragraph · Checked 2026-09-16
74
Where a workspace is configured to use its own number as its emergency callback and ELINs are available in the location's pool, the system uses an ELIN from the pool; the workspace number is used only when no ELIN is available.
Configure ELIN for Webex Calling · ELIN fallback mechanism, Workspace fallback · Checked 2026-09-16
75
A hunt group telephone number may be assigned as an Emergency Callback Number, and Cisco warns that the agent who called the emergency service and the agent answering the callback may be different and unaware of the emergency, and that a hunt group with Call Forwarding and Advance when busy enabled can prevent the group alerting agents about the emergency.
Emergency Callback Number (ECBN) in Control Hub · Requirements and recommendations, Assigned Number option paragraphs · Checked 2026-09-16
76
If a call is active when the booking ends, automatic sign-out waits until the call ends.
Configure Hot Desking for phones on Control Hub · Configure Hot Desking for phones on Control Hub, sign-out behaviour · Checked 2026-09-25
77
A hot desking phone whose workspace has a directory number shows the workspace name and number and can make and receive calls before anyone signs in, but it does not give access to directory, calendar or call history.
Configure Hot Desking for phones on Control Hub · Configure Hot Desking for phones on Control Hub, description of phone states before sign-in · Checked 2026-09-25
78
Administrators can change the end time of a hot desking booking, or end the session, in Control Hub from the Real-Time Utilization Metrics section.
Configure Hot Desking for phones on Control Hub · Configure Hot Desking for phones on Control Hub, change or end the booking in Control Hub · Checked 2026-09-25
79
Third-party devices on Webex Calling lack features available on Cisco devices, including video calling, unified call history, cloud directories, hot desking, visual voicemail and remote log collection.
Supported devices for Webex Calling · third-party device limitations section · Checked 2026-09-25
80
Cisco states that 933 is an emergency test call number in North America that allows testing of 911 call configuration without calling a Public Safety Answering Point and that many PSTN providers answer it with an interactive voice response repeating the callback number and emergency service address, and that Webex Calling does not support configuration of multiple fixed devices at different locations although RedSky can support it.
Emergency Callback Number (ECBN) in Control Hub · Specifications, second and third bullets · Checked 2026-09-16
81
The emergency call notification email carries the date and start time, the dialled number, the user's identifier and name, extension and phone number, and the location identifier name and address; Cisco states that the phone number may not correspond to the number set as caller identity and passed as a callback number to emergency services, and that the location address may not correspond to the physical location where the call was placed.
Configure emergency call notifications in Control Hub · Emergency call notification details, bulleted list · Checked 2026-09-16
82
Cisco states that to comply with Public Law 115-127, known as Kari's Law, any call made from within the organisation to emergency services must generate an email notification.
Enhanced Emergency Calling for Webex Calling · Notification requirements · Checked 2026-09-04
83
Enhanced Emergency Calling for Webex Calling covers the United States, United States territories and Canada; locations elsewhere must rely on local PSTN emergency routing.
Enhanced Emergency Calling for Webex Calling · Overview · Checked 2026-09-04
84
The What's new in Webex Calling page has an entry dated February 12, 2025, titled 'Enable a cost-free hot desk only license', which introduced a licensing and onboarding model for hot desking workspace devices.
What's new in Webex Calling · What's new in Webex Calling, entry dated February 12, 2025 · Checked 2026-09-25
85
The supported-devices article says a Cisco multiplatform device must run software version 11.3.1MES5 or later to be supported on Webex Calling.
Supported devices for Webex Calling · Cisco multiplatform phones section · Checked 2026-09-25
86
Two Cisco articles state different MPP firmware floors for different purposes (11.3.1MES5 for support, 11.3.1 SR2 for entering an activation code), so an answer about 'minimum firmware' should name which floor it means.inferred
Supported devices for Webex Calling · Cisco multiplatform phones section, compared with cisco-help-n9r1aac section 'Add and assign devices in bulk' · Checked 2026-09-25

Documents

tier 2 current vendor documentation

Cite this page

APA

WarmTransfer. (2026, October 2). Setting up Webex Calling workspaces for common-area phones. WarmTransfer. https://warmtransfer.net/guides/webex-calling-workspace-setup

BibTeX

@misc{warmtransfer-webex-calling-workspace-setup,
  title  = {Setting up Webex Calling workspaces for common-area phones},
  author = {{WarmTransfer}},
  year   = {2026},
  url    = {https://warmtransfer.net/guides/webex-calling-workspace-setup},
  note   = {Verified 2026-10-02}
}