webex calling · published

Webex Calling hot desking

Verified 2026-09-25 · 60 sources · tier 2

WarmTransfer's reading of the sources is that Webex Calling offers 2 distinct shared-phone mechanisms with separate configuration: hot desking (workspace booking with QR code or voice portal sign-in and a booking end time) and hoteling (Guest in with extension and PIN, bounded by host and guest association hours) 49. Hot desking on Webex Calling workspace phones is supported on the Cisco Video Phone 8875, the Cisco Desk Phone 9800 Series, and the Cisco IP Phone 8800 Series with Multiplatform Firmware 31.

Hot desking on workspace phones

Hot desking on Webex Calling workspace phones is supported on the Cisco Video Phone 8875, the Cisco Desk Phone 9800 Series, and the Cisco IP Phone 8800 Series with Multiplatform Firmware 31. Before any user signs in, the phone displays a QR code and sign-in options on its screen 37. If the phone's workspace has a directory number, it displays the workspace name and number and can make and receive calls before sign-in, but it does not provide access to directory, calendar, or call history 5.

Users can sign in using 2 methods:

QR code: The user scans the QR code on the phone screen with a mobile device and signs in through the Webex App or a web browser 38.
Voice portal: Supported only on the Cisco Desk Phone 9800 Series and the Cisco Video Phone 8875, not on the 8800 Series 58. The user starts the process by pressing the Sign in softkey or dialing *30 59. The portal prompts for the user's voice mailbox ID and passcode 55. Users must change their voicemail PIN from the default before signing in via the voice portal 34. Entering the wrong PIN 3 times locks the mailbox, requiring a reset 35. Voice portal sign-in must be enabled at both the location level and user level in Control Hub, allowing administrators to restrict it for specific users 57.

When a user signs in and books the phone, the device reprovisions with the user's directory number, and their Webex calendar and call history load if configured 39. After booking, the phone syncs contacts, Webex calendar, and call history, and removes this personal data upon sign-out 33.

On the phone, the booking end time defaults to 5 p.m. the same day, and the user chooses an end time before pressing Book 30. Hot desking phones do not support multi-day bookings 32. When the booking period ends, the user is signed out automatically and the device provisions back to the workspace 3. If a call is active when the booking ends, automatic sign-out waits until the call completes 1. Users can sign out at the phone or remotely through the Webex App by selecting Connect to device, choosing the booked phone, and selecting Sign out 48. Administrators can also adjust booking end times or terminate sessions in Control Hub under Real-Time Utilization Metrics 2.

Hot desk only devices

On February 12, 2025, an entry in the What's new in Webex Calling documentation introduced a licensing and onboarding model for hot desk only devices 12. A device onboarded as hot desk only receives a hot desk only license at no cost, removing the requirement for a workspace license at that location 8. Hot desk only devices can be added one at a time via Devices, by creating a workspace, or in bulk through CSV upload 14.

Deploying hot desk only devices requires that the location is enabled for Webex Calling and configured with both a main number and an emergency callback number 13. In host mode prior to guest sign-in, the device displays the workspace name without a directory number, receives no inbound calls, and can place only emergency calls 10. Hot desk only devices can place regional emergency calls without an active session 7. Once a guest signs in, the device functions as a standard hot desking device, enabling inbound and outbound calls on the guest's configured numbers 9. A user must hold a Webex Calling license to sign in 54.

RoomOS device hot desking

Administrators enable hot desking on a RoomOS device by creating a workspace in Control Hub and setting its scheduling option to Hot desking, which can also be done across multiple workspaces via Edit > Scheduling > Hot desking 46. The device must be activated in shared workspace mode, not Personal mode 45. Workspaces used for hot desking cannot use Hybrid Calendar 43. Users cannot sign in to a RoomOS hot desking device belonging to another organization or cluster 42.

QR code sign-in on RoomOS devices requires Cloud Proximity settings to be enabled 44. Booking expires at 5:00 p.m. by default, but organizations can customize this end time 40. On RoomOS desk devices, a prompt appears 15 minutes before expiration offering a 1-hour booking extension 41.

Hoteling

Hoteling temporarily applies a user's calling profile (number, features, and calling plan) to a shared host phone 15. A hoteling host can be a workspace device or the primary device of a user with a Professional license 20. When setting up a host, an administrator selects the allowed guest hours from a drop-down, which takes effect following a phone reboot 19.

A guest can connect to only 1 host at a time 22. To sign in, the guest presses the Guest in softkey, inputs their extension as the user ID and numeric voicemail PIN as password, and presses Save; pressing Guest out signs them out 18. Hoteling applies only to the user's primary line 23. Speed dials, shared lines, and monitoring keys (BLF, call pickup, call park) do not display on the host phone 1723. On MPP devices, sign-in failures commonly trace back to missing location voice portal configurations, unconfigured hosts, guests lacking hoteling permissions, or incorrect voicemail PINs 24.

Licensing support

Feature	Professional user	Standard user	Workspace	Professional (Workspace)
Hot Desking User	Supported 27	Supported 27	Not supported 27	Not supported 27
Hot Desking Device (88xx, 98xx, RoomOS)	Not supported 25		Supported 25	Supported 25
Hoteling Guest	Supported 26	Supported 26	Not supported 26	Not supported 26

The Workspace license covers single-device deployments for shared areas, while the Professional (Workspace) license supports up to 5 devices 28.

Comparison with Unified CM Extension Mobility

Unified CM Extension Mobility maps a virtual device profile onto a physical phone when a user logs in 50. It requires activation of the Cisco Extension Mobility service in Serviceability and an IP phone service subscription on target devices 53. The service parameter Intra-cluster Multiple Login Behavior provides 3 settings: Multiple Logins Allowed, Multiple Logins Not Allowed (default; secondary login returns error 25), and Auto Logout 52. Its Intra-cluster Maximum Login Time parameter uses an HHH:MM format spanning 0:00 to 168:00, logging users out automatically only when Enforce Intra-cluster Maximum Login Time is set to True 51.

WarmTransfer's reading of the sources is that Webex Calling hot desking on phones is limited to single-day bookings, while Unified CM Extension Mobility allows an enforced login time of up to 168 hours; migrating Extension Mobility users who rely on multi-day sessions therefore requires a design decision 60.

Applicability

Applies to: Cisco Webex Calling, Cisco Webex Devices (RoomOS), Cisco Webex Calling with MPP phones, and Cisco Unified Communications Manager. Deployments: on-premises and multi-tenant. Sources checked 2026-09-25. The cost-free hot desk only license was introduced February 12, 2025, in an entry on the What's new in Webex Calling page 12.

What remains uncertain

The allowed range and setting name for the organization default hot desking booking end time are not covered by the sources below.
The scope of hot desk profiles (including speed dials, shared lines, and virtual lines) and whether they apply to hot desking guests or hoteling are not covered by the sources below.
The Standard user license cell in the Hot Desking Device row of the license table is not covered by the sources below.
How Unified CM to Webex Calling migration tooling maps Extension Mobility device profiles to hot desking or hoteling is not covered by the sources below.
The emergency location and ECBN presented for a guest signed in to a hot desk device are not covered by the sources below.
Hot desking or hoteling support on MPP phones and minimum firmware versions per model are not covered by the sources below.
The minimum, maximum, and default hoteling association hours for host and guest configurations are not covered by the sources below.
Hot desking or Extension Mobility behavior on Webex Calling Dedicated Instance is not covered by the sources below.

Sources

1
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
2
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
3
When the booking period ends, the user is signed out automatically and the phone is provisioned back to the workspace so others can book it.
Configure Hot Desking for phones on Control Hub · Configure Hot Desking for phones on Control Hub, sign-out behaviour · Checked 2026-09-25
4
If the user does not confirm a booking on a hot desking phone, the booking screen times out after 2 minutes.
Sign in to a shared phone (Hot Desking) · Sign in to a shared phone (Hot Desking), booking steps after sign-in · Checked 2026-09-25
5
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
6
The hot desk only onboarding option covers 8800 Series phones including the 8875, 9800 Series phones, and RoomOS devices.
Add and manage hot desk only devices · Add and manage hot desk only devices, supported devices · Checked 2026-09-25
7
Hot desk only devices can call the emergency numbers defined for their region without anyone first starting a hot desk session.
Add and manage hot desk only devices · Add and manage hot desk only devices, emergency calling · Checked 2026-09-25
8
A device onboarded as hot desk only is assigned a hot desk only license at no cost, so the location does not need a workspace license for it.
Add and manage hot desk only devices · Add and manage hot desk only devices, introduction · Checked 2026-09-25
9
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
10
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
11
On a hot desk only host device, some settings are enforced: call history is disabled, contacts are removed, the workspace name is displayed, and line keys are limited to emergency calling.
Add and manage hot desk only devices · Add and manage hot desk only devices, host profile enforced settings · Checked 2026-09-25
12
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
13
To deploy hot desk only devices, the location must be enabled for Webex Calling and must have both 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 2026-09-25
14
Hot desk only devices can be added in three ways: one at a time from the Devices section, by creating a workspace, or in bulk by CSV upload.
Add and manage hot desk only devices · Add and manage hot desk only devices, add devices sections · Checked 2026-09-25
15
Webex Calling hoteling temporarily loads a user's phone profile (number, features and calling plan) onto a shared host phone, so the user can call with their work number from that phone.
Hoteling in Control Hub · Hoteling in Control Hub, introduction · Checked 2026-09-25
16
In a PRT from an MPP phone, a failed hoteling guest sign-in shows an empty guestAddress element in the SIP NOTIFY from the cloud. A successful sign-in includes the guest's extension and a subscription expiration time.
Troubleshoot Hoteling in MPP Devices for Webex Calling · Troubleshoot Hoteling in MPP Devices for Webex Calling (document 221935), PRT log analysis · Checked 2026-09-25
17
When a user signs in to a hoteling host as a guest, the user's shared lines, speed dials and monitoring keys (BLF, call pickup, call park) do not appear on the host phone.
Hoteling in Control Hub · Hoteling in Control Hub, notes on features not available on host phones · Checked 2026-09-25
18
To sign in as a hoteling guest, the user presses the Guest in softkey, enters their extension as the user ID and their numeric voicemail PIN as the password, then presses Save. They sign out with Guest out.
Access your calling profile from anywhere · Access your calling profile from anywhere, 'Sign into a guest phone' and 'Sign out of a guest phone' · Checked 2026-09-25
19
When enabling a hoteling host, the administrator chooses from a drop-down how many hours visiting guests may use the device. The change takes effect after the phone reboots.
Hoteling in Control Hub · Hoteling in Control Hub, 'Enable a workspace device as a hoteling host' · Checked 2026-09-25
20
A hoteling host can be a workspace device or a user device. For a user device, only the primary device of a user with a Professional license can be a host.
Hoteling in Control Hub · Hoteling in Control Hub, 'Enable a workspace device as a hoteling host' and 'Enable a user device as a hoteling host' · Checked 2026-09-25
21
Control Hub shows an error if a guest user's hoteling association limit is longer than the host device's limit, for example a 24-hour user limit against a 12-hour host.
Hoteling in Control Hub · Hoteling in Control Hub, 'Turn on hoteling for a user' · Checked 2026-09-25
22
A hoteling guest can connect to any hoteling host, but to only one at a time.
Hoteling in Control Hub · Hoteling in Control Hub, 'Turn on hoteling for a user' · Checked 2026-09-25
23
Hoteling applies only to the user's primary line; monitored lines and shared line appearances do not appear on the host phone.
Access your calling profile from anywhere · Access your calling profile from anywhere, notes · Checked 2026-09-25
24
The TAC tech note lists a missing voice portal configuration for the location as a common cause of hoteling sign-in failure on MPP phones, along with a host not enabled as a host, a guest without hoteling permission, and a wrong voicemail PIN.
Troubleshoot Hoteling in MPP Devices for Webex Calling · Troubleshoot Hoteling in MPP Devices for Webex Calling (document 221935), troubleshooting scenarios · Checked 2026-09-25
25
In the features-by-license table, 'Hot Desking Device (88xx, 98xx, RoomOS)' is supported for the Professional (Workspace) and Workspace licenses and not for the Professional user license.
Features available by license type for Webex Calling · Features available by license type for Webex Calling, feature table row 'Hot Desking Device (88xx, 98xx, RoomOS)' · Checked 2026-09-25
26
In the features-by-license table, 'Hoteling Guest' is supported for Professional and Standard user licenses and not for either workspace license.
Features available by license type for Webex Calling · Features available by license type for Webex Calling, feature table row 'Hoteling Guest' · Checked 2026-09-25
27
In the features-by-license table, 'Hot Desking User' is supported for Professional and Standard user licenses and not for the Professional (Workspace) or Workspace licenses.
Features available by license type for Webex Calling · Features available by license type for Webex Calling, feature table row 'Hot Desking User' · Checked 2026-09-25
28
The Workspace license is for shared and common-area use and is limited to a single device. The Professional (Workspace) license allows up to 5 devices.
Features available by license type for Webex Calling · Features available by license type for Webex Calling, license type descriptions · Checked 2026-09-25
29
While a hot desking phone is booked, the user cannot upgrade its software or factory reset it.
Sign in to a shared phone (Hot Desking) · Sign in to a shared phone (Hot Desking), notes and limitations · Checked 2026-09-25
30
On a hot desking phone, the booking end time defaults to 5 p.m. the same day, and the user selects the end time before pressing Book.
Sign in to a shared phone (Hot Desking) · Sign in to a shared phone (Hot Desking), booking steps after sign-in · Checked 2026-09-25
31
Hot desking on Webex Calling workspace phones is supported on the Cisco Video Phone 8875, the Cisco Desk Phone 9800 Series and the Cisco IP Phone 8800 Series with Multiplatform Firmware.
Configure Hot Desking for phones on Control Hub · Configure Hot Desking for phones on Control Hub, introductory section · Checked 2026-09-25
32
Hot desking phones do not support bookings that span multiple days.
Sign in to a shared phone (Hot Desking) · Sign in to a shared phone (Hot Desking), booking steps after sign-in · Checked 2026-09-25
33
After booking, the phone syncs the user's contacts, Webex calendar and call history, and removes that personal data when the user signs out.
Sign in to a shared phone (Hot Desking) · Sign in to a shared phone (Hot Desking), introduction and sign-out sections · Checked 2026-09-25
34
Users must change their voicemail PIN from the default before they can sign in to a hot desking phone through the voice portal.
Configure Hot Desking for phones on Control Hub · Configure Hot Desking for phones on Control Hub, voicemail PIN requirements · Checked 2026-09-25
35
Entering the wrong PIN three times during voice portal sign-in locks the user's mailbox, and the PIN must then be reset.
Configure Hot Desking for phones on Control Hub · Configure Hot Desking for phones on Control Hub, voicemail PIN requirements · Checked 2026-09-25
36
A What's new in Webex Calling entry dated May 28, 2026 ('Support user speed dials') describes profiles for hot desk environments that, when applied, enable shared lines, virtual lines, speed dials, monitored lines and call park extensions on the device.
What's new in Webex Calling · What's new in Webex Calling, entry dated May 28, 2026, 'Support user speed dials' · Checked 2026-09-25
37
Before a user signs in, a hot desking phone shows a QR code and sign-in options on its screen.
Configure Hot Desking for phones on Control Hub · Configure Hot Desking for phones on Control Hub, overview of phone behaviour before sign-in · Checked 2026-09-25
38
To sign in by QR code, the user scans the code on the phone screen with a mobile device and then signs in through Webex App or a web browser.
Configure Hot Desking for phones on Control Hub · Configure Hot Desking for phones on Control Hub, sign-in methods · Checked 2026-09-25
39
When a user signs in and books a hot desking phone, the phone is reprovisioned with the user's own directory number, and the user's Webex calendar and call history load too if configured.
Configure Hot Desking for phones on Control Hub · Configure Hot Desking for phones on Control Hub, post-sign-in behaviour · Checked 2026-09-25
40
On RoomOS devices, a hot desking booking expires at 5:00 p.m. by default, and the organization can customize this.
Let users sign in and book a shared device · Let users sign in and book a shared device, booking duration · Checked 2026-09-25
41
On a RoomOS desk device, a notification appears fifteen minutes before the booking ends and offers to extend it by 1 hour.
Sign in and book your Webex device with Hot desking · Sign in and book your Webex device with Hot desking, edit your booking · Checked 2026-09-25
42
Users cannot sign in to a hot desking RoomOS device that belongs to a different organization or cluster.
Let users sign in and book a shared device · Let users sign in and book a shared device, limitations · Checked 2026-09-25
43
A workspace used for hot desking on RoomOS devices cannot use Hybrid Calendar.
Let users sign in and book a shared device · Let users sign in and book a shared device, limitations · Checked 2026-09-25
44
QR code sign-in on hot desking RoomOS devices requires the Cloud Proximity settings to be enabled.
Let users sign in and book a shared device · Let users sign in and book a shared device, requirements · Checked 2026-09-25
45
For hot desking, a RoomOS device must be activated as a shared workspace device, not in Personal mode.
Let users sign in and book a shared device · Let users sign in and book a shared device, requirements · Checked 2026-09-25
46
To enable hot desking on a RoomOS device, the administrator creates a workspace in Control Hub and assigns Hot desking as its scheduling option. Several workspaces can be changed at once with Edit > Scheduling > Hot desking.
Let users sign in and book a shared device · Let users sign in and book a shared device, configuration and bulk edit steps · Checked 2026-09-25
47
Full administrators, device administrators, user and device administrators, and location administrators can end hot desk sessions and change session end times.
Add and manage hot desk only devices · Add and manage hot desk only devices, manage hot desk sessions · Checked 2026-09-25
48
A user can sign out of a booked hot desking phone from the phone itself, or remotely from Webex App by choosing Connect to device, selecting the booked phone and choosing Sign out.
Sign in to a shared phone (Hot Desking) · Sign in to a shared phone (Hot Desking), sign out from Webex App · Checked 2026-09-25
49
Webex Calling offers two distinct shared-phone mechanisms with separate configuration: hot desking (workspace booking with QR code or voice portal sign-in and a booking end time) and hoteling (Guest in with extension and PIN, bounded by host and guest association hours).inferred
Hoteling in Control Hub · Synthesis of Hoteling in Control Hub (host and user sections) with Configure Hot Desking for phones on Control Hub (sign-in methods) · Checked 2026-09-25
50
In Unified CM Extension Mobility, a device profile is a virtual device that is mapped onto the physical phone when the user logs in.
Feature Configuration Guide for Cisco Unified Communications Manager, Release 15 and SUs - Extension Mobility · Feature Configuration Guide for CUCM Release 15, Extension Mobility, Extension Mobility Overview · Checked 2026-09-25
51
The Unified CM Intra-cluster Maximum Login Time service parameter uses the format HHH:MM with a range of 0:00 to 168:00. It logs users out automatically only when Enforce Intra-cluster Maximum Login Time is set to True.
Feature Configuration Guide for Cisco Unified Communications Manager, Release 15 and SUs - Extension Mobility · Feature Configuration Guide for CUCM Release 15, Extension Mobility, Extension Mobility service parameters · Checked 2026-09-25
52
The Unified CM Intra-cluster Multiple Login Behavior parameter has three options: Multiple Logins Allowed, Multiple Logins Not Allowed (the default, where a second login fails with error 25), and Auto Logout.
Feature Configuration Guide for Cisco Unified Communications Manager, Release 15 and SUs - Extension Mobility · Feature Configuration Guide for CUCM Release 15, Extension Mobility, Extension Mobility service parameters · Checked 2026-09-25
53
Unified CM Extension Mobility requires the Cisco Extension Mobility service to be activated in Serviceability and the phones to be subscribed to the Extension Mobility IP phone service.
Feature Configuration Guide for Cisco Unified Communications Manager, Release 15 and SUs - Extension Mobility · Feature Configuration Guide for CUCM Release 15, Extension Mobility, prerequisites and configuration task flow · Checked 2026-09-25
54
A user can sign in to a hot desk device only if the user has a Webex Calling license.
Add and manage hot desk only devices · Add and manage hot desk only devices, introduction · Checked 2026-09-25
55
Voice portal sign-in to a hot desking phone asks the user for their voice mailbox ID and passcode.
Configure Hot Desking for phones on Control Hub · Configure Hot Desking for phones on Control Hub, voice portal sign-in method · Checked 2026-09-25
56
Voice portal sign-in for hot desking is enabled by default at both the location level and the user level.
Configure Hot Desking for phones on Control Hub · Configure Hot Desking for phones on Control Hub, location and user level voice portal settings · Checked 2026-09-25
57
Voice portal sign-in for hot desking must be enabled at both the location level and the user level in Control Hub, so administrators can restrict it for specific users.
Configure Hot Desking for phones on Control Hub · Configure Hot Desking for phones on Control Hub, location and user level voice portal settings · Checked 2026-09-25
58
Signing in to a hot desking phone through the voice portal is supported only on the Cisco Desk Phone 9800 Series and the Cisco Video Phone 8875, not on the 8800 Series.
Configure Hot Desking for phones on Control Hub · Configure Hot Desking for phones on Control Hub, voice portal sign-in method · Checked 2026-09-25
59
A user starts voice portal sign-in on a hot desking phone by pressing the Sign in softkey or dialing *30.
Configure Hot Desking for phones on Control Hub · Configure Hot Desking for phones on Control Hub, voice portal sign-in method · Checked 2026-09-25
60
Webex Calling hot desking on phones is limited to single-day bookings, while Unified CM Extension Mobility allows an enforced maximum login time of up to 168 hours. Migrating Extension Mobility users who rely on multi-day logins therefore needs a design decision.inferred
Sign in to a shared phone (Hot Desking) · Synthesis of Sign in to a shared phone (Hot Desking) booking section with the CUCM 15 Extension Mobility service parameters · Checked 2026-09-25

Documents

tier 2 current vendor documentation

Cite this page

APA

WarmTransfer. (2026, September 25). Webex Calling hot desking. WarmTransfer. https://warmtransfer.net/knowledge/webex-calling-hot-desking

BibTeX

@misc{warmtransfer-webex-calling-hot-desking,
  title  = {Webex Calling hot desking},
  author = {{WarmTransfer}},
  year   = {2026},
  url    = {https://warmtransfer.net/knowledge/webex-calling-hot-desking},
  note   = {Verified 2026-09-25}
}