Configure and manage Webex Calling devices

Add a phone to a user

With Control Hub, you can assign a phone to a user for personal usage. The phones listed here support Webex Calling. While all these phones can be added using a MAC address, only the following subset can be registered using an activation code:

Cisco IP Phone 6800 Series Multiplatform Phones (Audio phones—6821, 6841, 6851, 6861, 6871)
Cisco IP Phone 7800 Series Multiplatform Phones (Audio phones—7811, 7821, 7841, 7861)
Cisco IP Phone 8800 Series Multiplatform Phones (Audio phones—8811, 8841, 8851, 8861)
Cisco IP Phone 8800 Series Multiplatform Phones (Video phones—8845, 8865)
Cisco IP Conference Phone 7832 and 8832
Cisco Video Phone 8875
Cisco Desk Phone 9800 Series

You can only assign DECT base devices (not DECT handsets) in Control Hub. After you assign a base unit to a user, then manually pair a DECT handset to that base unit. For more information, see Connect the Handset to the Base Station.

1	From the customer view in https://admin.webex.com, go to Management > Devices > Add device. You can also add a device to the user from the Users section by navigating to Management > Users > select a user > Devices > Add device.
2	Choose Personal usage to assign a device to a user and then click Next.
3	Enter either the username or the actual name of the phone's owner, choose the user from the results, and then click Next.
4	Choose the kind of device you want to set up for the user: Cisco Desk Phone—If you choose this option, select the Cisco Desk Phone model from the Select device drop-down menu. Cisco phone, ATA, or 3rd party device—If you choose this option, choose Cisco Managed Devices from the Select device drop-down menu. Then select the Device type from the drop-down menu.
5	Choose whether you want to register the phone with an activation code (if the option appears) or a MAC address, and then click Save. By Activation Code—Choose this option if you want to generate an activation code that you can share with the device owner. Manually enter the 16-digit activation code on the device. Multiplatform phones must have a firmware load of 11.2.3MSR1 or later to display the activation code screen. To update the phone firmware, refer to the MPP upgrade link. By MAC Address—Choose this option if you know the MAC address of the device. A phone's MAC address must be a unique entry. If you enter a MAC address for a phone that's already registered or you make a mistake when you enter the number, an error message appears. Limitations may apply when using third-party devices. If you chose to generate an activation code for the device but you haven't yet used that code, the status of that device reads as Activating in the assigned user's Devices section and in the main Devices list in Control Hub. The device status update may take up to 10 minutes in the Control Hub. To modify or manage the devices assigned to the user, see Manage a device for a user section in this article.

Add a phone to a new workspace

When people are at work, they gather in places such as lunch rooms, lobbies, and conference rooms. You can set up shared Webex devices in these Workspaces, add services, and then watch the collaboration happen.

A workspaces device isn’t assigned to a specific user but to a physical location thus allowing for shared usage.

The devices listed support Webex Calling. You can register most of these devices using a MAC address, and register only the following subset using an activation code:

Cisco IP Phone 6800 Series Multiplatform Phones (Audio phones—6821, 6841, 6851)
Cisco IP Phone 7800 Series Multiplatform Phones (Audio phones—7811, 7821, 7841, 7861)
Cisco IP Phone 8800 Series Multiplatform Phones (Audio phones—8811, 8841, 8851, 8861)
Cisco IP Phone 8800 Series Multiplatform Phones (Video phones—8845, 8865)
Cisco IP Conference Phone 7832 and 8832
Cisco Desk Phone 9800 Series

Before you begin

You can add up to five Cisco desk phones, Cisco MPP phones, ATAs, or third-party devices to a Workspace with a professional Workspace license.

You can only add multiple devices to a professional workspace from the new workspace page. Turn on Try new Workspaces from the upper right corner of the workspace page to use the new workspace page.
You can add only one device to a Workspace with a common area Workspace license.

1	Sign in to Control Hub, then go to Management > Devices > Add device. You can also add a device to a new Workspace by going to Management > Workspaces > Add workspace.
2	Choose Shared usage, then click Next.
3	Choose New workspace, then click Next.
4	Enter a name for the workspace (such as the name of the physical room), select the room type, add the room capacity, and choose the location of the workspace. Click Next. A workspace name can't be longer than 128 characters, and can't have %, #, <, >, /, \, and " characters.
5	Choose the kind of device you want to set up for the workspace: Cisco Desk Phone—If you choose this option, select the Cisco Desk Phone model from the Select device drop-down menu. Cisco phone, ATA, or 3rd party device—If you choose this option, choose Cisco Managed Devices from the Select device drop-down menu. Then select the Device type from the drop-down menu.
6	Choose whether you want to register the phone with an activation code (if the option appears) or a MAC address, and then click Next. By Activation Code—Choose this option if you want to generate an activation code that you can share with the device owner. The 16-digit activation code must be manually entered onto the device itself. Multiplatform phones must have a firmware load of 11.2.3MSR1 or later to display the activation code screen. If phone firmware needs to be updated, direct users to https://upgrade.cisco.com/MPP_upgrade.html. By MAC Address—Choose this option if you know the MAC address of the device. A phone's MAC address must be a unique entry. If you enter a MAC address for a phone that's already registered or you make a mistake when you enter the number, an error message appears. For Webex Calling, you can only add one shared phone to a Workspace. For Cisco IP Conference Phone 7832, some softkeys may not be available. If you need a full set of softkeys, we recommend that you assign this phone to a user instead.
7	Click the Calling service, and choose the subscription and license type that you want to assign to the workspace. Professional workspace Common area workspace To find out more about the features that are available with the licenses, see Features available by license type for Webex Calling.
8	Assign a Location and Phone Number (determined by the location that you choose), and then click Save. You also have the option of assigning an extension. If you want to add additional devices to a professional workspace, you can do it in any one of the following ways: Go to Management > Devices > Add device > Shared usage > Existing workspace. From the drop-down, search and select the workspace. A notification appears if you've already added the maximum number of devices to the workspace and you can't proceed further. Go to Management > Workspaces. Then, click under the Actions column of the respective workspace and click Add Device. The Add Device option is disabled if you've already added the maximum number of devices to the workspace. To modify or manage the devices assigned to the workspace, see Manage a device for a workspace section.

Reassigning an existing MPP phone to another user or device

To reuse a phone that is assigned to one Webex Calling user/workspace to another Webex Calling user/workspace, follow these steps:

1	From the customer view in https://admin.webex.com, go to the User/Workspace where the device is currently assigned. You can reassign the device in these scenarios: If you wish to delete the user, select Delete User/Workspace to delete the user/workspace and the associated devices. If you wish to delete a device, select Devices and choose the device to delete.
2	On the phone, go to the settings menu and complete these steps to reassign the phone. Select Device administration, then Factory Reset . The phone reboots. On completing the reboot, the phone displays the Activation Code screen. The phone is now ready for reassignment.
3	Follow instructions in the Add and assign phone to user or Add a phone to a new workspace to assign or add a phone to a user/workspace.
4	On adding the device in Control Hub, complete these actions on the phone: For activation code: Enter the activation code. The phone reboots and is on boarded to the new user/workspace. For MAC address: Enter #000 on the Activation Code screen, the phone is reonboarded with Webex Calling and provisions to the new user/workspace.

Add a board, desk, or room device to a user

Assigning a Board, Desk, or Room device as a personal device to someone allows them to get their Webex calls and meetings directly to their device. For more details, see Assign a personal Board, Desk, or Room device to a user.

Add a board, desk, or room device to a new workspace

When people are at work, they get together in lots of workspaces like lunch rooms, lobbies, and conference rooms. You can set up shared Cisco Webex devices in these Workspaces, add services, and then watch the collaboration happen.

The key principle of a Workspaces device is that it’s not assigned to a specific user, but rather a physical location, allowing for shared usage.

The devices listed here support Webex Calling.

1	From the customer view in https://admin.webex.com, go to Management > Devices > Add device. You can also add a device to a new workspace from the Workspaces section by navigation to Management > Workspaces > Add workspace.
2	Choose Shared usage and click Next.
3	Choose New workspace and click Next.
4	Enter a name for the workspace (such as the name of the physical room), select the room type, add the room capacity, and choose the location for the workspace. Then click Next.
5	Choose Cisco Room and Desk device.
6	Choose one of the following services and click Next. Call on Webex (1:1 call, non-PSTN) —Users can only make Webex App or Webex Session Initiation Protocol (SIP) calls using a SIP address (for example, username@example.calls.webex.com). Cisco Webex Calling —In addition to being able to make and receive Webex App and SIP calls, people in this Workspace can use the device to make and receive phone calls from within the Webex Calling numbering plan. For example, you can call your coworker by dialing the phone number 555-555-5555, extension 5555, or SIP address username@example.webex.com but you can also call your local pizzeria.
7	If you've chosen Cisco Webex Calling service, then choose the subscription and the license type that you want to assign to the workspace. Professional workspace Common area workspace To find out more about the features that are available with the licenses, see Features available by license type for Webex Calling.
8	Assign a Location, Phone Number (determined by the location that you choose), an Extension, and then click Save.
9	Activate the device by using the code provided. You can copy, email, or print the activation code.

Add and assign devices in bulk

To assign several devices to users and workspaces, you can populate a CSV file with the required information and activate those devices in just a couple of easy steps.

You can add up to 5 Cisco Desk Phones, Cisco MPP phones, ATAs, or 3rd party devices to a workspace with Professional workspace license.
You can add only one device to a workspace with common area workspace license.

The devices listed here support Webex Calling. You can register all devices using a MAC address; however, register the following subset of devices using an activation code:

Cisco IP Phone 6800 Series Multiplatform Phones (Audio phones—6821, 6841, 6851)
Cisco IP Phone 7800 Series Multiplatform Phones (Audio phones—7811, 7821, 7841, 7861)
Cisco IP Phone 8800 Series Multiplatform Phones (Audio phones—8811, 8841, 8851, 8861)
Cisco IP Phone 8800 Series Multiplatform Phones (Video phones—8845, 8865)
Cisco IP Conference Phone 7832 and 8832
Cisco Video Phone 8875
Cisco Desk Phone 9800 Series

From the customer view in https://admin.webex.com, go to Management > Devices > Add device > Multiple Cisco IP phones.

Choose one of the following options and click Download.

Users in my organization—You can get a list of all users in your organization and their associated attributes so you don't have to manually look up each user.
Workspaces in my organization—You can get a list of all workspaces in your organization and their associated attributes so you don't have to manually look up each workspace.

If a workspace has multiple devices, only the first device appears in the downloaded CSV. However, you can assign multiple devices to a professional workspace through CSV by adding the details in separate rows.

If you want to see which devices belong to a workspace, you can export the device CSV by navigating to Management > Devices. Then, select one or more devices and click Export to CSV.
Add device sample template—You can use the available template to enter information such as usernames, type (indicate whether it's a user or a workspace), MAC addresses, and device models.

You can use the following table to prepare your CSV file.

The following fields are mandatory when assigning a device to Webex Calling users and workspaces:

For Users: Username, Type, Device Type, and Model if the device type is IP.
For Workspace: Username, Type, Phone number or Extension, Webex Calling Workspace [subscription name], Device Type, and Model if the device type is IP.

Column Name	Description	Supported Value
Username	To assign a device to a user, enter the user's email address. Don't enter the user ID or their name. To assign a device to a workspace, enter the workspace name. If you enter a workspace that doesn't yet exist, the workspace is automatically created.	Example user email: test@example.com Example workspace name: Break Room
Type	Enter the appropriate type as user or workspace.	USER WORKSPACE
Phone Number	Enter a phone number.	Example: +12815550100
Extension	Enter an extension.	Example: 00-999999
Device Type	Enter the type of the device.	To use any Multiplatform Phones, ATA or DECT devices with Webex Calling, enter IP. To create new workspaces to have RoomOS devices, enter WEBEX or WEBEX_CALLING, depending on the desired Calling option
Model	Enter the device model if the device type is IP.	Example device model: Cisco 7841, Cisco 8851, and so on
MAC Address	Enter the MAC address of the device. If you leave the MAC address field blank, an activation code is generated. Use activation codes for the RoomOS devices.	Example MAC address: 001A2B3C4D5E
Location	Enter the name of the user or workspace location.	Example: San Jose
Calling Plan	Enter TRUEs to enable Cisco Calling Plan for the newly added workspace. This feature doesn’t work for users, existing workspaces, and workspaces with unsupported location.	TRUE FALSE
Webex Calling Workspace [subscription ID]	Specify the subscription to be utilized for creating common-area or professional calling workspaces. Each subscription possessing workspace license has a corresponding column. You can assign either a common area workspace license or a professional workspace license. To assign a license, enter TRUE in any one of the license type columns of the respective subscription. You must assign only one subscription for a workspace. You can also transfer workspaces from one subscription to another. To transfer, enter FALSE in the source subscription column and TRUE in the target subscription column. We recommend using a recently generated template to prepare the CSV import file, as it will contain accurate information regarding the active subscriptions for workspace licenses.	TRUE FALSE
Webex Calling Professional Workspace [subscription ID]		TRUE FALSE

These Phone Number and Extension fields were previously titled Directory Number and Direct Line; these column names continue to support for a short time.

We recommend that you limit the number of devices to 1000 per CSV file. If you want to add more than 1000 devices, use a second CSV file.

Fill out the spreadsheet.

Upload the CSV file by dragging and dropping or clicking Choose a file.

If the MAC address is blank, you get the options to choose where the activation code gets sent.

Provide a link—The activation code gets added to a CSV file. After import, you’ll get a link to download the activation code file on the Import Status screen.
Email activation code—If the device is for a workspace, the activation code gets sent to you, as the administrator. If the device is for a user, the activation code is emailed to the user.

You or the user need to enter the activation code on the device for activating it.

Click Submit.

Displays the updated status when the devices become active.

Multiplatform devices must be running a firmware load of 11.2.3MSR1 or later for users to enter the activation code on their device. For information about upgrading phone firmware, see this article.

Export a device list

If you want to view the list of devices assigned to users and workspaces, you can export the CSV file.

From the customer view in https://admin.webex.com, go to Devices.

Select multiple devices from the device list and select the Export option. You can choose the fields to include in the CSV file, and export the content to a local folder.

The fields displayed on the CSV file depend on the connection of the device to the platform. Therefore, some fields aren’t available in the output file.

Manage a device for a user

You can add, remove, reboot, check activation, or create a new activation code for the devices that are assigned to users within your organization. This can be helpful to view and manage devices in the users screen, when needed.

1	From the customer view in https://admin.webex.com, go to Management > Users.
2	Select a user and click Devices.
3	To add a device to this user, click Add Device. If the user is already assigned a device and you want to add another device, click Action > Add device. For more information on adding the device to a user, see Add phones to a user section.
4	To modify an existing device, select the device name. This takes you to the Devices page. Here you can view and edit device settings, delete the device, reboot the device, or create a new activation code for the device, if applicable. For more information about configuring phone settings, see Configure and Update Phone Settings.
5	If the device added to the user is Webex Aware, then the Webex Aware option is displayed under the devices as shown in the diagram. Webex Aware indicates that the device has onboarded to the Webex platform and has access to Webex Features supported by the phone.
6	Click Actions to manage the device. Actions help to apply configuration changes or update firmware for the MPP devices. The Actions tab has these options for a Webex Aware-enabled device: Apply Changes—Issues request to the phone to download and apply changes to the configuration. Reboot—Issues request to force reboot the device and download the current configuration. Report Problem—Issues request to the device to generate and upload a PRT to the cloud. Delete—Deletes a device that is listed for the user.

Manage a device for a workspace

Devices can be added and managed directly from a workspace profile. Workspace devices can include ATA devices, like fax machines. You can also set up a workspace device as a Hoteling Host. For more information about hoteling, see: Hoteling in Cisco Webex Control Hub.

1	From the customer view in https://admin.webex.com, go to Management > Workspaces.
2	Select the workspace to modify.
3	To add a device, click Add Device in the Devices tile. For more information on adding devices to workspace, see Add a phone to a new workspace section.
4	To modify an existing device, select the device name. This takes you to the Devices page. Here you can view and edit device settings, delete the device, reboot the device, and enable the device to be used as a Hoteling Host. For more information about configuring phone settings, see Configure and Update Phone Settings.
5	If the device added to the workspace is Webex Aware, then the Webex Aware option is displayed under the devices as shown in the diagram. Webex Aware indicates that the device has onboarded to the Webex platform and has access to Webex features that are supported by the phone.
6	Click Actions to manage the device. Actions help to apply configuration changes or update firmware for the MPP devices. The Actions tab has these options for a Webex Aware-enabled device: Apply Changes—Issues request to the phone to download and apply changes to the configuration. Reboot—Issues request to force reboot the device and download the current configuration. Report Problem—Issues request to the device to generate and upload a PRT to the cloud. Delete—Deletes a device that is listed for the user.

Configure Lines - Add and reorder lines for an MPP device

Shared line appearance allows you to add lines to a primary device of the user and reorder how the lines appear. This feature allows a user to receive and place calls to and from another user's extension, using their own phone. An example of shared line appearance is an executive assistant who wants to make and receive calls from the boss's line. Shared line appearances can also be another instance of the primary user's line.

The maximum configuration limit is 35 devices for each user phone number, including the desktop or mobile App of the user. You can add additional lines to the workspace phone. However, you can add only the workspace phone with professional license as a shared line.

When assigning a shared line, you can assign numbers from different Webex Calling locations to devices in a different location. For example, a number (user, workspace, virtual line) from the UK location can be assigned to a device that is assigned to a user in the U.S. location.

For more information on shared line across locations, see: Configuration of shared lines and virtual lines across locations.

When a user adds the Speed dials to their MPP phone, they aren’t visible in the Control Hub. Speed dials can be overwritten on configuring a shared line.

If a user has numbers from other users/groups configured on their devices, you can add a custom label for the shared line. This custom label helps to identify one shared line appearance from the other.

1	From the customer view in https://admin.webex.com, go to Users or Workspaces (depending on where the device to modify is assigned).
2	Select the user or workspace to modify and scroll to Devices.
3	Select the device to add or modify the shared lines, and scroll to Phone Users and Settings. The users and places that appear on this phone are listed in order of appearance.
4	To add or remove users or places from this phone, select Configure Lines.
5	To remove a line, click the icon. You can't remove the primary user on line 1.
6	To add a shared line appearance, click the icon. Add the lines in the order in which you want them to appear. To reorder the line appearance, delete and add to the list in the order you want them to appear.
7	Enter the name or phone number and select from the options that appear and click Save.

Configure an ATA device for a user

You can configure the ports on an Analog Telephone Adaptor (ATA) device assigned to a user in Control Hub. Currently, the two configurations for ATA devices available are for devices with two ports and devices with 24 ports.

1	From the customer view in https://admin.webex.com, go to Users.
2	Select the user to modify and scroll to Devices.
3	Select the device where you would like to add or modify.
4	Under Users on this Device, click Configure Ports.
5	To add a shared port configuration, click the icon.
6	Enter the name or phone number and select from the options that appear and then click Save. Only workspaces without devices appear in the lookup.
7	If the device requires T.38 fax compression, check the box in the T.38 column or override the user-level compression options, and then click Save. A workspace can have an ATA. This is useful for fax machines.

Add numbers to your location

You can add phone numbers to desk and room devices in your customer organization at any time, whether you're in the middle of a trial or have been converted to a paid subscription.

We've increased the number of telephone numbers that you can add in Control Hub 250 to 1000.

1	From the customer view in https://admin.webex.com, go to Services > Calling > Numbers then click Add Numbers.
2	Specify the Location and Number Type. If you're porting numbers over, enter both your current and new billing numbers.
3	Specify the Location, State, Area Code, Prefix (optional), and then click Search. Available numbers are displayed.
4	Select the numbers that you want to add to the location. The numbers you choose move over to the Selected Numbers field.
5	Click Save.

Check the status of ordered PSTN numbers

You can see a list of PSTN numbers that your organization has ordered. With this information you can see the unused numbers that are available, and the numbers that have been ordered that will soon become available.

From the customer view in https://admin.webex.com, go to Services > Calling > PSTN Orders.

Multiplatform Phone (MPP) connected accessories—Headsets and Key Expansion Modules (KEMs)

When you connect accessories (Headsets/KEMs) to an MPP device, they appear as an inventory item under the Devices tab in the Control Hub. From the Control Hub Devices inventory you can find out the accessory model, the status, and to whom the accessory belongs. When you select an accessory, additional information can be obtained, such as the accessory serial number and current software version. The accessory status field is reported as "online" as long as the accessory is connected to MPP. An MPP-connected headset will automatically upgrade its software with the latest version available from Device Management.

Want to see how it's done? Watch this video demonstration on how to view your accessories in Control Hub.

Table 1. Compatible Headsets
Phone Model	Cisco Headset 520 Series	Cisco Headset 530 Series	Cisco Headset 560 Series	Cisco Headset 730 Series
Cisco IP Phone 8811/8841/8845	—	—	RJ9 & RJ11	—
Cisco IP Phone 8851/8861/8865	USB	USB	USB RJ9 & RJ11	—
Cisco IP Phone 7811/7821/7841/7861	—	—	—	—
Cisco IP Phone 6821/6841/6851/6861	—	—	—	—
Cisco IP Phone 6871	USB	USB	USB	—
Cisco IP Conference Phone 7832/8832	—	—	—	—

Table 2. Compatible Key Expansion Modules
Phone Model	KEM
Cisco IP Phone 8811/8841/8845	—
Cisco IP Phone 8851/8861/8865	BEKEM CP-8800-A-KEM CP-8800-V-KEM
Cisco IP Phone 7811/7821/7841/7861	—
Cisco IP Phone 6821/6841/6861/6871	—
Cisco IP Phone 6851	CP-68KEM-3PCC
Cisco IP Conference Phone 7832/8832	—

To troubleshoot the issues faced with Key Expansion Module (key expansion module) on phones registered to Webex Calling, see Troubleshoot Key Expansion Modules Issues in Webex Calling for details.