Configure Devices in Admin Application

This guide provides information on configuring the deskphone or SIP Devices in the VoiceStack Admin Application.

Creating a Device

1. Navigate to Configuration > select Devices under Calls.

2. Click on the Create Device button.

• The Create Device dialog box allows admins to register and configure new communication devices within the practice. Devices can be of two types: Deskphone or SIP.
  • Deskphone: A physical VoIP-enabled deskphone connected to your network, typically used in offices for daily call handling.
  • SIP: Refers to any device or endpoint (hardware or software) that uses the Session Initiation Protocol (SIP) for communication. This includes softphones, third-party SIP devices, or other compatible clients.

3. On the Create Device pop-up, select the suitable Device Type.

4. Fill out relevant details.

Configuring a Deskphone Device

• Device Name (Required): Enter a unique name for easy identification within the system.
• Device Make (Required): Choose the manufacturer or brand of the deskphone from the dropdown(e.g., Yealink, Cisco).
• Device Model (Required): Select the specific model corresponding to the selected make.
      Note: Available options depend on the selected device make.
• Serial Number: This field is visible once a device make is selected. Enter the serial number for tracking (optional field).
• MAC Address (Required): Input the 12-digit alphanumeric MAC (Media Access Control) address. This uniquely identifies the device on the network.
• Device Password (Yealink Devices Only): When configuring a Yealink device, you can either use the auto-generated password or set a custom one. Custom passwords must meet the following requirements:
  • 8–16 characters in length.
  • Must include at least 3 character types from lowercase letters, uppercase letters, numbers, or special characters (!@#$%^&*).
  • No more than 3 consecutive repeating characters (e.g., aaa or 111).
  • Spaces, commas (,), semicolons (;) and colons (:) are not allowed.

Tip: Use the mask/unmask icon to show or hide the password, and the regenerate icon to generate a new password.

• Location (Required): Select the physical or logical location where the device will be used.
• Hot Desking: This option becomes visible once a Device Make is selected. Toggle ON to allow multiple agents to log in to the shared deskphone using their credentials.
  • Enabling Hot Desking: Specify Ring Groups and configure Button Settings. When an employee logs in to a hot desk phone, the system needs to know which ring groups should be associated with their temporary login, so incoming calls (such as departmental or support line calls) can correctly reach the logged-in user during their session.
  • Disabling Hot Desking: Assign Extension and Button Configuration.
• Assign Extension: Assign an existing extension number to the device if applicable.
• Button Configuration: Button configuration defines the programmable keys on a deskphone, allowing admins to map each button to an extension and assign specific actions such as speed dial, presence, or call queue access.

Note: After assigning an extension, the Call Waiting toggle becomes visible. You can use it to enable or disable Call Waiting for the device.

Each button can be configured with a specific Type, Value, and Label to define its purpose and appearance on the device.

• Type:  Specifies the action assigned to the button. Select an option from the dropdown list to define the button’s function.
  The table below lists all available types and their descriptions:

  Type	Description
  Blank	Leaves the button unassigned with no action.
  Line	Assigns the button to a specific phone line or extension, allowing you to make or receive calls on that line.
  Presence	Shows the availability status (online, busy, away) of an extension
  Speed Dial	Dials an extension instantly with one touch.
  Speed Dial with Presence	Combines speed dial with the ability to see the extension’s status before calling.
  Call Queue	Assigns the button to access a call queue, enabling you to dial into the call queue.
  External Number	Calls an outside (non-internal) number directly when pressed.
  Phone Tree	Connects to the specified phone tree for call routing.
  Pause Recording	Temporarily stops call recording during an active call, then resumes recording.
  Ring Group	By pressing the button, the device can access or dial into the specified ring group.
  Intercom	Directly calls another extension or device hands-free, suitable for instant announcements.

• Value: Indicates the extension associated with that action. Choose from the dropdown.
• Label: Displays the custom name that appears on the phone screen for easy identification.

Caller ID Settings

This field becomes available after assigning an extension number. Configure how the caller information appears on outgoing calls.

• Location Caller ID: Inherits the location’s default caller ID if toggled on. If toggled off, enter the following:

  - Caller ID Type: Select whether to use a phone number or a verified number. A verified number is a phone number that you or your business has proven ownership of by completing an authentication process.   Using a verified number as a caller ID adds credibility since carriers and recipients know the number really belongs to you. 

  - Caller ID Number: Choose from desired numbers to display on outgoing calls.

Configuring a SIP device

Field Descriptions

• Device Name (Required): Enter a name to identify the SIP device.
• Location (Required): Choose the relevant location.
• SIP Endpoint (Required): Enter the SIP URI in the format [e-mail]. This defines how the device registers with the SIP server.
• Assign Extension: Select an existing extension from the dropdown.
• Caller ID: Toggle Location Caller ID to use the default caller ID of the selected location. 

4. Click Create.

Updating a Device

1. Locate the device you wish to update.

2. Scroll to the right.

3. Click Configure in the Action column.

4. Make the changes and click Update.

Note: You cannot make changes to the Make and Model of the device.

Deleting a Device

1. Locate the device you wish to delete and scroll to the right.

2. Click Delete on the Action column.

3. Click Delete on the confirmation pop-up.

Support

Need further help? Contact [e-mail] or call [phone].