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Link a desk phone and set up line keys

Link a Yealink desk phone to an extension so it provisions automatically, then configure its programmable keys for speed dial, BLF, and more.

Who this is for: admins

Before you start

  • Admin access to your Phonovo portal.
  • The extension you're linking the phone to already exists. See Create an extension and assign it to a user.
  • The phone's MAC address, found on the back of the handset or in its network settings.
  • (Optional) the exact phone model, if you know it. Phonovo uses this to work out how many programmable keys the phone has.

Steps

  1. In the sidebar, under Communication, select Extensions.
  2. Find the extension in the list and select the Configure icon (the sliders icon in the Actions column).
  3. Select the Devices tab.
  4. Select Add Device. In the dialog, enter the MAC Address (required, for example AA:BB:CC:DD:EE:FF), optionally choose the Phone Model from the list, and optionally give it a Device Name (for example, "Reception").
  5. Select Add Device.

Once added, the phone is registered with Yealink's provisioning service. The next time it boots or checks for updates, it downloads its configuration automatically. There is no need to enter SIP settings on the handset by hand.

Each linked device shows a status badge next to its name:

  • RPS Registered: the device is ready to receive its configuration.
  • Pending: still waiting on registration to complete.
  • RPS Failed: registration didn't succeed. Select the refresh icon next to the device to retry ("re-provision").

To remove a device, select the trash icon next to it and confirm.

Screenshot

Screenshot of the Devices tab on Extension Detail, showing a linked device's status badge, model, MAC address, and the re-provision and remove icons.

Configure line keys

  1. Still on the extension's detail page, select the Line Keys tab. This requires a device already linked in the step above. If none is linked yet, you'll be prompted to add one on the Devices tab first.
  2. If the extension has more than one device linked, choose which one you're configuring from the dropdown at the top.
  3. If your phone model supports it, you can switch between Interactive (a visual layout of the phone's keys) and List view using the toggle at the top right.
  4. In List view, select Add Key to configure a new one. Choose the Key Number, then a Key Type, for example BLF (shows another extension's status and allows one-touch transfer), Speed Dial, or Line. Depending on the type you choose, fill in the Value (Extension/Number) and/or Label (Display Name) fields that appear. For BLF keys, you can optionally set a Pickup Code (for example *8) to pick up a ringing call on that extension straight from the key.
  5. Select Add Key (or Update Key if editing an existing one) to confirm.
  6. Once you've made changes, a You have unsaved changes bar appears. Select Save Changes to push the new key layout to the phone.

Screenshot

Screenshot of the Line Keys tab in List view, showing configured keys with their type icons and the Add Key button, alongside the Interactive/List view toggle.

CRM phonebook

A Yealink phone set up through Phonovo can show a read-only CRM phonebook with your company's CRM contact names and numbers. Select CRM from the handset's remote phonebooks, then choose a contact and number to call. Handset menus vary by model.

Your company needs an active CRM connection and the CRM phonebook enabled. A company admin can check Settings, Integrations, CRM for CRM phonebook: Enabled. If it says CRM phonebook: Disabled, ask Phonovo support to enable it for your company.

After it is enabled, an existing phone needs its settings updated. On Extensions, select the reprovision icon next to the extension in Actions. See My desk phone won't register for that step. The phone downloads its settings and accesses the phonebook automatically. Only a phone assigned to your company can download your company's CRM phonebook. You do not need to paste a phonebook address or share a portal password.

The phonebook contains up to 5,000 name-and-number entries, with the most recently updated contacts first. A contact with several numbers can use several entries. UK numbers use national form, such as 07700 900123. Supported phones can also use these contacts to show names on incoming calls.

Phones using Phonovo's standard settings refresh their phonebooks about once an hour. CRM changes must first reach Phonovo through a contact refresh. Edit contacts in your CRM, not on the phone. If contacts are missing, check the last refresh and the CRM connection. Disconnecting the CRM makes new phonebook downloads empty. A phone may still show previously downloaded contacts until it updates its phonebook.

For the full searchable list, use the CRM directory in the webphone.

Ask Olivia

You can also ask Olivia, the in-portal assistant, to walk you through this.