Polycom Deskphone Provision

Firstly, ensure that the Polycom is currently in its default state. If the phone is brand new, then this should already be the case. If not, then you may need to go through resetting the Polycom back to its factory defaults first before proceeding. See here Reset a Polycom.

There are a few things you will need as you go along.

  1. The IP address of your Polycom on your local network. (Your machine must be on the same network to gain access)
  2. The MAC address of the Polycom. (can be found on a label at the back of the handset or via the web user interface)
  3. A Byphone user's Identity to provision the Polycom with.

IP and MAC Address

Below are two possible ways to obtain the IP address.

Network Scan

If you already know the MAC address of the handset, you could run a network scan on your local range. This will tell you all IP addresses in use on your network and the MAC address associated with them. If you can find the MAC address within the scan, you will have been able to retrieve the IP address and can use that in your browser. A useful Windows tool for this is Advanced IP Scanner.

Via the PUI

  1. First reset the handset back to factory settings if not already, following the Reset a Polycom page
  2. Press the Home key   
  3. Use the navigational buttons to highlight and select "Settings
  4. Navigate down to the "Status" option and select.
  5. Navigate down to the "Network" option and select.
  6. Select the "TCP/IP Parameters" option.
  7. You should now see a version of the following information: 
  8. Note down the MAC and IP Address for future use.

Accessing the Web User Interface

Once you have the IP Address of the handset, you can access the WUI via your browser (while on the same local network). Navigate to the IP address in your address bar, using HTTPS. You will be met with a screen asking for a username and password. If in its default state, this password will be 456. Otherwise, please follow the instructions on the Reset a Polycom page.

You should now see the Polycom Home page.

You should see all of the information about your handset, including its Model/Phone Type, MAC Address and the IP Address you have just used to get here. 

  1. Now go to the Settings tab, and click on the Provisioning Server option.
  2. On this page, you will need to set the Server Type to HTTPS and the Server Address for the Byphone system https://granite.byphone.co.uk/v1/provisioning/ 
  3. Ensure the Server User and Server Password are blank, and the Boot Server option within the DHCP Menu is set to Static.
  4. Next, you must associate your Polycom with the Byphone system. Login to your Byphone phone system if not already.
  5. Click on the Users option in the navbar on the left of the screen. 
  6. Select the User this handset will be associated with, then click on Add Device. (You will require an Identity for this User, if not already created please see Identities section on how to create a new Identity). 
  7. You should now be met with this device's Settings page. Here, you can alter the label that this device is known as within the system, ensuring that it is unique. You can see the Device Settings or delete the device if it is no longer required. We will concentrate on the device provisioning for now. 
  8. Enter in the MAC address of the device you are configuring, just the alphanumeric characters, however, no colons or dashes etc. Then the external IP address that the handset will be accessing from. (This ensures maximum security during provisioning. Incorrect details could result in a breach)
  9. Search for an existing Identity in the Search Identities field and select the relevant one from the drop-down. (If the device supports it, you can add multiple Identities to a single device).
  10. Select the device model from the drop-down under Device Settings.
  11. This will automatically populate the screen with the relevant number of function keys for that model.
  12. You can edit the BLF keys as you see fit using the options as outlined below.
    • None - This basically sets the key to do nothing at all when pressed.
    • Line - This will allow you to add additional lines for incoming/outgoing calls, useful if you have added extra channels to this device. (Not Relevant for Polycom, these are ignored by the handset)
    • Park - This allows you to Park a call in a lot temporarily for retrieval later by either yourself or someone else, requires the Parking application, see the relevant section.
    • Park Lot - Used in conjunction with the Park key, this allows you to configure keys to light up when a call is parked in that particular slot (9 possible), and when pressed pick up the call that is waiting in that slot.
    • Group Voicemail - This key will light up when a message has been left in the Group Voicemail box you assign to it and allows retrieval of those voicemails using this key and the password for the mailbox.
    • Day/Night Toggle - This key will be marked with a red icon when the chosen Day/Night instance is in Night mode and will not have the red icon while in Day mode. You can toggle this using this key also.
    • Speed Dial - This key will attempt to dial whatever number you associate with it. This can be an internal extension, an external number (landline, mobile etc.) or even an internal feature code.
    • BLF - This key is to be associated with a user's extension number. This light will then flash when that user's devices are ringing (directed call pickup is not available on the Polycom models, see General Pickup), solid to indicate that the user is on a call, or off to indicate that the user is free, this can be pressed when off to dial the user also.
  13. Ensure that on your Polycom handset, you have the provisioning URL entered into the Server Address field, you will also see it again on screen. URL: https://granite.byphone.co.uk/v1/provisioning/ as noted in step 2. Click on the Save button to save those settings on the Polycom.
  14. Clicking the Save & Activate Auto-Provisioning button allows 10 minutes in which this handset can be auto-provisioned by the Byphone system. After 10 minutes, the provisioning server will be closed to this handset (until the Provision button is pressed again).

Then, simply reboot/restart the device to force it to pull down your settings from the provisioning server. This should take a few minutes (we recommend that you update the firmware manually as this is not done as part of the auto-provisioning process for Polycom handsets).

Once booting has finished, you can confirm that your handset is registered by logging into the handset again with it's IP in your browser. (You may be required to enter the new Admin password to access your handset settings, this is the device's MAC Address in uppercase).

You can now make and receive calls using your new Polycom.