Provision Polycom Devices to CallTools

Setting Up CallTools with a Polycom Phone

This guide walks you through setting up a Polycom phone with CallTools, including factory resetting the device, obtaining its IP address, configuring SIP credentials, and generating a new phone in CallTools.

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Step 1: Factory Reset the Polycom Phone

If your Polycom phone has been previously used or is experiencing issues, a factory reset is recommended.

Method 1: Reset via the Phone Interface

1. Reboot the Phone:

   • Unplug the power cable (if using an adapter) or disconnect the Ethernet cable (if using PoE).
   • Plug it back in to restart.

2. Interrupt Boot Sequence:

   • As the phone boots, press and hold the following key combination until prompted:
     • Polycom VVX series: Hold 1, 3, 5 simultaneously.
     • SoundPoint series: Hold 4, 6, 8 simultaneously.

3. Enter the Admin Password:

   • If prompted, enter the default admin password: 456 (If this has been changed, contact your IT administrator).
   • Confirm the reset and wait for the phone to restart.

Method 2: Reset via the Web Interface

1. Find the IP address of the phone (see Step 2).
2. Access the web interface via a browser.
3. Navigate to Utilities > Phone Backup & Restore > Restore Phone.
4. Select Factory Reset and confirm.

The phone will reboot and restore factory settings.

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Step 2: Locate the Phone’s IP Address and Access the Web Interface

Once the phone resets, follow these steps to find its IP address:

1. Find the IP Address on the Phone:

   • Press the Home/Menu button.
   • Navigate to Settings > Status > Network > TCP/IP Parameters.
   • Note the displayed IP Address.

2. Access the Web Interface:

   • Open a web browser and enter the IP address (e.g., http://192.168.1.100).
   • Login with the default credentials:
     • Username: admin
     • Password: 456 or 123or admin

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Step 3: Register the Polycom Phone with CallTools

After logging into the Polycom web interface:

1. Go to the SIP Configuration Page:

   • Navigate to Settings > Lines.
   • Select the line you wish to configure (e.g., Line 1).

2. Enter the Following SIP Registration Information:

   • Display Name: (Choose any name, e.g., Sales Desk)
   • Address: (Use the SIP Username from CallTools)
   • Authentication User ID: (Use the SIP Username from CallTools)
   • Authentication Password: (Use the generated SIP password from CallTools)
   • Server 1 Address: sip.calltools.io (This may changed based on the login URL EX: west-2.sip.calltools.io
   • Server 1 Port: 5060
   • Transport Protocol: DNSnaptr

3. Save the Changes and Apply the Configuration.

   • Click Save and Reboot the phone to apply settings.
   • Check Status > Lines to confirm successful registration.

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Step 4: Generating SIP Credentials in CallTools

To obtain the SIP credentials required for the phone, follow these steps:

1. Login to CallTools:

   • Go to CallTools login.

2. Navigate to the Users Section:

   • Click Users from the navigation menu.
   • Locate the user for whom you are setting up the phone.
   • Click the three-dot menu next to their name and select Edit.

3. Create a New Phone:

   • Click the Phones tab.
   • Click the blue Create Phone button.

4. Configure the Phone Settings:

   • Name: (Example: Front Desk)
   • Extension: (Assign an extension number)
   • User: (Select the associated user)
   • Password: Click Generate to create a secure SIP password.
   • Recording: Choose On or Off based on your needs.
   • Caller ID: Assign the number used for outbound calls.

5. Click Save.

CallTools will generate the necessary SIP credentials.

Example SIP Credentials 

• SIP URI: sip:[e-mail]
• SIP Username: o1_a1_p55445
• SIP Password: (Use the password generated in CallTools)

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Step 5: Assign the Caller ID (If Dedicated Line is Needed)

If the phone will be using a dedicated caller ID for outbound calls:

1. Go to the "Phone Numbers" Page in CallTools.
2. Locate the assigned phone number.
3. Assign it to the newly created phone.

This ensures outbound calls display the correct Caller ID.

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Conclusion

Your Polycom phone is now configured and registered with CallTools. You should be able to make and receive calls. If you encounter any issues, double-check your SIP settings, ensure the transport is set to UDP, and verify that your firewall allows SIP traffic.