HELP FILE

Polycom VVX 401

Quickstart

Learn how to do the most common functions on your phone.

  • Are you a visual learner? Watch this video playlist.
  • For a more in-depth look at your phone, please see the manufacturer's user's manual.

Call Forwarding

Automatically forward incoming calls to an internal extension or external number.

  1. Press the Forward softkey.
  2. Select the desired forwarding type:
    • Always: Forwards all incoming calls.
    • No Answer: Forwards all unanswered incoming calls.
    • Busy: Forwards calls that arrive when you're already in a call.
  3. Enter the internal extension or external number to which calls will be forwarded.
  4. If you selected No Answer, enter how many rings to wait before forwarding.
  5. Press the Enable softkey (to disable call forwarding, press the Disable softkey).

    While your phone rings, press the Forward softkey to forward the incoming call to another person.

Do Not Disturb (DND)

Stop your phone from ringing and send all incoming calls directly to voicemail.

  1. Press the More > Dnd softkeys to enable/disable.

Voicemail Access

Check your voicemail from your phone.

  1. Press alt.
  2. Press the Connect softkey.
  3. Dial your password (default 0000).

    Download your Voicemail Menu Guide.

Speed Dial

Assign regularly dialed numbers to additional line keys on your phone.

  1. Press .
  2. Select > Contact Directory.
    1. To add a new contact, press the Add softkey.
    2. To edit an existing contact, select the desired contact and then press the Edit softkey.
  3. If you selected Add, enter the Name and the internal extension or external number in the Contact field.
  4. Enter a Speed Dial Index. The contact with the lowest speed dial index will be associated with the Line 2 key for single touch dialing.
  5. Press the Save softkey.

3-Way Calls

Speak with two parties simultaneously by creating a mini-conference call on your line.

  1. While on an active call, press the More > Confrnc softkeys.
  2. Dial the internal extension or external number to add to the conference.
  3. Wait for the second party to answer, and then let them know that you would like to add them to a 3-way call.
  4. Press More > Confrnc again.

Warm Transfer

Place a current call on hold and speak with the destination party before transferring the call.

  1. While on an active call, press alt.
  2. Dial the internal extension or external number.
  3. Speak with the destination party.

    To cancel a warm transfer, look for the Cancel or EndCall softkey. This will take you back to the original call, or allow you to resume.

  4. Press alt again.

Blind Transfer

Transfer a call to another party without speaking to them first.

  1. While on an active call, press alt.
  2. Press the Blind softkey.
  3. Dial the internal extension or external number.

    To transfer a call directly to voicemail, dial 0 + extension.

Hold

Place a call on hold while you take some time to look up an answer to a question or answer another call.

  1. Press alt.
  2. Press the Line key to retrieve the call.

    If multiple calls are on hold on a single line key, use the arrow keys to switch between the calls then press the Resume softkey to retrieve the desired call. If more than two calls are on hold on a single key, an indication will appear on the display, for example “2/3” shows that this is the second call out of three calls.

Modify Ringtone

Choose a new ringtone for your phone or assign a different ringtone to each of your lines.

  1. Press alt.
  2. Select Settings > Basic > Ring Type.
  3. If there are multiple lines assigned to the device, select the line you wish to modify.
  4. Highlight the desired ringtone (press the Play softkey to sample ringtones).
  5. Press the Select softkey.

    This device supports silent ringtones.

Presence Monitoring

Visually monitor the speed dial contacts assigned to your phone to know whether or not they are on an active call. These line keys will light up (busy lamp field) indicating if someone is busy or available.

  • To presence monitor, a system admin must enable this feature on your phone.
  • The lines you want to presence monitor must be speed dial assignments on your phone.

Accessories

Additional Hardware

alt User Manual Polycom OBiWiFi 5G: This wireless adapter allows a USB-equipped Polycom VoIP adapter or VVX phone to connect to the Internet over a Wi-Fi network. With the Polycom WiFi adapter, you have the freedom to place your VVX phones or VoIP adapters anywhere within range of your Wi-Fi network.

You will need to upgrade your phone's firmware to 5.9.0.9373 to use this dongle. Please see support for help.

Headsets

User Manual Savi 8220: The wireless Savi 8220 delivers enterprise-grade DECT audio for a premium listening experience complete with hi-fi stereo sound, close conversation limiting and active noise cancelling features. It also affords you the freedom to roam or multi-task up to 590 ft/180 m from your computer.

Supported Features

Call Handling Features

  • Warm Transfer
  • Blind Transfer
  • Do Not Disturb (DND)
  • Call Forward All
  • Call Forward Busy
  • Call Forward No Answer
  • Intercom (* + ext)
  • Hold
  • Reject
  • Multi-way Calling
  • Redial Button
  • Call Waiting
  • On-hook Dialing
  • Speakerphone
  • Stutter Tone

User Interface Features

  • Call Logs
  • LDAP Directory
  • On Device Directory
  • Adjustable Ringer Volume
  • Resync
  • Ring Tone Permanence
  • Electronic Hook Switch (EHS)

Feature Keys

  • 34 SIP Accounts
  • 12 Upper Multifunction Keys*
  • Mute Button
  • Voicemail Button
  • On-device Speed Dial Edit

*Supports line assignments.

Display

  • Color Display
  • Message Waiting Indicator (MWI)
  • Busy Lamp Field (BLF)
  • Caller ID (CID)
  • Time/Date Display
  • On-Screen Message Display
  • Shared Line Appearance

Network & Provisioning

  • On Device Ethernet (PoE)
  • One Touch Activation
  • PC Connection
  • Secure Provisioning
  • Polycom Multicast
  • Polycom Acoustic Fence
  • Web Interface Provisionable

Hardware

  • Digital Sidecar w/28 Programmable Keys*
  • Up to 3 Sidecars
  • Wired Headset
  • Wireless Headset

*Supports line assignments.

Provisioning

  1. Verify you have created a device profile.
  2. Verify you have assigned the phone's MAC address to the device profile.
  3. Verify you have properly plugged in the phone.

From the Phone Menu

Learn how to provision your phone from the phone menu.

  1. Press .
  2. Select Settings > Advanced.
  3. Enter your Device Admin Password.

    • To find your password, log in at https://my.jive.com/pbx and then click Security in the left sidebar.
    • The password may also be the default password, 456.

  4. Select Administration Settings > Network Configuration.
  5. Select Server Menu or Provisioning Server.
  6. Enter the following settings:
    Option Description
    Server Type HTTP
    Server Address ‹domain›.onjive.com/p
    Replace ‹domain› with your unique domain (found in parentheses at the top of the admin portal dashboard).
    Server Users Clear this field (asterisks may still appear)
    Server Password Clear this field (asterisks may still appear)
  7. Select Exit > Exit > Save Config.
If the phone doesn’t automatically reboot, power cycle the device to apply its provisioning settings.

From the Web UI

Learn how to provision your phone from the web UI.

  1. Press .
  2. Select Status > Network > TCP/IP Parameters and then write down the phone's IP Address.
  3. Open an incognito window in Google Chrome, enter the IP address in the address (URL) bar and then press enter on your keyboard. If the web UI doesn't load, enter https:// before the phone’s IP address.
  4. Enter your Device Admin Password.

    • To find your password, log in at https://my.jive.com/pbx and then click Security in the left sidebar.
    • The password may also be the default password, 456.

  5. Go to Settings > Provisioning Server.
  6. Enter the following settings:
    Option Description
    Server Type HTTP
    Server Address ‹domain›.onjive.com/p
    Replace ‹domain› with your unique domain (found in parentheses at the top of the admin portal dashboard).
    Server Users Clear this field (asterisks may still appear)
    Server Password Clear this field (asterisks may still appear)
  7. Click Save.
If the phone doesn’t automatically reboot, power cycle the device to apply its provisioning settings.

Reset Secure Provisioning

After you factory reset a phone, you’ll need to reset secure provisioning from the admin portal so it can reconnect.

  1. Log in at https://my.jive.com/pbx.
  2. Click Devices in the left sidebar and then choose the device that needs secure provisioning reset.
  3. From Hardware > Reset Secure Provisioning, click Reset.