Learn how to program the soft keys for Shared Call Lines, Busy Lamp Field, Speed Dial and the function keys on your Polycom handset through the user portal at http://smartvoice.shawbusiness.ca.

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Introducing your device manager

The device manager is a tool located in the user portal that allows you to customize the keys on the Polycom phones in your business.

Only the group administrator has access to the device manager and must be logged in as the group administrator. If you have forgotten your group admin login information contact Business technical support to get it reset. You will be required to provide your security code before requesting a password reset.

This tool can be found by selecting the Device Manager tab in an individual users profile.

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Or through the Dashboard and clicking on the image of the Polycom on the far right as shown below.

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  1. Select the Device Manager link.
  2. A new window will open. You may need to allow pops up on your browser for http://smartvoice.shawbusiness.ca.
  3. You will now be presented with an interactive image of your Polycom handset. Your extension is always displayed on the top left corner.

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These representations also display the Receptionist side car which is programmable in the exact same way.



Programming shared call lines

Shared Call lines give you the ability to add another user’s phone line (within your own business) on to your own Polycom handset just as though it was your own SmartVoice phone number. This gives you the ability to answer calls to that line as well as to transfer incoming callers directly to that extension.

To add a Shared Call Line to your handset, load the Device Manager.

  1. Select one of the empty keys by clicking on it. A pop up box will appear. Select “Click to Setup”.
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  2. A small window will pop open asking “What type of Key?” Select the Type drop down box and choose “Line”.
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  3. The next window will show the current available lines within your business/organization that can be added to your handset.
  4. If the user you wish to add is not on the list then they do not have this feature enabled on their SmartVoice Service. The feature Shared Call Appearance can be enabled under the individual profile under Calling Features.
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  5. You can can also modify the "Ringer type".
    • Options are Silent, Normal and a variety of different ring tones that will apply only when that Shared line is ringing.
  6. Once you are satisfied with your selection press "Save All".


Warning: This will reboot your handset which can take up to five minutes to come back online.

Once the phone boots up again, your Shared call lines will now appear as the extension on your display.
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Programming busy lamp fields

Adding Busy Lamp Field (BLF) to your Polycom handset allows you monitor other users within your business/organization.

Busy Lamp Field allows the following:

  • Incoming calls will flash red on the BLF key
  • When a user is on a call the BLF key will be green
  • Incoming calls can be picked up on the BLF line
  • Beep tone indicator can be added to a BLF line
    • While on a call, BLF lines will beep to indicate a new call is coming through
    • To request this feature call into SmartVoice support
  • In some situations you can transfer the call

Busy Lamp Field DOES not do the following:

  • Added BLFs do not ring
  • Can't put a BLF line on hold and then pick up on another extension with the BLF added (this is specific to Shared Call Appearance)

To add BLFs load the Device Manager as outline in the steps above

  1. Choose an empty key and select “Click to setup”.

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  3. Choose "Busy Lamp Field" as the Line type.

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  5. Select Search to load the available users and choose which extension you wish to add.
  6. Click on “Apply” to apply your changes.
  7. Once you are satisfied with your changes select “Save All”.

Warning: Your handset will reboot and can take several minutes to come back online.


Once the phone boots up the extension will now be displayed with the name that is assigned to that user
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Programming speed dials

Adding Speed dial soft keys to your handset allows you to quickly place calls or transfer calls to frequently called numbers. The numbers can be any internal or external number.

  1. To add Speed dial load the Device Manager.
  2. Choose an empty key and select “Click to Setup”.
  3. Choose “Speed Dial” as the line type.

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  5. For internal numbers you add the extension. For external numbers add the full phone number without spaces or dashes, including the area code. Add “1” if the number is long distance.
  6. Add your own customized name in the “Label” field.
  7. Press “Apply”. Once you are satisfied with your changes, select “Save All”.

Warning: Your handset will reboot and can take up to five minutes to come back online.


Once the handset boots back up again, your custom Speed Dials will be displayed.

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Programming function keys

The function keys on your Polycom handset are located at the bottom of the screen on the Polycom. They can be programmed for a variety of different functions.

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  • When you first receive your handset the keys are programmed with the most popular function keys.
  • They can be changed by selecting the key in the Device Manager and changing the function type.

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  • There are many types of functions for you to choose from.

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  • After choosing the function you want, click on “Apply” to apply your changes.
  • Once you are satisfied with your changes select “Save All”.

Warning: Your handset will reboot and can take up to five minutes to come back online.

You can find out more about these features by downloading the Calling Feature Guide.