Connect your physical VoIP deskphone directly to Enrollio to manage all your parent calls from your desk. Make and receive calls, record conversations, and keep everything synced with your enrollment data—all while using the phone system you're comfortable with.
What is VoIP Deskphone Integration?
This feature lets you connect physical office phones directly to Enrollio. Your deskphone becomes part of your childcare management platform, so every call with prospective families or current parents flows through the same system that tracks tours, enrollments, and communications.
All of Enrollio's call features work with your deskphone:
- Automatic call recording
- Call transfers between staff
- Call transcription
- Real-time CRM updates
Who Can Set Up Deskphones
Enrollio admins – Full setup rights across all client accounts
Client account admins – Can set up devices only within their own center
Other staff – Read-only access; they'll see a prompt to ask an admin for help
Technical Requirements & Recommended Hardware
Network Requirements
- SIP protocol over UDP, TCP, or TLS
- Open outbound ports 5060/5061 for SIP signaling
- Open UDP ports 10000-20000 for call audio
- PoE switch or external power adapter for the phone
What to Look for When Buying
Check the specifications for "SIP" and "PoE" support. Look for phones with at least two programmable line keys. Avoid phones locked to specific carriers or that require proprietary setup processes.
Recommended Phone Models
- Yealink T54W / T58W
- Poly VVX 450
- Grandstream GXP 2170
- Snom D785
- Cisco 7841
Setting Up Your VoIP Deskphone
Step 1: Open the Setup Wizard
Click Settings → Phone Numbers → Advanced Settings → VoIP Deskphone (SIP) → Get Started.
[SCREENSHOT: Settings menu showing navigation path to VoIP Deskphone (SIP) setup wizard]Step 2: Configure Your SIP Server
Review or edit your SIP domain. Enrollio suggests a domain like <YourCenterName>.sip.ashburn.twilio.com. You can change this once before saving.
Step 3: Create SIP User Credentials
Choose an extension (numbers or text) and create a strong password. Save these credentials somewhere secure—you'll need them to configure the physical phone.
[SCREENSHOT: SIP user creation screen showing extension and password fields]Step 4: Assign to a Staff Member
Each deskphone must be linked to a specific staff member in Enrollio. Select the staff member from the Assign to User dropdown.
Important: After assigning, configure that staff member's phone settings:
- Go to Settings → My Staff
- Choose the staff member and click Edit
- Open Call & Voicemail Settings
- Enable "Deskphone" for the call routing options you need:
- Forward Calls to – Receive your personal calls on the deskphone
- Ring all – Include the deskphone when multiple devices ring
- Default channel for IVR – Route automated menu calls to the deskphone
Step 5: Configure the Physical Phone
Enter your SIP Domain, Username, and Password into the phone's server settings. The exact menu location varies by manufacturer—look for "Registrar," "Server," or "Proxy" settings.
[SCREENSHOT: Example SIP configuration screen on a Yealink phone]Step 6: Test Your Connection (Optional)
Go to VoIP Deskphone (SIP) → Test Calls → Simulate Calls.
Outbound test: Dial the number shown on screen. You should hear "This is a test call" repeated three times.
Inbound test: Click Inbound Test Call. Your deskphone should ring.
Need help? If a test fails, contact support and include any error codes from the test.
Managing Your Deskphone
Reset a Device Password
- Go to Settings → Phone Numbers → Advanced Settings → VoIP Deskphone (SIP)
- Click the Manage Devices tab
- Click the pencil icon next to the device
- Enter and save a new password
Delete a Device
- Go to Settings → Phone Numbers → Advanced Settings → VoIP Deskphone (SIP)
- Click the Manage Devices tab
- Click the trash can icon next to the device
Warning: This immediately disconnects the phone from Enrollio.
Transferring Calls Between Deskphones
Direct Extension Dialing
Call any staff member with a configured deskphone by dialing their extension. If your colleague's extension is 101, just dial 101 from your deskphone to connect—no external numbers needed.
This works only between configured deskphones and makes internal communication between your front desk and directors much faster.
Transferring Parent Calls
During an active call, you can transfer a parent directly to another staff member's deskphone:
- Press the transfer button on your phone
- Dial your colleague's extension
- The call routes to their deskphone
Note: Only blind transfers are currently supported. You can't announce the call to your colleague before transferring.
Troubleshooting
| Problem | Likely Cause | Solution |
|---|---|---|
| 401 / 403 Unauthorized error | Wrong username or password (case-sensitive) | Re-enter your credentials exactly as shown in Enrollio |
| No audio during calls | Firewall blocking audio ports (UDP 10000-20000) | Open the required ports or disable SIP ALG on your router |
| Phone rings but won't connect | NAT or SIP ALG interfering with audio | Disable SIP ALG on your router |
| Can't save SIP domain | Domain name already in use | Edit the domain or accept Enrollio's suggested alternative |
Still having issues? Contact support with your SIP Domain and phone model details.
Frequently Asked Questions
Which VoIP deskphones work with Enrollio?
Most open-SIP phones work fine. See our recommended models list above for phones we've tested.
Are all calls automatically recorded?
Yes. Once you enable call recording in your settings, every deskphone call is recorded and transcribed automatically.
How do I transfer a call during a conversation?
Use the transfer button on your deskphone. Currently, only blind transfers are supported—you can't speak to the receiving staff member before completing the transfer.
Does using a deskphone cost extra?
No. Deskphone calls use the same per-minute rates as web or mobile calls. There's no additional fee for routing calls to your deskphone.
Can two deskphones share the same staff member account?
No. Each deskphone must be assigned to a unique staff member in Enrollio.
Why isn't my deskphone ringing for incoming calls?
Check the staff member's phone settings. Go to Settings → My Staff → [staff name] → Edit → Call & Voicemail Settings and make sure "Deskphone" is enabled for the appropriate routing options.
Can I play hold music from my deskphone?
Music during hold depends on your specific phone model and its hold settings. Enrollio doesn't control what plays when you press the hold button on your handset.
If you want parents to hear audio while navigating your phone menu, set up an IVR step with an audio prompt in your call automation.
Can I see other staff extensions on my deskphone screen?
Not currently. You can dial extensions to reach colleagues, but the deskphone display won't show a directory of available extensions.
Can I check Enrollio voicemail from my deskphone's voicemail button?
Voicemails are managed through Enrollio's platform, not through your deskphone's voicemail system. Check voicemails by logging into Enrollio or using the mobile app.