Communication (Telephony & Messaging)

Telephony, meetings, and messaging for all employees of Jade University. The service enables internal and external communication via a unified software client.

Jade University uses the Cisco Webex software client for telephony, meetings, and messaging. All employees have access to the free Webex client for calls, video conferences, and instant messaging. Desk phones are only provided in exceptional cases and are subject to a fee. Users with a phone number automatically have a voicemailbox. The integrated calendar is connected to the Exchange system (Email (COMM-EMAIL-1.0)). The client supports Windows, macOS, Linux, iOS, and Android.

Jade University user account (User Administration (SECID-UADM-1.0)). Cisco Webex client must be installed (download: https://www.webex.com/de/downloads.html) Available for Windows, macOS, Linux, iOS, and Android.

Telephony:
- Primarily software-client based (Webex)
- Desk phones (Cisco 9851) only in exceptional cases – subject to a fee, request via IT helpdesk with cost center reference (COMM-HELPDESK)
- Software client is free
- All users with a phone number automatically have a voicemailbox

Meetings:
- Meetings can be scheduled and conducted directly in the client
- Integrated calendar is connected to the Exchange system (Email (COMM-EMAIL-1.0))
- Whiteboards and recordings (Vidcast) available

Messaging:
- Instant messaging via the Webex client to all participants
- Groups and teams for collaboration

Supported hardware:
- Headset Cisco C 722 (Bluetooth, USB dongle)
- Camera Cisco Desk Camera 1080p
- In exceptional cases: desk phone Cisco 9851

Installation and login:
- Download: https://www.webex.com/de/downloads.html
- Login with email address, then username and password
- Mobile clients for iOS and Android are automatically activated

Initial desk phone setup (Cisco 9851):
1. Set up phone and connect to left rear network port
2. Generate activation code at https://user.webex.com/ → Settings → Devices → 'Add Device' → 'Cisco IP Phone'
3. Enter activation code (format 1234-1234-1234-1234) on the phone

Headset C 722 setup:
1. Connect headset via USB cable (wait for firmware update)
2. Connect Bluetooth USB dongle directly to device (not via docking station)
3. Update dongle firmware: https://upgrade.cisco.com/accessories
4. Disconnect headset from USB, slide switch up for 3 sec → Bluetooth pairing
- Dongle LED solid blue = connected
- Power on: switch on ear cup, LED green = on
- Accept/hold/end call: middle outer button
- Mute: flip microphone boom up

Camera setup (Cisco Desk Camera 1080p):
- Mount on monitor and connect via USB
- Webex Client → Settings → Accessories → 'Cisco Desk Camera 1080p' → 'Active'

Voicemailbox:
- Management at https://user.webex.com/
- PIN management, enable/disable, record custom greeting

Call forwarding:
- In Webex client → 'Calls' → Call forwarding → enter phone numbers
- Enter phone numbers in full format (WHV: +494421985XXXX, OL: +494417708XXXX, ELS: +4944049288XXXX)
- Active forwarding indicated by phone icon with arrow

Monitoring: A second phone number can be assigned via the monitoring function. Incoming calls are displayed on your client and can be accepted.

External calls: dial +49 instead of 0.

Virtual Desktop (VDI):
- No separate installation needed in the virtual desktop Virtual Desktops (WORK-VD-1.0)
- Launch via: Start menu → '4 – HRZ Telephony and Meeting'
- If 'VDI plugin not installed' message appears: install plugin from drive X:\Downloads\Telephony and Meeting\WebEx VDI Plugin

Troubleshooting:
- Error 'Connection to phone services disconnected': click error text → login prompt → enter credentials. If unsuccessful: profile picture → Help → Health Check → Reset
- For persistent issues: contact COMM-HELPDESK
Further information about this service in the HRZ Wiki: https://hrz-wiki.jade-hs.de/de/tp/communication/start

Sources:
[1] https://hrz-wiki.jade-hs.de/en/tp/communication/start

• Cisco Webex software client – free, recommended for all employees
• Desk phone Cisco 9851 – fee-based, by request via IT helpdesk with cost center
• Device-independent settings (voicemailbox, call settings, meetings): https://user.webex.com/