How to Replace a Failed Poly Rove Handset

Introduction:

When one of multiple Poly Rove cordless handsets on a shared base station fails, you need to free that registration slot before the replacement handset can take over. This guide covers how to deregister the failed unit — either from the handset itself (if it still powers on) or through the base station web interface — and then pair the new handset to the base.

Applies to: Poly Rove 20, 30, and 40 handsets on Rove B2 or B4 base stations.

Before You Begin:

A replacement Rove 20, 30, or 40 handset, fully charged.
Access to the failed handset (if it still powers on), or access to the base station web interface.
The base station’s IP address (if using the web UI method — check your router’s DHCP table or the label on the base station).
Default DECT access code: 0000 (unless your administrator has changed it).

Method 1: Deregister from the Handset (If It Still Powers On)

If the failed handset still boots and you can navigate its menus:

Press Menu on the handset.
Go to Settings > Connectivity > Registration.
Select the registration slot assigned to this handset.
Choose Deregister, then confirm with Yes.

The handset will return to an unregistered state, freeing the slot on the base.

Method 2: Remove Registration via Base Station Web Interface (For Dead Handsets)

If the handset no longer powers on or is physically unavailable, use the base station web UI to clear its registration slot.

Find the base station IP address — check your router’s DHCP client list or look at the label on the underside of the base station.
Log into the web interface — open a browser and navigate to http://<base-station-ip>. Use the base station’s administrator credentials (default: username Polycom, password 456).
Navigate to the handset list — go to DECT Wireless > Handset Summary (exact label may vary slightly by firmware version).
Delete the failed handset’s registration — locate the failed handset by its handset number or name, then click Delete (or Remove) to clear that slot.
The slot is now free and the base will accept a new registration.

Register the Replacement Handset

Once the old registration slot is cleared, register the new handset using one of the two methods below.

Easy Registration (Recommended)

Easy Registration lets the base and handset find each other automatically.

On the base station: Press and hold the button on top of the base for approximately 5 seconds until the LED blinks green. The base is now in registration mode.
On the new handset: Press Menu > Settings > Connectivity > Easy Registration.
The handset will scan for the base and pair automatically. Follow any on-screen prompts to confirm.

Manual Registration

Use Manual Registration if Easy Registration is not available or does not succeed.

On the new handset: Press Menu > Settings > Connectivity > Register.
Select an empty registration slot.
Enter the DECT access code when prompted (default: 0000).
Confirm the registration. The handset will connect to the base.

Verify Registration

After registration completes:

Handset number — The handset’s assigned number (e.g., HS1, HS2) should appear in the top-right corner of the display.
Page test — Briefly press the button on top of the base station once. All registered handsets will ring. Confirm the new handset rings.
Base LED — The LED on the base should be solid green, indicating the handset is registered and has good signal.
Test call — Place a test call to confirm audio works in both directions.

Base Station LED Reference

LED State	Meaning
Solid green	Handset registered, good signal
Blinking green	Handset or repeater registration in progress
Solid red	Error or no signal

Troubleshooting Tips

Registration fails repeatedly — Reset the new handset to factory defaults (Menu > Settings > Reset Settings > Yes) and try again from the beginning.
Access code rejected — The DECT access code may have been changed from the default 0000. Check with your administrator or log into the base web UI to verify the current code under DECT Wireless > System Settings.
Handset out of range — Keep the handset within approximately 50 meters (line of sight) of the base station during registration. Move closer if needed.
Base web UI inaccessible — If you cannot reach the base web interface, you can factory reset the base by holding the top button for approximately 20 seconds until the LED flashes. Warning: This will deregister all handsets — you will need to re-pair every handset on the base.
Slot appears occupied but handset is gone — Some firmware versions require a full base restart before a deleted slot is recognized as free. Reboot the base from the web UI (Maintenance > Restart) and retry.

References:

Poly Rove DECT IP Phone User Guide v8.0.5 (3725-34052-001B)
Poly Rove B2/B4 Base Station Administrator Guide