Use this guide to choose the right setup, create shared etiquette,

and support a more respectful way of working.

Choose your software setup

1. If you use Microsoft Teams, which software should you choose?

If Microsoft Teams is your main communication platform, choose the Busylight software for Microsoft Teams with our integrated, universal In-A-Call functionality

It connects to your Teams presence and automatically updates your Busylight, so people around you can see when you are available, busy, in a call, presenting, or do not want to be disturbed.

The Teams software is also useful if you sometimes take calls in other applications. Busylight In-A-Call can detect that you are on a call and show you as busy, even if the call is not made in Teams.

In short:
Choose the Teams software when Teams is your primary platform. It shows your Teams presence and can also help signal calls from other platforms.

2. Which software should you choose?

Choose the software that matches the platform you use most for calls, meetings, and presence.

For example:

  • Microsoft Teams
  • Zoom
  • Webex
  • RingCentral
  • Slack
  • 3CX
  • Other supported UC or softphone platforms

If you mainly use one platform, choose the Busylight software made for that platform.

If you use several platforms during the day, consider kuandoHUB. It is designed for multi-platform use and lets you decide how your Busylight should operate.

You can also combine platform presence with In-Aa-Call detection. This means Busylight can show you as busy when your headset is in use, even if the call happens in another platform.

In short:
Choose the software that matches your main platform. Choose kuandoHUB if your workday happens across several platforms.

3. What if you use more than one platform?

If you use more than one communication platform, choose the setup that best reflects your real workday.

For many multi-platform users, kuandoHUB is the best choice. It is made to handle several platforms and lets you control which activities should change your Busylight status.

NOTE: Most common and recommended approach is to use your primary platform with In-A-Call along with kuandoHUB.

A good way to choose is to ask:

  • Where do I receive most of my calls?
  • Which platform shows my most important presence status?
  • Which platforms do I use during the day?
  • When do I most need colleagues to see that I am busy?

You can also use In-A-Call detection together with your platform setup. When your headset is in use, Busylight can signal that you are on a call, even if the call is taking place outside your main platform.

In short:
If one platform is clearly your main platform, start there. If you move between several platforms, use kuandoHUB to bring them together.

4. Can I customize the colors?

Yes, depending on your software setup.

Many users keep the default settings because they are easy to understand. If you customize colors, make sure it is done for the entire organization so there is consistency and everyone knows what they mean.

Avoid creating too many custom signals. Simple is better.

Rollout, usage and adoption

1. What if Busylight must be rolled out to many users at once?

For larger rollouts, involve IT from the beginning.

Best practice is to:

  • Define which users or departments should receive Busylights
  • Agree on standard settings before installation
  • Decide which platform the Busylight should connect to
  • Use central deployment tools where possible (more information on Group Policy can be found in our Configuration document.) Link here
  • Communicate the meaning of the colors before go-live. Considering placement of Busylight Zone signs. Link here
  • Start with a pilot group if the rollout is large

A successful rollout is not only about installing software. It is also about making sure everyone understands how to use the light in daily work to create true presence-aware environment

2. How should I mount my Busylight?

Mount your Busylight where it is easy to see. Both for your colleagues and for yourself.

Your colleagues should be able to see your status before they interrupt you. At the same time, you should be able to notice the light when it flashes for incoming calls, messages, or other alerts.

Good placements include:

  • On top of your monitor
  • On the side of your screen
  • On a cubicle wall or divider
  • Near the natural approach point to your workstation

The best location is where colleagues naturally look before they interrupt you, and where you can easily notice alerts while working.

Avoid placing it behind your laptop, under your desk, or somewhere that is only visible to others but not useful to you.

In short:
Place your Busylight where it supports both purposes: showing your availability to others and alerting you when something needs your attention.

3. Best practice for using Busylight in a team

Agree on simple team rules from day one.

For example:

  • Do not interrupt a colleague when the light is red
  • Wait or send a message if the light shows busy
  • Use green as a clear signal that quick questions are welcome
  • Respect focus time
  • Do not use the light as “surveillance”
  • Keep the color rules simple

Busylight works best when it is treated as a shared courtesy tool.

4. Best practice for using Busylight in an organization

For company-wide use, define a common Busylight etiquette.

Recommended steps:

  1. Explain why Busylight is being introduced
  2. Define what each color means
  3. Make sure managers use it too
  4. Introduce it as a way to reduce interruptions
  5. Keep settings simple at first
  6. Gather feedback after the first weeks
  7. Adjust the setup if needed

The goal is to create a common language for availability, focus, and respect.

5. Busylight ringtones for incoming calls

When you use a softphone or headset, incoming calls can be easy to miss.

Without Busylight, the call alert is often limited to your screen, headset, or computer sound. If you are looking away, focused on another task, or your sound is low, the call can disappear in the background.

Busylight adds what many softphone setups are missing: a clear, physical call alert.

When a call comes in, Busylight can ring and light up automatically, making the call much harder to miss.

This helps you:

  • Notice calls even when you are not looking at your screen
  • Reduce missed calls
  • React faster to incoming calls
  • Make softphone calls feel more visible and present
  • Give headset users a clearer call signal
  • Support teams where every missed call matters

In short:
Busylight brings back the clear call alert you used to get from a desk phone, with both sound and light.

6. Flash on incoming call

Flash on incoming call is a useful supplement to the Busylight ringtone.

In many work situations, sound alone is not always enough. There may be background noise, conversations nearby, low speaker volume, or users who rely more on visual signals than audio.

When a call comes in, Busylight can both ring and flash, so the call becomes easier to notice.

This is especially useful if:

  • You work in a noisy office
  • You use a headset during the day
  • You are away from your screen
  • You have reduced hearing
  • Your computer sound is low or muted
  • You want a clear visual backup to the ringtone

In short:
The ringtone helps you hear the call. The flashing light helps you see it. Together, they make incoming calls much harder to miss.

7. IM alerts with sound or flash

Busylight can also be used for selected instant message alerts.

Use this carefully. If every message creates sound or flashing, the alerts quickly lose their value.

Best practice:

  • Use alerts only for important messages
  • Avoid too many flashing notifications
  • Test what works for your role

The purpose is to support your workflow, not create more interruptions.

8. How should Busylight be introduced to colleagues?

Keep the explanation simple.

You can say:

“I’m using Busylight to make it easier to see when I’m available, busy, or focusing. If it’s red, please wait or send me a message. If it’s green, feel free to engage.”

For teams, it can help to share a short message before go-live explaining the color rules and the reason behind the rollout.

9. Tips and tricks

Start simple.

Recommended tips:

  • Place the light where others can see it
  • Agree on team rules
  • Do not overuse sound alerts
  • Use flashing mainly for calls or important events
  • Review the setup after one or two weeks
  • Make sure managers follow the same etiquette
  • Explain that the light is there to help collaboration.
10. What should I do after the first week?

After the first week, ask:

  • Do colleagues understand the colors?
  • Are people interrupting less?
  • Are calls easier to notice?
  • Are alerts helpful?
  • Is the Busylight placed correctly?
  • Should any settings be adjusted?

Small adjustments after the first week often make the experience much better.

Security Questions

Are there any security concerns?

Read all about our security on our helpdesk.

ROI - Business Case

What is the ROI of using Busylight?

Busylight creates measurable value by reducing the everyday friction that slows people down: unnecessary interruptions, missed calls and unclear availability.

In many organizations, employees are interrupted repeatedly throughout the day.

Even short interruptions can break concentration, delay important work and create frustration, especially in open offices, contact centers, shared workspaces and hybrid teams.

Busylight helps prevent this by making availability visible before a colleague interrupts. It gives the workplace a simple, shared signal for when someone is available, busy, in a call or needs focus time.

Typical ROI benefits include:

  • Fewer unnecessary interruptions
  • Better protection of focus time
  • Fewer missed calls
  • Faster response to incoming calls
  • Clearer communication between colleagues
  • Less friction in open office environments
  • More consistent team behavior
  • Better support for headset and softphone users
  • Improved workplace etiquette around availability and focus

For enterprise organizations, the return increases when Busylight is deployed consistently across teams, departments and locations. A shared visual language for availability helps reduce noise, improve productivity and support a more respectful and efficient workplace culture.

In short:
Busylight delivers ROI by helping employees stay focused, respond faster and avoid the small daily interruptions that add up across an organization.

Enterprise Rollout FAQ

1. How do we deploy Busylight centrally across the organization?

For enterprise deployment, Busylight should be rolled out through IT-controlled deployment tools whenever possible.

Before deployment, IT should define the preferred software version, user groups, standard settings and supported communication platforms.

A typical enterprise rollout includes:

  • Selecting the correct Busylight software.
  • Defining standard configuration.
  • Testing with a pilot group.
  • Deploying through central IT tools.
  • Communicating color rules and usage guidelines.
  • Supporting users after go-live.

The goal is to make deployment simple, consistent and scalable.

2. Which permissions are required for enterprise deployment?

The required permissions depend on the selected Busylight software and the communication platform being used.

In most cases, Busylight needs permission to read presence or call status so the light can update automatically. Busylight does not record conversations, listen to calls or store audio.

For enterprise environments, IT should review the required permissions before rollout and approve the setup according to internal security policies.

3. Can Busylight be deployed with Microsoft Intune, SCCM or Group Policy?

Yes, Busylight can typically be deployed using standard enterprise software deployment methods, depending on the selected software package and internal IT setup.

For larger organizations, deployment through Microsoft Intune, SCCM, Group Policy or similar tools helps ensure a consistent installation across all users.

IT should test the package with a pilot group before full deployment.

 

How do we standardize settings across all users?

Standardized settings are recommended for enterprise rollouts.

This helps ensure that all employees understand what the Busylight colors and signals mean. It also reduces support questions and avoids confusion between teams.

Standard settings should define:

  • Which colors mean available, busy, in a call and do not disturb.
  • Whether sound alerts should be enabled.
  • Whether flashing should be used for incoming calls.
  • Which communication platform controls the light.
  • Whether users are allowed to customize settings.

For enterprise use, simple and consistent settings are usually best.

4. How do we standardize settings across all users?

Standardized settings are recommended for enterprise rollouts.

This helps ensure that all employees understand what the Busylight colors and signals mean. It also reduces support questions and avoids confusion between teams.

Standard settings should define:

  • Which colors mean available, busy, in a call and do not disturb.
  • Whether sound alerts should be enabled.
  • Whether flashing should be used for incoming calls.
  • Which communication platform controls the light.
  • Whether users are allowed to customize settings.

For enterprise use, simple and consistent settings are usually best.

5. How do we manage Busylight across multiple departments or locations?

Start with one common standard for the entire organization, then allow limited local adjustments if needed.

Different departments may have different needs. For example, a contact center may need stronger call alerts, while office workers may focus more on presence and interruption reduction.

A good approach is to define a global Busylight policy and then adapt selected settings for specific teams, departments or locations.

6. How do we run a pilot before full rollout?

A pilot helps validate the setup before deploying Busylight to the entire organization.

Choose a representative group of users from different roles or departments. Include both regular users and managers.

The pilot should test:

  • Software installation.
  • Platform integration.
  • Placement of the Busylight.
  • Color rules.
  • Call alerts.
  • Team behavior.
  • User feedback.
  • IT support needs.

After the pilot, adjust the setup before the full rollout.

7. What should IT prepare before deployment?

IT should prepare the software package, deployment method, permissions and support process before rollout.

Recommended preparation includes:

  • Confirming the communication platform.
  • Choosing the correct Busylight software.
  • Testing installation on standard devices.
  • Reviewing permissions.
  • Preparing central deployment.
  • Defining default settings.
  • Preparing support information for users.
  • Coordinating with management or HR on internal communication.

A smooth rollout depends on both technical preparation and clear user communication.

8. How do we communicate Busylight etiquette internally?

Keep the message simple and practical.

Employees should understand that Busylight is not a monitoring tool. It is a shared signal that helps people respect each other’s time and focus.

A good internal message should explain:

  • Why Busylight is being introduced.
  • What each color means.
  • When colleagues should avoid interruptions.
  • How to use chat instead of walking over.
  • Why managers should follow the same rules.
  • How feedback will be collected after rollout.

The key message is that Busylight supports better collaboration, not surveillance.

9. How do we measure adoption after rollout?

Adoption can be measured through simple feedback and observation.

After the first few weeks, ask users and managers:

  • Do people understand the colors?
  • Are interruptions reduced?
  • Are calls easier to notice?
  • Are users placing the light correctly?
  • Are settings too simple or too complex?
  • Are there support issues?
  • Do teams follow the agreed etiquette?

For enterprise rollouts, it can also be useful to compare feedback between departments and adjust the setup where needed.

10. How do we support users after go-live?

Support should be simple and easy to access.

Users need to know where to find help, how to check their settings and who to contact if the Busylight does not behave as expected.

Recommended support material includes:

  • A short user guide.
  • A color meaning overview.
  • Basic troubleshooting steps.
  • Contact point for IT support.
  • Internal etiquette guidelines.
  • A reminder after the first week.

Most support issues can be reduced by keeping the setup simple from the beginning.

11. How does Busylight support hybrid work and open office environments?

Busylight makes availability visible in situations where digital presence is not enough.

In open offices, colleagues can see whether someone is available before interrupting. In hybrid work setups, Busylight helps users working from the office signal calls, focus time and availability more clearly.

This is especially useful when employees use headsets, softphones and multiple communication platforms during the day.

Busylight helps connect digital presence with the physical workspace.

12. Who should own Busylight internally: IT, HR, Facilities or Management?

Busylight works best when ownership is shared, but responsibilities are clear.

A practical ownership model could be:

  • IT owns software, deployment, permissions and support.
  • Management owns behavior, expectations and adoption.
  • HR or Workplace owns etiquette, communication and workplace culture.
  • Facilities may support physical placement in offices or shared workspaces.

For enterprise use, Busylight should not be treated only as an IT project. It is also a workplace behavior and productivity initiative.

Busylight.com is the sales and marketing department for Plenom A/S, the creator of Kuando Busylight.

Our mission is to increase awareness of Kuando Busylight products, ensuring workplaces worldwide understand the significance and value of implementing our products in the office environment.

We take pride in our products and enjoy inspiring our customers to explore and make use of the diverse features that these small indicator lights offer.