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PhoneSuite Console User`s Manual

1. EEE Out Call Cnt C Clear D Exit Enter the two or three digit extension number The Cnt portion of the display will immediately change to a three digit number that indicates the number of outbound trunks calls made from that extension Press D to exit the command or C to clear the call count and exit A check in operation will automatically clear the count for that extension To display the count of both outbound and inbound trunk calls to an ex tension use command A26 described above System Startup Message Whenever PhoneSuite is powered up from an unpowered state it prints an initialization message to its se rial and parallel ports MM DD YY HH MM PhoneSuite VX XXX NNN Where MM DD YY is the current PhoneSuite date HH MM is the PhoneSuite current time and NNN is the reset counter that will increment each time PhoneSuite is restarted this can be used to test for frequent power failure occurrences After this information the version number of the Main Board software is shown Note The initialization message only appears when new power is applied is sent to all output ports and cannot be turned off System Event Messages As system events occur messages are printed to notify you about them A message will be printed any time a change is made to one of the following an extension s Message Waiting lamp status an extension s 38 PhoneSuite Console User s Manual rev 090609 Wakeup Call s
2. a oom cee reihe 40 iv PhoneSuite Console User s Manual rev 090609 CHANGING EXTENSION FEATURES FROM THE CONSOLE zuussussssssserssersonssonsnonsnnssnnssnnssnnssnnnsnnnne 43 A30 FORWARD EXTENSION S CALLS a Ay AK baw Sin A bab k p ya N Ox b kev a KEN xek eh 43 AST ICEBAR VOICE MAT cities we AN 44 A32 DO NOT DISTURB ak Gil y na ehli B EE ek HIVE kenn ui V K VEVO Den KU B WE KE eV HEE BN DU obs VERS HW K B Kn e 45 40 CLEAR EXTENSION FEATURES ccccsessscecececsesssececececcenesecesececseseaaeceeccseseeaeeececeesesaueceeececsensaeeeeeeeeeenes 46 NIGHT MODE nenn z n ka kd K we k a e a s d ke an siy a dae kura W se keva u we b Saka s 47 A41 MANUAL NIGHT MODE ON OFF keke keke ke KA Ka Ha k k ka k kre kr kre ka k kk 47 SYSTEMCOMMANDS 213i 45545 s l a a U ck ke i cide d k se Y d s e CO cuan GRAN ku s 0 d as VU K se d e s ce d w VI du nk xa d Be 48 CHANGING PHONESUITE S DATE AND TIME ueeeeee eee eee erkeke keke kek keke ke ka ke k k Ke Ka ke k K Ke ke k KA HA KA Ka KA KA KA KA KE ke kk 48 TT UIL O y yl n MY an Mik cheb k v tak Ace tuk kani ka 48 Dai diia 48
3. heading earlier in this section Calling an Extension or Hunt Group To call an extension or hunt group dial the desired extension or hunt group number on the console s key pad The extension will ring and when it is answered the console will be able to talk to that user If a hunt group is called the first available non busy extension in the hunt group will ring When the console op erator is done with the call he or she should press D on the keypad Dial extension or hunt Talk when done press D group number on keypad PhoneSuite Console User s Manual rev 090609 9 Notes 1 When the console places a call this call appears on one of the Call Buttons this button will be come solidly lit To place the call on hold press this Call Button to retrieve it from on hold press this Call Button again Multiple calls can occur at the console at a time simply place a call on hold to answer or place another call 2 Ifthe console calls an extension that is set to forward its calls to another extension the console operator will follow this forwarding and will ring at the forward extension 3 Ifthe dialed extension is busy or does not answer the console operator will NOT go to its voice mailbox automatically This can be done by pressing 8 as described below Calling an Outside Phone Number To dial an outside phone number from the console dial the desired trunk group number e g 9 fol lowed by
4. artes wa o ae e k n 22 NIGHT MODE u ir ta A da 22 A L VEL GOMMAN DS Sk ses se du ke K ee ceke lu xelwe k 24 HOSPITALITY COMMANDS 5 554555555k r s k d dik k n ke s e ke s HG ok k n ERGE Ok k ed k kec ve n 27 AT0 CHEGK IN OR OUT m G Goth Wor hea N Sere 27 11 MESSAGE WAITING ON OFF viinien e oo eae a e e oaeo EKE EE E aa ae E e Seriea 27 A12 SBT CHANGE WAKEUP CALL aan eek nalen ee k ra Tekn i i 27 ALS SETROOM STATUS A reinste re rc rg 28 Al4 CLEAR ALL ROOM STATUS CODES alten pen innen a Ke R K n can 29 15 ALLOW BLOCK LONG DISTANCE CALLS cocoonoocnoonconnconoconoco ek keke keke ek ra keke KA KAK Ku HA KA ru HH KA Hu HHHH Hu HHH 29 A16 LEOW BLOCK LOCAL CALLS iii aii 29 17 ALLOW BLOCK EXTENSION TO EXTENSION ALLS ue 30 ATS CHECK CALE DURATION GEH As 30 A35 MANAGE SYSTEM VOICE MESSAGES 112E ONLY eee eke keke keke keke keke ke kek nennen 30 Selecting a Special ASA 31 Reviewing Recording and Erasing a Special 31 Storing Cloning toa sims a bee 32 Alternative Cloning
5. local call is programmable and usually the installer has set this up to match any calls for which you are not charged by your telephone company In general calls that begin with a 0 PhoneSuite Console User s Manual rev 090609 17 or 1 are considered to be long distance while calls that begin with a digit 2 9 are considered to be lo cal but this can be modified as needed to match your dialing patterns For example toll free 800 888 877 866 etc numbers are usually set up as local calls IMPORTANT You cannot turn local calls on for an extension that has local calls disabled by the in staller IMPORTANT 9 1 1 can always be dialed no matter what this setting is In addition calls that are set by the installer to Always Allow can be dialed regardless of how local calling permissions are set Ext to Ext Calls If the Ext to Ext Calls button is lit the selected extension is allowed to make calls to other extensions If the light on this button is off the selected extension is prevented from calling other extensions To change this calling permission for the selected extension simply press the Ext to Ext Calls button Within one second the light will change from on to off or from offto on IMPORTANT You cannot turn extension to extension calls on for an extension that has extension to extension calls disabled by the installer Do Not Disturb If the Do Not Disturb button i
6. s voice mailbox when that room is checked in See the A35 command on page 30 Long Dist Calls If the Long Dist Calls button is lit the selected extension is allowed to make long distance calls If the light on this button is off the selected extension is prevented from making long distance calls To change the long distance calling permission for the selected extension simply press the Long Dist Calls button Within one second the light will change from on to off or from off to on Note What qualifies as a long distance call is programmable and usually the installer has set this up to match any calls for which you are charged by your telephone company In general calls that begin with a 0 or 1 are considered to be long distance while calls that begin with a digit 2 9 are considered to be local but this can be modified as needed to match your dialing patterns IMPORTANT You cannot turn long distance calls on for an extension that has long distance calls dis abled by the installer Local Calls If the Local Calls button is lit the selected extension is allowed to make local calls If the light on this button is off the selected extension is prevented from making local calls To change the local calling permission for the selected extension simply press the Local Calls button Within one second the light will change from on to off or from off to on Note What qualifies as a
7. ANGELA will appear on the display in addition to the extension number Select the table entry to edit by pressing the A key to advance through the nine table positions or the B key to back up After locating the table entry you wish to change enter the three or four digit extension num ber to map As soon as the last extension digit is entered an underline will appear in the first position of the second line overwriting any existing letter Use multiple presses of the number pad to enter letters or num bers For example to enter the letter N press the 6 key twice Enter Q by pressing 7 twice and Z by press ing 9 four times Press the Enter key to move the underscore to the next character position and key the next letter in the name the same way Pressing the Enter key without selecting a letter will enter an un derscore at that position Continue entering letters and underscores until all sixteen positions are filled Pressing Enter once more will save the changes and exit To abandon the command without saving changes press D You may also clear an entry by pressing C immediately after selecting one of the nine table positions After the entry is cleared the console display will return to the idle prompt A42 Clear 9 1 1 Alarm If any extension is used to call 9 1 1 Emergency Services the PhoneSuite console s will immediately dis play the number of the extension that is placing the 9 1 1 call as follows 9 1 1 Dialed
8. MANUAL
9. sired extension number or hunt group number on the console s keypad The caller will be placed on standby a type of hold automatically while you listen to the extension s ringing or busy signal To connect PhoneSuite Console User s Manual rev 090609 5 the caller to the extension and exit the console from both calls press the key on the keypad to cancel the transfer and return to the caller press the D key on the keypad In summary to transfer an incoming or internal call that is active not on hold Dial the extension or hunt Talk privately to ex Press C to connect or group number on keypad tension if desired Press D to cancel transfer Outgoing Trunk Calls calls placed by the console to an outside phone number cannot be transferred to an extension or hunt group while it is active i e while you are talking They first must be placed on hold See Transferring Calls That Are On Hold below Notes 1 call that is transferred to a hunt group will be transferred to the first available non busy exten sion in the Hunt Group If transferring an incoming or internal call the console operator can wait for the extension to an swer and can talk with the extension prior to pressing C to transfer the call This conversation is private and is not heard by the caller This is sometimes known as a screened transfer Ifthe con sole operator does not wish to talk to the extension prio
10. t Answer Message 094 Erase Busy Don t Answer Message 031 Record Name Verify Prompt Message Optional 030 Listen to Name Verify Prompt Message 034 Erase Name Verify Prompt Message x l Record New Secondary Message Optional where x is the digit 0 9 that the caller dials at the Main Greeting to hear this Secondary Message PhoneSuite Console User s Manual rev 090609 57 Command Speech Function x 0 Listen to Secondary Message where x is as above 4 Erase Secondary Message where x is as above Messages are recorded and reviewed through the console handset Commands are entered as indicated in the above table when arecord command is used you will hear a beep through the console handset indicat ing the beginning of the recording When you hear the beep talk into the console handset to record your message when done press D on the console Note How the Auto Attendant handles calls what ring it answers on and how it transfers them is config ured by the installer Before a message can be re recorded it must be erased If this message was the last one recorded then it can be erased using the command indicated and can then be re recorded However if another message has been re corded since this message then this command will not work instead you must erase and re record ALL the messages 58 PhoneSuite Console User s Manual rev 090609 APPENDIX A EXTENSION USERS
11. 28 ASSIGN NAME TO EXTENSION 112E ONLY eee 49 A42 CLEAR 9 1 1 ALARM suuureene neee keke keke ke keke keke keke ke kek He KE ke KA KA H HE HE HEKA nn HA He Hae K HE HERA KA HE na KRA HH HH HERA 49 AJ TRUNK A ARM OR IDEE u bey n da G be W da KEN v ba gewda yA dO be EMRE xO w b kd t S Y 50 AZA CCESS A SPECIELIC TRUNK ao danye k ek oke Ke ii Ke 50 45 CHECK ALL EXTENSIONS IN 22er nn A VURE Ve VA VEK DOT DI SURE ee B R ann WERE LV e EEE K Be KURTE 51 CALL ACCOUNTING amp AUTO ATTENDANT COMMANDS lt s cs sesssssessscsssesesesesessesesese 54 50 CHECK OUT REPORT EXTENSION PHONE 54 51 CLEAR EXTENSION S PHONE 54 52 REVIVE EXTENSION CALLS UN ERASE AFTER CLEARING PHONE 55 ASS SEP CREDLE TIMID eve 2 es 55 A54 PRINT CREDIT VIOLATIONS 455115 near nenn ann ann VERE VEVO He R VO Elan K KE RAY 55 ASS PRINT UDIT tA EO r E A MERE HH IMN 56 AS6 GCEEAR UDIT REPORT a a A da ad NS 56 57 CHECK BILL TOTAL FOR AN EXTENSION cccssesscecececsessececececsessnsecececccseseseaececccscsesaaecesececsensaaeceeeeeesenes 56 59 RECORD AUTO ATTENDANT MESSAGES ee keke erkeke keke ka re k KA KHE KE KA KA KA KA KEK
12. 5 Placing Gallyon Hold s ya Wa kk a yaaa a 5 Transferring de cate Seah isn 3 Transferring to an Extension or Hunt 5 Transferring Active Calls reedene satt e EH 5 Transferring Calls That Are On Hold i a 6 Unsuccessful Call 7 Transferring to an Outside Phone Line Trunk LUL L L L LLLuL 7 Transferring to Voice A Din Be na jii aaa ase ils ads a wan A thks 8 Transferring a Call Directly to a Voice Mailbox L L L ussa yekeke nennen 8 Trying an Extension First and Transferring the Caller to Voice Mail if Unavailable 9 MAKING CALLS E A T KAR AA we DEN ties DK M Hek KN Pek EKRAN Ke KAK 9 Calling an Extension or Hunt Group detectada waa 9 Calling an Outside Phone 10 Calling an Extension s Voice Mailbox to Leave a Message cennenenenenesenseeene sense 10 Calling an Extension s Voice Mailbox to Retrieve sense nennen 10 CLEARING AN EXTENSION VOICE MAIL rere ee erer kere raneke ke NH AH HH 11 PAGING Ata H nen ew d
13. Error Bookmark not defined Setting a Custom Wake Up 32 Automatic Load of Message 1 on 32 Etrot MESSAGES N MS 8 ee a n 33 REPORTS DISPLAYS AND MESSAGES sssssessssnsennssnennennssnesnssnssnnsonennennssnennssnssnnsnnennnsssnnessssnensssnnenassnsnnese 35 A20 INDIVIDUAL EXTENSION WAKEUP REPORT sscccssseesseecssceesseecsuccscaeecsueceeaeecsueceeaeecsaeeseaeecsueeeeaeecaeeeeneessas 35 AZISYSTEM WAKEUP REPORT Teste cusp sus nee nen 35 A22 ROOM STATUS REPORT 2 2 ke DIREV BO a S REVA Ke 36 A23 ACTIVE STATIONS REPORT CIRE N be aan a V AVA e ih WAR eW VERA M tec 37 A24 VIEW PHONESUITE MAIN BOARD SOFTWARE VERSION keke eke eee ee keke ke e keka kek KRA Ka KA Ka KA KA KA KA KA 37 A25 REQUEST PROPERTY MANAGEMENT SYSTEM DATABASE DUMP MODEL 112E 37 26 DISPLAY EXTENSION OUTBOUND CALL COUNT MODEL 64 ONLY nennen 38 A27 DISPLAY EXTENSION CALL COUNT MODEL 64 ONLY eee kek ee keke keke k 38 SYSTEM STARTUBMESS GE it cia ata 38 SYSTEM EVENT MESSAGES este a at ia 38 ON THE FLY COSTED CALL MESSAGES 39 INCOMING SMDR MESSAGES 5 un Make Ere VERA VA Een HEAR TAV AVEK 40 QUTGOING SMDR MESSAGES
14. Ex PhoneSuite Console User s Manual rev 090609 35 Press Enter to print the report or Exit D to quit without printing This report will print the current date and time followed by a line for each extension in PhoneSuite showing the same information as the Indi vidual Extension Wakeup Report To stop printing partway through the report press D The following is a sample of this report Description for reference will not print Date time 04 04 06 08 02 Ext 101 For 12 30 PEND 0 Calls 1 Day Wakeup set for a time that hasn t arrived yet Ext 102 NONE Nothing set today or yesterday Ext 103 For 09 00 PEND 0 Calls 3 Day Wakeup call with 3 day repeats remaining Ext 104 For 08 00 ANSWD 1 Calls 0 Day Wakeup call was answered on first try Ext 105 For 07 00 ANSWD 1 Calls Day Wakeup call was answered on first try and will repeat indefinitely Ext 217 For 08 00 OFFHK Ext 218 For 08 00 PEND Ext 219 For 07 30 ALARM Calls 0 Day Extension was off hook at 8 00 so no call Calls Day Ext has been called twice with no answer Calls 0 Day Ext was called max 3 times with no answer N H W A22 Room Status Report This command prints a report showing the current settings for each extension in PhoneSuite To print this report dial A 2 2 on the console keypad The display will read Prt Room Status Report Ent D Ex Press Enter to print the report or Exit D to quit without printing T
15. From 101 C Clear PhoneSuite Console User s Manual rev 090609 49 This notifies the console operator s that emergency workers police officers fire fighters and paramedics will be arriving shortly so they can be directed appropriately It also allows the staff to take action while waiting for the emergency workers to arrive To clear the 9 1 1 Alarm at any console press C This clears the alarm but has no effect on the actual call being placed to 911 A43 Trunk Alarm or Idle This command is used to temporarily remove a trunk from use when there is a problem with it or to restore the trunk to use once the problem has been corrected If PhoneSuite tries to access a trunk that has no con nection it will automatically remove the trunk from service and place the trunk in an Alarm state In this state the trunk light on the console s BLF display will flash repeatedly and calls cannot be placed out or ring in on this trunk To restore the trunk to use after the problem has been corrected use this command This command can also be used to manually place a trunk into Alarm state if it is experiencing problems or will be under service To invoke this command dial A 4 3 on the console keypad The display will read Trunk TT 6 Alarm 3 Idle D Exit Type in the trunk number to remove or restore as a 2 digit number 01 32 or press Exit D to quit with out making any changes to trunk status Once the trunk
16. If the extension answers they will hear the built in PhoneSuite wakeup voice mes sage PhoneSuite 112e models with the voice mail option have a facility for recording a custom wake up greeting See command A35 on page 30 If the extension does not answer within the programmed number of rings PhoneSuite will stop ringing and will call the extension again one minute later This pattern will continue for the programmed number of calls as configured by the installer usually three attempts Note Fora printed report showing wakeup call settings see commands A20 and A21 later in this manual If the selected extension has a wakeup call pending i e it has been set but has not yet occurred the Wakeup Call button lamp will be on To set change or cancel a wakeup call for the selected extension simply press the Wakeup Call button and the display will read 101 HH MM 1 Day Ent OK C Cl D Ex If a wakeup call has been set for this extension the HH MM will show the time the wakeup call is set to occur otherwise the actual letters HH MM will be displayed To enter a new wakeup call or to replace the existing wakeup call enter the desired time using 24 hour military format Be sure to enter all four digits HH MM For example 6 30 AM is entered as 0630 and 6 30 PM is entered as 18 30 The HH MM portion of the display will be filled in with the time as you type After the wakeup call time is entered you have the o
17. Note Trunk to trunk transfers can result in telephone charges to your business for this reason they can be disabled by the installer Outgoing trunk calls calls placed by the console to an outside phone number cannot be transferred to an other trunk while active instead they must be placed on hold Transferring all other types of calls to an outside phone number is identical to transferring the call to an extension except that instead of dialing an extension number you dial 9 or 8 81 or whatever trunk group you want to use plus the outside phone number The rest of the transfer process is the same PhoneSuite Console User s Manual rev 090609 7 In summary to transfer a non outgoing trunk call that is active not on hold Dial 9 or another trunk Talk privately if Press C to connect or group then the phone number desired Press D to cancel transfer or speed dial using digit To transfer any type of call incoming or outgoing that is on hold Press Call Button to Dial 9 or another trunk Press D to end new call or place call on hold group then the phone number Press Call Button plus C to connect call on hold to this call Note Unlike transfers to extensions a call that is transferred to an outside phone number will not return to the console ifthe destination number is busy or not answered Transferring to Voice Mail PhoneSuite has an optional voice mail system th
18. System Events Call Accounting Events Incoming Call SMDR Data and Outgoing Call SMDR Data 20 Individual Extension Wakeup Report This command prints the Wakeup Call status for a single extension To print this report dial A 2 0 on the console keypad The display will read Prt Wake Status Ext EEE D Exit Enter the extension number and the extension s Wakeup Report will print as a 2 line message The report contains the following information Date time MM DD YY HH MM Ext EEE For HH MM lt STATUS gt n Day Where MM DD YY HH MM is the current date and time and EEE is the extension number The HH MM after the word For is the time the Wakeup Call is set to occur if there is one and n Day represents the number of repeat wake up calls remaining Day means the wake up call will repeat each day indefi nitely The lt STATUS gt portion of the message will read NONE No Wakeup Call Setting Activity PEND n Calls Wakeup Call is set and waiting to occur or in progress ANSWD n Calls Wakeup Call at indicated setting was answered OFFHK n Calls Phone was off hook when Wakeup Call was attempted ALARM n Calls Wakeup Call at indicated setting was not answered A21 System Wakeup Report This command prints a report that shows the Wakeup Call setting or last status change for every extension in PhoneSuite To print this report dial A 2 1 on the console keypad The display will read Print All Wake Calls Ent D
19. an aid in setting up an external call accounting system the following shows the column locations in the incoming SMDR data format 0 1 2 3 4 5 123456789012345678901234567890123456789012345678901234567890 EEE TT MM DD YY HH MM SS HH MM SS HH MM SS EEEE TT MM DD YY HH MM SS HH MM SS HH MM SS Outgoing SMDR Messages If turned on by the installer an SMDR message will print after each outgoing call a call that is placed out on a trunk is finished This message will print in the following format on a PhoneSuite Model 64 EEE TT MM DD YY HH MM SS HH MM SS NNNNNNNNNNNNNNNN AAAAAAAAAAAA On a PhoneSuite Model 112e this message will print in the following format EEEE TT MM DD YY HH MM SS HH MM SS NNNNNNNNNNNNNNNN AAAAAAAAAAAA Where EEE or EEEE is the extension number that placed the call TT is the trunk number MM DD YY is the date the call was made the first HH MM SS is the time the call was placed in military format the 40 PhoneSuite Console User s Manual rev 090609 next HH MM SS is the total duration of the call NNNNNNNNNNNNN 26 digits max is the number di aled and AAAAA 12 digits max is the optional account code As an aid in setting up an external call accounting system the following shows the column locations in the outgoing SMDR data format 0 1 2 3 4 5 6 7 12345678901234567890123456789012345678901234567890123456789012345678901234 MM DD YY HH MM SS HH MM SS NNNNNNNNNNNNNNNN AAAAAAAAAAAA EEE
20. be configured to enter and leave night mode automatically For detailed information on Night Mode see page 47 22 PhoneSuite Console User s Manual rev 090609 PhoneSuite Console User s Manual rev 090609 23 A Level Commands In addition to basic call handling and feature key buttons the console can be used to run a variety of daily use commands These are called A Level commands because they are invoked by first pressing the A key on the console keypad then dialing a two digit command The following table summarizes these commands and lists the page number in this manual where more detailed information can be found 24 PhoneSuite Console User s Manual rev 090609 Command Description Page 4 10 Check In or Out 27 11 Message Waiting On Off 27 E A12 Set Change Wakeup Call 27 At3 Set Room Status 28 A14 Clear All Room Status Codes 29 A15 Allow Block Long Distance Calls 29 A16 Allow Block Local Calls 29 A17 Allow Block Extension to Extension Calls 30 2 A35 Manage System Voice Messages 112e only 30 18 Check Call Duration 30 z 20 Print Individual Extension Wakeup Report 35 a 21 Print System Wakeup Report 35 22 Print Room Status Report 36 A23 Active Stations Report 37 g A24 View PhoneSuite Main Board Software Ve
21. for handling making answering transferring and hold ing calls When an incoming call arrives from an extension or trunk it flashes on the first available Call Button and the call is answered by pressing the button The current call you are on shows as a solidly lit Call Button A call in progress can be placed on hold by pressing the solidly lit Call Button which will begin to blink to indicate that it is on hold Once a call has been transferred to an extension or a trunk or is ended the Call Button it was on will go blank and is free to handle another call e Feature Key Buttons The Feature Key Buttons located on the lower left part of the console provide a quick way to set the most commonly used system features including Check In Out Per Extension Dialing Permissions allowing or blocking Long Distance Local and Room to Room calls Do Not Disturb Message Waiting Lamp On Off Check Phone Bill Print Phone Bill Set Credit Limit Clear Voice Mail Message Wakeup Calls Print Room Status and Night Mode e Command Buttons The command buttons are used in conjunction with the Keypad to enter Phone Suite console commands They extend some of the functions of the Feature Keys During normal operation whenever the console is idle i e not in use the LCD Display will show the idle message MM DD YY HH MM Features A Adm Where MM DD YY is the current month day and year and HH MM is the current time in milit
22. if all ports are in use an extension s voice mail messages can still be cleared Clear Ext Features If the selected extension has particular features on the Clear Ext Features button will be lit to indicate that at least one of these features is active To quickly remove any and all of these settings for the selected extension press the Clear Ext Features button The lamp on the Clear Ext Features button will go out and the settings will be removed or cleared The features that are affected by this button are Do Not Disturb mode if on it s turned off call forward ing the extension is set to not forward calls message waiting lamp if on it s turned off and call on hold status if a call is on hold it is removed from its connection to the extension so the extension is not able to retrieve it from on hold and the caller must hang up and call in again Because of its effects on call hold and hunt groups the Clear Ext Features button is normally only used for room extensions that have accidentally set some of their features not for administrative extensions Note This command does NOT clear any voice mail messages the extension has but it does clear the ex tension s message waiting lamp status PhoneSuite Console User s Manual rev 090609 19 Wakeup Call Background A wakeup call can be set for each extension PhoneSuite will automatically call that exten sion at a specified time
23. lights are lit and the call is not ringing to the console you can connect to the trunk and clear the inactive call This is done by dialing A44 and dialing the appropriate trunk number on the keypad You will hear busy tone and can press C to override this and connect to the trunk You can then press D to exit from the call if the trunk is hung it will be automatically cleared when you exit If it turns out there is a call in progress the call will remain in place after you press A45 Check All Extensions In The command is used to set every single extension in PhoneSuite to a checked in status This command is the same as using the Check In Out feature key button or running the 10 command for every exten sion for more information on the Check In function see page 15 and page 27 In normal operation this command is almost never used but it may be run after PhoneSuite has first been installed and set up To invoke this command dial A 4 5 on the console keypad The display will read Enter to Clr All Ext to Check In Press Enter to set ALL extensions to checked in status or press D to exit from this function without changing each extension s checked in out status PhoneSuite Console User s Manual rev 090609 51 PhoneSuite Console User s Manual rev 090609 53 Call Accounting amp Auto Attendant Commands If the optional Auto Attendant Card or the optional Call Acco
24. phone bill exceeds its credit limit To print this report press A 5 4 on the console keypad and the LCD display will read Print Cred Viols Enter OK D Exit Press Enter to print the report or Exit D to quit without printing To stop printing partway through the report press Exit D Note This report will print to any PhoneSuite parallel and or serial port that is set up by the installer to output A Level Reports PhoneSuite Console User s Manual rev 090609 55 A55 Print Audit Report This command prints the Audit Report which shows all calls that have been priced by the call accounting system since the Audit Report was last cleared with command 56 or after the Audit Report is printed automatically at a preset time of day These calls will be sorted by extension number Note The Audit Report can be set by the installer to print and clear automatically on a daily basis at a preset hour ofthe day Not printing audit reports will save memory on the Call Accounting Card To manually print the Audit Report press A 5 5 on the console keypad and the LCD display will read Print Full Audit Enter OK D Exit Press Enter to print the report or Exit D to quit without printing To stop printing partway through the report press Exit D Note This report will print to any PhoneSuite parallel and or serial port that is set up by the installer to output A Level Reports After printing the
25. retrieve or clear the messages in an extension s voice mailbox Retrieving voice mail messages is described on page 10 Clearing voice mail messages is often done in hotel motel applications where the guest doesn t know how to clear their own messages or simply doesn t bother to do so Voice mail messages are usually cleared automatically when a guest is checked in or out as described on page 15 To clear an extension s voice mail messages and any customized voice mail greeting manually from the console dial A 3 1 on the console keypad The display will read Clear Voice Mail EEE C Clear D Ex Enter the extension number e g 101 and then press C to clear all voice mail messages and any custom greeting for that extension 44 PhoneSuite Console User s Manual rev 090609 SUMMARY To clear an extension s voice mail messages press this sequence Enter the extension number and dial C when prompted this will clear all ofthe extension s voice mail messages along with the voice mailbox s customized personal greeting Note The PhoneSuite voice mail system has two ports up to four may be available in PhoneSuite 112e so two or four extensions can access voice mail simultaneously If another extension attempts to access voice mail while two or four users are already in the system this extension will hear busy tone However even ifall ports are in use voice mail messages can still be cleared A3
26. the 2 4 digit extension number that received the call if transferred from the console the extension that it was sent to is displayed TT is the trunk number MM DD is the date the call was re ceived HH MM is the time the call was received NNNN is the number dialed DDDD is a description of the type of call made MMMM T is the duration of the call in minutes and tenths of a minute and DDDDD CC is the cost ofthe call in dollars and cents Note If you are using a Property Management System that is connected to PhoneSuite additional infor mation may print along with the on the fly call record Incoming SMDR Messages If turned on by the installer an SMDR message will print after each incoming call a call that arrives on a trunk is finished This message will print in the following format on a PhoneSuite Model 64 EEE TT MM DD YY HH MM SS HH MM SS HH MM SS On a PhoneSuite Model 112e this message will print in the following format EEEE TT MM DD YY HH MM SS HH MM SS HH MM SS Where EEE or EEEE is the extension number that received the call if transferred from the console the extension that it was sent to is displayed if a Remote Programming call REM is displayed TT is the trunk number MM DD YY is the date the call was received the first HH MM SS is the time the call was received the next HH MM SS is the total duration of the call and the final HH MM SS is the length of time the call rang before it was answered As
27. the phone number This dialing is done on the console keypad If desired the console can press when done dialing in order to connect slightly faster if is not pressed PhoneSuite waits for addi tional digits to be dialed and only places the call after this waiting period times out To end the call e g to hang up press D on the console keypad Dial trunk group number Dial phone number on When finished with the usually 9 or 8 on keypad keypad call press D Calling an Extension s Voice Mailbox to Leave a Message The console never goes to an extension s voice mailbox automatically If the console places a call to an extension that is busy or doesn t answer the console operator will continue to hear busy tone or ringing until he she takes further action by pressing D or 8 Pressing D will drop the console s call to the extension Pressing 8 will connect the console to the extension s voice mailbox so the console operator can leave a message or retrieve messages as described below Dial extension number To go to voice Leave message when on keypad mail dial 8 done press D Note Ifthe console calls an extension that is set to forward its calls to another extension the console op erator will ring at the forward extension but can still reach the original extension s voice mailbox by dial ing 8 any time before the call is answered Calling an Extension s Voice Mailbox
28. the voice mail messages and or message waiting lamp as they are and continue with the check in out press Enter To quit the check in out procedure press Exit D 16 PhoneSuite Console User s Manual rev 090609 Notes 1 Whether an extension is checked in or out it will still be able to call 911 or the console regardless of how its calling permissions are set 2 If the optional Call Accounting Card is installed the room s phone bill will be cleared to zero when the extension is next checked in This is not done when the extension is checked out so you can print additional copies of the room s phone bill if desired with the Print Bill feature key or with command 50 If you are done printing copies of the bill and would like to manually clear the bill in order to free up memory on the Call Accounting Card you can use the 51 command 3 Ifa customized voice mailbox greeting has been recorded it will be cleared along with the voice mail messages at check in out If there are no voice mail messages the custom greeting will still be cleared However if there are voice mail messages and you choose to leave them uncleared the custom greeting will remain as well 4 It is possible to set every extension to a checked in status all at once with command 45 as de scribed on page 51 5 PhoneSuite 112e models with the voice mail option can be configured to automatically load a greeting message to the extension
29. to Retrieve Messages The console can retrieve the voice mail messages in any PhoneSuite voice mailbox To do this dial the extension number and press 8 to enter the extension s voice mailbox Then dial the extension number again this is a pseudo password You will get the voice mailbox menu prompt and can listen to and save or erase messages 10 PhoneSuite Console User s Manual rev 090609 Dial extension number To go to voice At greeting dial exten on keypad mail dial 8 sion number again This feature is usually used to allow the console to retrieve messages on behalf of a guest or from a de partment mailbox It can also be used to provide a voice mailbox for the console operator In this case the installer needs to set up an extension that is not physically wired to a real telephone but does have a voice mailbox set up then anyone wishing to leave a message for the console operator can dial this exten sion number and leave a message which can be retrieved from the console with the above process Note The PhoneSuite voice mail system has two ports up to four may be available in PhoneSuite 112e so two or four users including the console can access voice mail simultaneously If another user attempts to access voice mail while two or four users are already in the system this user will hear busy tone Clearing an Extension Voice Mail Password The password can only be changed not cleared by the u
30. to clear the current room status settings for all extensions On the console keypad press A 1 4 and the display will read Clear All Room Status y ENTER If you press Enter all extensions will have their room status setting cleared set to 00 To quit without making this global change press Exit D SUMMARY To clear all extensions room status enter the following sequence A 14 Press Enter to clear all to 00 A15 Allow Block Long Distance Calls PhoneSuite can allow or block long distance calls from any extension on an extension by extension basis This can be done by running command A15 or by pressing the Long Dist Calls feature key button on the console See page 17 for a complete description of this command A16 Allow Block Local Calls PhoneSuite can allow or block local calls from any extension on an extension by extension basis This can be done by running command A16 or by pressing the Local Calls feature key button on the console See page 17 for a complete description of this command IMPORTANT 9 1 1 can always be dialed regardless of how A16 is set Other calls such as toll free 800 888 877 and 866 numbers can also be set by the installer to Always Allow status if desired PhoneSuite Console User s Manual rev 090609 29 A17 Allow Block Extension to Extension Calls PhoneSuite can allow or block calls from any extension to other extensions on an extensio
31. to exit without updating the PhoneSuite time The display will then return to the Idle display The time may also be set with the A61 command Date If setting the date press on the console keypad and then press 2 The display will read SET DATE mmddyy Setting the date follows the same process as setting the time except that the date must be entered as two digits for the month two digits for the day and two digits for the year The date may also be set with the A62 command 48 PhoneSuite Console User s Manual rev 090609 A28 Assign Name to Extension 112e only The calling extension number will show on the display panel when a call rings to the console or a Feature Phone This command allows you to assign names that will display along with the extension number for any of nine extensions Manual name assignment is a separate function from the automatic guest name set ting that occurs when PhoneSuite receives a check in command from a suitably configured Property Man agement System PMS To assign a name to an extension enter A 2 8 If no name has been assigned to the first table position the console display will show Ext NAME 1 EEE If a name has already been assigned to an extension the display will look similar to this Ext NAME 1 115 ANGELA This indicates that extension 115 has been given the name ANGELA Whenever extension 115 dials the console or a feature phone
32. to set up a conference call Speed Dial You may enter speed dial numbers from the console by entering a trunk access digit usually 9 and a speed dial digit in the range 0 9 The Speed Dial number list must be set up by your installer Calls to the console from either an internal extension or from an outside trunk can be transferred to a Speed Dial number using this procedure 12 PhoneSuite Console User s Manual rev 090609 Without putting the call on hold press 9 or another trunk group digit cc Press Press the speed dial digit n Press to connect or D to cancel the transfer Be aware that calls from the console bypass all system call restrictions If the transfer is trunk to trunk SMDR records will be produced for both the incoming answered and outgoing speed dialed call PhoneSuite Console User s Manual rev 090609 13 Feature Key Buttons The Feature Key Buttons on the console are used to provide quick access to the PhoneSuite features com mands that are used most frequently The full set of available commands is described in the next section of this manual Certain keys are used consistently when programming features in PhoneSuite The D key is commonly used to exit without making changes The key is used to Enter or accept changes The key is used to clear a feature voice mail for example For certain on off se
33. 2 Do Not Disturb This command is used to temporarily prevent calls from ringing to an extension except for wakeup calls Instead callers will go to the extension s voice mailbox if the extension has one or will hear a busy sig nal This Do Not Disturb feature can be turned on and off from the console by dialing A 3 2 on the console keypad The display will read Do Not Disturb EEE A Next D Ex Enter an extension number e g 101 and the display will read Do Not Disturb 101 OFF 6 On if Do Not Disturb is currently off or Do Not Disturb 101 ON 3 0ff if Do Not Disturb is currently on To turn Do Not Disturb on press 6 or to turn it off press 3 When the setting is correct press Enter f SUMMARY To prevent calls from ringing to an extension press this sequence A 32 Enter the extension number and set Do Not Disturb to on to pre vent calls or off to allow calls Note If the console operator attempts to call an extension that is set to Do Not Disturb the console opera tor will hear a busy tone and will see a message on the display indicating the status of the extension If the console operator needs to get through he she must turn Do Not Disturb off for the extension and try the call again PhoneSuite Console User s Manual rev 090609 45 A40 Clear Extension Features This command clears specific features that may be set for an extension These featur
34. 9 individual status codes e g clean needs towels needs soap had do not disturb sign on door etc can be set up for maids to enter from extension telephones an additional 9 status codes can be set up for the console opera tor to enter e g reserved but no deposit paid reserved with deposit paid in full etc The maid s codes can be different in meaning from the console codes allowing for a total of 81 different codes However on reports the two status codes are shown together as a two digit number 11 99 where the first digit was set by the console and the second digit was set by the maid in the room Note The status codes have no particular meaning to PhoneSuite so users can set these codes to mean whatever they wish to track Example The ABC Motel uses the following room status codes for the first digit Room is vacant Room is reserved without payment Room is reserved with deposit A U Ne Room is paid in full In addition the following are used for the second digit of the room status code 1 Room needs cleaning and or supplies 2 Room has been cleaned amp re supplied and is ready for use 3 Room needs maintenance or repair When room is reserved or is paid the console operator changes the first digit of the room status code and if appropriate the second digit e g to indicate that the room needs cleaning When the maids and or maintenance staff are finished in each room they use the extension pho
35. Audit Report you may want to clear it so the next Audit Report you print will not show these same calls To do this use command A56 described next A56 Clear Audit Report This command is used to manually clear reset the Audit Report which was described in the previous A55 command Note that if the Audit Report is set to print and clear automatically at a particular time of day it is usually not necessary to clear the report manually but this should be done regularly if Audit Reports are used but are printed manually rather than automatically To manually clear the Audit Report from the console press A 5 6 on the console keypad and the LCD dis play will read Clear Full Audit Enter OK D Exit Press Enter to clear the Audit Report or Exit D to quit without clearing A57 Check Bill Total for an Extension This command is used to view the current total of an extension s phone bill without having to print the bill To do this from the console press A 5 7 on the console keypad and the LCD display will read DDD CC for EEE Set Exten D Exit 56 PhoneSuite Console User s Manual rev 090609 Enter the extension number and then press Enter to display to total amount of the bill in the DDD CC area or press Exit D to quit without displaying the bill total A59 Record Auto Attendant Messages This command is used to record or change any of the messages used by the optional Auto Atte
36. E A HA KA KA HA 57 APPENDIX A EXTENSION USERS MANUAL PhoneSuite Console User s Manual rev 090609 Console Layout amp Overview This manual describes the PhoneSuite console which is the primary operator station for handling tele phone calls with the PhoneSuite telephone system The console is also used for system programming and to set guest room and system features There are five main parts to the PhoneSuite Console the LCD Display the Status Lights the Keypad the Call Buttons and the Feature Key Buttons Each of these is described in detail below Call Buttons Status Lights busy lamp field LCD Display Do Not Ditu Typically a handset is connected to the console as pictured above In some cases a headset or even a sepa rate telephone will be connected by the installer Note that if a telephone is connected it does not need to be hung up in its cradle between calls though the cradle can be used as a convenient resting place for the handset whenever desired All dialing is done on the console so there is no use for a dialing keypad on the attached telephone set e LCD Display The Display shows information about calls as they arrive at the console It is also used to enter and display data for various commands that are described in this manual In normal operation the display is divided into four sections corresponding to the four Call Buttons described below The origin of each call can be
37. E TT MM DD YY HH MM SS HH MM SS NNNNNNNNNNNNNNNN AAAAAAAAAAAA PhoneSuite Console User s Manual rev 090609 41 Changing Extension Features from the Console There are several extension settings that are normally changed from the extension itself but can also be changed from the console These include turning call forwarding on or off turning Do Not Disturb mode on or off clearing the extension s voice mail messages and clearing certain features that are set for the extension This section describes the commands to perform these functions A30 Forward Extension s Calls The console operator can set an extension s forwarding options so calls to the extension are forwarded to another extension or to the console All calls to the extension can be forwarded this way or calls can be forwarded only when the initial extension is busy or doesn t answer In addition to setting an extension s forwarding status the console operator can also clear an extension s forwarding options The extension must have control features enabled by the installer for forwarding to work Usually only administrative extensions support forwarding With call forwarding set a call that is transferred to the extension and meets the forwarding criteria e g the extension is busy or doesn t answer will ring at the forward to extension if it s available If this for ward to extension is also forwarded the call will follow that forwarding path a
38. PhoneSuite A division of Call Management Products Inc Console User s Manual Rev 090609 for Main Board Software Version 1 246 model 64 Version 4 23Q model 112e Call Management Products Inc reserves the right to make improvements to the product de scribed in this manual at any time and without notice This manual is copyrighted All rights are reserved This document may not in whole or part be copied photocopied reproduced translated or reduced to any electronic medium or ma chine readable form without prior consent in writing from Call Management Products Inc Copyright 2001 2009 by Call Management Products Inc Broomfield Colorado PhoneSuite is a registered trademark of Call Management Products Inc How to Reach Customer Support If you encounter problems you are not able to resolve with your Phone Suite system contact your PhoneSuite dealer Call Management Products will only provide telephone sup port to valid PhoneSuite dealers who are at the site where PhoneSuite is installed Warranty Call Management Products Inc CMP warrants this product so far as the same is of its own manufacture against defects in material and workmanship under the normal use and service for which it was designed for a period of two years from date of initial end user purchase CMP s obligation under this warranty is limited however to the replacement or repair at its option of a part or parts determined by it to be de
39. ack will occur after the amount of time designated in the phone system s Transfer Recall Timer as configured by the installer This ring back also occurs with calls that are trans ferred to a hunt group if the call is not answered by the first non busy extension in the hunt group or if all extensions in the hunt group are busy and the first extension in the hunt group list does not have voice mail Calls that ring back to the console after a transfer attempt will ring with a triple ring pattern and will arrive on the first available Call Button not necessarily the same Call Button the call was on originally To an swer the call press the flashing Call Button If a call is transferred to a busy extension with voice mail the call will drop from the console and the voice mail system will immediately answer the calling party Without voice mail when you dial the destination extension you will hear busy tone Press D to cancel the transfer and then pick up the original call by press ing the blinking call button Transferring to an Outside Phone Line Trunk Calls can be transferred to an outside phone number on a trunk if desired When an extension call is transferred to a trunk it is the same as if the extension dialed the phone number directly but it bypasses any dialing restrictions that have been applied to this extension If a trunk call is transferred to another trunk then both trunks will remain in use until the call has been finished
40. ailbox and the phone s message waiting lamp will be illumi nated A typical recording for Message 3 is You have a message waiting at the front desk Dial 0 now to ring the operator followed by a few seconds of silence When the guest retrieves the message and presses 0 he will be immediately transferred to the front desk and the announcement message removed from the mailbox Error Messages The console will display ILLEGAL OPERATION for the following conditions e The special message feature is not supported in this PhoneSuite version e The extension does not have voice mail enabled e A message number other than 1 4 was entered e message command other than 1 3 was entered The system will play no mail through the handset if e You attempt to clone store an empty message PhoneSuite Console User s Manual rev 090609 33 Reports Displays and Messages A number of commands are available to display or print information about current settings in PhoneSuite In addition system messages are printed at various times SMDR data can be printed about completed calls and costed call records can be printed ifthe optional Call Accounting Card is installed These reports displays and messages are detailed in this section Note The printed reports and messages will print to any PhoneSuite parallel and or serial port that is set up by the installer to output that type of information A Level Reports B Level Reports
41. and then press Enter to print the report or press Exit D to quit without printing This report contains a detailed list of all calls that have been priced and stored for the indicated extension The information about each call includes the trunk used to place the call the time and date the call started the phone number that was dialed the type of call placed local long distance etc the duration ofthe call in minutes and tenths of a minute and the cost of the call At the bottom of the report the total number of calls the total sum of minutes and the total cost are shown Note This report will print to any PhoneSuite parallel and or serial port that is set up by the installer to output A Level Reports A51 Clear Extension s Phone Bill 66 This command erases or clears an extension s phone bill setting it to a zero dollar amount This com mand is performed automatically whenever an extension is checked in using the Check In Out feature key button on the console or the 10 command to ensure the previous guest s calls are not charged to the new guest This command can be run manually ifthe phone bill needs to be cleared at another time such as 54 PhoneSuite Console User s Manual rev 090609 when a guest exceeds their credit limit and pays for their calls in order to obtain a new credit limit or in order to clear memory on the Call Accounting Card by clearing calls for guests who have alr
42. ary for mat programmed into PhoneSuite Changing the System Date and Time If the console displays an incorrect time or date then the clock in PhoneSuite needs to be set to the correct value To do this press the key and follow the instructions on the display For detailed instructions see page 48 2 PhoneSuite Console User s Manual rev 090609 Resetting the Console To refresh the console s LCD Display after the PhoneSuite cabinet is powered up or if the console ever appears to be locked up press the D key on the console If this does not work the console may need a full reset which is accomplished by pressing the Reset Console feature key button bottom right of the Fea ture Key Button area Note that resetting the console will cause the console s ringer to be set to the maxi mum volume to adjust this see the next heading Adjusting Console Ringing Volume When power is applied to the PhoneSuite system and any time the console is reset with the Reset Con sole feature key button the console ringing volume is set to the maximum value There are eight levels of console ringing volume To adjust the console ringing volume use the Ringing Volume and Ringing Volume feature key buttons As you make adjustments the console ringer will sound briefly to give an indication of the current volume setting Adjusting Console LCD Contrast There is a potentiometer on the left side of the console
43. at allows callers to leave messages in their own voice for a particular person or department who is unavailable at the time of the call If this optional Voice Mail is in stalled then each extension can have an individual voice mailbox set up by the installer If a caller is transferred to an extension that has a voice mailbox and that extension is busy or doesn t an swer the call then the caller will automatically go to that extension s voice mailbox If the extension is for warded to another extension the caller will ring at the forward extension if not answered at that extension then the caller will go to the original extension s voice mailbox not the forward extension s voice mail box Note The console never goes to an extension s voice mailbox automatically If the console dials an exten sion that is busy or doesn t answer the console operator will continue to hear busy tone or ringing until he she takes further action by pressing D C or 8 D will drop the console s call to the extension C will connect the caller to the extension if this is a call transfer once transferred the caller will go to voice mail immediately if the extension is busy or will ring at the extension and then go to voice mail on a no answer Dialing 8 from the console will send the caller immediately to voice mail as described be low Transferring a Call Directly to a Voice Mailbox This transfer method sen
44. calls LOCL On if the extension is allowed to make local calls A23 Active Stations Report Use this command to list all stations extensions currently in use The report will show the hardware sta tion port number the extension number and whether or not the connection is normal or in a problem state The report displays as Date time 06 15 99 07 35 Sta Ext Norm Prob 017 101 N 026 110 N N in the problem column indicates the extension is in its normal state a P indicates either a wiring problem or a possible PhoneSuite software problem Contact your PhoneSuite dealer for advice A24 View PhoneSuite Main Board Software Version This command is used to display the version number of the PhoneSuite Main Board Software To view this dial A 2 4 on the console keypad The display will read Softw Vers V VVV Reset Count Where V VVV is the software version number and is a 3 digit number that indicates how many times PhoneSuite has been powered up from an unpowered state This information will display for a few seconds and then the display will return to normal To exit this function before it times out press D A25 Request Property Management System Database Dump Model 112e only This rarely used command requests information from a Property Management System PMS that is con nected to a PhoneSuite Model 112 This command is not available in PhoneSuite Model 64 Normally PhoneSuite and
45. cording over After saving the message the system will play message stored and the console will return to the idle prompt You may then review the message by reentering A 3 5 selecting the message number and pressing 1 If you need to erase the current message in order to record a new one press 2 to erase The system will confirm message erased and return to console idle Reenter A 3 5 select the message number then press 1 to record a new message as described above Storing Cloning to a Voice Mailbox After confirming that the message is correct you may store it to an extension s voice mailbox Reenter A 3 5 select the message number and press pressing 3 for clone The display will show Clone to Extens EEE Ent D EX Enter the three or four digit extension number and press the Enter key The system will play message stored through the handset and return to the console idle state To store the message to another extension reenter A 3 5 and repeat the process If configured for automatic operation by the installer it is normally not necessary to perform a clone opera tion on Message 1 See the section Automatic Load of Message 1 on Check In below Setting a Custom Wake Up Greeting You may override PhoneSuite s default wake up voice message by entering 4 at the message selection prompt Review erase and record the Message 4 greeting as describ
46. ds the caller directly to the desired extension s voice mailbox without first trying the extension This is useful if the console operator knows that an extension user is not available e g is out of the office in a meeting or does not wish to take this call To accomplish this transfer make sure the call is active not on hold dial the extension number as though transferring the call then immediately dial 8 to send the call into that extension s voice mailbox and exit the console from the call Note that 8 is used because it is the digit for the letter V for Voice Mail When 8 is dialed the caller will immediately be connected to this extension s voice mailbox and the 8 PhoneSuite Console User s Manual rev 090609 console will be removed from the call If you mis dial before pressing 8 the transfer to voice mail can be canceled by pressing D on the console this will place the caller on hold and leave the console idle Dial 8 immediately Notes 1 Ifthe extension being called is set to forward its calls to another extension the console operator can still send the caller to the original extension s voice mailbox by dialing 8 any time before the call is answered 2 This transfer method will not work on outgoing trunk calls calls placed by the console to an outside phone number Trying an Extension First and Transferring the Caller to Voice Mail if Unavailable This transfer meth
47. e console is free to perform other activity with out the caller hearing instead the caller will hear silence or music on hold if a music device is connected to PhoneSuite To retrieve the call from on hold press the now flashing Call Button again If a call is left on hold for longer than the phone system s Hold Recall Timer set by the installer the call will ring back to the console with a triple ring pattern In this case the call can be answered by pressing the flashing Call Button Transferring Calls Once a call has been answered or placed by the console it can be transferred to an extension to a hunt group to a trunk or to an extension s voice mailbox This transfer can be performed at any time during the call whether the call is active or on hold To transfer a call see the appropriate following section Transferring to an Extension or Hunt Group There are two methods available for transferring a caller to an extension or hunt group based on whether the call is on hold or is active i e when the console operator is talking to the caller The two methods are equivalent and the console operator can use whichever method he she prefers These two methods are de scribed next Transferring Active Calls Incoming amp Internal Calls This method is used to transfer an incoming call or a console to extension call while it is active i e while you are talking to the caller To perform this transfer simply dial the de
48. e i He Sey MEN e Sed halten a T E 11 PARKING A CALL ON HOLD IN A PARK SLOT is no58 de dir Ke KEDE Ke GU K pe ER K Te ede 11 CONFERENCE CALLS HE Seen era dae K S k v ka Ka ek Kab see Si o HEKA nede s da ez KWA DERK 12 SPEED DIAL use 12 FEATURE KEY BUTTONS y k a a ka SEK 9 h W NE h HEGE W GE 15 ee da Ker e GA anno Ahnung 15 CHECK IN OUT css JJ a HMR AR AR dint Ate Ae id 15 EONG DISTCALES N LEITER thors E 17 LOCAL CALES nen ee eh xeni an d da ke H RE Ke i V ass Hu da EWE KE D Hu a e a V sica y d C d kud son ka we i w k 17 EXT TO EXT CALES si sedi ye ciy dk dek n ans pea ei 18 DO NOT DISTURB E E E SEC E Hev Sewe E 18 MESSAGE WATTING nn ne ROLE REIN A a AO ts 18 PhoneSuite Console User s Manual rev 090609 111 CHECK BILE TOTAL 0 cc oxoegpppD DD A T E E n E n a ae 18 CLEAR VOICE MATE er E SEATA err A 19 CLEAR EXT FEATURES a E Kera E AS 19 WAKEUP CALL O EEO E A A M A KAW MAVI bu W k we E HAZE ee NADA 20 CREDIT GIME a ea Girr AR RI SERI KER W Bun W GER LEE RRA KERE K KIR BO GERA KEN EAR V W SERE dene K REYAN 20 PRINT PN E AE tl to 21 STATUS REPORT e
49. eady checked out To run this command manually press A 5 1 on the console keypad the LCD display will read Erase Calls EEE Enter OK D Exit Enter the extension number and then press Enter to erase the report or press Exit D to quit without erasing the calls A52 Revive Extension Calls un erase after clearing phone bill This command revives un erases calls for a given extension after these calls were erased by clearing the extension s phone bill see command 51 IMPORTANT NOTE This command revives all calls that can be found for the extension so it may revive more than just the calls made by the most recent guest or it may not be able to revive all calls from the most recent guest To revive calls for an extension press A 5 2 on the console keypad the LCD display will read Revive Calls EEE Enter OK D Exit Enter the extension number and then press Enter to revive calls or Exit D to quit without reviving A53 Set Credit Limit This command is used to set a new credit limit for an extension Pressing A 5 3 on the console keypad is identical to pressing the Credit Limit feature key button on the console so see page 20 for a detailed description of this command 54 Print Credit Violations This command prints a report for all extensions that have a credit limit set showing the credit limit the current total phone bill amount and a VIOLATION message if the extension s
50. ed above When you are satisfied with the message press D to exit To clear the custom wake up greeting and return to the PhoneSuite default erase Message 4 Automatic Load of Message 1 on Check In Your installer can configure PhoneSuite so that the Message 1 you record is loaded automatically to the extension whenever that extension s voice mailbox is cleared Clearing usually occurs during a check in operation which can take place two ways e Manually by pressing the console Check In Out button using the equivalent A10 command or enter ing a properly formatted 10 command from a sub attendant extension Automatically upon receipt of a properly formatted check in command from a compatible Property Management System PMS An extension s voice mailbox may also be cleared manually by using the Clear Voice Mail key on the console See page 19 32 PhoneSuite Console User s Manual rev 090609 This feature is typically used to provide an arriving guest with a welcome message in voice mail To turn off the automatic load on check in feature simply erase Message 1 If desired your installer can perma nently disable this feature Automatic Load of Message 3 by the Property Management System If a message of Type 3 is recorded and stored and the PhoneSuite receives aMW 1 Message Waiting Lamp On command from an attached Property Management System PMS then the message will be automatically copied into the guest voice m
51. ence this problem consider purchase of an anti static floor mat or use an anti static spray on the carpeting Avoid touching the console LCD panel as this component is susceptible to failure if it experiences an extreme static discharge PhoneSuite Console User s Manual rev 090609 3 Basic Call Handling Answering Calls When a call arrives at the console it rings in on one of the four Call Buttons To answer the call press the Call Button that is flashing and begin speaking into the console s handset Note that trunk calls calls that arrive on an outside phone line ring at the console with a long single ring pattern while calls from an ex tension ring with a shorter double ring pattern In addition the console s LCD Display provides informa tion about the type of call that is arriving On the Model 112e and only when a Property Management Sys tem PMS is connected and configured to perform a check in function with a guest name the guest name will appear in the LCD display when the call is answered Note If an incoming trunk call is answered by the Auto Attendant or by an extension and is transferred to the console the caller will hear either ringing or hold music depending on how PhoneSuite was configured by the installer Placing Calls on Hold To place a call on hold press the Call Button the call is on this button will change from being solidly lit to flashing to indicate it is on hold With the call on hold th
52. es include Do Not Disturb mode if on it s turned off call forwarding the extension is set to not forward calls call on hold status if a call is on hold it is removed from its connection to the extension so the extension is not able to retrieve it from on hold and the caller must hang up and call in again Note This command does NOT clear any voice mail messages the extension has These extension features can be cleared by pressing the Clear Ext Features feature key button on the console or by using the A40 command Both commands work the same way To use the A40 command dial A 4 0 on the console keyboard The display will read Clear Features EEE D Exit Enter the extension number for example 101 and the display will read Clear Features 101 Enter D Ex Press Enter to clear the extension s current feature settings or Exit D to quit without making any changes 46 PhoneSuite Console User s Manual rev 090609 Night Mode Night Mode is designed to direct calls to alternate locations after hours when there may not be someone at the console to answer calls If the Auto Attendant option is installed you may choose to record a different nighttime greeting for incoming trunk calls that will play when PhoneSuite is in night mode There are two ways to invoke Night Mode manually or automatically Night Mode can be turned on manu ally when the console operator leaves the conso
53. ev 090609 e Message Waiting On Off e Set Room Status e Night Mode On Off e Set Change Wakeup Call e Allow Block Long Distance Calls e Allow Block Local Calls e Allow Block Extension to Extension Calls e Do Not Disturb e Clear Voice Mail For general business applications as configured by the installer the A Commands scroll list includes Notes e Message Waiting On Off e Night Mode On Off e Set Change Wakeup Call can be used as a reminder call e Do Not Disturb e Forward Extension s Calls A Commands have a 5 second time out in case they are entered accidentally If A is dialed but additional digits are not dialed within five seconds the console will return to idle If you answer or start a phone call while in the middle of an A Command the A Command will automatically be exited 26 PhoneSuite Console User s Manual rev 090609 Hospitality Commands PhoneSuite contains a variety of commands such as Check In or Out that are designed for use by hotels and motels These commands are grouped together and are described in this section Some of these com mands may also be used in general business applications i e a Wakeup Call can be used as a reminder call and message waiting lamps are a useful indicator that an extension has voice mail messages Note If the console is in a call with an extension when one of these commands is run PhoneSuite will automatically pre load
54. fective Necessary packaging and transportation costs for the return of the goods shall be paid by the buyer All replacement or repaired goods will be returned prepaid by CMP This limited warranty does not include damage resulting from accident abuse or non factory modification of the product CMP shall under no circumstances be liable for any special indirect or consequential damages owing to failure of the product SELLER MAKES NO WARRANTY OF FITNESS OR MERCHANTABILITY AND NO OTHER WARRANTY ORAL OR WRITTEN EXPRESS OR IMPLIED EXCEPT AS SPECIFICALLY SET FORTH HEREIN 11 PhoneSuite Console User s Manual rev 090609 TABLE OF CONTENTS CONSOLE LAYOUT amp OVERVIEW ussnssnssossnssonsnnsnnsnnssnssnssnnsonsnnsnnsnnssnsonssnssonsnnsnnsnnssnsnnsnnssnsnnssnnsnssnnsonssensnnee 1 Changing the System Date and 2 YAN ASA ZzZZ m bam 3 Adjusting Console Ringing Volume Au x dizekan ak ka 3 Adjusting Console LCD Contrast a Aya Ee nul k z yak eran 3 TWwo Console Operation ans ce use y k n Si reya bihala b y canay bibaya k y 3 Statie Discharge einsehen AA eka 3 BASIC CALE HANDLING innen nennen 5 ANSWERING CALLS si EE NENN K Ee EK KENE A Ke Ek e Siv
55. he first line will show Date time and the current system date and time Next all A level settings except wakeup calls will be printed for each extension To stop printing partway through the report press D The report looks like Date time 06 15 99 07 35 Ext RMST MESS FWDA FWDB SHLD THLD DND CHKO LDIS EXTS LOCL 101 00 Off Off Off Off Off Off In On On On 102 01 On On 101 Off Off Off Out Off Off off 103 00 On Off Off Off Off Off In On On On 104 00 On 100 Off Off Off off In Off On On These columns contain the following information Ext Contains the extension number RMST Shows the two digit room status code see command 13 on page 28 MESS Shows whether the message waiting lamp is on or off for the extension FWDA _ If this extension is set to forward all calls shows the forward extension otherwise Off FWDB _ If this ext is set to forward calls on busy no answer shows the forward ext otherwise Off SHLD if the extension currently has a call with another extension on hold THLD if the extension currently has a call with a trunk on hold 36 PhoneSuite Console User s Manual rev 090609 DND On if the extension is set to Do Not Disturb CHKO In if the extension is checked in see page 15 or Out if checked out LDIS On ifthe extension is allowed to make long distance calls EXTS On ifthe extension is allowed to make extension to extension
56. ial message type according to this chart Message I Description Number 1 Special message 1 If configured by the installer this message will be loaded into the guest s voice mailbox auto matically whenever the mailbox is cleared 2 Special message 2 loaded manually by console operator 3 Special message 3 This message will automatically be loaded into the guest mailbox upon receipt ofa MW 1 Mes sage Waiting On command from an attached PMS 4 Custom wake up greeting After selecting the message number you wish to manage the display will change to VM Message Rec 1 Erase 2 Clone 3 Enter 1 2 or 3 to invoke one of the following operations Operation en Description Number 1 Review or record a message 2 Erase the current message 3 Clone the message to an exten sion s voice mailbox Reviewing Recording and Erasing a Special Message Use the console handset when reviewing recording and erasing messages When you press 1 to record a special message the current recording will play and the system will return to the idle prompt PhoneSuite Console User s Manual rev 090609 31 If there is no current recording you will hear a tone prompting you to record your message After entering your message press the key to end it The message you just recorded will play back and you will be prompted to either enter 1 to send save the message or 2 to start the re
57. ilbox upon check in so there is a message waiting when the guest enters the room PhoneSuite will automatically load the message when the voice mailbox is cleared manually or in conjunction with a check in operation e Store other pre recorded messages into a guest mailbox For example you may wish to store a generic check out reminder message the night before the expected check out day e Override the default wake up call greeting message with a custom greeting A property may wish to change the wake up greeting on a daily basis to include the weather report or special event an nouncements e Store a message that will be loaded into the guest s voice mailbox whenever an attached Property Management System PMS issues a MW 1 Message Waiting On request to the PhoneSuite There are three different messages you may record for delivery to voice mailboxes and a special fourth message you can record that will play as the wake up greeting instead of the default 30 PhoneSuite Console User s Manual rev 090609 Special message set up consists of three steps selecting the message recording the message and storing it to a specific extension s voice mailbox Selecting a Special Message The PhoneSuite 112e must include the voice mail option to use A35 To start using the command dial A 3 5 on the console keypad The display will read which Special VM Message 1 2 3 4 Enter a single digit 1 2 3 or 4 to select the spec
58. is report will print on any printer that is set up by the installer to print A Reports To stop printing partway through the report press D This report contains a detailed list of all the calls that have been priced and stored for the selected exten sion including the trunk used for placing the call the time and date the call started the number dialed the type of call placed the duration of the call in minutes and tenths of a minute and the cost of the call At the bottom of the report the total number of calls the total sum of minutes and the total cost of the calls are all shown Status Report The Status Report button is used to print a report that shows the current room status setting for all exten sions When this feature key button is pressed the display will read Prt Room Status Report Ent D Ex Press Enter to print the report or Exit D to quit without printing The Status Report which includes all settings except wakeup calls for all extensions will be printed See the Reports section later in this manual for a detailed description of this report Note to stop printing partway through the report press D Night Mode Night Mode can be turned on or off whenever desired by pressing the Night Mode button If the Night Mode button s lamp is flashing PhoneSuite is currently in Night Mode if this lamp is unlit PhoneSuite is in Day Mode The system may also
59. le at the end of the day or for any other prolonged time Night Mode can also turn on and off automatically at times configured by the installer When PhoneSuite is in Night Mode extension users who dial 0 will not ring to the console s and any ex tensions that ring along with the console s during Day Mode Instead these calls will ring to the exten sions that are set up to ring with Dial 0 calls during Night Mode These calls may or may not continue to ring at the console s as well as at the Night Mode extensions depending on how the installer configured your system Similarly during Day Mode incoming trunk calls ring to the console s and or to various extensions set by the installer and or to the Auto Attendant During Night Mode these calls will instead ring to the Auto Attendant and or to a different set of extensions unless a particular trunk has been set to continue ringing its Day Mode extensions These calls may or may not continue to ring at the console s as well as at the Night Mode extensions depending on how the installer configured the system A41 Manual Night Mode On Off Night Mode can be turned on or off from the console whenever desired This can be done with the A41 command or by pressing the Night Mode feature key button on the console as described on page 22 Note If the Night Mode button on the console has a flashing lamp PhoneSuite is currently in Night Mode PhoneSuite Console User s Ma
60. ls and or Voice Mail messages it will first check to see if the message waiting lamp is on or if there is a wakeup call set or if there are voice mail messages that have not been erased For each of these if there is nothing to clear PhoneSuite will perform that part of the check in out procedure automatically If there is something to clear PhoneSuite will prompt you to determine whether or not it should clear this setting in this case you can press C to clear the setting and continue with the check in out procedure press to leave the setting uncleared and continue with the check in out procedure or press D to cancel the check in out procedure Example If the extension has a wakeup call set when the check in out feature is invoked the display will read 101 WAKEUP SET C Cl Ent OK D Ex To clear the wakeup call setting and continue with the check in out press C on the console keypad To leave the wakeup call setting as is and continue with the check in out press Enter To quit the check in out procedure press Exit D Similarly if the extension s message waiting lamp is set to ON or the extension has voice mail messages that have not been erased then when the check in out feature is invoked the display will read 101 HAS MESSAGE C C1 Ent 0K D Ex To turn off the message waiting lamp clear any voice mail messages and continue with the check in out press C on the console keypad To leave
61. ly only used for administrative extensions Setting a credit limit of 99 tells Phone Suite to track and cost calls for that extension but to not apply any credit limit to these calls 3 Ifthe credit limit is increased to a value greater than the current room total the calling permissions automatically return to the default check in settings Print Bill If the optional Call Accounting Card is installed this button can be used to print a phone bill for an ex tension a list of all the calls with total cost made by the selected extension since it was checked in or since the last time the extension s calls were cleared with command A51 This bill is printed automatically when an extension is checked out but there are situations where it is useful to print it manually without checking the extension out or to print a second copy after checking the guest out Example if a guest ex ceeds their credit limit is cut off from making additional calls but then pays for the calls that have already been made you would want to print the guest s phone bill clear it command 51 and reset the guest s credit limit so they can make more calls The Print Bill button s lamp will light when you press the button at which time the display will read PhoneSuite Console User s Manual rev 090609 21 Print Calls EEE Enter OK D Exit Press Enter to print the report or D to quit without printing Note that th
62. ly when 101 is busy or does not answer Press C to clear call for warding for extension 101 1 to change the call forwarding setting to all calls or 2 to change call forward ing to busy no answer calls only SUMMARY To set an extension s forwarding options from the console press Enter the extension to be forwarded the extension to forward calls to 000 or 0000 for the console or clear this field to clear call forwarding for this extension and the type of forwarding desired all calls or when the extension is busy or doesn t answer Note If call forwarding is turned on for an extension that is part of a hunt group operation will be as fol lows if a call is transferred directly to that extension or if another extension calls that extension di rectly the call will be forwarded If a call is transferred to the hunt group or if an extension calls the hunt group the forwarded extension is considered to be unavailable and will be skipped The next exten sion in the list will then be tried On the PhoneSuite 112e only a second pass through the hunt group ex tension list will be attempted and this time the forwarded to extension s will be rung In all cases an un answered call will go to the voice mail box of the first extension in the hunt group if voice mail is enabled on that extension Otherwise the call will ring to the console A31 Clear Voice Mail If optional Voice Mail is installed the console can
63. n by extension basis This can be done by running command A17 or by pressing the Ext to Ext Calls feature key button on the console See page 18 for a complete description of this command IMPORTANT The console dial 0 can always be dialed regardless of how A17 is set A18 Check Call Duration This command allows the console operator to view the phone number dialed and the duration of a call that is currently in progress between an extension and an outside trunk To do this dial A 1 8 on the console keypad The display will then read EEE Dial DDDD Dur HH MM D Ex Enter an extension number such as 101 and if that extension is on a trunk call the DDDD portion of the display will show the first four digits of the phone number that was dialed by PhoneSuite to the telephone company and HH MM will show the duration of the call so far When finished viewing this information press D to exit this display If the information is left displayed for 10 seconds the display will automati cally time out and return to idle SUMMARY To view information about a call in progress press this sequence A 18 Enter the extension number A35 Manage System Voice Messages 112e only PhoneSuite provides a method to pre record voice mail messages that can later be delivered to a specific extension s voice mailbox Using this command you can e Store a generic welcome greeting message into the guest s voice ma
64. nd this process will con tinue until the final forward to extension is busy or rings without answer At that point the call will go to the original destination extension s voice mailbox if it has one or will be returned to the extension con sole that transferred the call To change an extension s call forwarding status press A 3 0 on the console keypad If no current forward ing is active the display will read Forw EEE to FFF D Exit Enter the extension number e g 101 and the forward to extension e g 202 and the display will read Forw 101 to 202 1 A11 2 Busy NA To forward all of extension 101 s calls to extension 202 press 1 To forward extension 101 s calls to 202 only if 101 is busy or does not answer a call press 2 The setting will be made Note To forward calls to the console enter 000 or 0000 as the forward to extension Ifthe extension you wish to forward does not support forwarding the error message ILLEGAL ACTION will appear briefly as soon as you enter the extension number PhoneSuite Console User s Manual rev 090609 43 When A30 is entered if an extension already has call forwarding active as soon as the extension is entered the display will read Forw 101 to 202 All C Clr 2 B NA ifthe current setting is forward ALL calls or Forw 101 to 202 B NA C Clr 1 All ifthe current setting is to forward calls on
65. ndant Card in PhoneSuite It is not used if you have an external auto attendant or do not have an auto attendant at all To start this command press A 5 9 on the console keypad and the LCD display will read Set AA PrC Before recording a new message the old message must first be erased as shown in the following table of commands Note that in order to maximize the usage of the voice memory only the message that was re corded last can be erased and re recorded To re record an earlier message you must first erase all of the messages and then re record them all To do this press 0 7 9 on the keypad Once the messages have been erased the console s LCD display will return to the idle state After this reenter the A59 command and record your new message s To record a new message enter the 3 digit code for the message you want to record as shown in the fol lowing table of commands Command Speech Function 079 Erase All Messages do this before recording or re recording any messages 071 Record New Main Greeting 070 Listen to Main Greeting 074 Erase Main Greeting 061 Record New Night Greeting Optional 060 Listen to Night Greeting 064 Erase Night Greeting 081 Record New Transfer Message Optional 080 Listen to Transfer Message 084 Erase Transfer Message 091 Record New Busy Don t Answer Message Optional 090 Listen to Busy Don
66. ne in that room to change the sec ond digit of the room status code This allows the console operator to print a report whenever desired to view the full status of each room In this example a room that is vacant and clean would show on reports as having a room status of 12 To change an extension s room status code press A 1 3 on the console keypad The display will read EEE Room Stat SS A Nxt C Clr D Ex Enter the extension number or D to exit When the extension number is entered it will appear over the EEE in the display above and the current status setting if any will be shown in place of SS Type in a new two digit you must enter two digits setting and then press Enter if OK 28 PhoneSuite Console User s Manual rev 090609 SUMMARY To set an extension s room status enter the following sequence A 13 Enter an extension number and a two digit room status code NOTES 1 Ifa Property Management System PMS is connected to PhoneSuite and PhoneSuite is set up to send room status codes to the PMS only the second digit of the room status code the one set by maids in the room will be sent to the PMS 2 To change a room s status from the extension telephone in that room dial 2 plusa single digit status code 1 9 PhoneSuite will provide a double beep confirmation tone and will change only the second digit of the room status A14 Clear AllRoom Status Codes This command is used
67. next to the where the handset plugs into the con sole that controls the contrast of the LCD Display This does not normally need to be adjusted If any ad justment is performed us a small flat point screwdriver and adjust the potentiometer in small increments Two Console Operation If two feature key consoles are connected to PhoneSuite available in the Model 112e only both consoles will ring whenever an incoming trunk call rings to either console whenever a call rings to 0 or when ever an unsuccessful call transfer is recalled to 0 Installer B commands can only be run from Console 1 and the system date and time can only be set from Console 1 A level programming commands daily use commands that are described in this manual are available from both consoles If either console dials 0 the other console will ring so the consoles can call each other that way You may transfer a call from one console to the other by pressing 0 then C Extension users who dial 0 will ring to both consoles but they can reach a specific console by adding a second digit immediately after the 0 dialing 00 will reach Console 1 and dialing 01 will reach Console 2 Static Discharge Users in very dry environments may build up a static electrical charge by walking on carpet or sliding against furniture This static charge may build up and be discharged and felt as a shock by touching the console If you experi
68. nference Calls A conference call can be placed to allow three different parties to talk to each other at the same time One party in the conference must be internal to PhoneSuite i e an extension and one party must be on a trunk The third party in the conference can be an extension or a trunk Conference calls can be placed by the console or directly by an extension that can use Control Features this is set by the installer typically guest rooms are not allowed to use Control Features but other extensions are Only one conference call may be in progress at a time The console operator can set up a conference call by using the following procedure 1 Place a call to or receive a call from one of the three parties who is to be in the conference call and place this party on hold Repeat this process until each of the three parties is on hold 2 Once all three of the parties to be conferenced are on hold press each of these Call Buttons in turn and then press the C key on the keypad After this the selected parties will be conferenced together and the console will be removed from the call automatically Place or receive each Press each Call Button that has a call on hold Press call and put it on hold If your installation uses the Direct Inward Dialing DID or Dialed Number Identification Service DNIS features of a 1 digital line then the PhoneSuite conference bridge will be disabled and you won t be able
69. ng Card is installed Running command A10 is identical to pressing the Check In Out feature key button on the console See page 15 for a complete description of this command A11 Message Waiting On Off On telephones that are equipped with a Message Waiting lamp PhoneSuite can turn this light on or off to indicate that this extension has a message waiting in voice mail or at the front desk This can be done by running command All or by pressing the Message Waiting feature key button on the console See page 18 for a complete description of this command A12 Set Change Wakeup Call PhoneSuite can place a Wakeup Call to any extension at a predesignated date and time This Wakeup Call can be set up by running command 12 or by pressing the Wakeup Call feature key button on the con sole See page 20 for a complete description of this command PhoneSuite Console User s Manual rev 090609 27 A13 Set Room Status PhoneSuite allows the console operator or a maid in a room to enter a code that indicates the status of a room e g clean needs supplies reserved etc The code s currently applied to a room can be viewed from the console In addition a report can be printed to show the status of all the rooms Each room can have two status codes applied to it at a time This allows the maid to indicate the room s current cleaning status while the console indicates the room s current front desk status Up to
70. ng lamp was lit MWAIT CLEAR The message waiting lamp was turned off NOLOC SET Local Call Block was set local calls are now blocked NOLOC CLEAR Local Call Block was cleared local calls are now allowed NOEXT SET Ext to Ext Call Block was set these calls are now blocked NOEXT CLEAR Ext to Ext Call Block was cleared these calls are now al lowed RSTAT SET to SS Room status was set to code SS RSTAT CLEAR Room status code was cleared set to 00 VMAIL SET A voice mail message was taken and message lamp was lit VMAIL CLEAR Voice mail was cleared and message lamp was turned off WAKE ALARM n Calls A wakeup call was unanswered after n attempts WAKE ANSWD n Calls A wakeup call was answered after n attempts WAKE CLEAR Any wakeup call for this extension was cleared WAKE OFFHK n Calls A wakeup call was considered answered by the extension going off hook after n attempts WAKE SET for HH MM n Day A wakeup call was set for HH MM with n repeats On the Fly Costed Call Messages If the optional Call Accounting Card is installed in PhoneSuite and it is set by the installer to print costed calls on the fly a message will be printed after each call is finished This message will include a one line heading plus a one line record in the following format EXT TK DATE TIME NUMBER DIALED DESCRIPTION DURATN COST EEEE TT MM DD HH MM NNNNNNNNNNNNN DDDDDDDDDDDDDDDD MMMM T DDDDD CC PhoneSuite Console User s Manual rev 090609 39 Where EEEE is
71. nual rev 090609 47 System Commands Some commands affect system wide functions or affect all of the extensions in PhoneSuite These com mands include changing the system date and time clearing the 9 1 1 Alarm after someone dials 911 set ting or clearing a Trunk Alarm and setting all extensions to a checked in status In addition the console has the ability to access a particular trunk directly usually to test that it is working or to clear it if it is locked up These commands are described in this section Changing PhoneSuite s Date and Time The console operator can change the date and time that is displayed on the console and is used for system wide features such as wakeup calls To set the time or date press the key on the console keypad The dis play will read Time 1 Date 2 Prog B from Idle Time Press 1 to set the time or 2 to set the date If 1 time is pressed the display will read SET TIME hhmm Enter the time in 24 hour military format where 1 00 p m is entered as 13 00 and Midnight is 00 00 You must press two digit keys for the hour and two digit keys for the minute For example 8 05 a m is entered as 0 8 0 5 As the time is entered each digit will be displayed in the hhmm portion of the display Once all four digits have been entered the display will read SET TIME hhmm Enter if OK D Ex Press the key Enter if the new time is correct or press D
72. number has been entered press 6 to place it in Alarm state or press 3 to remove it from Alarm state and restore it to use A44 Access A Specific Trunk When placing an outgoing call from the PhoneSuite console you normally dial a Trunk Group e g dial 9 or 8 or 81 82 etc to get an outside line just as you would from any extension This will give you access to the first available phone line in this Trunk Group However the console has the ability to access a spe cific trunk when needed by using command A44 To invoke this command dial A 4 4 on the console keypad The first available Call Button will light up and the display next to it will read Trk Type in the trunk number to access not the Trunk Group number but the actual trunk number 01 32 as a 2 digit number or press Exit D to quit without accessing the trunk After entering the trunk number you will be given dial tone on the specified trunk and can place a call or press D if you were just checking the trunk for dial tone Occasionally a trunk will become hung or locked up This usually occurs when a call is hung up by the outside caller but the phone company does not pass through a signal indicating that the party at the other 50 PhoneSuite Console User s Manual rev 090609 end of the call has hung up and so PhoneSuite attempts to keep the call active If you suspect that a trunk is hung e g a trunk light is lit but no extension
73. od allows the console operator to see if an extension is answered before deciding whether or not to transfer the caller to that extension s voice mailbox This is useful when an extension is forwarded to another extension but the caller wants to reach this particular extension user or leave a mes sage for that person To accomplish this transfer make sure the call is active not on hold and dial the desired extension num ber if the extension is busy or is not answered and the console operator wants to send the call to the ex tension s voice mailbox this is done by pressing 8 for V on the console s keypad The caller will be connected to the voice mailbox and the console will be removed from the call Ifthe console operator does not wish to send the call to the voice mailbox he she can press D instead of 8 this will place the caller on hold and leave the console idle Dial extension number If busy or no answer dial 8 and wait for answer to connect to voice mail Note If the extension being called is set to forward its calls to another extension the console operator can still send the caller to the original extension s voice mailbox by dialing 8 any time before the call is an swered Making Calls The console can place calls to extensions hunt groups or outside phone numbers To place a call see the appropriate following section To transfer a call after placing it see the Transferring Calls
74. ption of entering either a repeat count of up to nine days or setting an indefinite repeat To enter a repeat count type an additional single digit 2 through 9 that 663499 will overwrite the default value of 1 Enter if you wish the wakeup call to repeat every day until can celed manually at the console or by the guest phone or automatically upon check out If you do not enter a repeat count the wake up call cycle will occur for a single day Once the wakeup time and optional repeat count are entered or if the wakeup time already displayed is correct you can save the wakeup setting by pressing the Enter key The display will briefly show a message indicating that the wakeup is being saved and the console will emit a short tone as confirmation If you do not wish to save any changes you made to the wakeup setting press D to quit Any changes you might have made to the wakeup setting will be abandoned To cancel clear any wakeup setting that is displayed press the C key The wakeup call will be erased and will not occur and the display will return to the idle mode Credit Limit Background If the optional Call Accounting Card is installed a credit limit can be set for each extension to restrict the total cost of that extension s phone calls When the extension is checked in PhoneSuite 20 PhoneSuite Console User s Manual rev 090609 automatically sets a credit limit for calls from that extension Normally thi
75. quickly checked by viewing the appropriate part of the display e Status Lights Busy Lamp Fields BLF These lights show the status of the extensions and trunks that are selected to display The lights are arranged in rows and columns where the row indicates the PhoneSuite Console User s Manual rev 090609 1 first two digits of the extension and the column indicates the last digit For example the top row is usually used for extensions 100 109 and the second row for extensions 110 119 However the ex tension lamps can be set by your telephone installer to display different extension numbers so these numbers may represent different extensions on your phone system Trunk lights are fixed and cannot be reassigned For extensions a solid red light means the phone is in use or ringing a blinking red light means the phone is idle hung up but has the message waiting lamp on and a dark unlit lamp means the phone is idle hung up For trunks a solid red light means the trunk is in use or ringing a blinking red light means the trunk has been removed from use either manually or automatically due to some problem and a dark unlit lamp indicates that the trunk is idle unused e Keypad The Keypad is used to dial extension numbers outgoing trunk phone calls commands and other digits as needed when processing calls or reviewing and entering data in phone system com mands e Call Buttons The four Call Buttons are used
76. r to transferring the call he she can press C to transfer the call immediately before or after the extension starts ringing Ifa call is transferred to a busy extension with voice mail the call will drop from the console and the voice mail system will immediately answer the calling party Without voice mail when you dial the destination extension you will hear busy tone Press D to cancel the transfer and then pick up the original call by pressing the blinking call button If the extension is set to forward its calls to another extension the console operator or the call will follow this forwarding and will ring at the forward extension However if this extension does not answer the transferred call the call will go to the original extension s voice mailbox if it has one Transferring Calls That Are On Hold Whenever desired a call that is on hold can be connected to another call the console has placed This is convenient in situations where the console operator may have to try several extensions before finding the desired party In this case you can place the call on hold and can then call as many extensions hunt groups or outside phone numbers as needed After talking privately on each new call you can press D to end this new call and leave the original call on hold or you can press the Call Button the call is holding on and then press C to connect this call to the new call you placed In summary to tran
77. rsion 37 2 A25 Request Property Management System Database Dump 37 26 Display Extension Outbound Call Count Model 64 only Error A27 Display Extension Call Count Model 64 only Error Y A30 Forward Extension s Calls 43 S 5 A31 Clear Voice Mail 44 ui A32 Do Not Disturb 45 L 40 Clear Extension Features 46 y Set PhoneSuite s Date and Time 48 28 Assign to Extension 112 only 49 3 2 A41 Manual Night Mode On Off 47 E 5 42 Clear 9 1 1 Alarm 48 2 E 43 Trunk Alarm 49 a A44 Access A Specific Trunk 50 A45 Check All Extensions In 50 50 Check Out Report Extension Phone Bill 51 pa 51 Clear Extension s Phone Bill 54 ES A52 Revive Extension Calls 54 S A53 Set Credit Limit 55 9 54 Print Credit Violations 55 g o ASS Print Audit Report 55 5 A56 Clear Audit Report 56 lt A57 Check Bill Total for an Extension 56 59 Record Auto Attendant Messages 56 1461 Set Time 48 2 A62 Set Date 48 Set Date and Time 48 Hint If you do not remember an A Level command code you can press the A key repeatedly to scroll through an abbreviated list of available commands This list includes only the most commonly used A commands based on whether this is a hospitality application or a general business application For hospitality applications as configured by the installer the A Commands scroll list includes Check In or Out PhoneSuite Console User s Manual r
78. s is no limit but your installer may have set a fixed value according to your hotel s practices You may override the default limit manually by pressing the Credit Limit button Once a credit limit has been set it is used as follows After the extension finishes each call the total cost of that extension s calls is calculated If this total exceeds the extension s credit limit then the extension s calling permissions Long Distance Local and Extension to Extension are automatically turned off In addition a Credit Limit Violation Alarm Message is printed to any printer that is set to print call account ing event messages The Credit Limit button s lamp will light when you press the button at which time the display will read Cred Limit EEE CC Ent OK D Ex After a short delay the display will show the current credit limit in dollars only in the left part of the bot tom line Press Enter or Exit D if the current setting is correct or type in the new value as two digits i e 05 for 5 00 and then press Enter to save the new setting or Exit D to quit without saving the new setting Notes 1 A credit limit cannot be set for an extension that is checked out 2 Setting a credit limit of 00 tells PhoneSuite to ignore all calls made from that extension this will allow the extension to make unlimited calls without tracking these calls for billing purposes this setting is normal
79. s lit the selected extension is in Do Not Disturb mode In this mode any calls that are made or transferred to the extension will receive a busy signal or will go directly to voice mail if optional Voice Mail is installed To change the Do Not Disturb setting for the selected extension simply press the Do Not Disturb button Within one second the light will change from on to off or from off to on Message Waiting If the Message Waiting button is lit the selected extension has its message waiting status set to on If the room phone has a standard hotel message waiting lamp this lamp will be blinking Note that the message waiting lamp can be set or cleared independently of the voice mail messages but if the optional Voice Mail Card is installed the message waiting lamp will be turned on automatically when a message is left for the extension and will be turned off when voice mail is cleared or the mailbox user erases their messages To change the message waiting lamp setting for the selected extension simply press the Message Wait ing button Within one second the light will change from on to off or from off to on Check Bill Total The Check Bill Total button works only if the optional Call Accounting Card is installed This button s lamp will light when you press the button at which time the display will read 18 PhoneSuite Console User s Manual rev 090609 SDDD CC for 101 Enter OK D E
80. ser Normally the password is cleared when mes sages are cleared on check in or check out but it is also possible to clear the password from the console Dial the extension press 8 to enter the voice mail box and then dial The call will drop after enter ing the second Clearing a password can be accomplished only from the console and only for an exten sion with guest class of service The guest class of service for an extension is set by the installer If it is necessary to clear the password of an administrative non guest extension you must completely reset the voice mail box using the Clear Voice Mail button on the console Not only will the password be cleared but all stored messages and any personal greeting will also be erased Paging If external paging equipment is connected to PhoneSuite by the installer the console can place a page by dialing 55 from an idle state i e while not on a call The console operator can then speak into the con sole headset to place the page When done press D Dial 55 Talk what you say will be heard as the page when done press D NOTE The first 5 in this 55 command is the System Feature Access Digit programmed by your installer If this digit has been set to a digit different from 5 substitute the appropriate digit in this com mand For example if the System Feature Access Digit is 6 dial 65 to page Yo
81. sfer a call incoming or outgoing that is on hold Press Call Button to Dial an extension hunt group Press D to end new call or place call on hold or outside phone number and Press Call Button plus C to talk privately connect call on hold to this call PhoneSuite Console User s Manual rev 090609 Notes 1 to a hunt group will go to the first available non busy extension in the Hunt Group 2 Ifthe console operator does not wish to talk to the extension prior to transferring the call he she can press C to transfer the call immediately before or after the extension starts ringing 3 Ifa call is transferred to a busy extension with voice mail the call will drop from the console and the voice mail system will immediately answer the calling party Without voice mail when you dial the destination extension you will hear busy tone Press D to cancel the transfer and then pick up the original call by pressing the blinking call button 4 If the extension is set to forward its calls to another extension the console operator or the call will follow this forwarding and will ring at the forward extension However if this extension does not answer the transferred call the call will go to the original extension s voice mailbox if it has one Unsuccessful Call Transfers If a call is transferred to an extension that does not answer and does not have voice mail the call will ring back to the console This ring b
82. tatus an extension s Room Status Code an extension s Long Distance Local or Extension to Extension calling restrictions an extension s Do Not Disturb status or an extension s Check In or Check Out status In addition if an extension s Voice Mail messages are cleared or if PhoneSuite is changed between Day Mode and Night Mode either manually or automatically a message will print All system event messages print in the same general format Ext EEE MM DD YY HH MM lt EVENT gt lt STATUS gt Where EEE or EE is the extension number MM DD YY is the current PhoneSuite date HH MM is the current PhoneSuite time and lt EVENT gt and lt STATUS gt will include one of the following combinations lt EVENT gt lt STATUS gt Description for reference will not print ANITE SET Automatic Night Mode was invoked ANITE CLEAR Automatic Night Mode was exited CHKIN SET A Check in was performed CKOUT SET A Check out was performed DND SET The extension was set to Do Not Disturb DND CLEAR Do Not Disturb status was cleared turned off EXALL CLEAR All Features for the extension Do Not Disturb Call For warding Call on Hold were cleared LDOFF SET Long Distance Call Block was set LD is now blocked LDOFF CLEAR Long Distance Call Block was cleared LD is now allowed MNITE SET Manual Night Mode was invoked MNITE CLEAR Manual Night Mode was exited MWAIT SET The message waiti
83. that extension number into the command If this is not the desired extension num ber it is necessary to exit from the command place the call on hold or end it and reenter the command A10 Check In or Out PhoneSuite includes an easy to use Check In Check Out function that will quickly change several set tings for an extension The settings that are affected by this command are configurable and are normally set up by the installer when PhoneSuite is installed In general performing a Check In for an extension number will do the following automatically enable that extension phone to place some types of calls e g local while prohibiting it from making other types of calls e g long distance or room to room calls check for leftover settings from the previous guest such as a Wakeup Call Message Waiting Lamp or Voice Mail messages and any customized voice mail greeting and let you clear these if found clear the room s phone bill to zero if the optional Call Account ing Card is installed and also apply a credit limit to the guest s calls In general a Check Out will automatically prohibit the extension phone from making undesirable calls usually all calls except 911 calls or calls to the console check for any leftover Wakeup Call Message Waiting Lamp or Voice Mail messages and any customized voice mail greeting and let you clear these if found and print the room s phone bill if the optional Call Accounti
84. the PMS synchronize their data automatically However if PhoneSuite is powered on after having been off for a considerable amount of time it may be desirable to request aPMS Database Dump to speed up this process To do this dial A 2 5 on the console keypad The display will show DATA LOAD CHANGE SUCCESSFUL and will then return to idle PhoneSuite Console User s Manual rev 090609 37 A26 Display Extension Call Count Model 64 only This command will display a total count ofthe outbound trunk calls lasting more than thirty seconds made from and inbound calls received by a particular extension From the console idle prompt press A 2 6 The display will show EEE All Call Cnt C Clear D Exit Enter the two or three digit extension number The Cnt portion of the display will immediately change to a three digit number that indicates the total number of outbound trunks calls made from and inbound calls received by that extension Press D to exit the command or to clear the call count and exit A check in operation will automatically clear the count for that extension To view just the outbound call count use command A27 described below A27 Display Extension Outbound Call Count Model 64 only This command will display a count of the outbound trunk calls lasting more than thirty seconds made from a particular extension From the console idle prompt press A 2 7 The display will show
85. ttings the 3 key is used for Off and the 6 key is used for On Select Extension Before any of the extension specific feature key buttons are used you should first select an extension This is done automatically if the console operator is currently talking with or calling an extension Otherwise this can be done by pressing the Select Extension button and then entering the extension number Select Exten EEE Butt On Off D Ex Once you have an extension selected the lights on the top two rows of feature key buttons will light up to indicate the current settings for that extension If the light on a feature key button is on then that feature is on or allowed for that extension If the light is off then that feature is off or blocked for that ex tension For example if Long Dist Calls if lit then the extension is allowed to make long distance calls if this button is not lit then the extension is blocked from making long distance calls If you press a feature key button that is related to an extension but no extension is currently selected the console s display will show the Select Extension panel as above and you must enter a valid extension number before you can proceed Note In the examples that follow for each feature key button extension 101 has been selected Check Out If the Check In Out button is lit the selected extension is c
86. unting amp Auto Attendant Card is installed in PhoneSuite the console can use a variety of commands that are otherwise not available These commands are detailed in this section If you perform one of these commands and see the message Illegal Action then you do not have the optional card that allows you to use these commands 50 Check Out Report Extension Phone Bill This command is used to print a phone bill for a particular guest This bill will include a detailed record of each call made from the guest s extension since it was last checked in or since these calls were cleared with command A51 along with a total cost for these calls This report is printed automatically whenever an extension is checked out with the Check In Out feature key button or the 10 command but it can be printed at any time with this command Note An extension s phone bill is not cleared to zero when the extension is checked out Instead this in formation is retained until the next guest is checked in to use this extension This is done so that you can print additional copies of the report if needed If you want to manually clear an extension s phone bill to zero you can do this with command A51m described in the next section To print an extension s phone bill the Check Out Report manually press A 5 0 on the console keypad the LCD display will read Print Calls EEE Enter OK D Exit Enter the extension number
87. ur installer must also configure the system to allow paging Parking a Callon Hold in a Call Park Slot This feature is normally disabled and may be enabled only by a PhoneSuite technician The console operator can park an incoming trunk call on hold in a particular slot so that an extension can answer the call by dialing this slot number This allows the console to place a call on hold page an indi vidual and have that person answer the call from the most convenient extension PhoneSuite Console User s Manual rev 090609 11 To place a call on hold in a call park slot press while talking to the caller i e without first putting the caller on hold A park slot number will be displayed to park the call in that slot simply press that number on the console s keypad At this point the call can be answered from any extension that can use Control Features set by the installer typically guest rooms are not allowed to use Control Features but other ex tensions are To answer the call at the extension pick up the extension s handset and dial 56 plus the park slot number While the call is active A park slot number will be displayed dial not on hold dial C that number to park the call NOTE The 5 in the 56 command the extension user dials is the System Feature Access Digit If this digit has been set to a different digit than 5 substitute the appropriate digit in this command Co
88. urrently checked in If not it is currently checked out Pressing the Check In Out button will not toggle this setting automatically but it will show you the current check in out status for the selected extension and will allow you to check the extension in or out if desired If the extension is currently checked in you will see 101 Checked IN 3 Check OUT D Ex PhoneSuite Console User s Manual rev 090609 15 If the extension is currently checked out you will see 101 Checked OUT 6 Check IN D Ex Press 3 to perform a check out for this extension press 6 to perform a check in for this extension or press D to exit from this display without changing the extension s checked in out status When you check an extension in or out PhoneSuite will automatically perform certain actions based on how the installer configured your system These actions may include any or all of the following turning off the Message Waiting lamp on the room phone clearing any Wakeup Call that has been set for this room clearing any Voice Mail messages left in this room s voice mailbox along with any customized voice mail greeting that may have been recorded restricting the room s calling permissions to prevent local long distance and or room to room calls and printing an extension phone bill if the optional Call Accounting Card is installed If PhoneSuite is set to clear Message Waiting lamps Wakeup Cal
89. xit Where DDD CC is the total cost in dollars and cents of the calls this extension has made since being checked in or since the calls were last cleared with command A51 Note that it will take a few seconds for PhoneSuite to total up the current bill before it displays this total in the meantime the actual letters DDD CC will be shown in the display Clear Voice Mail If optional Voice Mail is installed and the selected extension has voice mail messages and or has a lit mes sage waiting lamp the Clear Voice Mail button will be on Pressing the Clear Voice Mail button allows you to clear the message waiting lamp and erase all voice mail messages and erase any customized greet ing the extension has recorded When Clear Voice Mail is pressed the display will read Clear Voice Mail 101 C Clear D Ex Press to clear the settings as described above or press D to exit without clearing The PhoneSuite 112e can be configured to load a default message into the mailbox after it is cleared See the description of the A35 command on page 30 Note The PhoneSuite voice mail system has two ports on the Model 64 and four ports on the Model 112e so either two or four extensions can access voice mail simultaneously depending on the model If another extension attempts to access voice mail when the maximum number of users are already in the system this extension will hear busy tone However even

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