PhoneSuite Extension User`s Manual
Contents
1. Coe hy olin 26 26 iv PhoneSuite Extension User s Manual rev 090609 Basic Telephone Use This section describes how to use an extension telephone to perform various functions in PhoneSuite The functions in this section can usually be performed from any extension while other features that are de scribed in this manual are usually only available from administrative extensions not guest rooms Note that what features an extension can use depends on the extension s Class of Service setting which is configured by the installer The PhoneSuite 112 and 112e support optional Feature Phone sets that are de scribed in a separate section starting on page 23 Ring Down Extensions Your installer may have set up Ring Down extensions These are typically used in the entryway the lobby and other public areas A Ring Down extension can only be used to answer calls that are transferred to it or to call the console If the Ring Down extension is answered while it is ringing it will receive the call If it is taken off hook picked up when it is not ringing the Ring Down extension will automatically dial 0 to reach the console Ring Down extensions cannot perform any of the other features described in this ma2. 11 13 5 11 14 CLEAR ALL ROOM STATUS 12 15 ALLOW BLOCK LONG DISTANCE CALLS 13 16 CALES ced onan oe 13 17 ALLOW BLOCK EXTENSION TO EXTENSION 58 22 2 20 2 2 2 0 60020000 0000000000000050000 13 20 PRINT INDIVIDUAL EXTENSION WAKEUP REPORT 2 2 4 2 2 00001110000000000000000000500000000 14 2 1 PRINT SYSTEM WAKEUP REPORT ccesccsseesseessesseesteesecesecusccnsecsaecaaecaeecaeeeneceneeeeeseesseeaeeaeeaeceaeceeeseeenes 14 22 PRINT ROOM STATUS REPORT sccescssseesseesseessesseesceesecnsecesecnsecnsecsaecaaecaeeeneseneseeeseesseenseceseeaecaecaaecseeenes 15 25 REQUEST PROPERTY MANAGEMENT SYSTEM DATABASE DUMP csssscesssecsseceeeeecsseceseeecsseceeeeecseeeeeeees 15 30 FORWARD EXTENSION S CALLS yo 15 PhoneSuite Extension User s Manual rev 090609 11 21 Bed 16 2 EE
3. tae 5 PLACING CALLS ON HOLD x eee 5 ALT WATLING A 6 CONFERENCE 7 FORWARDING GALES S 7 ANSWER CALL RINGING ANOTHER EXTENSION IN YOUR CALL PICK UP 2 2222 8 ANSWER 8 8 DIRECTED CALL PICK UP ERRORI E 8 TO E i 8 deobeaVoscevecessoveeses 9 10 OR 60 CHECK IN OR OUT 10 11 MESSAGE WAITING 10 12 6
4. 16 CLEAR EXTENSION FEATURES 17 4 MANUAL NIGHT MODE ON OFF seceeescscesecsseeecesecaeesccuecsccsseeeessecacesecnesscesseceeenecaeeseenesseesaeseeenecaeeaeeneres 17 42 9 18 18 50 PRINT CHECK OUT REPORT EXTENSION PHONE 18 51 CLEAR EXTENSION S PHONE BILL 19 52 REVIVE EXTENSION CALLS UN ERASE AFTER CLEARING PHONE 19 93 SSET CREDIT IMID A Noh neces tise Boles 19 tSA PRINT CREDIT VIOLATIONS 20 55 PRINT AUDIT REPORT i iee t ET EEGA ENERE 20 56 CLEAR AUDIT REPORT nn aaa ten E eee 21 61 62 SET SYSTEM TIME AND DATE scssscsesecceececesseneveceesencusesocessenavsnenesencuseceseneenaseasesencsoesensneenenes 21 63 ERASE RECORD PLAY BACK AUTO ATTENDANT MESSAGES ccecsescsceesceseeeeesecatesteneeecsaeceeeaeeateaeeneees 21
5. What is a Feature Phone A Feature Phone provides enhanced functions not available from standard single line telephone sets such as Multiple appearances Calls directed to other extensions appear as flashing buttons on your phone that you can press to answer the call and move it to your own extension e Display unit that shows the extension number of calling party When used with a Property Manage ment System that supplies a guest name the name will appear in the display instead of the exten sion number If an extension has a name associated with it by console command A28 the name will also display Intercom operation through Direct Station Select DSS that can either ring the selected extension or immediately activate the speakerphone for hands free intercom operation e Single button access to voice mail e Hold button Your installer may also configure buttons for these functions e Last Number Dial LND button for one key redial Transfer button Conference button Do Not Disturb DND button e Hands free operation using the built in speakerphone spectrum PLUS s DODE OOO 3 11 es 2 TO TeleMatrix DC550 Feature Phone PhoneSuite Extension User s Manual rev 090609 23 When PhoneSuite 112 112e is equipped with the optional Feature Phone card selected station ports among the first
6. limit on the number of trunk to trunk connections so in some circumstances the transfer to the outside number will not be possible In this situation the caller will be transferred to the console op erator Answer a Call Ringing at Another Extension in Your Call Pick Up Group The extensions in your department or work group may have been programmed into PhoneSuite as a Call Pick Up Group If so you can answer a call that is ringing at another extension in your pick up group by dialing 54 to answer an incoming call that is ringing to another extension in your pick up group Answer a Call Using TAFAS TAFAS Trunk Answer From Any Station is a setting that allows you to use your extension to answer a call that arrives on an outside trunk and rings to the console and or another extension Unlike pick up groups this feature is for incoming trunk calls only not extension calls Pick up and dial 57 to answer an incoming trunk call when the phone system is TAFAS mode Pick up a Parked Call If enabled by your installer the console operator may park a call in a hold slot 1 4 for retrieval by any extension A call parked by the console operator can be retrieved at your extension by picking up your phone and dialing 56 plus the call park slot number 1 4 note that the attendant must tell you the slot number Directed Call Pick Up If enabled by your installer you may pick up a call held by another extension or by the co
7. local but this can be modified as needed to match your dialing patterns Note that 911 can always be di aled as long as a phone line trunk is available in addition depending on how PhoneSuite is programmed call to 911 may be able to seize a trunk when all trunks are busy IMPORTANT You cannot turn long distance calls on for an extension that has long distance calls dis abled in its Class of Service setting as configured by the installer 16 Allow Block Local Calls PhoneSuite can allow or block local calls from any extension on an extension by extension basis To change the local calling permission for a particular extension pick up the sub attendant extension phone and dial 16 plus the extension number plus 6 to turn local calling on or 3 to turn it off Note What qualifies as a 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 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 9 1 1 can always be dialed regardless of how the extension s calling permissions are set Other calls such as toll free 800 888 877 and 866 numbers can also be set
8. 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 Note This message will print to any PhoneSuite parallel and or serial port that is set up by the installer to output A Level Reports 21 Print 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 pick up the sub attendant extension phone and dial 21 plus This report will print the current date and time followed by a line for each extension in PhoneSuite show ing the same information as the Individual Extension Wakeup Report The following is a sample of this report Description shown for reference doesn t print Date time 01 22 02 08 02 Ext 101 For 12 30 on PEND 0 Calls Wakeup Call set but not time for it yet Ext 102 NONE None currently set amp none yesterday Ext 103 For 09 00 23 PEND 0 Calls Set for the 23rd tomorrow Ext 104 For 08 00 on ANSWD 1 Calls Wakeup Call was answered on first try Ext 217 For 08 00 on OFFHK 0 Calls Was off hook at 8 00 so call made Ext 218 For 08 00 on PEND 2 Calls Extension has been called twice with no an swer Ext 219 For 07
9. 30 on ALARM 4 Calls Ext was called max 4 times with no answer 14 PhoneSuite Extension User s Manual rev 090609 22 Print Room Status Report This command prints a report showing the current settings for each extension in PhoneSuite To print this report pick up the sub attendant extension phone and dial 22 plus The first line of the report 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 as follows Date time 01 15 02 07 35 Ext RMST MESS FWDA FWDB SHLD THLD DND LOGO CHKO LDIS EXTS LOCL 101 00 Off off Off Off Off Off In In On On On 102 01 On 101 Off Off Off In Out Off Off Off etc These columns contain the following information Ext Contains the extension number Shows the two digit room status code 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 On 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 DND On if the extension is set to Do Not Disturb LOGO if the extension is logged in to hunt groups if CHKO In if the extensi
10. 911 call 2 PhoneSuite Extension User s Manual rev 090609 Note Because of the important nature of 911 calls CMP strongly advises the PhoneSuite installer to read the Emergency Service 911 Overview section of the PhoneSuite Installation and Programming Manual carefully In addition every individual extension telephone should have instructions printed on it to advise users of the right way to dial 911 Although CMP has made every effort to ensure that 911 calls will be handled appropriately by PhoneSuite and will have the maximum chance of being connected we are not able to guarantee that every call to 911 will always be connected Calling a Speed Dial Number PhoneSuite includes a system wide Speed Dial List that allows frequently called phone numbers to be set up so that extensions can call these numbers easily without dialing the actual phone number For example Order Pizza may be set up as Speed Dial Number 1 in a hotel Any extension that can place outgoing calls can dial a Speed Dial Number however if the number is a type of call e g long distance that the extension is prohibited from placing the call will be blocked To place a call to a Speed Dial Number pick up the extension phone and dial 9 or another Trunk Group number then and then the Speed Dial digit 0 9 For example to call Speed Dial Number 1 using Trunk Group 9 you would dial 91 Access Voice Mail If optional Voice Mail is installed
11. FEATURE PHONE EXTENSIONS PHONESUITE 112 112E 00 000 23 WHATS 23 WHERE CAN I USE FEATURE 24 FEATURE PHONE SET UP si ee ad ae ee 24 PLACINGA CALE tnt edie Gos feabobeed avtagedtedthecfauilet sd tussbeod a e 24 ANSWERING CALLS sve A N 24 PLACING A CALL ON HOLD 25 DIRECT 58 0 25 TCRANSEERRING CALLS 25 CONFERENCE 25 ANSWERING A CALL RINGING ON ANOTHER EXTENSION 25 SETTING AND CLEARING DO NOT 26 VOICE MA a ae EE oe a ae eee ee 26 CALLING ANOTHER EXTENSION S VOICE 22 26 ADDITIONAL CONFIGURATION OPTIONS a niei cher neuen 26 as 26
12. appearances of other extensions the normal behavior when you answer the other extension is for the call to move to the bottom button the one used for your own exten sion Your installer can configure a feature phone to behave in answering position mode When you an swer a call on another extension the call will stay on that extension s button and not move to the bottom button If a call arrives on your own extension while you are speaking with the other extension the Feature Phone will emit a buzzer sound to alert you to the other incoming call Press Hold to place the current call on hold then press the bottom button to answer the call to your own extension You may switch between calls by pressing Hold and then an extension button 26 PhoneSuite Extension User s Manual rev 090609
13. at its option of a part or parts determined by it to be defective 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 Extension User s Manual rev 090609 TABLE OF CONTENTS Emergency Calls calls to 911 a he 2 CALLING A SPEED DIAL NUMBER 3 ACCESS VOICE MAIL a 3 3 E E 4 552050040006 5 86 5 Unsuccessful Call
14. eight can be configured by your installer to work with Feature Phones The button to feature assignments can vary from installation to installation but the buttons should be la beled with their functions Your installer may also enable sub attendant features on the Feature Phone extensions that allow access to most of the console A level commands by dialing the appropriate digits See the Sub Attendant Extensions section on page 8 of this manual Where can use Feature Phones Feature Phones are ideal for office manager s apartment and other locations that require the enhanced functions Because Feature Phones require a power supply they must be used in locations with an accessi ble power receptacle When an extension has been programmed as a Feature Phone only a Feature Phone will work regular telephone sets will not work Feature Phone Set Up There are two aspects to setting up a Feature Phone configuring the Feature Phone set and configuring PhoneSuite Consult the documentation that came with your Feature Phone set to learn how to configure the following settings on the set itself 1 Set time and date display format 2 Set time and date The Feature Phones do not synchronize with PhoneSuite 3 Disable pre dial 4 Disable voice mail one touch messaging Changes to button assignments which button performs what function must be programmed by your PhoneSuite installer The Feature Phone
15. 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 and 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 pick up the sub attendant phone and dial 30 plus the extension number plus the destination extension plus 1 to forward all calls 30 plus the extension number plus the destination extension plus 2 to forward busy no answer 30 plus the extension number plus 9 to cancel all forwarding 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 112 and 112e only a second pass through the hunt group extension list will be attempted and this time the forwarded to extension s will be rung In all cases an unanswered c
16. has eleven programmable buttons arranged on a column on the right hand side of the set Button 01 is at the bottom and button 11 is at the top Button 01 will always be configured as your own call button Calls ringing to your extension will flash Button 01 Button 02 is also special It is used as a second appearance of your own line enabling you to receive or make a second call when a call is already on hold Placing a Call Depending on how your installer configured PhoneSuite when you lift the handset of a Feature Phone you may not hear a dial tone until you select a Call Button Each extension will have its own call button usu ally the bottom most button in the row To place a call using the handset lift the handset and if you do not hear dial tone press your own call button and dial the number For hands free operation using the speak erphone leave the handset hook and press your own extension button Answering Calls When your set rings pick up the handset and press a flashing call button For hands free operation leave the handset in the cradle press the Speaker button and press a flashing call button to begin using the set as a speakerphone If your extension is programmed to auto answer you need to only pick up the hand set or press the Speaker button to answer the call To end the call either hang up or press the Release 24 PhoneSuite Extension User s Man
17. set both digits in a status code at the same time so before making a change it is useful to print the Room Status Report 22 to determine what the current codes are Example The ABC Motel uses the following room status codes for the first digit 1 Room is vacant 2 Room is reserved without payment 3 Room is reserved with deposit 4 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 is ready for use 3 Room needs maintenance or repair When a room is checked out or is reserved the sub attendant sets the status code to 11 21 22 31 32 etc as appropriate When the maids and or maintenance staff are finished in each room they use the extension phone in that room to change the second digit of the room status code This allows the sub attendant to print a report 22 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 from a sub attendant extension pick up the phone and dial 13 plus the extension number plus SS plus Where SS is the new room status value You must dial the key at the end for the setting to be complete Note If a Property Management System PMS is connected to PhoneSuite and PhoneSuite is set up to send ro
18. such as 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 already checked out To run this command manually pick up the sub attendant phone and dial 51 plus the extension number plus 52 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 pick up the sub attendant phone and dial 52 plus the extension number plus 53 Set Credit Limit 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 automatically sets a credit limit for calls from that extension initially a default credit limit is configured by the installer but this limit can be changed manually to a different value with the 53 command Once a credit limit has been set it is used as follows After the extension finishes each call the total cost of that extensi
19. to Always Allow status if desired 17 Allow Block Extension to Extension Calls PhoneSuite can allow or block calls from any extension to other extensions on an extension by extension basis To change the extension to extension calling permission for a particular extension pick up the sub attendant extension phone and dial 17 plus the extension number plus 6 to turn extension to extension calling on or 3 to turn it off IMPORTANT The console dial 0 can always be dialed no matter what this setting is You cannot turn extension to extension calls on for an extension that has these calls disabled in its Class of Service setting as configured by the installer PhoneSuite Extension User s Manual rev 090609 13 20 Print Individual Extension Wakeup Report This command prints the Wakeup Call status for a single extension To print this report pick up the sub attendant extension phone and dial 20 plus the extension number plus The extension s Wakeup Report will print as a 2 line message The report contains the following informa tion Date time MM DD YY HH MM Ext EEE For HH MM on DD lt STATUS gt Where MM DD YY HH MM is the current date and time and 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 DD is the calendar day for this Wakeup Call or if the wakeup is for the next possible wakeup time The lt STATUS gt
20. 7 to set the wakeup call PhoneSuite Extension User s Manual rev 090609 3 Depending on the PhoneSuite model and whether a voice mail card installed you will either hear confir mation message or a few short beeps If you instead hear busy tone this indicates an error and you should redo the process Examples To set a wakeup call for 6 00 a m enter 5 0600 and listen for the confirmation beeps To set a wakeup call for 1 00 p m enter 5 1300 To cancel a wakeup call enter 9999 as the wakeup time Set Room Status Code A Room Status Code can be set for any extension from the extension phone This feature is used in ho tel motel environments to allow housekeepers to change a room status code as they enter an unmade room or as they leave a newly cleaned room To set a status code pick up the phone and dial 2 plus the room status code 1 9 to set for this extension See page 11 for more information on room status codes 4 PhoneSuite Extension User s Manual rev 090609 Advanced Feature Use If configured by the installer some extensions may be allowed to use Control Features These exten sions can be used to transfer calls to answer calls that are ringing at another extension to put calls on hold to establish conference calls to forward their calls to another extension or to the console and a variety of other features Throughout this section it is assumed that the System Feature Access Di
21. PhoneSuite A division of Call Management Products Inc Extension 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 PhoneSuite Extension User s Manual rev 090609 How to Reach Customer Support If you encounter problems you 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
22. 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 clear these if found clear the room s phone bill to zero if the optional Call Accounting 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 clear these if found and print the room s phone bill if the optional Call Accounting Card is installed 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 command 50 If you are done printing copies of the bill and wo
23. all 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 31 Clear Voice Mail If optional Voice Mail is installed the sub attendant can clear the messages in an extension s voice mail box 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 10 To clear an extension s voice mail messages and password and any customized voice mail greeting manually pick up the sub attendant phone and dial 31 plus the extension number plus 9 Note The PhoneSuite voice mail system has two ports up to four are available in Models 112 amp 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 How ever even if all ports are in use voice mail messages can still be cleared 32 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 of
24. connected to just one party without another call on hold Some versions of the PhoneSuite 112e operating software do not support call waiting PhoneSuite Extension User s Manual rev 090609 Conference Calls To make a conference call start by placing your first call or answer an incoming call and then put this call on hold described earlier Place your second call perform a hook flash and when you hear dial tone dial 59 to put both calls together with your extension as a 3 party conference call Note If you hear busy tone after dialing the 59 PhoneSuite s conference bridge is already in use and you cannot place a conference call at this time Also conference calls must contain at least one trunk party or the console not just three extensions Forwarding Calls Calls that ring to your extension can be forwarded to another extension This forwarding can be done for every call to your extension or just for calls that arrive when your extension is busy or is not answered not answered means it continues to ring for the length of the System Forward on No Answer Timer which is five rings unless configured differently by the installer Calls that are forwarded on busy or no answer may be forwarded either to an extension or an outside number An extension that forwards all calls can only forward to an extension not an outside number To always forward your extension to another extension pick up the phone and dial 51 p
25. e Phone may be set by the installer to ring along with the other extension to start ringing only after the called extension goes unanswered for a certain number of rings or to never ring To answer a call ringing on another extension lift the handset and press the Call Button for the other extension instead of your own You may also leave the handset in the cradle and press the Call Button for hands free operation In either case the call will move to your own extension PhoneSuite Extension User s Manual rev 090609 25 Setting and Clearing Do Not Disturb The Do Not Disturb button is a toggle press it once and the button will blink indicating Do Not Disturb is on press it again to turn off Do Not Disturb When Do Not Disturb is on your extension will appear to be in use and incoming calls will ring as busy if no voice mailbox is assigned or if no call forwarding is en abled on the extension If voice mail is enabled for the extension then the call will go immediately to voice mail If call forwarding is set up the incoming call will first ring on the forwarded to extension and then be answered by the original extension s voice mail if there was no answer on the forwarded to extension Voice Mail If your PhoneSuite includes optional Voice Mail you can enter the Voice Mail system by selecting your own line and pressing the red Voice Mail button Follow the prompts to record a personal greeting that call ers will hear whe
26. e the above command but enter 9 as the wakeup call time 13 Set Room Status PhoneSuite allows the sub attendant and maids in a room to enter codes that indicate 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 a time This allows the sub attendant to indicate the room s current front desk status and then have a maid update the room s cleaning status every day Up to 9 individual status codes 1 9 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 1 9 can be set up for the sub attendant 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 sub attendant codes allowing for a total of 18 dif ferent 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 sub attendant and the second digit was set by the maid in the room PhoneSuite Extension User s Manual rev 090609 11 Notes 1 status codes no particular meaning to PhoneSuite so users can set these codes to mean whatever they wish to track 2 The sub attendant must
27. e you are on another call This works as follows while you are on a call any trunk call that would normally ring to your extension will generate a single non repeating call waiting tone To answer the new call perform two hook flashes The first will put your cur rent call automatically on hold the second will answer the second call At this point you have three options Speak to this party and hang up when done Your other call will ring back to you after you hang up Transfer this party This transfer is performed like any other call transfer perform a hook flash while you are connected to this party you should hear stutter dial tone at this point dial an extension num ber and either hang up immediately or wait for the extension user to answer talk to them if desired this conversation is private and will not be heard by either of the calls on hold and then hang up If you need to cancel the transfer and retrieve the call from on hold you can do this by performing a hook flash instead of hanging up Hanging up is what connects the call to the extension user and indi cates you are done with this call and are ready to return to your other call as soon as you hang up the other call will ring back to you Toggle between the calls by performing two hook flashes in a row you must wait for dial tone after the first hook flash before performing the second The first hook flash will place the current party on hold and will give
28. extension is idle Transferring Calls The Transfer button on a Feature Phone functions like a hookswitch flash on ordinary phones To transfer the current call press the Transfer button listen for the stutter dial tone and dial the destination exten sion for the transfer To complete the transfer either hang up or press the release RLS button on the Feature Phone set You may choose to wait for the called party to answer so you may announce the call and then hang up or press release If the line you wish to transfer to is busy or if the called party does not with to accept the call retrieve the original call by pressing the Transfer button again Conference Calls You may add another party to set up a conference call Place your current call on hold by pressing the Hold button Wait for a dial tone and dial the third party Wait for a connection then press the Confer ence button to enable the three way call At least one of the parties in a conference call must be a trunk call If your PhoneSuite installation includes a T1 digital trunk line conference calls will be disabled Answering a Call Ringing on Another Extension Your PhoneSuite may be configured to show the appearance of other extensions on your Feature Phone extension When the other extension is in use the Call Button for that extension will light Incoming calls for the other extension will show as a flashing Call Button Your Featur
29. f by the sub attendant extension by picking up the sub attendant phone and dialing 32 plus the extension number plus 6 to turn Do Not Disturb on or 3 to turn it off 16 PhoneSuite Extension User s Manual rev 090609 40 Clear Extension Features If an extension has particular features on this command will remove any and all of these settings The fea tures that are affected by this command are Do Not Disturb mode if on it s turned off call forwarding the extension is set to not forward calls message waiting lamp if on it s turned off 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 re trieve it from on hold and the caller must hang up and call in again and hunt group logout status 1 if the extension belongs to any hunt groups it is logged IN to these when its features are cleared Because of its effects on call hold and hunt groups this command 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 To clear all current extension feature settings for an extension pick up the sub attendant phone and dial 40 plus the extension number plus 41 Manual Night Mode On Off PhoneSuite contains a fully functi
30. git set up by the installer is set to the digit 5 Transferring Calls Once a call has been answered it can be transferred to an extension to a hunt group or even to an outside telephone number This transfer can be performed immediately or at any point later in the call To transfer a call with the party on the line first do a hook flash by pressing the flash button on the phone or by depressing the hang up hook briefly for approximately 2 second and then releasing it you will get a new dial tone and the caller will be placed temporarily on hold Next dial the extension number or hunt group number the call is being transferred to or dial 9 or 8 to get an outside trunk and then dial a phone num ber Finally hang up to transfer the call this hang up can be done immediately after you finish dialing or you can wait until the destination answers talk with this person if desired and then hang up if you do this the conversation you have will be private and will not be heard by the party you are transferring Unsuccessful Call Transfers If you transfer an incoming trunk call to an extension that is busy or doesn t answer the call will ring back to the console and co ring extensions after an amount of time designated by PhoneSuite s Busy Recall Camp On Timer if the extension is busy or by the Transfer Recall Timer if the extension rings These timers are configured by the installer The call can also return to the c
31. in PhoneSuite and your extension has a voice mailbox set up you can access your voice mail by going off hook picking up the extension s handset and dialing 50 Follow the voice prompts to listen to messages save messages erase messages record a custom voice mail greeting or set a password Once you set a password you must provide it every time you enter the voice mail sys tem If you forget your password the front desk can clear the old password and enable you to enter a new one Voice messages may be forwarded After listening to a message you will be presented with prompts for the standard disposition options 1 to listen 2 to skip 3 to delete Enter 4 followed by an extension to forward a message The disposition options will then repeat Note that forwarding is not prompted to prevent casual use by guests Set Wakeup Call You can set or clear a wakeup or reminder call to have PhoneSuite automatically call you at the desig nated time Your extension phone will ring the next time the designated wakeup time occurs This feature is used in hotel motel environments as a Wakeup Call and in business applications as a Reminder Call To set a wakeup reminder call pick up the extension phone and dial 5 HHMM Where HHMM is the wakeup time in 24 hour military format This assumes the System Feature Access Digit is 5 In some cases the installer may have configured a differ ent digit such as 6 or 7 In that case dial 6 or
32. ion and will be turned off when voice mail is cleared or the mailbox user erases their messages 12 Set Change Wakeup Call A wakeup call can be set for each extension to have PhoneSuite automatically call that extension at a specified time If the extension answers they will hear the built in PhoneSuite wakeup voice message If the extension does not answer within the programmed number of rings PhoneSuite will stop ringing and will then call the extension again one minute later This pattern will continue for the programmed number of calls The sub attendant can set and clear wakeup calls for extensions The sub attendant can also print a report showing the wakeup call settings for a particular extension or for all extensions in PhoneSuite See 20 and 21 later in this manual To set or clear a wakeup call pick up the phone and dial 12 plus the extension number plus HHMM four digits plus Where HHMM is the wakeup call time in 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 You must dial the key at the end for the setting to be complete Depending on the PhoneSuite model and the type of voice mail card installed you will either hear a con firmation message or a few short beeps If you instead hear busy tone this indicates an error and you should redo the process Note To cancel an existing wakeup call for an extension us
33. ional Auto Attendant Card in PhoneSuite It is not used if you have an external auto attendant or do not have an auto attendant at all If you have the optional Auto Attendant Card installed it can answer calls while PhoneSuite is in Day Mode Night Mode or both Whether or not it answers calls and on what ring is generally set up by the installer This command is intended only to replace the messages the Auto Attendant uses when answering calls not to change how calls are handled For example if you want to add an option like dial 1 for Reservations to the Auto Attendant you cannot do this by simply recording a new message you must also use com mand B56 to change the Auto Attendant s settings However if you want to record a holiday greeting in place of the regular greeting and then change it back after the holidays you would use this command To start this command pick up the sub attendant phone and dial 63 3 digit command code from the table below PhoneSuite Extension User s Manual rev 090609 21 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 Opti
34. lus the extension to which all calls to your extension should be forwarded To forward your extension only if your extension is busy or isn t answered within a few rings pick up the phone and dial 53 plus the extension or outside phone number to which calls should be forwarded if your exten sion is busy or doesn t answer The outside phone number should include the leading 9 or 8 To cancel call forwarding either type pick up the phone and dial 52 to cancel any previously set forwarding and select no forwarding NOTES Forwarding overrides voice mail so if your extension has a voice mailbox set up and you set your extension to forward calls when it is busy or doesn t answer the calls will be forwarded rather than going to your voice mail However if the forwarded to extension is busy or does not answer the forwarded call the call will be sent to your voice mailbox If an extension is set up to forward on busy or no answer to an outside number and the call to the exten sion goes unanswered the call will be forwarded outside and will never go to PhoneSuite voice mail In this same scenario if the extension is busy then the call will go to voice mail and will not be forwarded outside Forwarding to an outside number will expire thirty days after being set up and the extension will then re vert to its normal non forwarded state PhoneSuite Extension User s Manual rev 090609 7 PhoneSuite has
35. must be cleared to zero with the 51 command print it first with the 50 command 54 Print Credit Violations This command prints a report for all extensions that have a credit limit set The report shows the extension number its credit limit its current total phone bill amount and the message VIOLATION if the exten sion s phone bill exceeds its credit limit To print pick up the sub attendant phone and dial 54 plus 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 55 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 to print and clear automatically on a daily basis at a preset hour of the day Your installer can configure the call accounting option to enable or disable audit reporting and to set the time of day when the audit report prints To manually print the Audit Report pick up the sub attendant phone and dial 55 plus 20 PhoneSuite Extension User s Manual rev 090609 Note This report will print to PhoneSuite parallel and or serial port that is set up by the installer to output A Level Reports After prin
36. n they reach your Voice Mail box or to retrieve your messages If you have undeleted messages the Voice Mail button will flash Calling Another Extension s Voice Mailbox To transfer immediately to another extension s voice mailbox either dial the extension or press the exten sion s button and then immediately dial 8 or press the Voice Mail button Additional Configuration Options Your PhoneSuite installer may have enabled additional options for the Feature Phone extensions Auto Answer Your extension can optionally be configured to Auto Answer your own extension When Auto Answer 15 enabled you do not need to select your call button simply lift the receiver or press Speaker and begin speaking Your extension may also be configure to Auto Answer all extension appearances not just your own If two or more calls ring simultaneously Auto Answer will select the ringing extension that is closest to the bottom of the set lower button number Ringing Patterns PhoneSuite can generate five different ringing patterns that can be assigned to your own extension or to the other extension appearances These different ring patterns allow you to determine which extension is ring ing when you are not in sight of the set The available ring patterns are single ring double ring triple ring long ring followed by short ring or short ring followed by long ring Answering Position When a Feature Phone is configured with
37. nsole by picking up your phone and dialing 5 plus the number of the extension with the held call or 0 to pick up a call held by the console Place a Page If paging equipment has been connected to PhoneSuite you can place a page by picking up your phone and dialing 55 to place a page speak into the phone to place the page and hang up when done 8 PhoneSuite Extension User s Manual rev 090609 Sub Attendant Extensions In some systems one or more administrative extensions may have been programmed in their Class of Service settings to act as sub attendant extensions Sub attendant extensions can use most of the com mands that can be used from the console the A level commands The following table summarizes these commands and lists the page number in this manual where more detailed information can be found Command Description Page 10 60 Check In or Out 10 11 Message Waiting On Off 10 8 12 Set Change Wakeup Call 11 Sg 53 Set Room Status 11 5 14 Clear All Room Status Codes 12 15 Allow Block Long Distance Calls 13 2 16 Allow Block Local Calls 13 17 Allow Block Extension to Extension Calls 13 L 20 Print Individual Extension Wakeup Report 14 565 21 Print System Wakeup Report 14 gt 2 22 Print Room Status Report 15 25 Request Property Management System Database 15 amp 30 Fo
38. nual Answering Calls To answer a call from any extension simply pick up the ringing phone Note that external calls any call that arrives on an outside phone line ring with a long single ring pattern while calls from another exten sion ring with a shorter double ring pattern Making Calls When you pick up an extension phone to make a call the dial tone you hear is provided by the PhoneSuite phone system not by your local phone company At this point PhoneSuite is waiting for you to dial so it can determine how to direct the call Your dialing choices are described next Calls within the System to the console or another extension To place a call to another extension phone within the PhoneSuite system simply pick up the handset and dial the extension number To reach the console dial 0 zero If your extension has been programmed to prohibit extension to extension dialing or if extension to extension dialing has been temporarily disabled by the console or sub attendant you will hear a fast busy tone as soon as you begin to dial the destination extension number but calls to the console will still go through If the extension you dialed is in use or in Do Not Disturb mode one of the following will happen If that extension has voice mail you will go immediately to that extension s voice mailbox and can leave a message PhoneSuite Extension User s Manual rev 090609 1 If that extension does not have
39. om 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 NOTE To change the second digit of 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 14 Clear All Room Status This command is used to clear the current room status settings for all extensions Pick up the sub attendant extension phone and dial 14 plus and all extensions will have their room status codes changed to 00 You must dial the key at the end for the setting to be complete 12 PhoneSuite Extension User s Manual rev 090609 15 Allow Block Long Distance Calls PhoneSuite can allow or block long distance calls from any extension on an extension by extension basis To change the long distance calling permission for a particular extension pick up the sub attendant exten sion phone and dial 15 plus the extension number plus 6 to turn long distance calling on or 3 to turn it off 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
40. on 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 PhoneSuite Extension User s Manual rev 090609 19 addition a Credit Limit Violation Alarm Message is printed to any printer that is set by the installer to print call accounting event messages To set a new credit limit for an extension pick up the sub attendant phone and dial 53 plus the extension number plus the credit limit as two digits plus Remember to enter the new credit limit value as two dollar digits i e 05 for 5 00 and then press to save 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 normally only used for administrative extensions Setting a credit limit of 99 tells PhoneSuite to track and cost calls for that extension but to not apply any credit limit to these calls 3 If an extension exceeds its credit limit and has its calling permissions turned off these permissions can be turned back on manually by using the commands 15 16 and 17 as described earlier However the credit limit must first be increased or the extension s phone bill
41. on automatic Night Mode see the Console User s Manual Notes 1 Depending on how the Console Class of Service is set command B49 described in the Installation amp Programming Manual the console s may not ring while PhoneSuite is in Night Mode but incoming PhoneSuite Extension User s Manual rev 090609 17 trunk calls will still display on the console s s display and can be answered from the console s if de sired 2 115 possible to have particular trunks ring in the same way during both Day Mode and Night Mode This is useful for restaurant or other specialty lines that should always ring to the same extensions Consult your installer for details 3 If the optional Auto Attendant Card is installed it can be configured by the installer so that incoming trunk calls will be answered differently in Night Mode and Day Mode 42 Clear 9 1 1 Alarm If PhoneSuite is set up in programming to perform high level 9 1 1 Alarms the console s and an optional 9 1 1 Alarm Co Ring Extension will ring continuously if an extension dials 9 1 1 on a trunk The con sole s and alarm extension will continue to ring until the alarm is cleared To clear the 9 1 1 alarm pick up the sub attendant phone and dial 42 plus 9 to clear the alarm Note This command clears the 9 1 1 Alarm but has no effect on the actual call being placed to 911 43 Trunk Alarm This command is used to temporarily remove a trunk from use when the
42. on is checked in or Out if checked out LDIS On if the extension is allowed to make long distance calls EXTS On if the extension is allowed to make extension to extension calls if the extension is allowed to make local calls 25 Request Property Management System Database Dump This rarely used command requests information from a Property Management System PMS that is con nected to a PhoneSuite Model 112 or 112e This command is not available in PhoneSuite Model 64 Nor mally PhoneSuite and 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 a PMS Database Dump to speed up this process To do this pick up the sub attendant extension phone and dial 25 30 Forward Extension s Calls The sub attendant can set an extension s forwarding options so calls to the extension are forwarded to an other extension to the console or to a hunt group 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 sub attendant can also clear an extension s forwarding options PhoneSuite Extension User s Manual rev 090609 15 With call forwarding set a call that is transferred to the extension and meets the forwarding criteria e g the
43. onal 080 Listen to Transfer Message 084 Erase Transfer Message 091 Record New Busy Don t Answer Message Optional 090 Listen to Busy Don 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 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 0 Listen to Secondary Message where x is as above x 4 Erase Secondary Message where x is as above Before a message can be re recorded it must be erased If this message was the last one re corded then it can be erased using the command indicated and can then be re recorded How ever if another message has been recorded since this message then this command will not work instead you must erase and re record ALL the messages Commands are entered as indicated in the above table when a record command is used you will hear a beep through the extension handset indicating the beginning of the recording When you hear the beep talk into the handset to record your message when done hang up the extension telephone Reminder How the Auto Attendant handles calls what ring it answers on and how it transfers them is set up by your installer 22 PhoneSuite Extension User s Manual rev 090609 Feature Phone Extensions PhoneSuite 112 112e only
44. onal Night Mode that can be invoked manually or automatically This mode is designed to direct calls to alternate locations after hours when there may not be someone available at the front desk to answer calls There are two ways to invoke Night Mode manually or automatically Night Mode can be turned on manually when the sub attendant leaves his her desk at the end of the day or for any other prolonged time This is usually accomplished by pressing the Night Mode key on the console Pressing the key again will take the system out of night mode and return it to Day Mode Whether or not the system is in Night Mode is indicated by an illuminated lamp on the Night Mode key If the lamp is on then the system is in Night Mode Night Mode can also be configured by the installer to turn on and off automatically at the times of day you specify When PhoneSuite is in Night Mode incoming trunk calls and extension users who dial 0 will ring night mode extension lists that may be different from the Day Mode lists In addition the console s may not ring in Night Mode The extensions rung and nighttime console ringing can be configured by your installer The installer may also configure the Auto Attendant option to immediately pick up incoming calls and to play a different Night Mode greeting message To turn Night Mode on or off manually pick up the sub attendant phone and dial 41 plus the 6 to turn night mode on or 3 to turn it off For more information
45. onsole if you transfer it to a hunt group since the call is transferred to the first non busy logged in extension in the hunt group if this ex tension is not answered the call is returned as described Calls that return to the console and co rings after a transfer attempt will ring with a triple ring pattern Calls will not return to you if you transferred them to an outside phone line If you transfer an internal extension to another extension that does not have voice mail assigned then the originating caller will hear either busy if the extension is in use or continuous ringing if the extension is free If voice mail is enabled an internal transfer will be answered immediately by Voice Mail if the trans ferred to extension is busy or after the Transfer Recall Timer interval if the transferred to extension doesn t answer Placing Calls on Hold To place a call on hold first do a hook flash by pressing the flash button on the phone or by depressing the hang up hook briefly for approximately 2 second and releasing it Dial 58 at the new dial tone You can now place another call or simply hang up and the caller stays on hold To retrieve the call from on hold pick up the phone and dial 58 PhoneSuite Extension User s Manual rev 090609 5 Call Waiting If Call Waiting is enabled for your extension by the installer you can use call waiting functions to answer and if desired transfer an incoming trunk call whil
46. re 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 use this command pick up the sub attendant phone and dial 43 plus plus 6 to remove the trunk from service set unavailable or 3 to return it to service Where TT is the two digit trunk number 01 32 50 Print 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 51 along with a total cost for these calls This report is printed automatically whenever an extension is checked out with command 60 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 information is retained until the next guest is checked in to u
47. rward Extension s Calls 15 E 3 31 Clear Voice Mail 16 58 732 Do Not Disturb 16 40 Clear Extension Features 17 41 Manual Night Mode On Off 17 42 Clear 9 1 1 Alarm 18 43 Trunk Alarm 18 a5 61 Set System Time 21 62 Set System Date 21 4 50 Check Out Report Extension Phone Bill 18 51 Clear Extension s Phone Bill 19 5 52 Revive Extension Calls 19 5 8 553 Set Credit Limit 19 9 754 Print Credit Violations 20 lt 8 55 Print Audit Report 20 5 lt 56 Clear Audit Report 21 63 Record Auto Attendant Messages 21 To use these commands pick up the sub attendant phone and dial the star key plus the two digit command number and you will hear a brief tone Then dial the optional settings such as extension number on off value etc as described in the following pages You will hear a double beep confirmation tone to indicate that your setting was completed successfully If anything you dial is invalid or not in the proper sequence you will hear busy tone instead of the double beep confirmation tone PhoneSuite Extension User s Manual rev 090609 9 10 or 60 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
48. se 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 51 18 PhoneSuite Extension User s Manual rev 090609 print extension s phone bill the Check Out Report manually pick up the sub attendant phone dial 50 plus the extension number plus 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 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 are shown Note This report will print to any PhoneSuite parallel and or serial port that is set up to output A Level Reports as configured by the installer 51 Clear Extension s Phone Bill 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 command 60 to ensure the previous guest s calls are not charged to the new guest This command can be run manually if the phone bill needs to be cleared at another time
49. ting the 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 56 described next 56 Clear Audit Report This command is used to manually clear reset the Audit Report which was described in the previous 55 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 pick up the sub attendant phone and dial 56 plus 61 62 Set System Time and Date The sub attendant can change the date and time that is displayed on the console if installed and is used for system wide features such as wakeup calls To set the time pick up the sub attendant phone and dial 61 plus HHMM plus Where HHMM is the current time in 24 hour military format Example 6 00 a m is entered as 0600 and 6 00 p m is entered as 1800 Midnight is 0000 To set the date pick up the sub attendant phone and dial 62 plus MMDDYY plus Where MMDDYY is the current date as month 2 digits day 2 digits and year 2 digits Example July 1 of 2002 is entered as 070102 63 Erase Record Play back Auto Attendant Messages This command is used to record or change any of the messages used by the opt
50. ttendant extension In any of these situations you will hear a fast busy tone a few seconds after dialing and must hang up Otherwise PhoneSuite will place the call you requested NOTE As long as a phone line is available you will always be able to dial 911 Usually this should be dialed as the desired Trunk Group e g 9 plus the digits 911 However PhoneSuite allows extension users to dial just 911 without first dialing a trunk group In this case the call will go through as long as you do not dial any additional digits after the 911 however this takes slightly longer than if you dial the trunk group number first and then dial 911 Emergency Calls calls to 911 To place a call to Emergency Services 911 the fastest method is to pick up the phone dial an appro priate Trunk Group e g 9 and then dial 911 Additional 911 options are described next PhoneSuite allows extension users to dial just 911 without first dialing a trunk group In this case the call will go through as long as you do not dial any additional digits after the 911 however this takes slightly longer than if you dial the trunk group number first and then dial 911 This optional dialing method can also be disabled in programming so it may not work in all cases If all phone lines trunks in use when an extension user attempts to dial 911 PhoneSuite may disconnect a call that is in progress in order to place the
51. ual rev 090609 button Note that you may answer calls ringing on another extension by pressing the appropriate Call But ton The call will move to your own button button 01 If your installer has configured your phone as an answering position you must always touch a blinking key to answer a call Placing a Call on Hold To hold a call press the HOLD button Button 02 will immediately light and give you a dial tone so you may start another call If you do not wish to start another call hang up or press the RLS button Your but ton 01 will blink as long as the held party stays on the line To retrieve the held call on your phone press button 01 When you place a call on hold your line appearance on other Feature Phones will also blink and these other phones may retrieve your call from hold by pressing the blinking button for your extension To retrieve a call held at another phone press that extension s call button the call will move to your own button This is one method to transfer calls among Feature Phone users Direct Station Select DSS You may call an extension directly by lifting the handset and pressing the button for the desired extension For hands free operation to another Feature Phone simply press the extension button without lifting the handset Your PhoneSuite installer may also enable intercom like hands free alerting that will automati cally connect to the called party s speakerphone if that
52. uld like to manually clear the bill in order to free up mem ory 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 To perform a check in or check out from a sub attendant phone pick up the phone and dial 10 plus the extension number plus 6 to do a check in or 3 to do a check out Or 60 plus the extension number plus a 6 to do a check in or 3 to do a check out 11 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 The sub attendant can turn an extension s message waiting lamp on or off by picking up the phone and dialing 11 plus the extension number plus a 6 to turn the lamp or 3 to turn the lamp off 10 PhoneSuite Extension User s Manual rev 090609 Note that the message waiting lamp be set or cleared independently of the voice mail messages but if the optional Voice Mail Card s is are installed the message waiting lamp will be turned on automatically when a message is left for the extens
53. voice mail you will hear a busy tone and will need to try your again later If the extension you dialed is available it will ring and you will hear a ring back tone The phone will continue to ring until it is answered or you hang up Calls Outside the System to an outside phone number To place a call to a phone number outside the PhoneSuite system a local call long distance call etc pick up the handset on your extension telephone and then dial 9 or 8 or 8 plus another digit such as 83 based on the instructions on your extension telephone This requests access to an outside phone line so that you can make your call If all of the phone lines in the Trunk Group you dialed the 9 8 etc are in use or if your extension is not set up to allow access to this Trunk Group you will hear a fast busy tone and must hang up Other wise you will hear a new dial tone indicating that you may now dial a phone number Once you dial the phone number PhoneSuite will check the number you dialed to determine how to route the call The call will not be allowed if You dial a phone number that is blocked by PhoneSuite e g a 900 number or another restricted number Your extension s Class of Service setting configured by the installer prohibits calls of the type you dialed Your extension s current local or long distance calling permissions have been temporarily disabled by the console or by a sub a
54. you stutter dial tone so you can transfer this party if desired the second hook flash will connect you to the other party You can toggle between the two calls as many times as you want This allows you to talk to each party in turn as many times as needed and handle each call in what ever manner is appropriate finish it and hang up or transfer it as described under 2 above Your con versation with each party will always be private the other party will remain on hold and will not hear this other conversation Remember when you have finished either call hang up your phone The other call will ring back to your phone automatically and can be answered normally Notes 1 PhoneSuite views sending a call waiting signal to a busy extension as the same thing as sending ring ing to anon busy extension If other extensions and or the console set to ring with incoming calls they will ring while you receive the call waiting tone If an incoming call is not answered by any party it will go to voice mail if available as follows Dur ing Day Mode incoming trunk calls ring to the extensions configured by the installer During Night Mode incoming trunk calls ring may ring to a different set of extensions In both cases if the installer can designate a particular extension to receive the voice mail If a party hangs up while on hold PhoneSuite will normally detect this and will return to normal mode At that point you will be
Download Pdf Manuals
Related Search