PhoneSuite Touch Screen Console User`s Manual Revised 07/10/09
Contents
1. If the console displays and 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 Two Line Display For detailed instructions see Changing PhoneSuite s Date and Time later in this manual Grid Layout The main grid is broken up into a series of tabs View All Check In Out Dialing Permissions 6 Wakeup Calls Room Status Stations Trunks Directory and Open Close Each of these is described in detail below e View All The View All tab provides a comprehensive picture of room status Guest Name Gf any Check In out Wakeup Calls Room to Room Dialing Permission Local Dialing Permission Long Distance Dialing Permission Do Not Disturb Message Waiting and Voice Mail PhoneSurte Touch Screen V 0 920 a Name 09 17 08 12 07 Features A Ad View All Gheck In Out Dialing Permissions Directory Close 2 Pye yt In Out Calls Calls Calls Disturb 5 Wakeup Calls Room Status Stations Trunks Check Long Dist Local Ext to Ext Do Not e Check In Out The Check In Out tab provides a quick glimpse of all rooms that are checked in or out along with the guest name if any assigned to that room You can sort by checked in or checked out status by clicking on the column heading In Out E NG Pho 09 17 08 12 12 Features A Ad PhoneSurte Touch Screen V 0 920 Wakeup Calls Room2. 6 A few black boxes will appear and disappear If a black box opens indicating the update was successful close the box 7 Restart the touch screen device a ae 45 New Features A Level Reports A level reports are now available through the TSC When you run an A level report a new form will appear where the report will be printed You have the option of saving the report to a file emailing the report to an account or printing a report The figure below shows the typical output window for an A22 level report a PrintQutForm DateAime 07 15 09 18 08 lEt RMST MESS FWDA PWDE SHLD THLD DND CHKO LDIS EATS LOCL 100 Of OF Of Out OF On On 101 Out off Off 102 Out 103 Out Out Out Out Out Out Out Out Out Out Out Out Out Out Out Out Out Out Out Out Out Out Out SR RRS RRRR SR RSPR Sees e Seas asa as SS SSS S3SSS SS SSS 9S 8S SSS SSS9aSs SSeS SSS SS SSS SS SSS SS SSSeseSas BSS SSS eee eee SSeS Se SeSSes D a a See ee SSeS eS SSeS eee SSSR eRS Se SSS SSeS SESS SSeS SSS SS SRS SS SS SS SSS SSS SSS SS I yay Pis Save Font cize Send Email Y Emai Address E q 4 To email a report you must first configure the account s where the email will be sent To set up an email account please do the following 46 1 Go to Start gt All Programs gt PhoneSuite gt PhoneSuite Touch Screen Setup Tool Go to Additional Settings Type in an email address in the Add
3. Wakeup Calls Room Status Stations Trunks Directory Close oe m Check Long Dist Local Ext to Ext Do Not In Out Calls Calls Calls Disturb e e o om Message Check Clear Clear Ext Wakeup 7 8 9 Waiting Bill Total Voice Mail Features Call C _ HPA Select Credit Status Enter D Extension Limit Report Typically a handset is connected to the console but the talk path does not come through the TSC and there is no handset connected to it Instead a second hardware console HWC has a handset connected to it and should be used in place of a TSC handset Since all dialing is done either through the TSC Keypad or through the Grid Display there is no use for a dialing keypad on the attached telephone set 5 Grid Display The Grid is a tabular display which provides easy access to extensions and their settings replacing most but not all of the functions provided by the Feature Key Buttons The Grid also shows which stations and trunks are active and displays the length of call for any active extension Two Line Display The Two Line Display is used to enter and display data for various commands that are described in this manual It is also used to display the system date and time Call Buttons The four Call Buttons are used for handling making answering transferring and holding calls When an incoming call arrives from an extension or trunk it flashes on the first available Call Button and the call i
4. Trunks Directory View All Check In Out Dialing Permissions a 2 JCJ Check Long Dist Local Ext to Ext Do Not In Out Calls Calls Calls Disturb 10 e Room Status The Room Status tab is meant to provide a quick glimpse of the room status code for each room for instance the room is set to dirty clean unmade etc However this feature should be ignored because it does not function when room status codes are being set through the PMS e Stations The Stations tab provides a quick glimpse of active calls for each room in the hotel This tab displays which rooms are active and the duration of each of those active calls You can sort by active inactive calls by clicking on the Busy column header or you can sort by call duration by clicking on the Length of Call column heading rs x BUSY TYY Station Busy Icon Station Idle Icon PhoneSurte Touch Screen V 0 920 a Name 09 17 08 12 22 Features A Ad Wakeup Calls Room Status Stations Trunks Directory Close View All Check In Out Dialing Permissions ra CC a Check Long Dist Local Ext to Ext Do Not In Out Calls Calls Calls Disturb 11 e Trunks The Trunks tab shows which trunks are active and which are inactive You can sort by active inactive trunks by clicking on the column heading Busy BUSY ey Trunk Busy Icon Trunk Idle Icon PhoneSurte Touch Screen V 0 920 Phe 09 17 08 12 25 Fea
5. but the viewing area will be much larger To return the window to its normal viewing size double click on any one of the tab headings PhoneSurte Touch Screen V 0 920 vais KO P Phone Features A ae DONN ra 2 3 A A 51 6 aliea P we _ View All Check In Out Dialing Permissions re m Enter D Wakeup Calls Room Status Stations Trunks Directory Close 15 Sorting Grid by Columns When you click on a column heading the Grid will automatically sort the Grid by that column If you click on the column heading a second time the Grid will sort by that column in reverse order For instance in the View All tab if you click on the In Out column heading the Grid will sort by all rooms that are checked in If you click on the column a second time the Grid will sort by all rooms that are checked out phc 09 17 08 12 42 Features A Ad PhoneSurte Touch Screen V 0 9270 Check In Out Dialing Permissions Wakeup Calls Room Status Stations Trunks Directory Close 2 COCCO 4 j 5 Check Long Dist Local Ext to Ext Do Not In Out Calls Calls Calls Disturb 16 Sorting Grid by Columns cont PhoneSurte Touch Screen V 0 920 wa Pho 09 17 08 12 4 Features A Ad Check In Out Dialing Permissions l Wakeup Calls Room Status Stations Trunks Directory Close 3 3 2 a 4 j 5 Check Long Dist Local Ext to Ext Do Not In Out Calls Calls Calls Di
6. Dial You may enter speed dial numbers from the console by entering a trunk access digit usually Q 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 1 Without putting the call on hold press 9 or another trunk group digit 2 Press 3 Press the speed dial digit 4 Press C 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 dial call 31 ADVANCED FEATURES Feature Key Buttons The Feature Key Buttons on the touch screen console are used to provide quick access to the PhoneSuite features commands 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 C key is used to clear a feature voice mail for example For certain on off settings the 3 key is used for Off and the 6 key is used for On Select Extension Before any of the
7. Ext Do Not In Out Calls Calls Calls Disturb C C ee 711 84 9 Message Check Clear Clear Ext Wakeup Waiting Bill Total Voice Mail Features Call MENGEI a HPA Select Credit Print Status Night Enter Dis i Extension Limit Bill Report Mode Mer LASCOnMEC In summary to transfer a call ncoming or outgoing that is on hold Press Call Button to Dial an extension hunt group or Press D to end new call or place call on hold outside phone number and talk Press Call Button plus C privately or Transfer to connect call on hold to this call Notes 1 A call to a hunt group will go to the first available non busy extension in the Hunt Group 2 If the console operator does not wish to talk to the extension prior to transferring the call he she can press C or Transfer to transfer the call immediately before or after the extension 23 starts ringing this is exactly the process by which a call is transferred from the Grid 3 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 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 forwar
8. Mode trom a PCatute Key cin tuolsaiadiol een dewiolvetsdshnnaudairnaed wrediueareraitadodaiee 43 A COME OUT ALLO C DUONG suesccheredet i Gaateeaaschagdaint ggediaaienigs eediclsa ad atu lapaialan ie daaiacincbas ous easpemlantenieedacsmaaades 44 t wontmeure Grid Closeout Time esaea ae ee ees 44 2 Restarting the Touch Screen Application eeesessseeeeeessesssssseerssssssssceeeesssssseseerrssssss 44 3 Restarting the Touch Screen DCV1CCssvesevssdenacwesaaesusandenaduryaaadatancentauriartesnesadeecdapnaredsvenden 44 A Applyime aSoftware Update sininu eee eee 44 Di New Ee aIr Sen r N N N E A 45 Diy PEK GEM INC PO ena E R A 45 25 B Feature Programming soceri eran a a E a 46 3 Attach a Printer to the TSC nnesassnessssssessssecccsorsssseessscscssrsssecencccccsersns 47 TOUCH SCREEN CONSOLE LAYOUT AND OVERVIEW This manual describes the PhoneSuite Touch Screen console TSC which is the primary operator station for handling telephone calls with the PhoneSuite telephone system The console is also used for A level system commands and to set guest room and system features There are six main parts to the PhoneSuite TSC the Grid Display the Two Line Display the Call Buttons the Keypad the Command Buttons and the Feature Key Buttons Each of these is described in detail below PhoneSuite Touch Screen V 0 920 Wakeup Wakeup vOut Set Time 09 17 08 12 09 til View All Check In Out Dialing Permissions
9. SDDD CC for 101 Enter OK D Exit 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 Maul from the Grid Voice Mail On Icon Voice Mail Off Icon If the optional Voice Mail Card is installed and the selected extension has voice mail messages the message waiting icon and voice mail icons will be lit Pressing the voice mail icon allows you to clear the message waiting and voice mail icon and erase all voice mail messages and erase any customized greeting the extension has recorded Note The PhoneSuite voice mail system has two ports on the Model 64 and four ports on the Model 112 and 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 if all ports are in use an extension s voice mail messages can still be cleared 38 Clear Voice Mail from a Feature Key If the optional Voice Mail Card is installed and the selected extension has voice mail messages and or has a lit message waiting lamp the Clear Voice Mail
10. 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 extension s message waiting lamp status 39 Wakeup Call from the Grid Q Ov Wakeup Call Pending Icon Wakeup Call Answered Icon O x Wakeup Call Alarm Icon Wakeup Call Off Icon Background A wakeup call can be set for each extension PhoneSuite will automatically call that extension at a specified time If the extension answers they will hear the built in PhoneSuite wakeup voice message PhoneSuite 112 112e models with the voice mail option have the facility for recording a custom wake up greeting Se command A32 later in this manual 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 For a printed report showing wakeup call settings see commands A20 and A21 later in this manual If the selected extension has a wakeup call pending 1 e it has been set but has not yet occurred the wakeup call icon will be on If the selected extension has answered a wakeup call the wakeup call answered icon will be on If the selected extension has failed to answer a wakeup call i e PhoneSuite has attempted to call the extension three or more tim
11. desired press D to cancel transfer From the Grid Touch the row for that extension Touch Yes at the prompt Note You cannot transfer to an extension using the Stations tab on the Grid Also you will not be able to talk privately to the called extension before making the transfer if using the Grid Outgoing Trunk Calls See Transferring Calls that are On Hold below Notes 1 A call that is transferred to a hunt group will be transferred to the first available non busy extension in the Hunt Group 2 If transferring an incoming or internal call the console operator can wait for the extension to answer and can talk with the extension prior to pressing C or Transfer to transfer the call This conversation is private and is not heard by the caller This is sometimes known as a screened transfer If the console operator does not wish to talk to the extension prior to transferring the call he she can press C or Transfer to transfer the call immediately before or after the extension starts ringing this is exactly the process by which a call is transferred from the Grid 3 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 pressi
12. 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 extension number and leave a message which can be retrieved from the console with the above process Dial extension number on To go to voice mail dial 8 At greeting dial keypad extension number again Note The PhoneSuite voice mail system has two ports up to four may be available in models 112 amp 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 28 Clearing an Extension Voice Mail Password The password can only be changed not cleared by the user Normally the password is cleared when messages 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 mailbox and then dial The call will drop after entering the second Clearing a password can be accomplished only from the console and only for an extension 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 y
13. 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 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 a 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 For example toll free 800 888 877 866 etc numbers are usually set up as local calls Ext to Ext Calls from the Grid I T Land i i D Ext to Ext On Icon Ext to Ext Off Icon If the ext to ext calls icon is lit the selected extension is allowed to make calls to other rooms If the icon is grayed out the selected extension is prevented from calling other extensions To change the ext to ext calling permission for the selected extension simply press the ext to ext calls icon IMPORTANT You cannot turn extension to extension calls on for an extension that has extension to extension calls disabled by the installer Ext to Ext Calls from a Feature Kev 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 cal
14. the voice mail messages but if the optional Voice Mail Card is installed the message waiting icon 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 setting for the selected extension simply press the Message Waiting icon Message Waiting from a Feature Key If the Message Waiting button is lit the selected extension has its message waiting status set 37 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 Waiting button Within one second the light will change from on to off or from off to on Check Bill Total from the Grid This feature is only available as a feature key function Check Bill Total from a Feature Kev 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
15. time already displayed is correct you can save the wakeup setting by pressing the OK button 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 the Cancel button to quit Any changes you might have made to the wakeup setting will be abandoned Wakeup Call from a Feature Kev Background A wakeup call can be set for each extension PhoneSuite will automatically call that extension at a specified time If the extension answers they will hear the built in PhoneSuite wakeup voice message PhoneSuite 112 112e models with the voice mail option have the facility for recording a custom wake up greeting Se command A32 later in this manual 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 For a 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 0K C C D Ex If a wakeup call has been set
16. Feature Mode Finish Attach a Printer to the TSC You can also attach a printer to the TSC The printer will print out whatever B77 serial port 2 output is set to put out You can however prevent system events from being printed To attach a printer go to Start gt All Programs gt PhoneSuite gt PhoneSuite Touch Screen Setup Tool Under Type select Printer Select the COM port for the printer and it s baud rate and any other additional settings such as data bits stop bits and parity Click the Add Port button when you are finished You will need to restart the Dispatcher or the touch screen device for the settings to take effect E d _ _ al Port Configuration Settin is V I E Drea serial Port Configuration Touch Screen Configuration Additional Settings Registered Ports Properties Type Printer 8 COM Port Stop Bits COMS One Baud Rate Parity gt 4800 9600 None Save Changes Stop Service Stan Service Remove Port
17. 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 on To go to voice mail dial 8 Leave message when keypad done press D Note If the extension being called is set to forward its calls to another extension the console operator will ring at the forwarded extension but can still reach the original extension s voice mailbox by dialing 8 any time before the call is answered Calling an Extension s Voice Mailbox 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 This feature is usually used to allow the console to retrieve messages on behalf of a guest or from a department mailbox It can also be used to provide a voice mailbox for the console
18. PhoneSuite Touch Screen Console User s Manual Revised 07 10 09 l Touch Screen Console Layout and Overview cccccccccccccsessesseeececceeeseeesseeeeeeeeeaeaeneeeeeeees 4 1 Changing the System Date and Time nnnessseooenesssssssseeerrsssssssseerresssssseseeressssssseeeeeeo 5 De O E O E E E E 5 3 Expanding Retrac ng the a01G icsciiacshousosoteantecstndadnandenchewehousdubteantensdndadaandeschewebousdueieess 14 4 Sorun Grid Dy COMMING csser siroki eren on ae EEEE E RETETE EET RR 15 3 Locanne Guest DY NINO esee a a 17 C Aomine arid Pie OU scrinio E E E EEE EEE 17 Baoe Rn E E A E E E 18 k Am Vy St CUl cate case dase teers setnslos cece sce taetos ace asc dedieaie Desa doeaceaeemeees 18 DAC AES on TONG ag ase er cesses E E 19 D esha bss ear o hog G1 I cere nee rere ty weer reer e ree tra wenn abr try heron Senay me wy ere nrere try Syme enneer rT 19 III Transferring to an Extension or Hunt Group sssseeeesssssssseeersssssssseeeresssssssseeeees 20 IV Transferring Active Calls ccccccsssssssseccccccesaeeessseeccccccsseeesseseeeeceessseeesseeeeseeeeeuags 20 BY CPU Tai Ce ANG ae rcsecescuse rics S E E ESS 21 VI Transferring Calls that are on Hold ccc ccccccccsssssseeeceeeceeeeseeeseecceeeeeesaaaeneeeeeess 21 VID Unsuccessful Call Transfers cccc ccc ccccccccecccscccssccescceseccesscessceesceessseeseuecs 23 VII Transferring to an Outside Phone Line Trunk cccccecssseeseeeeeee
19. Status Stations Trunks Directory Close 2 OCOC 4 5 Check Long Dist Local Ext to Ext Do Not In Out Calls Calls Calls Disturb 8 e Dialing Permissions The Dialing Permissions tab provides a quick glimpse of the guest name if any and dialing permissions set for each room whether or not Room to Room Local or Long Distance dialing is allowed disallowed You can sort the rooms by any of these three permissions by clicking on the column heading for that permission PhoneSurte Touch Screen V 0 920 a Name 09 17 08 12 16 Features A Ad Check In Out Dialing Permissions Wakeup Calls Room Status Stations Trunks Directory Close 2 COCCO 4 5 Check Long Dist Local Ext to Ext Do Not In Out Calls Calls Calls Disturb 9 e Wakeup Calls The Wakeup Calls tab provides a quick glimpse of the guest name if any and the wakeup calls set for each room You can sort the display to see which rooms have wakeup calls set by clicking on the column heading for Wakeup Set or Wakeup Time The Wakeup Set shows an icon indicating if a wakeup call is set if the wakeup call was answered or if a wakeup call was attempted but missed a wakeup alarm The Wakeup Time column will give information about the time a wakeup call is set for and the number of days set for that call Phone Suite Touch Sc creen V 0 920 a Name a hia 09 17 08 12 18 Features A Ad Wakeup Calls Stations
20. ator will follow this forwarding and will ring at the forwarded extension 3 If the dialed extension is busy or does not answer the console operator will NOT got to its voice mailbox automatically This can be done by pressing 8 as described below PhoneSuite Touch Screen V 0 920 Wakeup Wakeup Roo Set Time Roo 00 00 0 Days c View All Check In Out Dialing Permissions Wakeup Calls Room Status Stations Trunks Directory Close ABC DEF 2i 3 GGE JKL MNO Check Long Dist Local Ext to Ext Do Not 5 6 In Out Calls Calls Calls Disturb Message Check Clear Clear Ext Wakeup Waiting Bill Total Voice Mail Features Call FAS Mmm HAA Select Credit Print Status Night Extension Limit Bill Report Mode Enter D Calling an Outside Phone Number To dial an outside phone number from the console dial the desired trunk group number e g 9 followed by the phone number This dialing is done on the console keypad If desired the console can press C when done dialing in order to connect slightly faster if C is not 27 pressed PhoneSuite waits for additional 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 keypad When finished with the usually 9 or 8 on call press D keypad Calling an Extension s Voice Mailbox to
21. 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 greeting the extension has recorded When Clear Voice Mail is pressed the display will read Clear Voice Wail 101 C Clear D Ex Press C to clear the settings as described above or press D to exit without clearing Clear Ext Features from the Grid This feature is only available as a feature key function Clear Ext Features from a Feature Key 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 forwarding the extension is set not to forward calls message waiting lamp if on it s turned off and call on hold status Gf a call is on it 1s 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 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
22. call Note Unlike transfers to extensions a call that is transferred to an outside phone number will not return to the console if the the destination number is busy or not answered Transferring to Voice Mail PhoneSuite has an optional voice mail system that 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 installed 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 answer the call then the caller will automatically go to that extension s voice mailbox If the extension is forwarded to another extension the caller will ring at the forwarded extension if not answered at that extension then the caller will go to the extension s original voice mailbox not the forward extension s voice mailbox Note The console never goes to an extension s voice mailbox automatically If the console dials 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 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 extensio
23. cceeccccccccccccceeeeeseeececeeeeeaseeeeceeeseesaaeneeeseeess 34 Je SOCAN GAS A MOM Vie Gl ee ced geese E E E E 34 8 Local Calls from a Feature Key scesi dene cosesunnscttecnccssaussasattartnedeeutnsteacceubouesleaisdreeebsaaets 35 9 Pko Ext alle irom the Gidersen n ernis EE E A E ET 35 10 Ext to Ext Calls from a Feature CY ss ccsecansdscdicsesacaetnavecassesccaacancdesiaszcasaaninateaiecesesaecancdes 35 11 Do Not Disturb from the Grid cece ccc ccccceccscsceccscscscsceccscuceecscescscsesceseececeseeceees 36 12 Do Not Disturb from a Feature KeCY siseaicsden2sessacacavenwsatiua sacar sicedenadulsatecaseentetiubvatadieedsatdaes 36 los Messac Watine fromthe Gideren a 36 t Messase Waltine trom a Feature Ke Yad cnscenccduriuas ovenncdiy EN 36 15 Check Bill Total from a Feature Key lt esiviiancsecscte ican ices T A 37 16 Clear Voice Mail TOMINE Grid ssssnneri aa e Aa 37 17 Clear Voice Mail troni a Feanire K Cy x cca setineasetetediganta E 38 LS Clear Ext Features trom a Peaire Key ocietisiatntcngscicaiies a denuneeeeeetin 38 19 Wakeup Call from the Grids eicciecidustasisbetodesiant vars ieecdlonadanvauespacadeh sev a 39 20 Wakeup Gall froma Feature Key sec oss uten tara de cneuaiededcacme nlauivnteiiaddecstv nance eee wiavieetecek 40 2A Credit Lami Mom a Feat e KEV eina EE E E 4 22 Print ill TeOM ale CatUbe Ke yenede E T 42 DOM SALUS Report irom Feature IK eyoarcecenirstenn a a atm itealetedaw tela dueuRcaentoundaueas 42 24 Nignt
24. ce mail messages the custom greeting will still be cleared However if there are voice mail message and you choose to leave them uncleared the custom greeting will remain as well 4 It is possible to set every extension in PhoneSuite Models 112 amp 112e to a checked in status all at once This is done with command A45 as described later in the manual 5 Newer PhoneSuite 112 112e models with the voice mail option can be configured to automatically load a greeting message to the extension s voice mailbox when that room is checked in See the A35 command later in this manual 34 Long Dist Calls from the Grid Lr mo Long Distance On Icon Long Distance Off Icon If the long distance calls icon is lit the selected extension is allowed to make long distance calls If the icon is grayed out 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 distance calls icon See section below for what qualifies as a long distance call IMPORTANT You cannot turn long distance calls on for an extension that has long distance calls disabled by the installer Long Dist Calls from a Feature Kev 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 ca
25. d like to transfer to and click on that row You will get a message asking if you would like to transfer this call to that room Simply click Yes when you receive the message and the call will be transferred automatically PhoneSuite Touch Screen V 0 970 Wakeup Wakeup a Name In Out Set 09 17 08 17 54 Features A Adm View All Wakeup Calls Room Status 5 pe e GHI JKL MNO Check ae Dist ot Ext to Ext Do Not A 5 6 Calls Disturb Message Check i Clear Ext Wakeup Waiting Bill Total foice Mai Features Call n a m Night Enter D Extension Limit j Report Mode Incoming amp Internal Calls This method is used to transfer an incoming call or a console to extension call when it is active 1 e while you are talking to the caller To perform this transfer simply dial the desired 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 21 the extension s ringing or busy signal To connect the caller to the extension and exit the console from both calls press the C 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 From the keypad dial pad Dial the extension or hunt Talk privately to extension if Press C to connect or group number on keypad
26. ding and will ring at the forwarded 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 back 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 transferred to a hunt group if a 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 does not have voice mail Calls that ring back to the console after a transfer attempt will arrive on the first available Call Button not necessarily the same Call Button the call was on originally To answer 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 pressing 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 e
27. eeeees 23 IXS AS Ret GOs Voce Mill irsi E EEE EEEE e 24 X Transferring a Call Directly to a Voice MailboX nensessseoeennssssssssserrsssssssserrrssssss 24 XI Try Extension First and Transfer the Caller to Voice Mail if Unavailable 25 2 Makino Call eessen E E EEEE EE ES E 23 I Calling an Extension or Hunt Group sseeesssssssseeeresssssssseerrssssssssseeressssssseeerrssssss 25 ID Calling an Outside Phone Numbe cccccscsecccececceeeeeseeceeeeeeeaeeeeceseeeeeueeeenees 26 IT Calling an Extension s Voice Mailbox to Leave a Message cccccccceeeeessseeeeeeees 27 IV Calling an Extension s Voice Mailbox to Retrieve Messages cccccssecceeeeeeeeeeees 2d 3 Clearing an Extension Voice Mail Password ccccccesessssececcceceeessseeeeeeeeeseaeeeeeseeeeeeeaas 28 A P E E ne eenctactd ts cerage squat cosas 28 5 Parking a Call on Hold in a Call Park Slt eccssseeeceeeeeceeeseeeeceeeeesaaeeeeeeees 28 i TSC LUN EE oso ste sadnbamoneseonnencens bape A 29 T OPC A aap cease E E E csecenendienees 30 PRY eE CAN 6 eos crt cis sep EA E E A E 31 l Feature key BUUONS eese eased cen srw E EE E EEEE E 31 de SOTE O a E nee T E eet 31 Be Check mOnt om e Gdns renr eene a Ee E EE REENE r E Erien 31 Ae Check in COUT TOM a Feature Koy eneunirenniiniainieaar e n releomoraianenenete 32 3 Lone Dist Calls irom EO oe to art easinnteohcn drs rois n ae sons E ieaS 34 6 Long Dist Calls from a Feature Key
28. en Wakeup Roa JEn Time 09 17 08 12 54 Wadsworth Brian 10 55 4 Days Features A Adm SA A View All Check In Out Dialing Permissions Wakeup Calls Room Status Stations Trunks Directory Close ABC DEF _ 2 3 GGC n JKL Check Long Dist Local Ext to Ext Do Not 5 In Out Calls Calls Calls Disturb GGE 7118 9 Message Check Clear Clear Ext Wakeup Waiting Bill Total Voice Mail Features Call Transfer CCC Select Credit Print Status Night Extension Limit Bill Report Mode Enter Disconnect Transferring Calls Once a call has been answered or placed by the touch screen 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 20 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 active 1 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 described next Transferring Active Calls Using the Grid for an Active Call This method is used to transfer a console to extension call when it is active 1 e while you are talking to the caller To perform this transfer locate the room in the Grid you woul
29. es the wakeup call alarm icon will be on If a wakeup has been set pressing the wakeup call icon will clear the wakeup and you will receive a message box asking you to confirm If the wakeup call icon is grayed out pressing this icon will allow you to set a wakeup call you can also modify an existing wakeup call by clicking in the wakeup call column fro that extension When you are setting a wakeup call you will receive a dialog box showing the wakeup time set for this extension or the default value for this extension if no wakeup has been set To enter a new wakeup call or to replace the existing wakeup call enter the desired time using 24 hour military format on the dial pad Be sure to enter all four digits in HH MM For example 6 30 AM is entered as 0630 and 6 30 PM is entered as 1830 The HH MM portion of the display will be filled in with the time as you type You also have the option of entering either a repeat count of up to seven days or setting an indefinite repeat To enter a repeat count enter in an additional single digit through 7 in the box for days that will overwrite the default value of 1 Enter if you wish the wakeup call to repeat every day until canceled manually at the console or by the guest phone or automatically upon check out If you do not 40 enter a repeat count the wakeup call cycle will occur for a single day Once the wakeup time and optional repeat count are entered or if the wakeup
30. extension specific feature key buttons are used you should first select an extension This is done automatically by the Grid which is simply a list of all selected extensions or 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 Ext EEE But 0m 0ff 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 fro 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 extension For example if Long Dist Calls is 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 In Out from the Grid Check In Icon Check Out Icon 32 If the check in out icon is lit the selected extension is currently checked in If the ic
31. 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 1830 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 option of entering either a repeat count of up to seven days or setting an indefinite repeat To enter a repeat count type an additional single digit 1 through 7 that will overwrite the default value of 1 Enter if you wish the wakeup call to repeat every day until canceled manually at the console or by the guest phone or automatically upon check out If you do not enter a repeat count the wakeup call cycle will occur for a single day Once the wakeup time and optional repeat count are entered or if the wakeup time already 4 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 a
32. g to the caller 1 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 extensions 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 not on hold dial A park slot number will be displayed dial C that number to park the call 29 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 command Conference 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 1 e an extension and one party must be on a trunk The third party in a 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 ope
33. ing into a console handset The Call Button will also display information when it is available such as the calling extension and guest name if any or the trunk number and caller ID if a caller ID box is attached PhoneSuite Touch Screen V 0 920 09 17 08 12 54 Wadsworth Bran 10 55 4 Days Features A Adm til View All Check In Out Dialing Permissions Wakeup Calls Room Status Stations Trunks Directory Close ABC A Check Long Dist Local Ext to Ext Do Not In Out Calls Calls Calls Disturb B C ee a Message Check Clear Clear Ext Wakeup 7 8 9 C Waiting Bill Total Voice Mail Features Call a Select Credit ri Status Night Extension Limit j Report Mode Enter D 19 Placing Calls on Hold To place a call on hold press the Call Button the call 1s on this button will change from being solidly lit green color to a flashing yellow color to indicate that it is on hold With the call on hold the console is free to perform other activities without 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 hold press the now flashing Call Button again If a phone 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 In this case the call can be answered by pressing the flashing Call Button PhoneSuite Touch Screen V 0 920 Riga ees War
34. l 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 method 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 message for that person To accomplish this transfer make sure the call is active not on hold and dial the desired extension number if the extension is busy or is not answered and the console operator wants to send to the extension 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 If the 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 and wait for If busy or no answer dial 8 to connect to answer 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 answe
35. ling 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 off to on 36 Do Not Disturb from the Grid gt Do Not Disturb On Icon Do Not Disturb Off Icon If the Do Not Disturb icon is 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 icon Do Not Disturb from a Feature Kev If the Do Not Disturb button is 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 from the Grid 75 ure Message Waiting On Icon Message Waiting Off Icon If the Message Waiting icon 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 icon can be set or cleared independently of
36. lling 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 a 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 Local Calls from the Grid i a al lies i a Local On Icon Local Off Icon If the local calls icon 1s lit the selected extension is allowed to make local calls If the icon is grayed out the selected extension is prevented from making local calls 35 To change the local calling permission for the selected extension simply press the local calls icon See section below for what qualifies as a local call 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 Local Calls from a Feature Kev 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
37. n 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 below Transferring a Call Directly to a Voice Mailbox This transfer method sends 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 console will be removed from the call If you mis dial 23 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 extension number Dial 8 immediately Notes 1 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 cal
38. nabled the button will read Disable Interval 5 If you have the interval enabled select the amount of time using the drop down boxes to select hours minutes seconds 6 When you are finished click Save Changes Restarting the Touch Screen Application To restart the touch screen application simply close the application window by clicking on the red X button at the top right of the window To re open the application double click the shortcut PhoneSuite Touch Screen located on the desktop If no shortcut is available go to Start gt All Programs gt PhoneSuite gt PhoneSuite Touch Screen Restarting the Touch Screen Device To restart the device double click the RestartComputer shortcut located on the desktop If no shortcut is avilable turn the device off and back on using the power button Applying a Software Update Occasionally updates will become available that should be applied to the touch screen application To install the update please do the following 1 Close down the touch screen application first If you do not close down the application first the update will have no effect Copy the update to a USB thumb drive Copy the update from the thumb drive to the desktop of the touch screen device Unzip the update to the desktop Navigate inside the unzipped folder and double click the application called touch_screen_update_VXXXX_XXXX where XXXX is the version number of the update
39. ng 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 forwarded 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 1s 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 22 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 or Transfer to connect this call to the new call you placed or you can press the Call Button the call is holding on and select the row in the Grid that corresponds to the desired extension PhoneSuite Touch Screen V 0 920 Wakeup Wakeup Ext a Name In Out Set ee 09 17 08 14 32 10 55 4 Days Features A Adm 00 00 0 Days c View All Check In Out Dialing Permissions Wakeup Calls Room Status Stations Trunks Directory Close 2i 3 PSEA i i im JKL MNO Check Long Dist Local Ext to
40. ng the extension out or to print a second copy after checking the guest out Example if a guest exceeds their credit limit 1s 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 A51 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 Print Calls EEE Enter OK D Exit Press Enter to print the report or D to quit without printing Note that this 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 extension 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 from the Grid This feature is only available as a feature key function Status Report from a Feature Kev The Status Report button is used to print a report that shows the current room status setting for all extensions When this feature ke
41. ny 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 from the Grid This feature is only available as a feature key function Credit Limit from a Feature Key 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 automatically sets a credit limit for calls from that extension Normally this 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 accounting 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 3CC Ent 0K D Ex After a short delay the display will show the current credit limit in dollars only in the left part
42. of the bottom 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 Note 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 42 of 99 tells PhoneSuite to track and cost calls for that extension but to not apply any credit limit to these calls 3 If the 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 from the Grid This feature is only available as a feature key function Print Bill from a Feature Key If the optional Call Accounting Card is installed this button can be used to print a phone bill for an extension 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 checki
43. on is grayed out then the extension is currently checked out Pressing the check in out icon will toggle this setting automatically however if you are checking out an extension you will get a warning prompt which you need to confirm before proceeding When you check an extension in or out PhoneSuite will automatically perform certain actions based on how the installer configured your system See the section below for details Check In Out from a Feature Kev If the Check In Out button is lit the selected extension is currently 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 d Check OUT D Ex If the extension is currently checked 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 phone room clea
44. ou must completely reset the voice mailbox 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 1 e while not on a call The console operator can then speak into the console 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 command For example if the System Feature Access Digit is 6 dial 65 to page Your installer must also configure the system to allow paging Parking a Call on 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 and individual and have that person answer the call from the most convenient extension To place a call on hold in a call park slot press C while talkin
45. rator 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 or Conference 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 Press C call and put it on hold call on hold If your installation uses Direct Inward Dialing DID or Dialed Number Identification Service DNIS features of a T1 digital line then the PhoneSuite conference bridge will be disabled and you won t be able to set up a conference call PhoneSurte Touch Screen V 0 9270 Wakeup Wakeup Name Set Time 03 17 08 14 40 Features A Adm 00 00 0 Days D View All Gheck In Out Dialing Permissions ee Wakeup Calls Room Status Stations Trunks Directory Close ABC DEF A Check Long Dist Local Ext to Ext Do Not In Out Calls Calls Calls Disturb Message Check Clear Clear Ext Wakeup Waiting Bill Total Voice Mail Features Call Conference Select Credit Print Status Night Extension Limit Bill Report Mode Enter Disconnect Speed
46. red 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 heading earlier in this section Calling an Extension or Hunt Group To call an extension using the Grid press an available 1 e and empty and gray Call Button and press the the row in the Grid for that extension and a call will automatically be placed to that extension To call an extension or hunt group dialed the desired extension or hunt group number on the console s keypad 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 operator is done with the call he or she should press D on the keypad 26 Dial extension or hunt group number on Talk when done press D keypad Notes 1 When the console places a call this call appears on one of the Call Buttons this button will become solidly lit green 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 the same time simply place a call on hold to answer or place another call 2 If the console calls an extension that is et to forward its calls to another extension the console oper
47. ress text box and the address of the email server in the Host text box this is the address where the email will be sent Next type in the email address of your property in the Your Property s Email Address text box this is the address from which the email has been sent It is important that you specify both or the TSC will not be able to send out the email ad Port Configuration Settings V 1 109 pn E Printer Settings Print System Events Save Changes Email Contacts Address mraccount myaddress com Host Add Email mymail myhost com Your Property s Email Address My Property mydomain com Cet Property Name B Feature Programming B feature programming is now fully functional through the TSC To access B feature programming just push the B key on the TSC You will be prompted for the remote mode password When you are finished entering in the password click the OK button After several seconds you should see a small window with a Finish button Click this button to end the session If you do not see the Finish button make sure you entered in the correct remote mode password and try again When you are programming through the TSC the messages will appear near the top right of the screen 47 PhoneSurte Touch Screen V 1 129 oJ PasswordForm f Enter Password i Check Long Dist Local Ext to Ext Do PhoneSuite Touch Screen V 1 129 B
48. ring 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 rooms 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 Calls and or Voice Mail messages it will first check to see if the message waiting lamp is on or if there 1s 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 33 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 0K 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 o
49. s answered by pressing the button The current call you are on shows a solidly lit green Call Button A call in progress can be placed on hold by pressing the solidly lit green Call Button which will begin to blink yellow to indicated the call is on hold A blinking blue light on a Call Button indicates a call is coming in The Call Buttons are also used to show information about calls as they arrive on the console such as the calling extension or trunk and the guest name if any 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 commands Command Buttons The command buttons are used in conjunction with the Keypad to enter PhoneSuite console commands They extend some of the function of the Feature Keys They are also used to conference calls together transfer calls or to drop a call Feature Key Buttons The Feature Key Buttons located on the lower left part of the touch screen provide a quick way to set to 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 Changing the System Date and Time MAVDOY HH MM Features 4 Adm
50. sturb 17 Locating Guest by Name To locate a guest by name go to the Directory tab where you will see a list of rooms and the guest names assigned to those rooms There will be buttons labeled A Z To find a guest by last name simply click on one of the letters A Z the rooms will sort alphabetically and move the grid to the selected letter For instance to find William Maddock simply click the M button and the Grid will sort the names alphabetically in ascending order and move the Grid to names that begin with M PhoneSuite Touch Screen V 0 920 U 09 17 08 12 47 Maddock William Features A Adm a Safford Ann A m A Wakeup Calls Room Status Stations Trunks Directory C View All Check In Out Dialing Permissions _ a Enter D Automatic Grid Timeout Users can specify a time interval say every minute that is used to automatically hide the Grid display This feature provides additional protection for guest information such as the guest s name and extension should the front desk staff leave the console unattended This feature can also be disabled Please refer to the section Configure Grid Closeout Timer under Configuration Options at the end of this manual 18 BASIC CALL HANDLING Answering Calls When a call arrives on the touch screen it rings in one of the four Call Buttons To answer the call press the Call Button that is flashing blue and begin speak
51. tures A Ad isted Director Wakeup Calls Room Status Stations Trunks Directory Close View AIl Check In Out Dialing Permissions ra a lal AKL Check Long Dist Local Ext to Ext Do Not 5 In Out Calls Calls Calls Disturb 12 e Directory The Directory tab shows a directory of guest names assigned to the rooms You can sort the guest names in ascending descending order by clicking on the Name column There is a group of buttons next to the tab labeled A Z that allow you to jump to that letter in the directory If you wanted to find the guest William Maddock you could click the M button and the directory would jump to rooms whose last names begin with an M PhoneSurte Touch SCI reen V 0 920 09 17 08 12 21 Features A Ad Wakeup Calls Room Status Stations Trunks View All Check In Out Check Long Dist Local Ext to Ext Do Not In Out Calls Calls Calls Disturb 13 e Open Close The Open Close tab allows you to minimize or maximize the main display Grid PhoneSurte Touch Screen V 0 920 Wakeup Calls Room Status View All Check In Out Dialing Permissions OSTM 08 12 26 J Features A Ad JCC Check Long Dist Local Ext to Ext Do Not In Out Calls Calls Calls Disturb 14 Expanding Retracting the Grid You can expand the viewing area of the Grid by double clicking on any one of the tab headings The viewing area will cover the Feature Keys
52. ut 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 Cl Ent 0K 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 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 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 1s next checked in This 1s 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 A50 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 A51 command 3 If a 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 voi
53. xtension 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 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 another 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 In summary to transfer a non outgoing trunk call that is active not on hold 24 Dial 9 or another trunk Talk privately if desired Press C to connect or group then the phone Press D to cancel transfer number 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 group Press D to end new call or place call on hold then the phone number Press Call Button plus C to connect call on hold to this
54. y button is pressed the display will read 43 Print Exten Stat 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 from the Grid This feature is only available as a feature key function Night Mode from a Feature Kev 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 be configured to enter and leave night mode automatically For detailed information on Night Mode see the section Night Mode later in this manual 44 Configure Grid Closeout Timer The Grid can be configured to automatically hide its contents through a user specified interval 1 go to Start gt All Programs gt PhoneSuite gt PhoneSuite Touch Screen Setup Tool 2 Click on the tab labeled Touch Screen Configuration 3 To Disable the Interval click Disable Interval If the grid 1s already disabled the button will read Enable Interval 4 To Enable the Interval click Enable Interval If the grid is already e
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