PhoneSuite Extension User's Manual
Contents
1. 28 ii PhoneSuite Extension User s Manual rev 050330 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 described 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 described in the PhoneSuite Installation amp Programming Manual command B14 PhoneSuite 112 supports optional Feature Phone sets that are described in a separate section starting on page 25 Ring Down Extensions Through its Class of Service setting an extension can be designated as a Ring Down extension Ring Down extensions 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 manual Answering Calls To answer a call from any extension simply pick up the ringing phone Note that exte2. 7 ANSWER A CALL RINGING AT ANOTHER EXTENSION IN YOUR CALL PICK UP GROUP cccssceessceecessteeeessneees 7 ANSWER A CALE USING teriahaganpbpensegvestaptetepidiastes 8 PICKUP A PARKED CALD 8 PEACEA PAGE 8 SUB ATTENDANT EXTENSIONS ssssscecsscsisesstsceseosectedesssoacvesscstcesesovaeseseacteceti ssveseonsstcessvecsetebasutesesvecsetoenvecssssseses 9 CHECK 10 11 ON OFF minn nna iee a S E ar EE E E E a iate iea aiiai 10 12 SET CHANGE WAKEUP OA a a Aaaa a AS ET 11 13 SET ROOM STATUS ae ee oa 11 CLEAR ALIROOM STATUS its ce Te REA xin Oe ee Re 12 15 ALLOW BLOCK LONG DISTANCE CALLS 13 AUG aes Nes lel eee 13 17 ALLOW BLOCK EXTENSION TO EXTENSION 13 20 PRINT INDIVIDUAL EXTENSION WAKEUP REPORT cccccsssscesseecsseceseeecsseceseeecsseceeeecsaeceeeecsaeceeeeecseseeeess 14 21 PRINT SYSTEM WAKEUP REPOR Tsin scccesccccesescecceccscedsescesedcveesseuvecesinececescedsncesdeestcesdesussvs
3. 101 OO 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 RMST 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 On if the extension currently has a call with a trunk on hold DND On if the extension is set to Do Not Disturb LOGO In if the extension is logged in to hunt groups if CHKO In if the extension 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 connected to a PhoneSuite Model 112 or 239 This command is not available in PhoneSuite Model 64 Normally PhoneSuite and the PMS synchronize their data automatically However if PhoneSuite is
4. 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 room status codes to the PMS only the second digit of the room status code the one set by maids in the room will be sent to the PMS 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 050330 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 extension phone and dial 15 plus the extension number plus 6 to turn long dista
5. Call Waiting If Call Waiting is enabled for your extension set with command B18 as described in the Installation amp Programming Manual you can use call waiting functions to answer and if desired transfer an incoming trunk call while 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 current call automatically on hold the second will answer the second call At this point you have three options 1 Speak to this party and hang up when done Your other call will ring back to you after you hang up 2 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 number 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 indicates 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
6. RECORD PLAY BACK AUTO ATTENDANT MESSAGES escceseesseesseeeeeeeeeeecesecnseceaeenseceaeceeeneeeaes 22 FEATURE PHONE EXTENSIONS PHONESUITE 112 ONLY sesesssessscoecssecessoesesooesesecesssecesosesssoossesese 25 WHAT ARE FEATURE EE EEEE A EE AE E 25 FEATURE PHONES sisii E E E 26 FEATURE PHONE SET E KEEA E EE RE E EREA EEEE R 26 A ON A EE E E E E AA E alee E 26 ANSWERING CALI E RE E EE RET E E abused EEE E E 26 PLACING A CALL ON HOLD E a a E 27 DIRECT STATION SELECT DSS lead one ese Sa ee ee ie 27 TRANSFERRING CALLS sits sh feat dissin isch E Helene Aiea ieee 27 CONFERENCE GALLS 27 ANSWERING A CALL RINGING ON ANOTHER EXTENSION 27 SETTING AND CLEARING DO NOT DISTURB eeeeseeeeeesecesecesecsecsaecsaecsaecseecseseaeesaeeecseesseesaecnaecnaessaesnaeenes 27 VOICE MATE shoe cc hoes E TAn eta ee ae nn I eee eg oe 28 CALLING ANOTHER EXTENSION S VOICE 28 ADDITIONAL CONFIGURATION OPTIONS csscsessssscesecescessecesecssecssecsaecseecsesenevsneesneesseeseenseessecnaeonsecnaecsaecaaeenes 28 A ULORA 28 RINSING Patterns ix
7. 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 the default credit limit is used this value is set with command B59 option 40 as described in the Installation amp Programming Manual 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 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 set with commands B70 B71 and B77 as described in the Installation amp Programming Manual 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 1 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 li
8. extension users who dial 0 will not ring to the console s and any extensions that ring along with the console s during Day Mode set with command B23 described in the Installation amp Programming Manual Instead these calls will ring to the extensions that are set up to ring with Dial 0 calls during Night Mode set with command B63 These calls may or may not continue to ring at the console s as well as at the Night Mode extensions depending on how the Console Class of Service is set command B49 Similarly during Day Mode incoming trunk calls ring to the console s and or to various extensions set with command B36 and or to the Auto Attendant commands B56 and B57 During Night Mode these calls will instead ring to the Auto Attendant command B58 and or to a different set of extensions command B62 unless a particular trunk has been set to continue ringing its Day Mode extensions command B34 These calls may or may not continue to ring at the console s as well as at the Night Mode extensions depending on how the Console Class of Service is set command B49 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 PhoneSuite Extension User s Manual rev 050330 17 For more information on automatic Night Mode see the Console User s Manual or the Installation amp Programming Manual Notes 1 Automatic Night Mode entered by not
9. functions Because Feature Phones require a power supply they must be used in locations with an accessible 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 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 When you lift the handset of a Feature Phone you will not hear a dial tone until you select a Call Button Each extension will have its own call button usually the b
10. 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 050330 11 Notes 1 The status codes have no particular meaning to PhoneSuite so users can set these codes to mean whatever they wish to track 2 The sub attendant must 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
11. 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 PhoneSuite Extension User s Manual rev 050330 21 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 optional 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 to change these settings see commands B56 B58 in the Installation amp Programming Manual This command is intended only to replace
12. responding to console ringing will be exited automatically upon resumption of call activity at the console Call activity includes any of the following answering or placing a trunk or extension call hanging up after finishing a call or simply pressing a call button and then Exit D This is different from manually invoked Night Mode which must be manually exited 2 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 trunk calls will still display on the console s s display and can be answered from the console s if desired If Night Mode was invoked automatically answering a call will cause PhoneSuite to exit Night Mode 3 115 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 For more information see command B34 in the Installation amp Programming Manual 4 If the optional Auto Attendant Card is installed incoming trunk calls will be answered by it differently in Night Mode and Day Mode For more information see commands B57 and B58 in the Installation amp Programming Manual 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 Extensio
13. 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 command 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 plus a 3 digit command code from the table below Command Speech Function 079 Erase All Messages do this before recording or re recording any messages 071 Record New Main Greeting 070 Listen to Main Greeting 074 Erase Main Greeting 061 Record New Night Greeting Optional 060 Listen to Night Greeting 064 Erase Night Greeting 081 Record New Transfer Message Optional 080 Listen to Transfer Message 084 Erase Transfer Message 091 Record New Busy Don t Answer Message Optional 090 Listen to Busy Don t Answer Message 094 Erase Busy Don t Answer Message x 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 x 0 Listen to Secondary Message where x is as above x 4 Erase Secondary Message where x is as above Before a messag
14. your extension to another extension pick up the phone and dial 51 plus the extension to which all calls to your extension should be forwarded 53 plus the extension to which calls should be forwarded if your extension is busy or doesn t answer To cancel call forwarding either type pick up the phone and dial 52 to cancel any previously set forwarding and select no forwarding NOTE 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 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 PhoneSuite Extension User s Manual rev 050330 7 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
15. 330 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 information 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 EEE is the extension number The HH MM after the word For is the time the Wakeup Call is set to occur if there is one and DD is the calendar day for this Wakeup Call or if the wakeup is for the next possible wakeup time The lt STATUS gt portion of the message will read NONE No Wakeup Call Setting Activity PEND n Calls Wakeup Call is set and waiting to occur or in progress ANSWD n Calls Wakeup Call at indicated setting was answered OFFHK n Calls Phone was off hook when Wakeup Call was attempted ALARM n Calls Wakeup Call at indicated setting was not answered Note This message will print to any PhoneSuite parallel and or serial port that is set up to output A Level Reports For more information see Commands B70 B71 and B77 in the Installation amp Programming Manual 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
16. PhoneSuite A division of Call Management Products Inc Extension User s Manual Rev 050330 for Main Board Software Version 1 233 model 64 Version 2 290 models 112 239 Call Management Products Inc reserves the right to make improvements to the product described 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 machine readable form without prior consent in writing from Call Management Products Inc Copyright 2001 2005 by Call Management Products Inc Broomfield Colorado PhoneSuite is a trademark of Call Management Products Inc How to Reach Customer Support If you encounter problems you are not able to resolve with your PhoneSuite system contact your PhoneSuite dealer Call Management Products will only provide telephone support 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 one year from date of initial end user purchase CMP s obligation under this warranty is limited however to the replacement or repair at its option to a part or parts determined by it to be defective Neces
17. 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 can be programmed to allow 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 For details see the Installation amp Programming Manual Emergency Calls calls to 911 To place a call to Emergency Services 911 the fastest method is to pick up the phone dial an appropriate Trunk Group e g 9 and then dial 911 Additional 911 options are described next PhoneSuite can be programmed to allow 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 For details see the Installation amp Programming Manual 2 PhoneSuite Extension User s Manual rev 050330 If all phone li
18. Programming Manual During Night Mode incoming trunk calls ring to the extensions entered into command B62 In both cases if the FIRST extension entered into the B36 or B62 command has a voice mailbox set up then unanswered calls will go to that voice mailbox 3 Ifa party hangs up while on hold PhoneSuite will normally detect this and will return to normal mode At that point you will be connected to just one party without another call on hold 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 but not to an outside phone number 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 described in the Installation amp Programming Manual To forward
19. Reports For more information see Commands B70 B71 and B77 in the Installation amp Programming Manual 51 Clear Extension s Phone Bill This command erases or clears an extension s phone bill setting it to a zero dollar amount This command is performed automatically whenever an extension 15 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 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 PhoneSuite Extension User s Manual rev 050330 19 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
20. ave 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 To do this use command B59 option 41 as described in the Installation amp Programming Manual Command B59 option 33 can be used to disable Audit Reports if they are not to be used in your application this will save memory on the Call Accounting Card To manually print the Audit Report pick up the sub attendant phone and dial 55 plus Note This report will print to any PhoneSuite parallel and or serial port that is set up to output A Level Reports For more information see Commands B70 B71 and B77 in the Installation amp Programming Manual After printing 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
21. calls only not extension calls Pick up and dial 57 answer an incoming trunk call when the phone system is in TAFAS mode Pick up a Parked Call 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 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 050330 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 commands 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 60 Check In or Out 10 11 Message Waiting On Off 10 2S 12 Set Change Wakeup Call 11 5 13 Set Room Status 11 14 Clear All Room Status Codes 12 2 9 15 Allow Block Long Di
22. charged by your telephone company see the Installation amp Programming Manual command B48 In general calls that begin with a 0 or 1 are considered to be long distance while calls that begin with a digit 2 9 are considered to be local but this can be modified as needed to match your dialing patterns 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 to Always Allow status if desired See Command B48 in the Installation amp Programming Manual for more information 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 See the Installation amp Programming Manual command B14 for more information PhoneSuite Extension User s Manual rev 050
23. descecensedtesetdecdeeees 14 22 PRINT ROOM STATUS REPORT t ea a e a a a aaa raa aa eaaa aa Ea a es eer 15 25 REQUEST PROPERTY MANAGEMENT SYSTEM DATABASE DUMP sssscesssecsseceseeecseceseeecsaeceseeecsseeeeeees 15 30 FORWARD EXTENSION S CALLS Sits Ride ooh Sis ed Ato eee RIA eee 15 31 CLEAR VOICE MAID a a 16 PhoneSuite Extension User s Manual rev 050330 i 32 ts 16 40 CLEAR EXTENSION FEATURES E E A AE EEEE 17 41 MANUAL NIGHT MODE ON OEP a 17 42 CLEAR 92121 ALARM 18 43 TRUNK ALARM ne Adee a meee es 18 50 PRINT CHECK OUT REPORT EXTENSION PHONE 19 CLEAR EXTENSIONS PHONE BILD ea cA BAe aa 19 52 REVIVE EXTENSION CALLS UN ERASE AFTER CLEARING PHONE 19 53 SET CREDIT LIMITS Seas Noein gehen 20 54 PRINT CREDIT VIOLATIONS 20 PRINT AUDIT REPORT 21 56 CLEAR AUDIT REPOR E ER EEEE 21 61 62 SET SYSTEM TIME AND DATE a piosa n EEO RENEE EEEE E eE EE i 21 63 ERASE
24. e 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 use this extension This is done so that you can print additional copies of the report if needed If you want to manually clear an extension s phone bill to zero you can do this with command 51 To print an extension s phone bill the Check Out Report manually pick up the sub attendant phone and 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
25. e can be re recorded it must be erased If this message was the last one recorded then it can be erased using the command indicated and can then be re recorded However if another message has been recorded since this message then this command will not work instead you must erase and re record ALL the messages 22 PhoneSuite Extension User s Manual rev 050330 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 controlled through commands B56 B58 as described in the Installation amp Programming Manual PhoneSuite Extension User s Manual rev 050330 23 Feature Phone Extensions PhoneSuite 112 only What is a Feature Phone A Feature Phone provides enhanced functions not available from standard single line telephone sets such as e 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 Management System that supplies a guest name the name will appear in
26. ed 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 Otherwise 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 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 attendant extension In any of these situations you will hear a fast busy tone a few seconds after dialing and must hang up Otherwise
27. f 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 callers will hear when 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 as if you were the owner of that extension either dial the extension or press the extension 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 is 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 nu
28. he call is transferred to the first non busy logged in extension in the hunt group if this extension is not answered the call is returned as described Calls that return to you this way after a transfer attempt will ring with a triple ring pattern Note 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 transferred 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 then releasing it then dial 58 at the new dial tone You can now place another call or simply hang up and the caller stays on hold Ifa call is left on PhoneSuite Extension User s Manual rev 050330 5 hold for longer than the phone system s Hold Recall Timer described in the Installation amp Programming Manual the call will ring back with a triple ring pattern To retrieve the call from on hold before it automatically rings back pick up the phone and dial 58
29. l 31 plus the extension number plus Note The PhoneSuite voice mail system has two ports up to four are available in Models 112 amp 239 so two or four extensions can access voice mail simultaneously If another extension attempts to access voice mail while two or four users are already in the system this extension will hear busy tone However even 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 signal This Do Not Disturb feature can be turned on and off 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 050330 40 Clear Extension Features If an extension has particular features on this command will remove any and all of these settings The features 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 retrieve it from on hold and the caller mu
30. mber 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 ringing 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 28 PhoneSuite Extension User s Manual rev 050330
31. mit 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 Ifan 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 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 extension s phone bill exceeds its credit limit To print pick up the sub attendant phone and dial 54 plus 20 PhoneSuite Extension User s Manual rev 050330 Note This report will print to any PhoneSuite parallel and or serial port that is set up to output A Level Reports For more information see Commands B70 B71 B77 in the Installation amp Programming Manual 55 Print Audit Report This command prints the Audit Report which shows all calls that h
32. n 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 follows if a call is transferred directly to that extension or if another extension calls that extension directly the call will be forwarded If a call is transferred to the hunt group or if an extension calls the hunt group and the forwarded extension is not logged out and is the next available extension in the hunt group then the call will ring at that extension and will NOT follow the extension s forwarding instead an unanswered call will go to the hunt group s voice mailbox the mailbox of the first extension in the hunt group or will be returned to the extension that transferred it 31 Clear Voice Mail If optional Voice Mail is installed the sub attendant can clear the messages in an extension s voice mailbox 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 dia
33. n will ring continuously if an extension dials 9 1 1 on a trunk The console 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 there is a problem with it or to restore the trunk to use once the problem has been corrected If PhoneSuite tries to access a trunk that has no connection 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 18 PhoneSuite Extension User s Manual rev 050330 43 plus TT 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 includ
34. nce 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 see the Installation amp Programming Manual command B48 In general calls that begin with a 0 or 1 are considered to be long distance while calls that begin with a digit 2 9 are considered to be local but this can be modified as needed to match your dialing patterns Note that 911 can always be dialed as long as a phone line trunk is available in addition depending on how PhoneSuite is programmed a call to 911 may be able to seize a trunk when all trunks are busy For details see the Installation amp Programming Manual IMPORTANT You cannot turn long distance calls on for an extension that has long distance calls disabled in its Class of Service setting See the Installation amp Programming Manual command B14 for more information 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
35. nd dial the third party Wait for a connection then press the Conference button to enable the three way call 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 Feature 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 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 PhoneSuite Extension User s Manual rev 050330 27 in use and incoming calls will ring as busy if no voice mailbox is assigned or if no call forwarding is enabled on the extension If voice mail is enabled for the extension then the call will go immediately to voice mail I
36. nes trunks are in use when an extension user attempts to dial 911 PhoneSuite may disconnect a call that is in progress in order to place the 911 call Whether or not this happens and what phone line is used for the call are controlled by how PhoneSuite is programmed For details see the Installation amp Programming Manual 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 Installation amp 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
37. o an extension to a hunt group or even to an outside telephone number if your installer set the Station Class of Service to allow the Auto Attendant feature 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 number 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 you 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 described in the Installation amp Programming Manual The call can also return to you if you transfer it to a hunt group since t
38. 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 would like to manually clear the bill in order to free up memory on the Call Accounting Card you can use the 51 command 3 Ifa customized voice mailbox greeting has been recorded it will be cleared along with the voice mail messages at check in out If there are no voice mail messages the custom greeting will still be cleared However if there are voice mail messages and you choose to leave them uncleared the custom greeting will remain as well To perform a check in or check out from a sub attendant phone pick up the phone and dial 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 on or 3 to turn the lamp off 10 PhoneSuite Extension Use
39. oneSuite includes an easy to use Check In Check Out function that will quickly change several settings 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 for more information see Commands B66 and B67 in the Installation amp Programming Manual In general performing a Check In for an extension number will do the following automatically enable that extension phone to place some types of calls e g local while prohibiting it from making other types of calls e g long distance or room to room calls check for leftover settings from the previous guest such as a Wakeup Call Message Waiting Lamp or Voice Mail messages and any customized voice mail greeting and 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 15 installed Notes 1 Whether an extension is checked in or out it will still be able to call 911 or the console regardless
40. ottom most button in the row To place a call using the handset lift the handset press your own call button and dial the number For hands free operation using the speakerphone leave the handset on 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 handset or press the Speaker button to answer the call To end the call either hang up or press the 26 PhoneSuite Extension User s Manual rev 050330 Release button Note that you may answer calls ringing on another extension by pressing the appropriate Call Button The call will move to your own button button 01 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 button 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 but
41. 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 another 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 050330 15 With call forwarding set a call that is transferred to the extension and meets the forwarding criteria e g the extension is busy or doesn t answer will ring at the forward to extension if it s available If this forward to extension is also forwarded the call will follow that forwarding path and this process will continue 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 console 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 extensio
42. r s Manual rev 050330 Note that the message waiting lamp can 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 extension 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 see the Installation amp Programming Manual commands B64 and B65 for more information on these settings 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 i
43. rnal calls any call that arrives on an outside phone line ring with a long single ring pattern while calls from another extension 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 050330 1 If that extension does not have voice mail you will hear a busy tone and will need to try your call again later If the extension you dial
44. s 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 confirmation 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 use 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 different codes However on reports the two status codes
45. sary 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 TABLE OF CONTENTS Emergency Calls calls to 9 TI een Rie eh Sale 2 CALLING A SPEED DIAL NUMBER csscccessvesacsstecsestcvecse 3 ACCESS 3 DET WAKEUP CAUCE A otis be 3 SPT ROOMS TATUS CODE 4 ADVANCED FEA TURE USE stedesstevsecossate 5 TRANSFERRING CALLS seas eta dates COOH cat eo melt Gad eee he Mop 5 Unsuccessful Call 1ransfers ea a e ta A E E see at anak 5 PLACING GALES ON HOLD EREE E EE EEEN REA E TAA E EE 5 EE WAITING A E SEENA 6 CONFERENGE CAEES EN A E A RE A E ET 7 FORWARDING CALLS c nin eeii AE
46. st 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 extension 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 functional 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 Night Mode can also turn itself on automatically according to the time of day or if a call rings at the console for a pre programmed time without being answered depending on the PhoneSuite model If desired the Automatic Night Mode Timer can be disabled so that Night Mode never comes on by itself When PhoneSuite is in Night Mode
47. stance Calls 13 16 Allow Block Local Calls 13 17 Allow Block Extension to Extension Calls 13 5 20 Print Individual Extension Wakeup Report 14 E 5 21 Print System Wakeup Report 14 o 22 Print Room Status Report 15 r 25 Request Property Management System Database 15 30 Forward Extension s Calls 15 5 31 Clear Voice Mail 16 32 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 50 Check Out Report Extension Phone Bill 19 51 Clear Extension s Phone Bill 19 52 Revive Extension Calls 19 5 5 753 Set Credit Limit 20 9 4 54 Print Credit Violations 20 lt 55 Print Audit Report 21 8 lt 56 Clear Audit Report 21 63 Record Auto Attendant Messages 22 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 050330 9 60 Check In or Out Ph
48. 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 showing 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 on 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 no call made Ext 218 For 08 00 on PEND 2 Calls Extension has been called twice with no answer Ext 219 For 07 30 on ALARM 4 Calls Ext was called max 4 times with no answer 14 PhoneSuite Extension User s Manual rev 050330 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 MESS FWDA FWDB SHLD THLD DND LOGO CHKO LDIS EXTS LOCL
49. talled you will either hear a confirmation 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 hotel motel environments to allow maids 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 050330 Advanced Feature Use Through their Class of Service settings some extensions may be allowed to use Control Features These extensions 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 Digit set up in the Installation amp Programming Manual is set to the digit 5 Transferring Calls Once a call has been answered it can be transferred t
50. the display instead of the extension number e 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 e Transfer button e Conference button Do Not Disturb DND button e Hands free operation using the built in speakerphone spectrum PLUS losos 3 CLIE DOOS OOO CO E lt 2 TeleMatrix DC550 Feature Phone PhoneSuite Extension User s Manual rev 050330 25 When the PhoneSuite 112 is equipped with the optional Feature Phone card selected station ports among the first 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 labeled 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 I use Feature Phones Feature Phones are ideal for office manager s apartment and other locations that require the enhanced
51. to you 3 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 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 whatever manner is appropriate finish it and hang up or transfer it as described under 2 above Your conversation 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 ringing to a non busy extension If other extensions and or the console are set to ring with incoming calls they will ring while you receive the call waiting tone 2 If an incoming call is not answered by any party it will go to voice mail if available as follows During Day Mode incoming trunk calls ring to the extensions entered into command B36 described 6 PhoneSuite Extension User s Manual rev 050330 in the Installation amp
52. ton 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 automatically connect to the called party s speakerphone if that 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 extension 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 a
53. 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 9 1 Access Voice Mail If optional Voice Mail is installed 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 system If you forget your password the front desk can clear the old password and enable you to enter a new one Set Wakeup Call You can set or clear a wakeup or reminder call to have PhoneSuite automatically call you at the designated 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 See the Installation amp Programming Manual to change this digit PhoneSuite Extension User s Manual rev 050330 3 Depending on the PhoneSuite model and the type of voice mail card ins
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