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PhoneSuite Console User's Manual - Hotel / Motel Phone Systems

1. s anne sees 29 A22 ROOM STATUS REPORT nai ine a e ed re 30 A24 VIEW PHONESUITE MAIN BOARD SOFTWARE VERSION ccce n eren ee 31 A25 REQUEST PROPERTY MANAGEMENT SYSTEM DATABASE DUMBP eee 31 872 SYSTEM PROGRAMMING REPORT enne ee thnnnn nest eet nnn deseen eee nenas 31 SYSTEMS TARTUP MESSAGE ico 31 SYSTEM EVENT MESSAGES eoe HE EH a ER ET Ei 32 ON THE FLY COSTED CALL MESSAGES enne ethnnnn ases ettet n nasse 6 e nnn 33 INCOMING 1131 9 er te cai 34 OUTGOING SMDR MESSAGE Sitio TREAT EE Ve 34 CHANGING EXTENSION FEATURES FROM THE CONSOLE sccccccssssssssssccccsssscssersccsssssssssececessees 37 A30 FPFORWARD EXTENSION S CALLS ee D 37 E TERR VOICE MAT 2 5 eroe T ERE ias 38 A32 DO NOT DISTURB 0 eite een etre ava t ea id id 39 A40 CLEAR EXTENSION FEATURES tenent eet assess sete 39 AAA 41 41
2. 48 ADO Ee cer uS 48 A94 PRINT CREDIT VIOLATIONS riter ope i irr i Eee eoe coe 48 AS5 PRINT AUDIT REPORT 9 49 A56 CLEAR AUDIT REPORT ocioso iea a ee AAA EYE Pn Pe PEE ue 49 57 CHECK BILL TOTAL FOR AN EXTENSION ccsccccssseesscecseceencecsueceeaeecsaeceeceecsueceeaeecsaeeseaeecsueeeeaeecaeeseneeeas 50 A59 RECORD AUTO ATTENDANT MESSAGES enne ets ette series 50 APPENDIX A EXTENSION USERS MANUAL PhoneSuiteTM Console User s Manual rev 050330 lii Console Layout amp Overview This manual describes the PhoneSuite console which is the primary operator station for handling telephone calls with the PhoneSuite telephone system The console is also used for system programming and to set guest room and system features There are five main parts to the PhoneSuite Console the LCD Display the Status Lights the Keypad the Call Buttons and the Feature Key Buttons Each of these is described in detail below Status Busy Lamp Fields BLF Lights Call Buttons LCD Display Command Buttons Keypad Feature Key Buttons Typically a handset is connected to the console as pictured above In some cases a headset or even a separate telephone wi
3. EEE Dial DDDD Dur HH MM D Ex Enter an extension number such as 101 and if that extension is on a trunk call the DDDD portion of the display will show the phone number that was dialed by the extension and HH MM will show the duration of the call so far When finished viewing this information press D to exit this display If the information is left displayed for 10 seconds the display will automatically time out and return to idle SUMMARY To view information about a call in progress press this sequence 18 Enter the extension number 28 PhoneSuiteTM Console User s Manual rev 050330 Reports Displays and Messages A number of commands are available to display or print information about current settings in PhoneSuite In addition system messages are printed at various times SMDR data can be printed about completed calls and costed call records can be printed if the optional Call Accounting Card is installed These reports displays and messages are detailed in this section Note The printed reports and messages will print to any PhoneSuite parallel and or serial port that is set up to output that type of information A Level Reports B Level Reports System Events Call Accounting Events Incoming Call SMDR Data and Outgoing Call SMDR Data For more information see Commands B70 8771 and B77 in the Installation amp Programming Manual 420 Individual Extension
4. Type in the trunk number to remove or restore as a 2 digit number 01 32 or press Exit D to quit without making any changes to trunk status Once the trunk number has been entered press 6 to place it in Alarm state or press 3 to remove it from Alarm state and restore it to use A44 Access A Specific Trunk When placing an outgoing call from the PhoneSuite console you normally dial a Trunk Group e g dial 9 or 8 or 81 82 etc to get an outside line just as you would from any extension This will give you access to the first available phone line in this Trunk Group However the console has the ability to access a specific trunk when needed by using command A44 To invoke this command dial A 4 4 on the console keypad The first available Call Button will light up and the display next to it will read Trk 44 PhoneSuiteTM Console User s Manual rev 050330 Type in the trunk number to access not Trunk Group number but the actual trunk number 01 32 as a 2 digit number or press Exit D to quit without accessing the trunk After entering the trunk number you will be given dial tone on the specified trunk and can place a call or press D 1f you were just checking the trunk for dial tone Occasionally a trunk will become hung or locked up This usually occurs when a call is hung up by the outside caller but the phone company does not pass through a signal indicating that the party at the
5. A42 Clear 9 1 1 Alarm If any extension is used to call 9 1 1 Emergency Services the PhoneSuite console s will immediately display the number of the extension that is placing the 9 1 1 call as follows 9 1 1 Dialed From 101 C Clear This notifies the console operator s that emergency workers police officers fire fighters and paramedics will be arriving shortly so they can be directed appropriately It also allows the staff to take action while waiting for the emergency workers to arrive To clear the 9 1 1 Alarm at any console press C This clears the alarm but has no effect on the actual call being placed to 911 A43 Trunk Alarm 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 1t will automatically remove the trunk from service and place the trunk in an Alarm state In this state the trunk light on the console s BLF display will flash repeatedly and calls cannot be placed out or ring in on this trunk To restore the trunk to use after the problem has been corrected use this command This command can also be used to manually place a trunk into Alarm state if it is experiencing problems or will be under service To invoke this command dial A 4 3 on the console keypad The display will read Trunk TT 6 Alarm 3 Idle D Exit
6. 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 press A 5 5 on the console keypad and the LCD display will read Print Full Audit Enter OK D Exit Press Enter to print the report or Exit D to quit without printing To stop printing partway through the report press Exit D Note This report will print to any PhoneSuite parallel and or serial port that is set up 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 A56 described next 456 Clear Audit Report This command is used to manually clear reset the Audit Report which was described in the previous A55 command Note that if the Audit Report 15 set to print and clear automatically at a particular time of day it is usually not necessary to clear the report manually but this should be done regularly if Audit Reports are used but are printed manually rather than automatically To manually clear the Audit Report from the console press A 5 6 on the console keypad and the LCD display will read Clear Full Audit Enter OK D Exit Press Enter 7 to clear the Audit
7. MANUAL NIGHT MODE ON OTFF eese eene eene enne enne nnne e en enne nro 41 AUTOMATIC NIGH EM ODE ria ad d 41 Nieh Mode Notes ws 2 SYSTEM E NI 43 CHANGING PHONESUITE S DATE AND 8 43 A42 CLEAR 9 1 1 ALARM nns ases eene 6 eterna 44 11 PhoneSuiteTM Console User s Manual rev 050330 4 ALARM ii 44 A44 AGCESS AN 425 77765 ree deep eee rete O couche TE 44 A45 CHECK ALL BXTENSIONS N 5 rp id 45 CALL ACCOUNTING AUTO ATTENDANT COMMANDS ecce eene enne te ense tn tune 47 50 CHECK OUT REPORT EXTENSION PHONE BILL enne 47 51 CLEAR EXTENSION S PHONE BILL ee 47 A52 REVIVE EXTENSION CALLS UN ERASE AFTER CLEARING PHONE
8. Transferring to an Extension or Hunt 5 Unsuccessful Call Transfers nre 7 Transferring to an Outside Phone Line 8 Transferring to Voice MA AA 8 MAKING ira te ei 0 10 Calling an Extension or Hunt Group concen 10 Calling an Outside Phone Number nett et et ette tate ette petes 11 Calling an Extension s Voice Mailbox to Leave a 11 Calling an Extension 5 Voice Mailbox to Retrieve 11 CLEARING AN EXTENSION VOICE MAIL PASSWORD eee e e nen e nene nennen 12 enc p sarees 12 PARKING A CALL ON HOLD IN A CALL PARK SLOT eee eee e een eene eren 12 CONFERENCE CALLES eder eee n een ri EH 13 SPEED senten esee na ute ERU DO OT DIOE DU DOOR DIES 14 FEATURE KEY BUTTONS 1 15 SELECT EXTENSION ctus eitis HM UID I Li DEUM 15
9. Call PhoneSuite can place a Wakeup Call to any extension at a predesignated date and time This Wakeup Call can be set up by running command A12 or by pressing the Wakeup Call feature key button on the console See page 20 for a complete description of this command A13 Set Room Status PhoneSuite allows the console operator or a maid in a room to enter a code that indicates the status of a room e g clean needs supplies reserved etc The code s currently applied to a room can be viewed from the console In addition a report can be printed to show the status of all the rooms Each room can have two status codes applied to it at a time This allows the maid to indicate the room s current cleaning status while the console indicates the room s current front desk status Up to 9 individual status codes e g clean needs towels needs soap had do not disturb sign on door etc can be set up for maids to enter from extension telephones an additional 9 status codes can be set up for the console operator to enter e g reserved but no deposit paid reserved with deposit paid in full etc the maid s codes can be different in meaning from the console codes allowing for a total of 81 different codes However on reports the two status codes are shown together as a two digit number 11 99 where the first digit was set by the console and the second digit was set by the maid in the room Note The status codes have no particular m
10. Check Out Report manually press A 5 0 on the console keypad the LCD display will read Print Calls EEE Enter OK D Exit Enter the extension number and then press Enter 7 to print the report or press Exit D to quit without printing To stop printing partway through the report press Exit D This report contains a detailed list of all calls that have been priced and stored for the indicated extension The information about each call includes the trunk used to place the call the time and date the call started the phone number that was dialed the type of call placed local long distance etc the duration of the call in minutes and tenths of a minute and the cost of the call At the bottom of the report the total number of calls the total sum of minutes and the total cost are shown Note This report will print to any PhoneSuite parallel and or serial port that is set up to output A Level Reports For more information see Commands B70 B71 and B77 in the Installation amp Programming Manual A51 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 is checked in using the Check In Out feature key button on the console or the A10 command to ensure the previous guest s calls are not PhoneSuiteTM Console User s Manual rev 050330 47 charged to the
11. D The report looks like Date time 06 15 99 07 35 Ext RMST MESS FWDA FWDB SHLD THLD DND LOGO CHKO LDIS EXTS LOCL 101 00 Off Off Off Off Off Off In In On On On 102 01 On On 101 Off Off Off In Out Off Off Off 103 00 On Off Off Off Off Off In In On On On 104 00 On 100 off Off Off Off In ins On On etc These columns contain the following information Ext Contains the extension number RMST Shows the two digit room status code see command A13 on page 26 MESS Shows whether message waiting lamp is on or off for the extension FWDA Ifthis extension is set to forward all calls shows the forward extension otherwise Off FWDB Ifthis ext is set to forward calls on busy no answer shows the forward ext otherwise Off SHLD if the extension currently has a call with another extension on hold THLD if the extension currently has a call with a trunk on hold 30 PhoneSuiteTM Console User s Manual rev 050330 DND On if the extension is set to Do Not Disturb LOGO In if the extension is logged in to hunt groups if any CHKO In if the extension is checked in see page 15 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 LOCL On if the extension is allowed to make local calls A24 View PhoneSuite Main Board Software Ver
12. Report or Exit D to quit without clearing PhoneSuiteTM Console User s Manual rev 050330 49 A57 Check Bill Total for an Extension This command is used to view the current total of an extension s phone bill without having to print the bill To do this from the console press A 5 7 on the console keypad and the LCD display will read SDDD CC for EEE Set Exten D Exit Enter the extension number and then press Enter to display to total amount of the bill in the DDD CC area or press Exit D to quit without displaying the bill total 459 Record 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 To start this command press A 5 9 on the console keypad and the LCD display will read Set AA 8 PrC 4 Before recording a new message the old message must first be erased as shown in the following table of commands Note that in order to maximize the usage of the voice memory only the message that was recorded last can be erased and re recorded re record an earlier message you must first erase all of the messages and then re record them all To do this press 0 7 9 on the keypad Once the messages have been erased the console s LCD display will return to the idle state Aft
13. and time that 15 displayed on the console and 15 used for system wide features such as wakeup calls To set the time or date press the key on the console keypad The display will read Time 1 Date 2 Prog B from Idle Time Press 1 to set the time or 2 to set the date If 1 time 1s pressed the display will read SET TIME hhmm Enter the time in 24 hour military format where 1 00 p m is entered as 13 00 and Midnight is 00 00 You must press two digit keys for the hour and two digit keys for the minute For example 8 05 a m is entered as 0 8 0 5 As the time is entered each digit will be displayed in the hhmm portion of the display Once all four digits have been entered the display will read SET TIME hhmm Enter if OK D Ex Press the key Enter if the new time is correct or press D to exit without updating the PhoneSuite time The display will then return to the Idle display The time may also be set with the A61 command Date If setting the date press on the console keypad and then press 2 The display will read SET DATE mmddyy Setting the date follows the same process as setting the time except that the date must be entered as two digits for the month two digits for the day and two digits for the year The date may also be set with the A62 command PhoneSuiteTM Console User s Manual rev 050330 43
14. command 15 or by pressing the Long Dist Calls feature key button on the console See page 17 for a complete description of this command A16 Allow Block Local Calls PhoneSuite can allow or block local calls from any extension on an extension by extension basis This be done by running command 16 or by pressing the Local Calls feature key button on the console See page 17 for a complete description of this command PhoneSuiteTM Console User s Manual rev 050330 27 IMPORTANT 9 1 1 can always be dialed regardless of how A16 is set Other calls such as toll free 800 888 877 and 866 numbers can also be set to Always Allow status 1f desired See Command 848 in the Installation amp Programming Manual for more information A17 Allow Block Extension to Extension Calls PhoneSuite can allow or block calls from any extension to other extensions on an extension by extension basis This can be done by running command A17 or by pressing the Ext to Ext Calls feature key button on the console See page 18 for a complete description of this command IMPORTANT The console dial 0 can always be dialed regardless of how A17 is set A18 Check Call Duration This command allows the console operator to view the phone number dialed and the duration of a call that 15 currently in progress between an extension and an outside trunk To do this dial A 1 8 on the console keypad The display will then read
15. 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 press A 5 1 on the console keypad the LCD display will read Erase Calls EEE Enter OK D Exit Enter the extension number and then press Enter to erase the report or press Exit D to quit without erasing the calls 452 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 A51 IMPORTANT NOTE This command revives all calls that can be found for the extension so it may revive more than just the calls made by the most recent guest or it may not be able to revive all calls from the most recent guest To revive calls for an extension press A 5 2 on the console keypad the LCD display will read Revive Calls EEE Enter OK D Exit Enter the extension number and then press Enter to revive calls or Exit D to quit without reviving A53 Set Credit Limit This command is used to set a new credit limit for an extension Pressing A 5 3 on the console keypad is ident
16. on hold or is active 1 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 Incoming amp Internal Calls This method is used to transfer an incoming call or a console to extension call while it is active 1 6 while you are talking to the caller To perform this transfer simply dial the PhoneSuiteTM Console User s Manual rev 050330 5 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 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 15 active not on hold Dial the extension or hunt Talk privately to Press to connect or group number on keypad extension if desired Press D to cancel transfer Outgoing Trunk Calls This method is used to transfer an outgoing trunk call a call placed by the console to an outside phone number while it is active 1 e while you are talking To perform this transfer dial the desired extension number or hunt group number on the console s keypad and then press the key on t
17. setting if any will be shown in place of SS Type in a new two digit you must enter two digits setting and then press Enter if OK SUMMARY To set an extension s room status enter the following sequence Enter an extension number and a two digit room status code NOTES 1 Ifa Property Management System PMS is connected to PhoneSuite and PhoneSuite is set up to send room status codes to the PMS only the second digit of the room status code the one set by maids in the room will be sent to the PMS 2 change a room s status from the extension telephone in that room dial 2 plusa single digit status code 1 9 PhoneSuite will provide a double beep confirmation tone and will change only the second digit of the room status A14 Clear All Room Status Codes This command is used to clear the current room status settings for all extensions On the console keypad press A 1 4 and the display will read Clear 11 Room Status y ENTER If you press Enter 7 all extensions will have their room status setting cleared set to 00 To quit without making this global change press Exit D SUMMARY To clear all extensions room status enter the following sequence 44 Press Enter to clear all to 00 A15 Allow Block Long Distance Calls PhoneSuite can allow or block long distance calls from any extension on an extension by extension basis This can be done by running
18. the Installation amp Programming Manual the console can place a page by dialing 55 from an idle state 1 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 15 the System Feature Access Digit programmed by your installer using command B45 Installation amp Programming Manual 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 set command B40 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 an 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 while talking to the caller 1 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 answere
19. 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 the call 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 PhoneSuiteTM Console User s Manual rev 050330 9 Dial extension number If busy or no answer dial 8 and wait for answer to connect to voice mail Note If the extension being called is set to forward its calls to another extension the console operator can still send the caller to the original extension s voice mailbox by dialing 8 any time before the call 15 answered 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 or hunt group dial the desired extension or hunt group number on the console s keypad The extension
20. 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 18 PhoneSuiteTM Console User s Manual rev 050330 Check Bill Total The Check Bill Total button works only if the optional Call Accounting Card is installed This button s lamp will light when you press the button at which time the display will read 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 Mail If optional Voice Mail is installed and the selected extension has voice mail messages and or has a hit message waiting lamp the Clear Voice Mail button will be on Pressing the Clear Voice Mail button allows you to clear the message waiting lamp and erase all voice mail messages and erase any customized greeting the extension has recorded When Clear Voice Mail is pressed the display will read Clear Voice Mail 101 C Cle
21. 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 logged in extension in the hunt group will ring When the console operator is done with the call he or she should press on the keypad Dial extension or hunt Talk when done press D group number on keypad 1 When the console places a call this call appears on one of the Call Buttons this button will Notes become solidly lit To place the call on hold press this Call Button to retrieve it from on hold press this Call Button again Multiple calls can occur at the console at a time simply place a call on hold to answer or place another call 2 lfthe console calls an extension that 15 in use the console operator will hear a busy signal If it 15 urgent to reach this individual the console operator can break into the call by pressing key on the console keypad This will cause the console operator to become part of the call as a 3 party conference call the conference bridge 15 available and if switch 4 on the PhoneSuite Main Board DIP Switch is set DOWN as described in the Installation amp Programming Manual When the console joins the call both of the parties already in the call will hear a tone and will then be able to hear the console operator and each other When the console operator is done he she can press C a second time to exit from the call leavin
22. 01234567890123456789012345678901234 34 PhoneSuiteTM Console User s Manual rev 050330 I I iE TT MM DD YY HH MM SS HH MM SS NNNNNNNNNNNNNNNN AAAAAAAAAAAA iE TT MM DD YY HH MM SS HH MM SS NNNNNNNNNNNNNNNN AAAAAAAAAAAA I I I PhoneSuiteTM Console User s Manual rev 050330 35 Changing Extension Features from the Console There are several extension settings that are normally changed from the extension itself but can also be changed from the console These include turning call forwarding on or off turning Do Not Disturb mode on or off clearing the extension s voice mail messages and clearing certain features that are set for the extension This section describes the commands to perform these functions A30 Forward Extension s Calls The console operator can set an extension s forwarding options so calls to the extension are forwarded to another extension or to the console All calls to the extension can be forwarded this way or calls can be forwarded only when the initial extension is busy or doesn t answer In addition to setting an extension s forwarding status the console operator can also clear an extension s forwarding options With call forwarding set a call that 1s 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
23. Attendant Messages 50 A61 Set Time 43 2 A62 Set Date 43 Set Date and Time 43 PhoneSuiteTM Console User s Manual rev 050330 23 Hint If you do not remember an A Level command code you can press the A key repeatedly to scroll through an abbreviated list of available commands This list includes only the most commonly used A commands based on whether this is a hospitality application or a general business application For hospitality applications as selected on the Main Board DIP Switches described in the Installation amp Programming Manual the A Commands scroll list includes e Check In or Out 9 Message Waiting On Off e Set Room Status e Night Mode On Off e Set Change Wakeup Call e Allow Block Long Distance Calls e Allow Block Local Calls e Allow Block Extension to Extension Calls e Do Not Disturb e Clear Voice Mail For general business applications as selected on the Main Board DIP Switches described in the Installation amp Programming Manual the A Commands scroll list includes e Message Waiting On Off e Night Mode On Off e Set Change Wakeup Call can be used as a reminder call e Do Not Disturb e Forward Extension s Calls Notes 1 A Commands have a 5 second time out in case they are entered accidentally If A is dialed but additional digits are not dialed within five seconds the console will return to idle 2 If you answer or start a
24. CC Ent OK D Ex After a short delay the display will show the current credit limit in dollars only in the left part of the bottom line Press Enter or Exit D if the current setting is correct or type in the new value as two digits 1 05 for 5 00 and then press Enter to save the new setting or Exit D to quit without saving the new setting Notes 1 A credit limit cannot be set for an extension that is checked out 2 Setting a credit limit of 00 tells PhoneSuite to ignore all calls made from that extension this will allow the extension to make unlimited calls without tracking these calls for billing purposes this setting is 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 Long Dist Calls Local Calls and Ext to Ext Calls buttons as described earlier However the credit limit must first be increased or the extension s phone bill must be cleared to zero with the A51 command print it first with the Print Bill button Print Bill 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 co
25. CHECK IN OUT 4 da 15 10 1 10 187 0 671 6 7 77 27 7 7 17 LOCAL CALDS ti AA eta tee aa qiti 17 EXT TO EXTCAELS A RUNE ONG UIROS 18 NOT DISTURB rnea ite eiie piden ieri eot 18 MESSAGE E WM 18 54 12 0 912118 0516 858 7 7 77 a ES 19 CLEAR VOICE MAT e ae Rue Otte tees 19 CLEAR EXT FEATURES 19 W AKEUP 02 9575777 7777 77777 7 72 7 7 77 20 CREDIT LIMIT 20 PhoneSuiteTM Console User s Manual rev 050330 1 luni Ai 21 STATUS REPORT etr aee C Oe 22 NIGHE MODE fect tdt 22 SAGE VEE COMMANDS ngos EY eges eese Tho yas
26. PhoneSuite A division of Call Management Products Inc Console 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 1ts 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 Necessar
27. Wakeup Report This command prints the Wakeup Call status for a single extension To print this report dial A 2 0 on the console keypad The display will read Prt Wake Status Ext EEE D Exit Enter the extension number and the extension s Wakeup Report will print as a 2 line message The report contains the following information Date time MM DD YY HH MM Ext EEE For HH MM on DD STATUS Where MM DD Y Y 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 STATUS portion of the message will read NONE No Wakeup Call Setting Activity PEND n Calls Wakeup Call is set and waiting to occur or in progress ANSWD n Calls Wakeup Call at indicated setting was answered OFFHK n Calls Phone was off hook when Wakeup Call was attempted ALARM n Calls Wakeup Call at indicated setting was not answered A21 System Wakeup Report This command prints a report that shows the Wakeup Call setting or last status change for every extension in PhoneSuite To print this report dial A 2 1 on the console keypad The display will read Print All Wake Calls Ent D Ex PhoneSuiteTM Console User s Manual rev 050330 29 Press Enter to print the report or Exit 13 to quit wi
28. along with any customized voice mail greeting that may have been recorded restricting the room s calling permissions to prevent local long distance and or room to room calls and printing an extension phone bill if the optional Call Accounting Card is installed If PhoneSuite 15 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 is a wakeup call set or if there are voice mail messages that have not been erased For each of these if there is nothing to clear PhoneSuite will perform that part of the check in out procedure automatically If there is something to clear PhoneSuite will prompt you to determine whether or not it should clear this setting in this case you can press C to clear the setting and continue with the check in out procedure press to leave the setting uncleared and continue with the check in out procedure or press D to abort the check in out procedure Example If the extension has a wakeup call set when the check in out feature is invoked the display will read 101 WAKEUP SET C C1 Ent OK D Ex To clear the wakeup call setting and continue with the check in out press C on the console keypad To leave the wakeup call setting 85 15 and continue with the check in out press Enter To quit the check in out procedure press Exit D Similarly if the extension s message waiting lamp is
29. ar D Ex Press C to clear the settings as described above or press D to exit without clearing Note The PhoneSuite voice mail system has two ports up to four may be 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 Clear Ext Features If the selected extension has particular features on the Clear Ext Features button will be lit to indicate that at least one of these features is active To quickly remove any and all of these settings for the selected extension press the Clear Ext Features button The lamp on the Clear Ext Features button will go out and the settings will be removed or cleared The features that are affected by this button are Do Not Disturb mode if on it s turned off call 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 18 on hold it is removed from its connection to the extension so the extension is not able to retrieve it from on hold and the caller must hang up and call in again 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 o
30. before it was answered As an aid in setting up an external call accounting system the following shows the column locations in the incoming SMDR data format 0 1 2 3 4 5 123456789012345678901234567890123456789012345678901234567890 EEE TT MM DD YY HH MM SS HH MM SS HH MM SS EEEE TT MM DD YY HH MM SS HH MM SS HH MM SS Outgoing SMDR Messages If turned on in Commands B70 B71 and B77 see the Installation amp Programming Manual an SMDR message will print after each outgoing call a call that is placed out on a trunk is finished This message will print in the following format on a PhoneSuite Model 64 E TT MM DD YY HH MM SS HH MM SS NNNNNNNNNNNNNNNN AAAAAAAAAAAA T I On a PhoneSuite Model 112 or Model 239 this message will print in the following format iE MM DD YY HH MM SS HH MM SS NNNNNNNNNNNNNNNN AAAAAAAAAAAA I I I Where EEE or EEEE 15 the extension number that placed the call TT is the trunk number MM DD YY 15 the date the call was made the first HH MM SS is the time the call was placed in military format the next HH MM SS is the total duration of the call NNNNNNNNNNNNN 26 digits max is the number dialed and AAAAA 12 digits max is the optional account code As an aid in setting up an external call accounting system the following shows the column locations in the outgoing SMDR data format 0 1 2 3 4 5 6 7 123456789012345678901234567890123456789
31. ber 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 Dial 9 or another trunk Talk privately if Press C to connect or group then the phone number desired Press D to cancel transfer or speed dial using digit To transfer any type of call incoming or outgoing that is on hold Press Call Button to Dial 9 or another trunk Press D to end new call or place call on hold group then the phone number Press Call Button plus C to connect call on hold to this call Note Unlike transfers to extensions a call that 15 transferred to an outside phone number will not return 10 the console if 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 with command 315 as desc
32. biting it from making other types of calls e g long distance or room to room calls check for leftover settings from the previous guest such as a Wakeup Call Message Waiting Lamp or Voice Mail messages and any customized voice mail greeting and let you clear these if found clear the room s phone bill to zero if the optional Call 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 let you clear these 1f found and print the room s phone bill if the optional Call Accounting Card is installed Running command A10 is identical to pressing the Check In Out feature key button on the console See page 15 for a complete description of this command A11 Message Waiting On Off On telephones that are equipped with a Message Waiting lamp PhoneSuite can turn this light on or off to indicate that this extension has a message waiting in voice mail or at the front desk This can be done by running command A11 or by pressing the Message Waiting feature key button on the console See page 18 for a complete description of this command PhoneSuiteTM Console User s Manual rev 050330 25 412 Set Change Wakeup
33. cancel clear any wakeup setting that is displayed press the C key The wakeup call will be erased so it will not occur and the display will return to the idle mode Credit Limit Background If the optional Call Accounting Card is installed a credit limit can be set for each extension to restrict the total cost of that extension s phone calls When the extension is checked in PhoneSuite automatically sets a credit limit for calls from that extension initially the default credit limit is used this 20 PhoneSuiteTM Console User s Manual rev 050330 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 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 extension s credit limit then 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 1370 B71 and B77 as described in the Installation amp Programming Manual The Credit Limit button s lamp will light when you press the button at which time the display will read Cred Limit EEE S
34. d from any extension that can use Control Features this 1s set by the installer in the extension s B14 Class of Service setting 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 12 PhoneSuiteTM Console User s Manual rev 050330 While the call is active A park slot number will be displayed dial not on hold dial C that number to park the call NOTE The 5 in the 56 command the extension user dials is the System Feature Access Digit programmed with command B45 Installation amp Programming Manual If this digit has been set to a different digit than 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 either be on an extension or the console and one party must be on a trunk The third party in the conference can be an extension a trunk or the console Conference calls can be placed by the console or directly by an extension that can use Control Features this 1s set by the installer in the extension s B14 Class of Service setting typically guest rooms are not allowed to use Control Features but other extensions are If desired the console can join an existing two par
35. d to make local calls If the light on this button is off the selected extension is prevented from making local calls To change the local calling permission for the selected extension simply press the Local Calls button Within one second the light will change from on to off or from off to on Note What qualifies as a 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 see the Installation amp Programming Manual command 1348 In general calls that begin with a 0 or 1 are considered to be long distance PhoneSuiteTM Console User s Manual rev 050330 17 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 You cannot turn local calls on for an extension that has local calls disabled in its class of service setting See the Installation amp Programming Manual command B14 for more information IMPORTANT 9 1 1 can always be dialed no matter what this setting is In addition calls that are set to Always Allow command B14 described in the Installation amp Programming Manual can be dialed regardless of how local calling permissions are set Ext to Ext Calls If the Ext to Ext Calls button is lit the selected extensi
36. described in the Installation amp Programming Manual This report is designed as an aid to determining that programming is complete as well as to document and archive PhoneSuite s setup For more information and a sample report see the Installation amp Programming Manual System Startup Message Whenever PhoneSuite is powered up from an unpowered state it prints an initialization message to its serial and parallel ports MM DD YY HH MM PhoneSuite VX XXX NNN PhoneSuiteTM Console User s Manual rev 050330 31 Where MM DD YY is the current PhoneSuite date HH MM is the PhoneSuite current time and NNN is the reset counter that will increment each time PhoneSuite 15 restarted this can be used to test for frequent power failure occurrences After this information the version number of the Main Board software is shown Note The initialization message only appears when new power is applied is sent to all output ports and cannot be turned off System Event Messages As system events occur messages are printed to notify you about them A message will be printed any time a change is made to one of the following an extension s Message Waiting lamp status an extension s Wakeup Call status an 5816851085 Room Status Code an extension s Long Distance Local or Extension to Extension calling restrictions an extensions Do Not Disturb status or an extensions Check In or Check Out status In addition if an extension s Voice Mail mes
37. e mail messages 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 239 to a checked in status all at once This is done with command 45 as described on page 45 Long Dist Calls If the Long Dist Calls button is lit the selected extension is allowed to make long distance calls If the light on this button is off the selected extension 15 prevented from making long distance calls To change the long distance calling permission for the selected extension simply press the Long Dist Calls button Within one second the light will change from on to off or from off to on Note What qualifies as a long distance call is programmable and usually the installer has set this up to match any calls for which you are charged by your telephone company 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 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 14 for more information Local Calls If the Local Calls button 15 lit the selected extension is allowe
38. eaning to PhoneSuite so users can set these codes to mean whatever they wish to track Example The ABC Motel uses the following room status codes for the first digit Room is vacant Room is reserved without payment Room is reserved with deposit A U hl Room is paid in full In addition the following are used for the second digit of the room status code 1 Room needs cleaning and or supplies 2 Room has been cleaned amp re supplied and is ready for use 3 Room needs maintenance or repair When a room is reserved or 15 paid the console operator changes the first digit of the room status code and 1f appropriate the second digit e g to indicate that the room needs cleaning When the maids and or maintenance staff are finished in each room they use the extension phone in that room to change the second digit of the room status code This allows the console operator to print a report whenever desired to view the full status of each room In this example a room that is vacant and clean would show on reports as having a room status of 12 To change an extension s room status code press A 1 3 on the console keypad The display will read I G Room Stat SS A Nxt C Clr D Ex 26 PhoneSuite Console User s Manual rev 050330 Enter the extension number or D to exit When the extension number is entered it will appear over the EEE in the display above and the current status
39. ear a busy signal This Do Not Disturb feature can be turned on and off from the console by dialing A 3 2 on the console keypad The display will read Do Not Disturb EEE A Next D Ex Enter an extension number e g 101 and the display will read Do Not Disturb 101 OFF 6 On if Do Not Disturb is currently off or Do Not Disturb 101 ON 3 0ff 1f Do Not Disturb is currently on To turn Do Not Disturb on press 6 or to turn it off press 3 When the setting 18 correct press Enter SUMMARY To prevent calls from ringing to an extension press this sequence 32 Enter the extension number and set Do Not Disturb to on to prevent calls or off to allow calls Note If the console operator attempts to call an extension that is set to Do Not Disturb the console operator will hear a busy tone and will see a message on the display indicating the status of the extension If the console operator needs to get through he she must turn Do Not Disturb off for the extension and try the call again A40 Clear Extension Features This command clears specific features that may be set for an extension These features include 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
40. er this reenter the A59 command and record your new message s To record a new message enter the 3 digit code for the message you want to record as shown in the following table of commands 50 PhoneSuiteTM Console User s Manual rev 050330 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 message can be re recorded it must be erased If this message was the last one recorded then it can be erased using the command indicated and can then be re recorded However if another message has been recorded since this message then this command will not work instead you must erase and re record ALL the messages Messages are recorded and revi
41. es and tenths of a minute and the cost of the call At the bottom of the report the total number of calls the total sum of minutes and the total cost of the calls are all shown Status Report The Status Report button is used to print a report that shows the current room status setting for all extensions When this feature key button is pressed the display will read Prt Room Status Report Ent D EX Press Enter to print the report or Exit D to quit without printing The Status Report which includes all settings except wakeup calls for all extensions will be printed See the Reports section later in this manual for a detailed description of this report Note to stop printing partway through the report press 3 Night Mode Night Mode can be turned on or off whenever desired by pressing the Night Mode button If the Night Mode button s lamp is flashing PhoneSuite is currently in Night Mode if this lamp is unlit PhoneSuite is in Day Mode For detailed information on Night Mode see page 41 22 PhoneSuiteTM Console User s Manual rev 050330 A Level Commands In addition to basic call handling and feature key buttons the console can be used to run a variety of daily use commands These are called A Level commands because they are invoked by first pressing the A key on the console keypad then dialing a two digit command The following table summari
42. ewed through the console handset Commands are entered as indicated in the above table when a record command is used you will hear a beep through the console handset indicating the beginning of the recording When you hear the beep talk into the console handset to record your message when done press D on the console Note How the Auto Attendant handles calls what ring it answers on and how it transfers them is controlled through commands 1356 B58 as described in the Installation amp Programming Manual PhoneSuiteTM Console User s Manual rev 050330 51 APPENDIX EXTENSION USERS MANUAL
43. extension 1s not able to retrieve it from on hold and the caller must hang up and call in again and hunt group logout status 1 e if the extension belongs to any hunt groups it is logged IN to these when its features are cleared PhoneSuiteTM Console User s Manual rev 050330 39 Note This command does NOT clear any voice mail messages the extension has but it does clear the extensions message waiting lamp status These extension features can be cleared by pressing the Clear Ext Features feature key button on the console or by using the A40 command Both commands work the same way To use the A40 command dial A 4 0 on the console keyboard The display will read Clear Features EEE D Exit Enter the extension number for example 101 and the display will read Clear Features 101 Enter D Ex Press Enter 7 to clear the extension s current feature settings or Exit D to quit without making any changes 40 PhoneSuiteTM Console User s Manual rev 050330 Night Mode 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 at the console to answer calls There are two ways to invoke Night Mode manually or automatically Night Mode can be turned on manually when the console operator leaves the console at the end of the da
44. f its effects on call hold and hunt groups the Clear Ext Features button 1s 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 PhoneSuiteTM Console User s Manual rev 050330 19 Wakeup Call 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 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 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 it has been set but has not yet occurred 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 JAK 101 HH MM DD Ent OK C C1 D Ex If a wakeup call has been set for this extension the HH MM will sho
45. follow that forwarding path and this process will continue until the final forward to extension 15 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 press A 3 0 on the console keypad If no current forwarding is active the display will read Forw EEE to FFE D Exit Enter the extension number e g 101 and the forward to extension e g 202 and the display will read Forw 101 to 202 1 A11 2 Busy NA To forward all of extension 101 s calls to extension 202 press 1 To forward extension 101 s calls to 202 only if 101 is busy or does not answer a call press 2 The setting will be made Note To forward calls to the console enter 000 or 0000 as the forward to extension When A30 is entered if an extension already has call forwarding active as soon as the extension is entered the display will read Forw 101 to 202 All C Clr 2 B NA PhoneSuiteTM Console User s Manual rev 050330 37 1f the current setting is forward ALL calls or Forw 101 to 202 B NA C Clr 1 A11 1f the current setting 1s to forward calls only when 101 is busy or does not answer Press C to clear call forwarding for extension 101 1 to change the call forward
46. g the two original parties still connected to each other 3 If the console calls an extension that is set to forward its calls to another extension the console operator will follow this forwarding and will ring at the forward extension 4 If the dialed extension is busy or does not answer the console operator will NOT go to its voice mailbox automatically This can be done by pressing 8 as described below 10 PhoneSuiteTM Console User s Manual rev 050330 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 when done dialing in order to connect slightly faster if C 15 not 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 When finished with the usually 9 or 8 on keypad keypad call press D Calling an Extension s Voice Mailbox to Leave a Message The console never goes to an extension s voice mailbox automatically If the console places a call to an extension that is busy or doesn t answer the console operator will continue to hear busy tone or ringing until he she takes further action by pressing D or 8 Pressing D will dr
47. he keypad if C is not pressed the call will not be transferred The party you were talking to will hear the digits you dial so this 15 not the preferred transfer method In summary to transfer an outgoing trunk call that 15 active not on hold Notes 1 Dial the extension or hunt group number on keypad Press to connect A call that is transferred to a hunt group will be transferred to the first available non busy currently logged in extension in the Hunt Group 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 to transfer the call this conversation 15 private and is not heard by the caller If the console operator does not wish to talk to the extension prior to transferring the call he she can press C to transfer the call immediately before or after the extension starts ringing If the extension a call is being transferred to is busy the call can be transferred to it anyway If the extension has voice mail the call will go directly to this voice mailbox If the extension does not have voice mail the call will remain on hold until the extension becomes available or until the phone system s Busy Recall Camp On Timer see B53 in the Installation amp Programming Manual times out in which case the call will ring back to the console with a triple ring pattern If the extension is set to forward its cal
48. ical to pressing the Credit Limit feature key button on the console so see page 20 for a detailed description of this command A54 Print Credit Violations This command prints a report for all extensions that have a credit limit set showing the credit limit the current total phone bill amount and a VIOLATION message if the extension s phone bill exceeds its credit limit To print this report press A 5 4 on the console keypad and the LCD display will read Print Cred Viols Enter OK D Exit Press Enter to print the report or Exit D to quit without printing To stop printing partway through the report press Exit D 48 PhoneSuiteTM Console 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 871 and 877 in the Installation amp Programming Manual 455 Print Audit Report This command prints the Audit Report which shows all calls that have been priced by the call accounting system since the Audit Report was last cleared with command A56 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 Programming Manual
49. ing red light means the phone is idle hung up but has the message waiting lamp on and a dark unlit lamp means the phone is idle hung up For trunks a solid red light means the trunk 15 in use or ringing a blinking red light means the trunk has been removed from use either manually or automatically due to some problem and a dark unlit lamp indicates that the trunk is idle unused PhoneSuiteTM Console User s Manual rev 050330 1 e Keypad The Keypad is used to dial extension numbers outgoing trunk phone calls commands and other digits as needed when processing calls or reviewing and entering data in phone system commands e 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 is answered by pressing the button The current call you are on shows as a solidly lit Call Button A call in progress can be placed on hold by pressing the solidly lit Call Button which will begin to blink to indicate that it is on hold Once a call has been transferred to an extension or a trunk or is ended the Call Button it was on will go blank and is free to handle another call 9 Feature Key Buttons The Feature Key Buttons located on the lower left part of the console provide a quick way to set the most commonly used system features including Check In Out Per Exten
50. ing setting to all calls or 2 to change call forwarding to busy no answer calls only SUMMARY To set an extension s forwarding options from the console press Enter the extension to be forwarded the extension to forward calls to 000 or 0000 for the console or clear this field to clear call forwarding for this extension and the type of forwarding desired all calls or when the extension is busy or doesn t answer Note If call forwarding is turned on for an extension that is part of a hunt group operation will be as 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 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 A31 Clear Voice Mail If optional Voice Mail is installed the console can retrieve or clear the messages in an extension s voice mailbox Retrieving voice mail messages is described on page 11 Clearing voice mail messages is often done in hotel motel applications where the guest doesn t know how to clear the
51. ion 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 It is 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 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 PhoneSuiteTM Console User s Manual rev 050330 System Commands Some commands affect system wide functions or affect all of the extensions in PhoneSuite These commands include changing the system date and time clearing the 9 1 1 Alarm after someone dials 911 setting or clearing a Trunk Alarm and setting all extensions to a checked in status In addition the console has the ability to access a particular trunk directly usually to test that it is working or to clear it if it 15 locked up These commands are described in this section Changing PhoneSuite s Date and Time The console operator can change the date
52. ir own messages or simply doesn t bother to do so Voice mail messages are usually cleared automatically when a guest is checked in or out as described on page 15 To clear an extension s voice mail messages and any customized voice mail greeting manually from the console dial A 3 1 on the console keypad The display will read Clear Voice Mail C Clear D Ex Enter the extension number e g 101 and then press C to clear all voice mail messages and any custom greeting for that extension SUMMARY To clear an extension s voice mail messages press this sequence Enter the extension number and dial when prompted this will clear all of the extension s voice mail messages along with the voice mailbox s customized personal greeting 38 PhoneSuiteTM Console User s Manual rev 050330 Note The PhoneSuite voice mail system has two ports up to four may be 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 A32 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 h
53. ll be connected as described in the Installation amp Programming Manual Note that if a telephone is connected it does not need to be hung up in its cradle between calls though the cradle can be used as a convenient resting place for the handset whenever desired All dialing is done on the console so there is no use for a dialing keypad on the attached telephone set LCD Display The Display shows information about calls as they arrive at the console It is also used to enter and display data for various commands that are described in this manual In normal operation the display is divided into four sections corresponding to the four Call Buttons described below The origin of each call can be quickly checked by viewing the appropriate part of the display 9 Status Lights Busy Lamp Fields BLF These lights show the status of the extensions and trunks that are selected to display The lights are arranged in rows and columns where the row indicates the first two digits of the extension and the column indicates the last digit For example the top row is usually used for extensions 100 109 and the second row for extensions 110 119 However the extension lamps can be set by your telephone installer to display different extension numbers so these numbers may represent different extensions on your phone system Trunk lights are fixed and cannot be reassigned For extensions a solid red light means the phone is in use or ringing a blink
54. ls to another extension the console operator or the call will follow this forwarding and will ring at the forward extension However if this extension does not answer the transferred call the call will go to the original extension s voice mailbox if it has one Transferring Calls That Are On Hold Whenever desired a call that is on hold can be connected to another call the console has placed This 15 the preferred transfer method for outgoing trunk calls calls placed by the console to an outside phone number 6 PhoneSuiteTM Console User s Manual rev 050330 and is also convenient in situations where the console operator may have to try several extensions before finding the desired party In this case you can place the call on hold and can then call as many extensions hunt groups or outside phone numbers as needed After talking privately on each new call you can press D to end this new call and leave the original call on hold or you can press the Call Button the call is holding on and then press to connect this call to the new call you placed In summary to transfer a call incoming or outgoing that is on hold Notes Press Call Button to Dial an extension hunt group Press D to end new call or place call on hold or outside phone number and Press Call Button plus C to talk privately connect call on hold to this call A call to a hunt group will go to the first available non busy current
55. ly logged in extension in the Hunt Group If the console operator does not wish to talk to the extension prior to transferring the call he she can press to transfer the call immediately before or after the extension starts ringing If an extension is busy the call can be transferred to it anyway If the extension has voice mail the call will go directly to this voice mailbox If the extension does not have voice mail the call will remain on hold until the extension becomes available or until the phone system s Busy Recall Camp On Timer see B53 in the Installation amp Programming Manual times out in which case the call will ring back to the console with a triple ring pattern If the extension is set to forward its calls to another extension the console operator or the call will follow this forwarding and will ring at the forward extension However if this extension does not answer the transferred call the call will go to the original extension s voice mailbox if it has one Unsuccessful Call Transfers If a call is transferred to an extension that does not answer and does not have voice mail the call will ring back to the console This ring back will occur after the amount of time designated in the phone system s Transfer Recall Timer see B54 in the Installation amp Programming Manual This ring back also occurs with calls that are transferred to a hunt group if the call is not answered by the first non busy l
56. month if DD day is next time that HH MM occurs CLEAR Any wakeup call for this extension was cleared MWAIT SET The message waiting lamp was lit MWAIT CLEAR The message waiting lamp was turned off DND SET The extension was set to Do Not Disturb DND CLEAR Do Not Disturb status was cleared turned off VMAIL SET A voice mail message was taken and message lamp was lit VMAIL CLEAR Voice mail was cleared and message lamp was turned off CHKIN SET A Check in was performed CKOUT SET A Check out was performed EXALL CLEAR All Features for the extension Do Not Disturb Call Forwarding Call on Hold were cleared On the Fly Costed Call Messages If the optional Call Accounting Card is installed in PhoneSuite and it is set to print costed calls on the fly see Command B59 option 34 in the Installation amp Programming Manual a message will be printed after each call is finished This message will include a one line heading plus a one line record in the following format EXT TK DATE TIME NUMBER DIALED DESCRIPTION DURATN COST iE MM DD HH MM NNNNNNNNNNNNN DDDDDDDDDDDDDDDD MMMM T DDDDD CC EE I Where EEEE is the 2 4 digit extension number that received the call 1f transferred from the console the extension that it was sent to is displayed TT is the trunk number MM DD is the date the call was received HH MM 15 the time the call was
57. n 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 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 3 Check OUT D Ex PhoneSuiteTM Console User s Manual rev 050330 15 If the extension is currently checked out you will see 101 Checked OUT 6 Check IN D Ex Press 3 to perform a check out for this extension press 6 to perform a check in for this extension or press D to exit from this display without changing the extension s checked in out status When you check an extension in or out PhoneSuite will automatically perform certain actions based on how the installer set the B66 and B67 programming settings see the Installation amp Programming Manual These actions may include any or all of the following turning off the Message Waiting lamp on the room phone clearing any Wakeup Call that has been set for this room clearing any Voice Mail messages left in this room s voice mailbox
58. n out status PhoneSuiteTM Console User s Manual rev 050330 45 Call Accounting Auto Attendant Commands If the optional Auto Attendant Card or the optional Call Accounting amp Auto Attendant Card is installed in PhoneSuite the console can use a variety of commands that are otherwise not available These commands are detailed in this section If you perform one of these commands and see the message Illegal Action then you do not have the optional card that allows you to use these commands A50 Check Out Report Extension Phone Bill This command is used to print a phone bill for a particular guest This bill will include a detailed record of each call made from the guest s extension since it was last checked in or since these calls were cleared with command A51 along with a total cost for these calls This report is printed automatically whenever an extension is checked out with the Check In Out feature key button or the A10 command but it can be printed at any time with this command Note An extension s phone bill is not cleared to zero when the extension is checked out Instead this 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 A51m described in the next section To print an extension s phone bill the
59. ngs that are described in the Installation amp Programming Manual can only be run from Console 1 and the system date and time can only be set from Console 1 A level programming commands daily use commands that are described in this manual are available from both consoles If either console 01815 0 the other console will ring so the consoles can call each other that way Extension users who dial 0 will ring to both consoles but they can reach a specific console by adding a second digit immediately after the 0 dialing 00 will reach Console 1 and dialing 01 will reach Console 2 PhoneSuiteTM Console User s Manual rev 050330 3 Basic Call Handling Answering Calls When a call arrives at the console it rings in on one of the four Call Buttons To answer the call press the Call Button that is flashing and begin speaking into the console s handset Note that trunk calls calls that arrive on an outside phone line ring at the console with a long single ring pattern while calls from an extension ring with a shorter double ring pattern In addition the console s LCD Display provides information about the type of call that is arriving On the Model 112 and only when a Property Management System PMS is connected and configured to perform a check in function with a guest name the guest name will appear in the LCD display when the call is answered Note If an incoming trunk call is answered by the Auto Attendant
60. ns depending on how the Console Class of Service 15 set command 1349 41 Manual Night Mode On Off Night Mode can be turned on or off from the console whenever desired This can be done with the A41 command or by pressing the Night Mode feature key button on the console as described on page 22 Note If the Night Mode button on the console has a flashing lamp PhoneSuite is currently in Night Mode Automatic Night Mode Automatic Night Mode will be invoked if a call rings to the console and this call is not answered within the duration of the Automatic Night Mode Timer command B61 described in the Installation amp Programming Manual Once Night Mode has been invoked automatically it will remain ON until there is call activity at the console answering or placing a trunk or extension call or hanging up from a call in progress at which time PhoneSuite will return to Day Mode automatically PhoneSuite Console User s Manual rev 050330 41 Night Mode Notes 1 Automatic Night Mode will exited automatically upon resumption of call activity at 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 A41 Depending on how the Console Class of Service is set command B49 described in the Installat
61. ogged in extension in the hunt group or if all extensions in the hunt group are busy or logged out and the first extension in the hunt group list does not have voice mail Similarly if a call 15 transferred to a busy extension and the extension remains busy longer than the phone system s Busy Recall Camp On Timer see B53 in the Installation amp Programming Manual the transferred call will ring back to the console PhoneSuiteTM Console User s Manual rev 050330 7 Calls that ring back to the console after a transfer attempt will ring with a triple ring pattern and will arrive on the first available Call Button not necessarily the same Call Button the call was on originally To answer the call press the flashing Call Button Transferring to an Outside Phone Line Trunk Calls can be transferred to an outside phone number on a trunk if desired When an extension call is transferred to a trunk it is the same as if the extension dialed the phone number directly but it bypasses any dialing restrictions that have been applied to this extension If a trunk call is transferred to another trunk then both trunks will remain in use until the call has been finished Note Trunk to trunk transfers can result in telephone charges to your business for this reason they can be disabled with command B38 if preferred see the Installation amp Programming Manual Outgoing trunk calls calls placed by the console to an outside phone num
62. on is allowed to make calls to other extensions If the light on this button is off the selected extension is prevented from calling other extensions To change this calling permission for the selected extension simply press the Ext to Ext Calls button Within one second the light will change from on to off or from off to on IMPORTANT You cannot turn extension to extension calls on for an extension that has extension to extension calls disabled in its class of service setting See the Installation amp Programming Manual command B14 for more information Do Not Disturb If the Not Disturb button 15 lit the selected extension 1s in Do Not Disturb mode In this mode any calls that are made or transferred to the extension will receive a busy signal or will go directly to voice mail if optional Voice Mail is installed To change the Do Not Disturb setting for the selected extension simply press the Do Not Disturb button Within one second the light will change from on to off or from off to on Message Waiting If the Message Waiting button is lit the selected extension has its message waiting status set to on If the room phone has a standard hotel message waiting lamp this lamp will be blinking Note that the message waiting lamp can be set or cleared independently of the voice mail messages but if the optional Voice Mail Card s is are installed the message waiting lamp will be turned on automatically
63. op the console s call to the extension Pressing 8 will connect the console to the extension s voice mailbox so the console operator can leave a message or retrieve messages as described below Dial extension number To go to voice Leave message when on keypad mail dial 8 done press D Note If the console calls an extension that 1s set to forward its calls to another extension the console operator will ring at the forward 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 Dial extension number To go to voice At greeting dial on keypad mail dial 8 extension number again 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 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
64. operator can dial this extension number and leave a message which can be retrieved from the console with the above process PhoneSuite Console User s Manual rev 050330 11 Note The PhoneSuite voice mail system has two ports up to four may be available in Models 112 amp 239 so two or four users including the console can access voice mail simultaneously If another user attempts to access voice mail while two or four users are already in the system this user will hear busy tone Clearing an Extension Voice Mail Password The password can only be changed not cleared by the 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 mail box 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 15 necessary to clear the password of an administrative non guest extension you must completely reset the voice mail box using the Clear Voice Mail button on the console Not only will the password be cleared but all stored messages and any personal greeting will also be erased Paging If external paging equipment is connected to PhoneSuite as described in
65. or by an extension and is transferred to the console the caller will hear either ringing or hold music depending on how the Console Class of Service is set command B49 described in the Installation amp Programming Manual Placing Calls on Hold To place a call on hold press the Call Button the call is on this button will change from being solidly lit to flashing to indicate 1t is on hold With the call on hold the console is free to perform other activity without the caller hearing this instead the caller will hear silence or music on hold if a music device 15 connected to PhoneSuite To retrieve the call from on hold press the now flashing Call Button again If a call is left on hold for longer than the phone system s Hold Recall Timer command B52 described in the Installation amp Programming Manual the call will ring back to the console with a triple ring pattern In this case the call can be answered by pressing the Call Button Transferring Calls Once a call has been answered or placed by the console it can be transferred to an extension to a hunt group to a trunk or to an extension s voice mailbox This transfer can be performed at any time during the call whether the call is active or on hold To transfer a call see the appropriate following section Transferring to an Extension or Hunt Group There are two methods available for transferring a caller to an extension or hunt group based on whether the call is
66. other end of the call has hung up and so PhoneSuite attempts to keep the call active If you suspect that a trunk 15 hung e g a trunk light is lit but no extension lights are lit and the call 15 not ringing to the console you can connect to the trunk and clear the inactive call This is done by dialing A44 and dialing the appropriate trunk number on the keypad You will hear busy tone and can press C to override this and connect to the trunk You can then press D to exit from the call if the trunk is hung it will be automatically cleared when you exit If it turns out there is a call in progress the call will remain in place after you press C A45 Check All Extensions In This command is available only in PhoneSuite Models 112 amp 239 not in Model 64 The command is used to set every single extension in PhoneSuite to a checked in status This command is the same as using the Check In Out feature key button or running the 10 command for every extension for more information on the Check In function see page 15 and page 25 In normal operation this command is almost never used but it may be run after PhoneSuite has first been installed and set up To invoke this command dial A 4 5 on the console keypad The display will read Enter to Clr All Ext to Check In Press Enter to set ALL extensions to checked in status or press D to exit from this function without changing each extension s checked i
67. phone call while in the middle of an A Command the A Command will automatically be exited 24 PhoneSuite Console User s Manual rev 050330 Hospitality Commands PhoneSuite contains a variety of commands such as Check In or Out that are designed for use by hotels and motels These commands are grouped together and are described in this section Some of these commands may also be used in general business applications 1 a Wakeup Call can be used as a reminder call and message waiting lamps are a useful indicator that an extension has voice mail messages Note If the console is in a call with an extension when one of these commands is run PhoneSuite will automatically pre load that extension number into the command If this is not the desired extension number it is necessary to exit from the command place the call on hold or end it and reenter the command A10 Check In or Out PhoneSuite includes an easy to use Check In Check Out function that will quickly change several 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 867 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 prohi
68. received NNNN is the number dialed DDDD 15 a description of the type of call made MMMM T is the duration of the call in minutes and tenths of a minute and DDDDD CC is the cost of the call in dollars and cents Note If you are using a Property Management System that is connected to PhoneSuite additional information may print along with the on the fly call record For more information see Command B59 in the Installation amp Programming Manual PhoneSuiteTM Console User s Manual rev 050330 33 Incoming SMDR Messages If turned on in Commands 370 871 and B77 see the Installation amp Programming Manual an SMDR message will print after each incoming call a call that arrives on a trunk is finished This message will print in the following format on a PhoneSuite Model 64 E TT MM DD YY HH MM SS HH MM SS HH MM SS T I On a PhoneSuite Model 112 or Model 239 this message will print in the following format I I I E MM DD YY HH MM SS HH MM SS HH MM SS Where EEE or EEEE is the extension number that received the call if transferred from the console the extension that it was sent to is displayed if a Remote Programming call REM is displayed TT is the trunk number MM DD YY is the date the call was received the first HH MM SS is the time the call was received the next HH MM SS is the total duration of the call and the final HH MM SS is the length of time the call rang
69. ribed in the Installation amp Programming Manual 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 forward extension if not answered at that 8 PhoneSuiteTM Console User s Manual rev 050330 extension then the caller will go to the original extension s 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 this is a call transfer once transferred the caller will go to voice mail immediately if the extension is busy or will ring at the extension and then go to voice mail on a no answer Dialing 8 from the console will send the caller immediately to voice mail as described below Transferring a Call Directly to a Voice Mailbox This transfer method sends the caller directly to the desired extension s voice mailbox withonut first trying the extension This is useful 1f the console operator knows that an extension user i
70. s 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 15 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 console will be removed from the call If you mis dial before pressing 8 the transfer to voice mail can be aborted by pressing D on the console this will place the caller on hold and leave the console idle 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 call 15 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 15 useful when an extension 15 forwarded to another extension but the caller
71. sages are cleared or if PhoneSuite is changed between Day Mode and Night Mode either manually or automatically a message will print All system event messages print in the same general format I iE MM DD YY HH MM EVENT STATUS Ext E Where EEE or EE is the extension number MM DD YY is the current PhoneSuite date HH MM is the current PhoneSuite time and lt EVENT gt and lt STATUS gt will include one of the following combinations 32 PhoneSuiteTM Console User s Manual rev 050330 lt EVENT gt lt STATUS gt Description for reference will not print MNITE SET Manual Night Mode was invoked MNITE CLEAR Manual Night Mode was exited ANITE SET Automatic Night Mode was invoked ANITE CLEAR Automatic Night Mode was exited LDOFF SET Long Distance Call Block was set LD is now blocked LDOFF CLEAR Long Distance Call Block was cleared LD is now allowed NOLOC SET Local Call Block was set local calls are now blocked NOLOC CLEAR Local Call Block was cleared local calls are now allowed NOEXT SET Ext to Ext Call Block was set these calls are now blocked NOEXT CLEAR Ext to Ext Call Block was cleared these calls are now allowed RSTAT SET to SS Room status was set to code SS RSTAT CLEAR Room status code was cleared set to 00 VAKE SET for HH MM on DD A wakeup call was set for HH MM on DD day of
72. set to ON or the extension has voice mail messages that have not been erased then when the check in out feature is invoked the display will read 101 HAS MESSAGE C C1 Ent OK D Ex To turn off the message waiting lamp clear any voice mail messages and continue with the check in out press C on the console keypad To leave the voice mail messages and or message waiting lamp as they are and continue with the check in out press Enter To quit the check in out procedure press Exit D 16 PhoneSuiteTM Console User s Manual rev 050330 Notes 1 Whether an extension is checked in or out it will still be able to call 911 or the console regardless of how its calling permissions are set 2 If the optional Call Accounting Card is installed the room s phone bill will be cleared to zero when the extension is next checked in This is not done when the extension is checked out so you can print additional copies of the room s phone bill if desired with the Print Bill feature key or with command 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 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 voic
73. sing the Reset Console feature key button bottom right of the Feature Key Button area Note that resetting the console will cause the console s ringer to be set to the maximum volume to adjust this see the next heading 2 PhoneSuiteTM Console User s Manual rev 050330 Adjusting Console Ringing Volume When power is applied to the PhoneSuite system and any time the console is reset with the Reset Console feature key button the console ringing volume is set to the maximum value There are eight levels of console ringing volume To adjust the console ringing volume use the Ringing Volume and Ringing Volume feature key buttons As you make adjustments the console ringer will sound briefly to give an indication of current volume setting Adjusting Console LCD Contrast There is a potentiometer on the left side of the console next to the where the handset plugs into the console that controls the contrast of the LCD Display This does not normally need to be adjusted If any adjustment is performed it is advisable to adjust the potentiometer in small increments Two Console Operation If two feature key consoles are connected to PhoneSuite available in Models 112 amp 239 only both consoles will ring whenever an incoming trunk call rings to either console whenever a call rings to 0 or whenever an unsuccessful call transfer is recalled to 0 All B level programming commands system setti
74. sion This command is used to display the version number of the PhoneSuite Main Board Software To view this dial A 2 4 on the console keypad The display will read Softw Vers V VVV Reset Count Where V VVV is the software version number and is a 3 digit number that indicates how many times PhoneSuite has been powered up from an unpowered state This information will display for a few seconds and then the display will return to normal To exit this function before it times out press D 425 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 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 dial A 2 5 on the console keypad The display will show DATA LOAD CHANG SUCCESSFUL E and will then return to idle B72 System Programming Report Command B72 is used to print a report that shows all the current programming settings in PhoneSuite This report is printed from the console but it can only be run if B Level Commands are enabled via a DIP Switch on the PhoneSuite Main Board as
75. sion 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 Command Buttons The command buttons are used in conjunction with the Keypad to enter PhoneSuite console commands They extend some of the functions of the Feature Keys During normal operation whenever the console is idle 1 e not in use the LCD Display will show the idle message MM DD YY HH MM Features A Adm Where MM DD YY is the current month day and year and HH MM is the current time in military format programmed into PhoneSuite Note If the Voice Mail Card s is are installed and the battery backup is not installed or is low on battery power the message BATLO will appear in place of the Adm message Changing the System Date and Time If the console displays an incorrect time or date then the clock in PhoneSuite needs to be set to the correct value To do this press the key and follow the instructions on the display For detailed instructions see page 43 Resetting the Console To refresh the console s LCD Display after the PhoneSuite cabinet is powered up or if the console ever appears to be locked up press the D key on the console If this does not work the console may need a full reset which is accomplished by pres
76. sition as described in the Installation amp Programming Manual If your installation uses the 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 PhoneSuiteTM Console User s Manual rev 050330 13 Speed Dial You may enter speed dial numbers from the console by entering a trunk access digit usually 9 and a speed dial digit in the range 0 9 The Speed Dial number list must be set up by your installer Calls to the console from either an internal extension or from an outside trunk can be transferred to a Speed Dial number using this procedure Without putting the call on hold press 9 or another trunk group digit Press the speed dial digit ES 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 15 trunk to trunk SMDR records will be produced for both the incoming answered and outgoing speed dialed call 14 PhoneSuiteTM Console User s Manual rev 050330 Feature Key Buttons The Feature Key Buttons on the 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 consis
77. st made by the selected extension since it was checked in or since the last time the extension s calls were cleared with command A51 This bill is printed automatically when an extension is checked out but there are situations where it is useful to print it manually without checking the extension out or to print a second copy after checking the guest out Example if a guest exceeds their credit limit is cut off from making additional calls but then pays for the calls that have already been made you would want to print the guest s phone bill clear it command 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 PhoneSuite Console User s Manual rev 050330 21 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 to print A Reports set with commands B70 B71 and B77 as described in the Installation amp Programming Manual 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 minut
78. tently 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 15 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 15 used for On Select Extension Before any of the extension specific feature key buttons are used you should first select an extension This is done automatically if the console operator is currently talking with or calling an extension Otherwise this can be done by pressing the Select Extension button and then entering the extension number Select Exten EEE Butt On Off D Ex Once you have an extension selected the lights on the top two rows of feature key buttons will light up to indicate the current settings for that extension If the light on a feature key button is on then that feature is on or allowed for that extension If the light 15 off then that feature is 0 or blocked for that extension For example if Long Dist Calls if lit then the extension is allowed to make long distance calls if this button 15 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 Extensio
79. thout printing This report will print the current date and time followed by a line for each extension in PhoneSuite showing the same information as the Individual Extension Wakeup Report To stop printing partway through the report press D The following is a sample of this report Description shown for reference doesn t print Date time 03 22 99 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 422 Room Status Report This command prints a report showing the current settings for each extension in PhoneSuite To print this report dial A 2 2 on the console keypad The display will read Prt Room Status Report Ent D Ex Press Enter to print the report or Exit D to quit without printing The first line will show Date time and the current system date and time Next all A level settings except wakeup calls will be printed for each extension To stop printing partway through the report press
80. ty call to form a conference call however the console counts as one of the three parties so the console operator cannot join an existing conference call that already has three parties Only one conference call may be in progress at a time The console operator can set up a conference call by using the following procedure 1 Place a call to or receive a call from one of the three parties who is to be in the conference call and place this party on hold Repeat this process until each of the three parties is on hold 2 Once all three of the parties to be conferenced are on hold press each of these Call Buttons in turn and then press the C key on the keypad After this the selected parties will be conferenced together and the console will be removed from the call automatically Place or receive each Press each Call Button that has a call on hold Press C call and put it on hold Note To set up a conference call with the console operator as one of the three parties establish a regular call between the other two parties first Then the console operator can join this call and thus make it a conference call by dialing the number of one of the extensions in the call Upon hearing a busy signal the console operator should press C to break into connect to the call and make it a three way conference call For this to work console barge in must be enabled by setting DIP Switch 4 on PhoneSuite s Main Board must be in the DOWN po
81. ua ee RT EURO 23 HOSPITALITY COMMANDS rna ON ao Uo sa o 25 AJ CHECK IN OR nee AA oe REPE c CORRER 25 A11 MESSAGE W AITING eee n nennen enn enne essere e entes ese enne nnns 25 AT2 SET CHANGE WAKEUP CALI eee beret eese to ee dee eode ee ee Pee eee 26 A13 SETROOMJSTATUS 5 eee R Pea rede EE eed E o ee Nod EE E Re 26 A14 CLEAR ALL ROOM STATUS CODES nete 0 5 27 15 ALLOW BLOCK LONG DISTANCE CALLS ness 27 16 ALEOW BEOCK LOCAT CALLES eiecit ere A ER et RE I 27 A17 ALLOW BLOCK EXTENSION TO EXTENSION 4118 nene e enne 28 A18 CHECK CALL 10 et ente nnde seen 6 sese tete 56 28 REPORTS DISPLAYS AND MESSAGES eere esee sese sette eee 29 A20 INDIVIDUAL EXTENSION WAKEUP 08 29 21 SYSTEM WAKEUP REPORT
82. w the time the wakeup call is set to occur otherwise the actual letters HH MM will be displayed To enter a new wakeup call or to replace the existing wakeup call enter the desired time using 24 hour military format Be sure to enter all four digits HH MM For example 6 30 AM is entered as 0630 and 6 30 PM is entered as 18 30 The HH MM portion of the display will be filled in with the time as you type After the wakeup call time is entered you have the option of entering the wakeup call day into the DD portion of the display There is no need to enter the wakeup call day unless the wakeup call is to occur more than 24 hours from the current time To enter a wakeup call day enter the calendar day as a two digit number For example if today is the 34 and you want the want the wakeup call to occur on the 6 enter 06 the next occurrence of this calendar date will be used whether or not it is within the current month e g if the current date is Feb 27 entering 02 will cause the wakeup call to occur on March 2 Once the wakeup time 15 entered or the wakeup time already displayed is correct you can save the wakeup setting by pressing the Enter 7 key The display will briefly show a message indicating that the wakeup is being saved If you do not wish to save any changes you made to the wakeup setting press 13 to quit without saving the wakeup Any changes you might have made to the wakeup setting will be abandoned To
83. y or for any other prolonged time Night Mode can also turn itself on automatically if a call rings at the console for a pre programmed time without being answered this is useful for cases when the console operator forgets to enter Night Mode manually or is unexpectedly detained from returning to the console 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 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 15 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 extensio
84. y 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 CONSOLE LAYOUT amp eta tuse sees snae sone 1 Changing the System Date and Time sese eee eene anna terere reinen nee 2 Resetting the Console eto ntt ette ek ea 2 Adjusting Console Ringing 3 Adjusting Console LCD Contrast 3 Two Console 3 BASIC CAEL HANDLING os ES 5 ANSWERING CALLS nt ht pip ni 5 Calls trinidad eed td edv 5 Transferring Calls eere 5
85. zes these commands and lists the page number in this manual where more detailed information can be found Command Description Page A10 Check In or Out 25 A11 Message Waiting On Off 25 23 A12 Set Change Wakeup Call 26 SS 13 Set Room Status 26 9 E A14 Clear All Room Status Codes 27 2 3 A15 Allow Block Long Distance Calls 27 A16 Allow Block Local Calls 27 A17 Allow Block Extension to Extension Calls 28 A18 Check Call Duration 28 y A20 Print Individual Extension Wakeup Report 29 e A21 Print System Wakeup Report 29 o A22 Print Room Status Report 30 a A24 View PhoneSuite Main Board Software Version 31 A25 Request Property Management System Database 31 A30 Forward Extension s Calls 37 3 A31 Clear Voice Mail 38 ug A32 Do Not Disturb 39 40 Clear Extension Features 39 A41 Manual Night Mode On Off 41 Changing PhoneSuite s Date and Time 43 A42 Clear 9 1 1 Alarm 44 43 Trunk Alarm 44 5 44 Access Specific Trunk 44 A45 Check All Extensions In 45 50 Check Out Report Extension Phone Bill 47 A51 Clear Extension s Phone Bill 47 2a 52 Revive Extension Calls 48 A53 Set Credit Limit 48 9 54 Print Credit Violations 48 amp e A55 Print Audit Report 49 lt A56 Clear Audit Report 49 57 Check Bill Total for an Extension 50 A59 Record Auto

PhoneSuite Console User's Manual - Hotel / Motel Phone Systems

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