AudioCodes UC-HRS-457-SPK User manual

User's Manual
IP Phones and Room Solutions
Huddle Room Solution
Version 3.1.1

User's Manual Contents
Version 3.1.1 3 Huddle Room Solution
Table of Contents
1Introduction .................................................................................................................9
1.1 Highlights...........................................................................................................................9
1.2 Management....................................................................................................................10
2Setting up the HRS....................................................................................................11
2.1 Unpacking........................................................................................................................11
2.2 AC-HRS Device Description............................................................................................12
2.2.1 Front View..........................................................................................................................12
2.2.2 Rear View ..........................................................................................................................14
2.3 Cabling the Speaker........................................................................................................15
2.3.1UC-HRS-457 Speaker.......................................................................................................15
2.3.2 UC-HRS-458 Speaker.......................................................................................................15
2.4 Mounting the AC-HRS Device on its Stand.....................................................................16
2.4.1 Routing the Handset Cable................................................................................................16
2.5 Positioning the HRS on the Conference Desk.................................................................16
3Getting Started...........................................................................................................17
3.1 Getting Acquainted with the HRS Touch Screen.............................................................17
3.2 Softkeys...........................................................................................................................18
3.3 Navigating the AC-HRS Device Menu.............................................................................19
3.4 Selecting an Alphanumerical Mode.................................................................................21
4Unlocking a Locked AC-HRS Device .......................................................................23
5Customizing the AC-HRS Device.............................................................................25
5.1 Changing the Screen Language......................................................................................25
5.2 Selecting Ring Tone ........................................................................................................26
5.3 Displaying Contacts Pictures...........................................................................................27
5.4 Enabling Call Waiting.......................................................................................................28
5.5Managing Simultaneous Incoming Calls..........................................................................28
5.5.1 Configuring Busy on Busy .................................................................................................29
5.6 Making Sure the NTP Server is Enabled.........................................................................30
5.7 Configuring Screen Brightness........................................................................................32
5.8 Viewing your Location Information...................................................................................34
5.9 Uploading Logs to Microsoft Server.................................................................................35
5.10 Configuring an Outbound Proxy ......................................................................................36
5.11 Adjusting Volume from the AC-HRS Device....................................................................37
5.11.1 Adjusting Ring Volume ......................................................................................................37
5.11.2 Adjusting Tones Volume....................................................................................................37
5.11.3 Adjusting Handset Volume ................................................................................................38
5.11.4 Adjusting HRS Speaker Volume........................................................................................38
5.12 Adjusting Volume on the Speaker ...................................................................................39
5.13 Managing AC-HRS Device Directories............................................................................40
5.13.1 Accessing Directories ........................................................................................................40
5.13.2 Adding a Contact to the Personal Directory ......................................................................41
5.13.3 Editing Contact Information in the Personal Directory.......................................................42
5.13.4 Deleting a Contact from the Personal Directory................................................................43
5.13.5 Adding a Person to Favorites after a Call with them is Logged.........................................44

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5.13.6 Removing a Person from Favorites...................................................................................45
5.13.7 Searching for a Contact in a Directory...............................................................................46
5.14 Searching for a Contact in the Corporate Directory using T9..........................................47
5.14.1 Searching for a Contact Using A/a/1 Instead of T9...........................................................48
5.15 Viewing Microsoft Exchange Calendar in the AC-HRS's Touch Screen..........................49
5.16 Receiving Meeting Reminders.........................................................................................50
5.17 Determining Meeting Attendees' Presence Status ..........................................................51
6Managing Conferencing............................................................................................53
6.1 Initiating a Conference | Adding Participants...................................................................53
6.2 Muting Participants..........................................................................................................54
6.3 Unmuting a Participant ....................................................................................................55
6.4 Changing a Participant's Privileges .................................................................................55
6.5 Locking a Conference......................................................................................................55
6.6 Viewing Conference Info..................................................................................................56
6.7 Joining a Meeting through the Calendar Reminder.........................................................56
6.8 ViewingaCalledParty'sPresenceStatuswhenCalling Them....................................................56
6.9 Operating the Speaker from the AC-HRS........................................................................56
6.10 Making a New Call Even Though a Call is Coming in .....................................................57
6.11 Troubleshooting...............................................................................................................57
7Performing Basic Operations...................................................................................59
7.1 Using Audio Devices........................................................................................................59
7.2 Checking Voice Quality....................................................................................................59
7.3 Making Calls....................................................................................................................60
7.3.1 Dialing................................................................................................................................61
7.3.2 Redialing............................................................................................................................62
7.3.3 Dialing a Missed Call .........................................................................................................63
7.4 Answering Calls...............................................................................................................64
7.5 Answering a Call from the Speaker.................................................................................65
7.5.1 Answering a Call from the 457 Speaker (UC-HRS-457-SPK)...........................................65
7.5.2 Answering a Call from the 458 Speaker (UC-HRS-458-SPK)...........................................65
7.6 Rejecting Incoming Calls.................................................................................................66
7.7 Silencing Incoming Calls..................................................................................................67
7.8 Ending an Established Call..............................................................................................67
7.9 Ending a Call from the Speaker.......................................................................................68
7.9.1 Ending a Call from the 457 Speaker (UC-HRS-457-SPK).................................................68
7.9.2 Ending a Call from the 458 Speaker (UC-HRS-458-SPK).................................................68
7.10 Viewing Missed, Received and Dialed Calls....................................................................69
7.11 Reporting a Malicious Call...............................................................................................70
8Performing Advanced Operations ...........................................................................71
8.1 Hot Desking.....................................................................................................................71
8.2 Answering Waiting Calls..................................................................................................72
8.3 Placing Calls On Hold......................................................................................................74
8.4 Handling Multiple Incoming Calls.....................................................................................74
8.5 Transferring Calls ............................................................................................................76
8.5.1 Performing a Blind Transfer...............................................................................................76
8.5.2 Performing a Consultative Transfer...................................................................................77
8.5.3 Performing a Semi-Consultative Transfer..........................................................................78

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8.5.4 Merging Calls.....................................................................................................................79
8.6 Parking a Call ..................................................................................................................80
8.7 Configuring Group Call Pickup (GCP).............................................................................80
8.8 Initiating a Multi-Party Skype for Business Remote Conference .....................................81
8.9 Muting Calls.....................................................................................................................86
8.10 Viewing and Playing Voicemail Messages ......................................................................87
8.10.1 Sending an Incoming Call Directly to Voicemail................................................................88
8.10.2 Calling a Contact’s Voicemail Directly...............................................................................88
8.10.3 Sending an Existing Call to My Voicemail.........................................................................89
8.10.4 Sending an Existing Call with Contact X to the Voicemail of Contact Y............................89
9Troubleshooting........................................................................................................91
9.1 Uploading Logs to Microsoft Server for Support Purposes..............................................91

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List of Figures
Figure 2-1: Front View......................................................................................................................................12
Figure 2-2: Rear View.......................................................................................................................................14
Figure 2-3: UC-HRS-457 Speaker in a Non PoE Environment........................................................................15
Figure 2-4: UC-HRS-457 Speaker in a PoE Environment................................................................................15
Figure 2-5: UC-HRS-458 Speaker in a Non PoE Environment........................................................................15
Figure 2-6: UC-HRS-458 Speaker in a PoE Environment................................................................................16
Figure 3-1: HRS Touch Screen in Idle State....................................................................................................17
Figure 3-2: Menu Screen..................................................................................................................................19
Figure 3-3: Menus.............................................................................................................................................20
Figure 3-4: Alphanumerical Selection...............................................................................................................21
Figure 3-5: Entering a Symbol (e.g., a dot) ......................................................................................................22
Figure 3-6: Reverting to Letters (e.g., abc) ......................................................................................................22
Figure 5-1: Adjusting Volume Locally on the UC-HRS-457-SPK.....................................................................39
Figure 5-2: Adjusting Volume Locally on the UC-HRS-458-SPK.....................................................................39
Figure 7-1: Answering a Call from the 457 Speaker ........................................................................................65
Figure 7-2: Answering a Call from the 458 Speaker ........................................................................................65
Figure 7-3: Ending a Call from the 457 Speaker..............................................................................................68
Figure 7-4: Ending a Call from the 458 Speaker..............................................................................................68
List of Tables
Table 2-1: Font View Description .....................................................................................................................12
Table 2-2: Rear View Description.....................................................................................................................14
Table 3-1: HRS Touch Screen in Idle State.....................................................................................................17
Table 3-2: Softkey Descriptions........................................................................................................................18
Table 3-3: Menu Descriptions...........................................................................................................................19
Table 5-1: Screen Brightness Options..............................................................................................................32
Table 5-2: Meeting Status [Applies to Non-Microsoft Theme Screen].............................................................50
Table 6-1: Presence Statuses ..........................................................................................................................56
Table 9-1: Troubleshooting...............................................................................................................................91

User's Manual Notices
Version 3.1.1 7 Huddle Room Solution
Notice
Information contained in this document is believed to be accurate and reliable at the time of printing.
However, due to ongoing product improvements and revisions, AudioCodes cannot guarantee
accuracy of printed material after the Date Published nor can it accept responsibility for errors or
omissions. Updates to this document and other documents can be viewed by registered customers at
https://www.audiocodes.com/library/technical-documents.
This document is subject to change without notice.
Date Published: June-26-2018
Trademarks
AudioCodes Ltd. All rights reserved. AudioCodes, AC, HD VoIP, HD VoIP Sounds Better,
IPmedia, Mediant, MediaPack, What’s Inside Matters, OSN, SmartTAP, VMAS, VoIPerfect,
VoIPerfectHD, Your Gateway To VoIP, 3GX, VocaNom, AudioCodes One Voice and CloudBond
are trademarks or registered trademarks of AudioCodes Limited All other products or trademarks
are property of their respective owners. Product specifications are subject to change without
notice.
WEEE EU Directive
Pursuant to the WEEE EU Directive, electronic and electrical waste must not be disposed of with
unsorted waste. Please contact your local recycling authority for disposal of this product.
Customer Support
Customer technical support and services are provided by AudioCodes or by an authorized
AudioCodes Service Partner. For more information on how to buy technical support for
AudioCodes products and for contact information, please visit our Web site at
www.audiocodes.com/support.
Abbreviations and Terminology
Each abbreviation, unless widely used, is spelled out in full when first used.
Documentation Feedback
AudioCodes continually strives to produce high quality documentation. If you have any comments
(suggestions or errors) regarding this document, please fill out the Documentation Feedback form
on our Web site at http://online.audiocodes.com/documentation-feedback.

Huddle Room Solution
User's Manual 8 Document #: LTRT-12922
Related Documentation
Document Name
400HD Series IP Phones for Microsoft Skype for Business Release Notes
400HD Series IP Phones for Microsoft Skype for Business Administrator’s Manual
Huddle Room Solution (457 & 458) Quick Setup Guide and Regulatory Information
http://www.audiocodes.com/products/huddle-room-solution-hrs

User's Manual 1. Introduction
Version 3.1.1 9 Huddle Room Solution
1 Introduction
This document describes AudioCodes' Huddle Room Solution (HRS). Most business meetings in
today’s fast-paced world, where rapid and efficient collaboration between office and remote
employees, suppliers and customers is key to success, take place in small areas or huddle rooms
rather than in dedicated conference rooms. AudioCodes’ HRS is designed to turn any space into
a meeting room by delivering high quality audio in a powerful and cost-effective package that is
simple to operate and manage.
With a highly intuitive user interface the HRS makes setting up a Skype for Business meeting,
joining calls and managing participants straightforward, while advanced underlying voice
technology ensures that local and remote call participants can benefit from high definition audio.
Complete lifecycle management is provided through full integration with AudioCodes’ One Voice
Operations Center management platform.
1.1 Highlights
Features the AC-HRS device (phone) and one HRS speaker (UC-HRS-457-SPK or UC-
HRS-458-SPK)
Designed for:
•Small-size huddle rooms and small group meeting spaces seating up to six participants
with a distance of 2m/6ft from each participant to the 457 speaker (UC-HRS-457-SPK)
•Larger-sized huddle rooms seating up to 15 participants with a distance of 5m/16ft from
each participant to the 458 speaker (UC-HRS-458-SPK)
Audio-enables rooms and spaces with advanced capabilities
Powerful, yet simple and cost-effective package
Turns virtually any space into a meeting room
Centralized management helps lower operational costs
Fully integrated with Microsoft Skype for Business
USB audio connectivity.
Large, full-color touch screen for meeting control. Idle screen specially designed for
conference rooms facilitates the simple addition of remote participants in a familiar Skype for
Business meeting management experience.
•Meet Now softkey
•Calendar softkey
•Full management control over the speaker from the AC-HRS device
•Prompts in the device's screen alert to a disconnected speaker cable (for example)
•Comprehensive HRS software upgrade can be performed via AudioCodes' Web
interface or One Voice Operations Center (via the integrated IP Phone Manager Pro)

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1.2 Management
AudioCodes' Web interface or One Voice Operations Center (via the integrated IP Phone
Manager Pro) allow network administrators to deploy and monitor the HRS, identify problems and
fix them rapidly and efficiently. When the speaker is disconnected:
•An alert is displayed on the AC-HRS device's screen to notify conference participants in
the huddle room
•An alarm is sent to the IP Phone Manager Pro informing the remote network
administrator that an issue related to speaker connectivity has occurred. (Calls can only
be made using the handset; the AC-HRS device's integral speaker is disabled).
The HRS provides the following feature-rich conferencing management capabilities:
Initiate a conference and add a participant to a meeting through a Meet Now softkey in the
idle screen.
Mute all participants | Mute a single participant | Unmute a participant
Change a participant's privileges: Attendee can add participants | Host can do everything
Lock a conference
View conference info
Join a meeting through the integrated Exchange 'Calendar Reminder'
Operate the speaker from the AC-HRS device which features the speaker's functionalities
(volume down, volume up, mute, answer call, end call, etc.). Every operation performed on
the AC-HRS device is automatically synced with the external speaker and vice versa.
Participants can optionally operate the speaker locally.
Viewing presence status when making an outgoing call. Allows participants to view the called
party's presence status when making an outgoing call. In the screen below, for example, the
caller can see that the presence status of the called party (Donald) is 'Be right back'. See
Table 6-1.
Users can make new calls during incoming calls. Users can make a new call even though a
call is coming in, typically necessary when it is more important and more pressing to make a
new call than to accept the incoming call.

User's Manual 2. Setting up the HRS
Version 3.1.1 11 Huddle Room Solution
2 Setting up the HRS
2.1 Unpacking
When unpacking, make sure the following items are present and undamaged:
AC-HRS Device / Stand Handset / Cord
Cat 5e Ethernet Cable AC Power Adapter (Optional)
Speaker and integral USB cable
457 458
If anything appears to be missing or broken, contact the distributor from whom you purchased the
HRS for assistance.

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2.2 AC-HRS Device Description
Use the graphics below to identify and familiarize yourself with the AC-HRS device's hardware
functions.
2.2.1 Front View
The front view of the AC-HRS device is shown in Figure 2-1 and described in Table 2-1.
Figure 2-1: Front View
`
Table 2-1: Font View Description
Item # Label/Name Description
1 Ring LED Indicates AC-HRS device status:
Green: Idle state
Flashing blue: Incoming call (ringing)
Red: Answered call
2 TFT touch
screen Thin Film Transistor touch screen, a type of LCD (Liquid Crystal Display)
interactive screen which displays calling information and lets you configure
AC-HRS device features by touching the glass.
1
3
4
5
7
8
9
15
16
17
18
13
12
2
10
14
6
11

User's Manual 2. Setting up the HRS
Version 3.1.1 13 Huddle Room Solution
Item # Label/Name Description
3 Navigation
Control /OK Press the button's upper rim to scroll up menus/items in the touch screen.
Press the button's lower rim to scroll down.
Press the button's left or right rim to move the cursor left or right (when
editing a contact number for example).
Press OK to select a menu/item/option.
4
Voicemail
Retrieves voicemail messages.
5
CONTACTS
Press to directly access the 'Favorites' directory. Other directories can be
accessed from the 'Favorites' screen.
6
MENU
Accesses menus:
Call Log
Calendar
Settings
Device Status
Administration
Favorites
7
REDIAL
Accesses a list of recently dialed numbers; one can be selected to redial.
8
Lock
Allows locking the device.
9
TRANSFER
Transfers a call.
10
HOLD
Places an active call on hold.
11
Alphanumerical
Keypad
Keys for entering numbers, alphabetical letters and symbols (e.g., colons)
12
Microphone
Allows talking. The network administrator can disable it if necessary.
13
SPEAKER
Activates the HRS speaker.
14
HEADSET
Activates the HRS speaker.
15
MUTE
Mutes the microphone.
16
17
▲ VOL
Increases or decreases the volume of the handset, speaker, ring tone and
call progress tones.
▼ VOL
18
x
Cancel an action, such as dialing a number, after beginning it.

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2.2.2 Rear View
The rear view of the AC-HRS device is shown in the figure below and described in the table
below.
Figure 2-2: Rear View
Table 2-2: Rear View Description
# Label Description
Handset jack, i.e., port RJ-9, to connect the handset.
RJ-45 port to connect to the Ethernet LAN cable for the LAN connection
(uplink - 10/100/1000 Mbps). If you're using Power over Ethernet (PoE),
power to the AC-HRS device is supplied from the Ethernet cable (draws
power from either a spare line or a signal line).
RJ-45 port to connect the AC-HRS device to a PC (10/100/1000 Mbps
downlink).
12V DC power jack that connects to the AC power adapter.
1
2
3
4
2
1
3
4

User's Manual 2. Setting up the HRS
Version 3.1.1 15 Huddle Room Solution
2.3 Cabling the Speaker
2.3.1 UC-HRS-457 Speaker
Use the diagrams below as reference. They show how to cable the UC-HRS-457 speaker in a
Non PoE environment
PoE environment
Figure 2-3: UC-HRS-457 Speaker in a Non PoE Environment
•Connect the power cable to the AC-HRS device and then plug the power adapter into
the electrical wall outlet
•The speaker is powered via the USB cable
Figure 2-4: UC-HRS-457 Speaker in a PoE Environment
•Power is supplied to the AC-HRS device via the Ethernet cable
•Power is supplied to the speaker via the USB cable
•The power adapter is not used
2.3.2 UC-HRS-458 Speaker
Use the diagrams below as reference. They show how to cable the UC-HRS-458 speaker in a
Non PoE environment
PoE environment
Figure 2-5: UC-HRS-458 Speaker in a Non PoE Environment
•Plug the power adapter into the electrical wall outlet
•Connect the splitter cable's right-angle connector to the AC-HRS device
•Connect the splitter cable's straight connector to the speaker

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Figure 2-6: UC-HRS-458 Speaker in a PoE Environment
•Plug the power adapter into the electrical wall outlet
•Connect the splitter cable's straight connector to the speaker (leave one splitter cable
unconnected)
•Power is supplied to the AC-HRS device via the Ethernet cable
Prior to connecting power, refer to the Compliancy and Regulatory Information at
www.audiocodes.com/library.
2.4 Mounting the AC-HRS Device on its Stand
This section shows how to mount the AC-HRS device on its stand to better direct the audio.
To mount the AC-HRS device on its stand:
1. Off-hook the handset (if on-hook) and place the AC-HRS device upside down, i.e., base-up,
on the conference desk.
2. On the AC-HRS device's stand, identify outer notches.
3. On the AC-HRS device's base, identify outer rails.
4. Invert the stand and align its outer notches with the base's outer rails.
5. Insert the stand's outer notches into the base's outer rails and slide the notches along the
rails until the stand click-locks into the base.
6. Revert the AC-HRS device and stand it on the conference desk.
2.4.1 Routing the Handset Cable
The AC-HRS device features a groove for routing the handset cable.
2.5 Positioning the HRS on the Conference Desk
UC-HRS-457 is ideal for up to 6 people. Position the speaker/microphone at the center of the
conference desk, up to 2m/6ft from each participant for optimum performance:

User's Manual 3. Getting Started
Version 3.1.1 17 Huddle Room Solution
3 Getting Started
This section gets you started with the HRS. The HRS features a touch screen, providing an
intuitive, menu-driven user interface for configuring the device and viewing call information.
This section shows how to use the HRS touch screen but before using it, you must sign in.
3.1 Getting Acquainted with the HRS Touch Screen
This section gets you acquainted with the HRS touch screen.
The figure below shows the touch screen in idle state.
Figure 3-1: HRS Touch Screen in Idle State
Use the table below as reference to the idle screen above.
Table 3-1: HRS Touch Screen in Idle State
Reference Description
Top [left to
right]
Presence status: Available, Busy or Away. See Table 6-1 for more information.
User name and AC-HRS device number, configured by your enterprise's network
administrator.
Middle
Day, Date and Month, automatically retrieved from the Network Time Protocol (NTP)
server, enabled by your enterprise's I network administrator.
Time, automatically retrieved from the Network Time Protocol (NTP) server, enabled by
your enterprise's network administrator.
Bottom [Left] Meet Now softkey. See Table 3-2 for softkey descriptions. To activate, touch the
softkey.
[Right] Calendar softkey. See Table 3-2 for softkey descriptions. To activate, touch the
softkey.

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3.2 Softkeys
The table below describes the softkeys displayed in the touch screen. Touch a softkey to activate.
Table 3-2: Softkey Descriptions
Softkey Description
Meet Now Initiates a Skype for Business server based AC-HRS device conference.
Directory Displayed after lifting the handset (for example). Allows access to the
Corporate or Personal
Directory.
Call Log Displayed after lifting the handset (for example). Allows access to the Call Logs.
Select Identical to the hard OK key on the AC-HRS device. Either can be used. Selects a menu or
option.
A/a/1 Displayed to allow switching between abc, ABC, Abc, 123, or T9 when inputting.
Save Saves settings.
Cancel Cancels the currently initiated call or configuration.
Dial Displayed after a number is keyed, a directory contact is selected, or a logged call is
selected.
Clear Displayed after entering a digit of an AC-HRS device number (for example). Deletes from
right to left.
Call Menu Displayed after a number is dialed and answered on the other side, and after you answer a
call. Displays the Call Menu.
Conference Displayed (1) after a number is dialed and the call is answered on the other side and (2)
after you answer a call. Touching the softkey opens the ADD PARTICIPANT screen.
BXfer Displayed (1) after a number is dialed and the call is answered on the other side and (2)
after a call is answered. Lets you transfer the call in a blind transfer.
URL Displayed after lifting the handset (for example). Enables calling a URL.
Detail Displayed after selecting a call log (for example). If selected, the details of a logged call are
displayed (Time, Date, etc.).
Favorite Displayed in the Call Details screen. Allows adding the person to the Favorites directory.
End Displayed after pressing the Dial softkey (for example). Ends the call.
Back Displayed after pressing the MENU hard key (for example). Returns to the previous screen.
Edit Displayed after you select a contact to be edited (for example).
Delete Displayed after pressing the MENU hard key on the AC-HRS device and then selecting Call
Log (for example).
Silent Displayed when the AC-HRS device rings on an incoming call. Lets you silence the ring.
Reject Displayed when the AC-HRS device rings, alerting to an incoming call. Lets you reject the
call.
Accept Displayed when the AC-HRS device rings, alerting to an incoming call. Lets you accept the
call.

User's Manual 3. Getting Started
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3.3 Navigating the AC-HRS Device Menu
The MENU hard key on the AC-HRS device lets you configure settings and access information.
Figure 3-2: Menu Screen
Touch a menu to perform actions described in the table below (from left to right).
Note: The Keys and BToE menus are disabled by default.
Table 3-3: Menu Descriptions
Menu Description
Call Log Accesses logged calls (All Calls, Missed Calls, Received Calls and Dialed Calls)
Favorites Accesses the 'Favorites' directory.
Settings Used to customize AC-HRS device settings and upload logs to Microsoft server.
Administration Used to perform administrative tasks such as configure network settings, restore
defaults and restart.
Device Status Used
to obtain information about the device's network status, firmware version, release
and location.
Calendar Used to view meetings scheduled in the calendar for that day (integrated with Skype
for Business client).

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The figure below shows the AC-HRS device's menus.
Figure 3-3: Menus
Note: Administration is intended for the enterprise's network administrator only. It is
password protected. See the Administrator’s Manual for details.
To navigate to a menu item:
Press the navigation control button's upper, lower, left or right rim, or press the item's
number, e.g., open the Settings menu and press 4to navigate to Forward Settings.
To select a menu item:
Press the navigation control's OK button or touch the item.
To cancel and move to a previous menu level:
Touch the Back softkey.