Bizfon 680 User manual

Bizfon Owner’s Guide 1
Section 1
Getting Started
Introduction Congratulations on your purchase of a Biz-
fon! Your Bizfon 680 will transform how
your business communicates, making you
more available, informative and responsive
to your customers.
About this Manual
This manual provides information for setting
up and using your Bizfon. You should keep
this manual for future reference. At some
point in the future you may want to change
settings or connect other office equipment to
your Bizfon.
You might want to take a moment to read
Working Smart, which is enclosed as part of
your Bizfon 680 documentation package.
This booklet points out some of the interest-
ing ways in which you can use your Bizfon
communications system to transform how
your business communicates.
Included Documents
In addition to this Owner’s Guide, your Biz-
fon comes with the following documents:
•Working Smart booklet
• Quick Start Guide
• Bizfon 680 Wallet Cards
• Reference Card for Non-Bizfon Tele-
phones

Section 1 Getting Started
2Bizfon, Inc.
Supported Telephones and Tele-
phone Features
Your Bizfon 680 works best with BizTouch
feature phones. These telephones support all
Bizfon 680 features. Refer to the BizTouch
Reference Cards for information on using
your BizTouch telephones with the Bizfon
680.
In addition to the BizTouch telephones, you
can also use any standard telephones (the
telephone industry refers to these as 2500-
series telephones).
You can also connect a fax machine to the
yellow Telephone jack labeled number 8 on
the Bizfon 680. See Section 4, “Using Other
Office Equipment with Your Bizfon 680,”
for more information.
Bizfon
Customer Care Whenever you see the icon shown at the left,
it indicates that the feature or option requires
you to call Bizfon Customer Care at exten-
sion 299 in order to implement the feature or
purchase the option.
Arranging for
Telephone
Company
Services
There are certain telephone features that are
provided through your telephone company.
These are described below.
Hunt Groups
You should contact your local telephone
company to arrange for hunt groups. Hunt
groups are a service provided by your local
telephone company where each telephone
number is dialed in a circular sequence in the

Section 1 Getting Started
Bizfon Owner’s Guide 3
event a number is busy. For example, if you
have four telephone numbers, and a call to
your main number is busy, the call is auto-
matically routed to each telephone line until
a free line is found. When it reaches the last
number, it continues until it reaches the first
number in the hunt group.
Let’s say your main telephone number is
555-1000, and you have 5 more lines with
the numbers 555-1001, 555-1002, 555-1003,
555-1004 and 555-1005. The telephone com-
pany would set this up with the main num-
ber, 555-1000, as your main telephone
number, which callers would dial to reach
your business. If that line is busy, the call
would then be directed to the next number in
the hunt group, 555-1001. If that line is busy,
the call would be directed to the next num-
ber, and so on, until an open, available line is
detected. If all lines in the hunt group are
busy, the caller will hear a busy signal.
Caller ID
The Bizfon 680 supports Caller ID. You
must arrange for Caller ID service through
your local telephone company. Note that
BizTouch Feature Phones do not currently
support display of Caller ID. You may, how-
ever, use other phones that do support it with
your Bizfon 680.
Caller ID information is passed on when a
call is transferred to another extension.
Call Waiting

Section 1 Getting Started
4Bizfon, Inc.
The Bizfon 680 does not support Call Wait-
ing. If you currently have Call Waiting, you
should contact your local telephone com-
pany and arrange to have Call Waiting turned
off.
CAUTION! Failure to turn off Call Waiting will cause
incorrect operation of your Bizfon 680!
Overview of
Initial Bizfon
Settings
Everything is preset so you can use your Biz-
fon right away. However you may choose to
change some settings to meet your com-
pany's specific needs.
Some common settings you can change
yourself. These include the System Day and
After Hours Greetings and the Clock,
described below. Other changes we'll make
for you; just dial 299 to reach a Customer
Care representative. We'll consult with you
to set up your Bizfon to meet your com-
pany's unique needs.
System Greetings
The Bizfon 680 is shipped with automated
attendant greetings for both day and after
hour modes. The Bizfon automated attendant
provides an immediate, automated greeting
for callers to your business.
You can have the automated attendant greet-
ings turned off. Call Bizfon Customer Care
at extension 299 to have the automated atten-
dant greeting turned off and have calls routed
directly to extension 201.

Section 1 Getting Started
Bizfon Owner’s Guide 5
Your Bizfon comes with the following auto-
mated attendant greeting:
"Thank you for calling. If you know your
party's extension, you may dial it now. For a
list of extensions, press 1. To reach the oper-
ator, press 0, or wait and you will be trans-
ferred."
See Section 2, Handling Inbound Calls, for
instructions on how to change the Day and
After Hours Greetings.
Clock
The Bizfon 680 is shipped with the clock
preset to Eastern Standard Time. You may
want to change this to reflect your time zone
or changes in Daylight Savings Time.
Setting the Clock
To change the clock, do the following:
1. Pick up any BizTouch telephone exten-
sion and press the SETTINGS button. If
using a non-BizTouch telephone, press 
to enter Personal Settings, then continue
to the next step.
2. Dial extension 200 to access General Set-
tings.
3. Press to set the clock.
4. Follow the prompts to enter the time and
date.

Section 1 Getting Started
6Bizfon, Inc.
Setting Up and Changing the
Owner Password
The owner password prevents unauthorized
people from changing your Bizfon 680 Gen-
eral Settings.
The owner password must be from 3 to 10
digits long. Passwords for voice mail and
personal settings are separate from the owner
password and are set up as part of configur-
ing an extension.
If you forget your owner password, call Biz-
fon Customer Care at 299.
To change the owner password:
1. Pick up any BizTouch telephone exten-
sion and press the SETTINGS button. If
using a non-BizTouch telephone, press 
to enter Personal Settings, then continue
to the next step.
2. Dial extension 200 to access General Set-
tings.
3. Press to set the owner password.
4. Follow the prompts to set the owner pass-
word.
Bizfon Exten-
sion Numbers 200: General Settings
Extension 200 provides access to Bizfon 680
General Settings. General Settings include
things such as automated attendant greetings,
the clock, and informational messages.
To access General Settings:

Section 1 Getting Started
Bizfon Owner’s Guide 7
1. Pick up any BizTouch telephone exten-
sion and press the SETTINGS button. If
using a non-BizTouch telephone, press 
to enter Personal Settings, then continue
to the next step.
2. Dial extension 200 to access General Set-
tings.
3. Enter the Owner Password (if one has
been configured) and press .
4. Follow the prompts to select the General
Setting you want to change.
Optimizing Audio Quality
After installation of your Bizfon 680 system,
we recommend that you perform the follow-
ing steps in order to optimize the audio qual-
ity of your Bizfon system. This optimization
should take approximately three minutes to
complete. Before starting the test make sure
there are no calls in progress as the Bizfon is
not operational during this test.
1. Pick up any extension connected to the
Bizfon 680.
2. Press the SETTINGS button if you are
using a BizTouch phone, or press on a
non-BizTouch phone to access Personal
Settings.
3. Dial extension 200 to access General Set-
tings. You may need to enter the Owner
Password in order to access General Set-
tings.
You'll hear the General Settings options,
beginning with "To remove a password,
press 1. To change auto-attendant greet-
ings, press 2. To change the owner pass-
word, press 3. To change the system
clock, press 4. To exit, press star."

Section 1 Getting Started
8Bizfon, Inc.
4. Press to select the audio optimization
option. This is a hidden option, because
it is intended to be used only once. Hang
up the extension after pressing .
5. After pressing , the audio optimization
process will start. Depending on the
number of incoming telephone lines, this
will take up to about three minutes. The
lights for the incoming telephone lines
will light as the sound optimization pro-
cess occurs. When it is complete, the
lights will go off.
6. Your Bizfon 680 is now ready for use.
If for some reason you are not happy with
the quality of the audio after running the
audio optimization, you can reset the audio
quality to its factory-default state by repeat-
ing the steps above and choosing instead
of in Step 4. The system will announce
the General Settings options, as described in
Step 4, and the audio will be reset to its pre-
vious, factory-default state.
201-208: Standard Universal
Extensions
201 through 208 are the Universal Extension
numbers initially assigned to the yellow
jacks on the Bizfon 680 labeled Telephones.
These extensions are used to connect physi-
cal telephones which are assigned these
extension numbers as follows: Jack 1 is for
extension 201, jack 2 is extension 202, jack 3
is extension 203, etc., through jack 8, which
is extension 208.

Section 1 Getting Started
Bizfon Owner’s Guide 9
Extension 201 is the receptionist, the person
who receives calls when callers press 0 or
dial 201. For more information, see Section
3.
Extension 208 can be used for a fax machine
which is plugged into the yellow Telephone
jack number 8.
290: Meeting Room
Up to five callers can meet in a meeting
room by dialing 290. The first caller into the
meeting room is put on hold until a second
caller dials into the meeting room. As addi-
tional callers dial in to the meeting room,
they are announced by a single tone.
Note that outside callers are not allowed to
be the first to enter the meeting room. The
first party in the meeting room must be
someone calling in from a valid Bizfon uni-
versal extension.
Also, a password must be configured and
used by outside callers in order for them to
access the meeting room.
Callers can be put on hold and transferred
into the meeting room. Outside callers will
remain on hold until a meeting is in progress
with at least one internal caller.
299: Bizfon Customer Care
To reach Bizfon Customer Care, dial 299.
Feel free to call to request information or
assistance.

Section 1 Getting Started
10 Bizfon, Inc.
Emergency Use Connecting and using a Power
Fail Telephone
Your Bizfon includes a jack (labeled Power
Fail Telephone in red) for connecting a tele-
phone that can be used in the event of a
power outage.
Note that the telephone used with the Power
Fail Telephone jack should be a non-AC
powered telephone in order to work during a
power failure.
Dialing Emergency Numbers
Dial to get an outside line, then dial 911
or the emergency number you are trying to
reach.

Bizfon Owner’s Guide 11
Section 2
Setting up to Handle
Inbound Calls
Introduction This section provides information about how
to set up your Bizfon to handle inbound tele-
phone calls.
Inbound call handling refers to how calls are
handled as they come in to the Bizfon 680.
This section provides information on how to
configure the inbound call greeting options
for the automated attendant day and after
hours modes, how to configure the recep-
tionist’s extension, and how to set up infor-
mation messages. Once an inbound call is
directed to an extension, you can choose how
to handle the call at that extension. See Sec-
tion 3 for information on configuring how
calls are handled once they reach an exten-
sion.
Automated
Attendant
Greetings
The Bizfon automated attendant provides an
immediate, automated greeting for callers to
your business. By configuring your system
greeting options in different ways, you can
be responsive to callers by providing specific
information through your system greetings.
You can change the greeting that people hear
when they call your company. Your Bizfon
comes with this default auto attendant greet-
ing:
“Thank you for calling. If you know your
party’s extension, you may dial it now.
For a list of extensions, press 1. To reach

Section 2 Setting up to Handle Inbound Calls
12 Bizfon, Inc.
the receptionist, press 0, or wait and you
will be transferred.”
You can use this generic greeting, record
your own, or purchase a professionally
recorded greeting by calling Bizfon Cus-
tomer Care at 299.
Tips for writing a greeting:
• Write down what you plan to say.
• Include all of a caller’s options. (See
sample greeting below.)
• Describe each option before telling the
caller what number to press (for exam-
ple, “For a list of extensions, press 1.”)
• Read the greeting aloud before you
record it to be sure you like the way it
sounds.
Sample greeting:
“Thank you for calling Phassenphepher
Consulting. If you know your party’s
extension, you may dial it now. For a list
of extensions, press 1. For directions,
press 4. For hours, press 5. To reach the
receptionist, press 0, or wait and you will
be transferred.”
NOTE: If you want to purchase a professionally
recorded greeting, dial 299 for Bizfon Cus-
tomer Care.

Section 2 Setting up to Handle Inbound Calls
Bizfon Owner’s Guide 13
Changing the System Day
Greeting
You can change the system greeting at any
time. Before changing it, we recommend that
you write it down and practice speaking it
before making the recording.
To change the default system day greeting,
do the following:
1. Pick up any BizTouch telephone exten-
sion and press the SETTINGS button. If
using a non-BizTouch telephone, press 
to enter Personal Settings, then continue
to the next step.
2. Dial extension 200, then enter the owner
password (if one has been configured) to
access General Settings.
3. Press to change the Automated Atten-
dant greeting.
4. Press to change the System greeting.
5. The current greeting is played and you
are prompted to accept the greeting or
change it.
6. Press to record the new greeting.
7. Press any key when done recording the
new greeting.
8. The greeting will be played back to you.
Press to use the greeting or press to
re-record the greeting.

Section 2 Setting up to Handle Inbound Calls
14 Bizfon, Inc.
After Hours Mode
The Bizfon After Hours mode enables you to
set up your system for operation after normal
business hours.
When After Hours mode is enabled, the Biz-
fon plays a selected After Hours Greeting,
then it rings all extensions. After a specified
number of rings, calls are directed to the
Receptionist’s mailbox at extension 201.
To enable After Hours Mode:
1. Pick up any extension.
2. Press for Personal Settings.
3. Enter the extension’s password.
4. Press to enable After Hours Mode.
Once After Hours Mode is enabled, you can
disable it and return to Day Mode by repeat-
ing the steps above.
Changing the After Hours Greet-
ing
You can change the after hours greeting at
any time. Before changing it, we recommend
that you write it down and practice speaking
it before making the recording.
To change the After Hours greeting, do the
following:
1. Pick up any BizTouch telephone exten-
sion and press the SETTINGS button. If

Section 2 Setting up to Handle Inbound Calls
Bizfon Owner’s Guide 15
using a non-BizTouch telephone, press 
to enter Personal Settings, then continue
to the next step.
2. Dial extension 200 to access General Set-
tings.
3. Press to change the Automated Atten-
dant greeting.
4. Press to change the After Hours greet-
ing.
5. The current greeting is played and you
are prompted to accept the greeting or
change it.
6. Press to record the After Hours greet-
ing.
7. Press any key when done recording the
new greeting.
8. The greeting will be played back to you.
Press to use the greeting or press to
re-record the greeting.
Turning Off the Automated
Attendant
You can have the automated attendant turned
off so that all incoming calls go directly to an
extension. Call Customer Care at 299 if you
would like the automated attendant turned
off.

Section 2 Setting up to Handle Inbound Calls
16 Bizfon, Inc.
Call Routing
Directly to a
Specific Exten-
sion
Your Bizfon 680 can be configured to
answer a particular incoming telephone line
and immediately ring a specific extension.
This can be configured by Bizfon Customer
Care at extension 299. When configured this
way, Day and Night modes are ignored.
Changing the
List of After
Hours Exten-
sions
If you do not wish all extensions to ring in
After Hours Mode, you can contact Bizfon
Customer Care at extension 299 to configure
which extensions you wish to ring.
Receptionist:
Extension 201 The receptionist is the person whose tele-
phone rings when the Automated Attendant
greeting finishes or when callers press or
dial extension 201.
Choosing which extension rings
when callers press 0
By default, extension 201 rings when callers
press . Therefore, the person at extension
201 is the receptionist. If you want a differ-
ent extension to ring when callers press ,
you can use call forwarding to forward
extension 201 to another extension number.

Section 2 Setting up to Handle Inbound Calls
Bizfon Owner’s Guide 17
Choosing how calls are handled
when the receptionist is not
available
If the receptionist is on the phone or if he has
enabled Do Not Disturb on his phone, an
inbound caller will be presented with the fol-
lowing choices:
“<Recorded name for extension 201> is
not available. Press 1 to leave a mes-
sage; to try another extension, dial it
now; or for more options, press *.”
Additionally, the Bizfon 680 automated
attendant can be configured to ring a given
set of extensions or all extensions. This must
be configured by Bizfon Customer Care at
extension 299.
Changing personal options for
the receptionist
You change personal options for the recep-
tionist the same way you change personal
options for any extension.
To change personal options for the reception-
ist:
1. Pick up any BizTouch telephone exten-
sion and press the SETTINGS button. If
using a non-BizTouch telephone, press 
to enter Personal Settings, then continue
to the next step.
2. Enter the extension number, 201, and the
password, or press if you are at exten-
sion 201.

Section 2 Setting up to Handle Inbound Calls
18 Bizfon, Inc.
3. Follow the prompts.
Informational
Messages The Bizfon 680 supports two informational
messages. Informational messages are typi-
cally used to provide specific information to
callers.
In your system greeting you should refer to
the information available in the informa-
tional messages and instruct callers how to
access the mailboxes. For example, your sys-
tem greeting might sound something like
this:
“Thank you for calling HomeSteader
Realty. For directions to our office, press
4. For a list of extensions, press 1.”
Creating Informational Mes-
sages
You can create up to two informational mes-
sages that callers can hear by pressing or
. Each message provides 30 seconds of
recording time.
An informational message can contain direc-
tions to your company, hours of operation,
interest rates, a list of open houses, or any
other information that callers often need to
know.
When you create an informational message,
you must choose the number callers press to
hear it.
To create an informational message:

Section 2 Setting up to Handle Inbound Calls
Bizfon Owner’s Guide 19
1. Pick up any BizTouch telephone exten-
sion and press the SETTINGS button. If
using a non-BizTouch telephone, press 
to enter Personal Settings, then continue
to the next step.
2. Dial extension 200 and enter the Owner
Password, if configured, to access Gen-
eral Settings.
3. Press to select System Greetings.
4. Press to selectCreateanInformational
Message.
5. Press the number associated with the
informational message, either or .
6. Record your information message and
press any key when finished.
7. The information message will be played
back to you. Press to use the message
or press to re-record the informational
message.
8. Whenever you create a new information
message, be sure to re-record your auto-
mated attendant greeting and refer to the
new information message.

Section 2 Setting up to Handle Inbound Calls
20 Bizfon, Inc.
Music-on-Hold You can enable music-on-hold so that callers
can listen to music or a pre-recorded looping
message.
To enable music on hold, you need to con-
nect an audio device, such as a CD player or
a tape deck, to your Bizfon. See Section 4 for
information on connecting an audio device
to the Bizfon 680.