Broadview OfficeSuite Simplicity User manual

Adding the Cordless Desk Phone
to Your Simplicity System

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Welcome to OceSuite Simplicity™
Your new OceSuite Simplicity™ all-inclusive communication system is ready to be put to use.
Thiscompletesystemincludesastate-of-the-artcordlessphonesystemwithdozensofadvanced
features, a toll free phone number and service, as well as unlimited calling within the United
States, Canada, Puerto Rico and the US Virgin Islands. It also includes online fax service so you
can send and receive faxes from virtually any internet connected device, even your smartphone.
You also have the ability to meet face-to-face via video conference or host a conference call with
OceSuite HD Meeting.
Simplyput,weprovideeverythingyouneedtostayintouchwithyouremployees,customersand
partners, no matter where you are or what device you use.
ONLINE FAX

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Table of Contents
What Is In the Box..........................................................................4
Connecting Your Base Station and Phones ..................................................6
Setting Up Your System .................................................................. 10
Setting Up How Calls Come Into Your System.......................................... 10
Setting Up and Using System Features and Preferences................................ 15
OceSuite Simplicity™ User Guide ....................................................... 19
Getting to Know Your New Phone..................................................... 19
Setting Up and Getting Voicemail ................................................. 20
Your Caller ID ..................................................................... 22
Setting Up and Using Your Personal Memory Keys ................................. 22
Setting Up Phone Services ........................................................ 29

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What Is In the Box
All of the below items are included in this purchase. If you are missing any items, please be
sure to contact us immediately at 1-800-705-4000.
Desk phone
Phone stand
Handset
Power cord for phone
Phone cord

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Lindsay
checks her
voicemail
remotely
while on
sales trips...
Jen uses
her phone
primarily at
her desk...
What will
you use
Simplicity
for?
Jonathan
regularly
has
conference
calls...

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Connecting Your Base Station and Phones
Installing the OceSuite Simplicity™ system is easy and should only take a few minutes. It is
important that you follow these steps in order. Instructional videos are also available by clicking
on the Help tab on the website or by visiting www.broadviewnet.com/support.
Step 1 - Set up the phone
Assemble the phone by connecting the phone cord to the handset and then to the back of the
phone.Install the stand.Connectthe poweradapterto the phone and plug itintoa wall outlet no
more than 150 feet from the base station.
Step 2 - Set the base station to the registration mode
On the base station, press and hold the Page Key on the side of the base for about seven
seconds until the LED blinks amber and blue. Release the Page Key. The base is now in
Registration Mode.
CAUTION
!If you press the Page Key and the phones begin to ring, then the base is not in
Registration Mode but rather is in Misplaced Phone Mode. Answer one of the phones
to silence it and repeat step 2 being sure to hold the Page Key until the LED blinks
amber and blue.

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Setting Up Voicemail
To set up your voicemail, press the voicemail
key on your phone and follow the prompts.
The initial voicemail passcode is 1234.
Phone
Wall Outlet
Base Station
33
3
Phone
33
Base Station
Page Key
Base Station
Phone LED Light
2

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Step 3 - Connecting the phone to the base station
a. If a phone is not connected with a base, it will display Unregistered on the home screen
when the phone is idle.
b. Press the OK button on the phone to get to the Select Base screen.
c. Use the up/down navigation keys on the phone to select BS1 (or BS2 if you are connecting
this phone to a second base station) and press the Select soft key.
d. The phone will display Registering while it attempts to connect to the base.
e. When successful, the phone will beep and display Registered.
f. On the home screen, the phone will display the phone¹s number, e.g. HS2. It may display
No Service briey until the phone has received settings from the base. When No Service
disappears it is ready for use.
g. Refer to the Quick Start Guide for information about how to use your new OceSuite®
phone.
If connecting fails, ensure that the base station is still in Registration Mode (with the LED
blinking amber and blue) and that the phone and base station are in close proximity. Repeat
step 3.

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2
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1
Setting Up Voicemail
To set up your voicemail, press the voicemail
key on your phone and follow the prompts.
The initial voicemail passcode is 1234.
Phone
Wall Outlet
Base Station
33
3
Phone
33
Base Station
Base Station
Phone LED Light

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Setting Up Your System
Setting Up How Calls Come Into Your System
All incoming phone calls are sent to a specic phone number on the system. Calls can be sent
to individual phones, to a digital receptionist, or to a call group. The rst step is to make sure
your phones and phone numbers are setup properly.
Assigning Phones to Your Extensions
OceSuite Simplicity is so exible that any
phone can be assigned to any extension. To
assign or change phones and extensions, login
to the OceSuite Simplicity™ website at http://
simplicity.broadviewnet.com/. Click the Phone
System tab and choose Edit Phone System.
A single phone can be assigned an extension
(dedicated) or multiple phones can be assigned
to the same extension (shared). All phones
with the same extension will ring when the
extension is called. As long as a line is available,
even if a shared extension is in use, other
phones with the same extension can continue
to make and receive calls.

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Changing the Name Displayed on Your Phone
To change the name displayed on any phone, click [pencil icon] next to Name under the
extension. Type in a“Display Name”then click the Save This Extension button.
Setting Up Your Business Hours
The OceSuite Simplicity system lets you pre-set your business hours so you can send callers
to dierent extensions, groups or digital receptionists during open, closed, lunch and special
times.
Creating Groups of Extensions or Call Groups
Unlike shared extensions, Call Groups can be created so that incoming calls can be sent to
multiple extensions or in a pattern or series. Setting up a Call Group is easy with OceSuite
Simplicity™. Simply click the Congure Call Routing button on the Call Groups widget.
Descriptions of each type of call group is available on the website.

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Creating a Digital Receptionist to Answer Calls
A digital receptionist can answer calls coming into any of
your phone numbers including your toll-free numbers. Many
organizations use digital receptionists to automate call routing,
presenting options to a caller such as: Press 1 for X101, Press 2 for
X102, Press 3 to hear a company directory by last name , Press 4
to repeat this menu. Each prompt can be assigned to a phone,
call group or another digital receptionist.
Click the Congure button on the Digital Receptionist widget on
the My Account dashboard tab to begin
Once a new Digital Receptionist is created, you will congure each Key (Press 1, Press 2, Press
3) with a Result and if needed, an extension where calls will be sent. In this example, callers
that press 1 or 2 will be directed to user extensions, 3 will go to the Last Name Directory and 4
will repeat the options.
Click the Save Menu Keys button when you are satised with the menu set up.
The next step is to record what the callers hear when calling the Digital Receptionist.

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Recording Your Digital Receptionist Greeting
With OceSuite Simplicity™ you can record your own greeting
for the Digital Receptionist by uploading a .wav le on the Digital
Receptionist web page. To record a .wav le on most Windows
PCs that have a microphone, open the Sound Recorder Program
and click Start Recording. For Apple Macintosh, you can use
Audacity or a similar program to record a .wav le. Both Apple
and Google app stores also have several apps that can record
.wav les. Record and send yourself an email with the le. Then
save the le to your desktop. Click the Upload a .wav le or
.mp3 le radio button under Audio File Options on the Digital
Receptionist page. Click Browse, choose your le saved to your desktop, then click Use This
Audio File.
You can also use the OceSuite Simplicity™ Text-To-Speech option to automatically record
your Digital Receptionist greeting. Click the Use Text-to-Speech radio button, then choose
a male or female voice by clicking the appropriate radio button. Type in your script in the
Message Box, and then click Create Recording. After the recording is complete, an option will
be presented so you can listen to your recording. If satised, click Use this Recording button.
If you want to change the recording, modify your written text in the Message Box and repeat
the steps above.

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Setting up Call Forwarding for Unanswered Calls
Call Forwarding can redirect the caller to another extension, to a call group, or to a digital
receptionist. Use the Call Forwarding widget on your Simplicity My Account Dashboard tab
to manage call forwarding for each extension. Click the extension from the drop list, choose
the number of rings before forwarding, then choose the desired location by clicking on the
appropriate radio button. If you select Another Phone, select either an extension on the
system from the drop list, or enter an external number starting with the area code.
Press“Save”when done to save your call forwarding conguration.

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Setting Up and Using System Features and
Preferences
Setting Up Calling Permissions
Certain types of outgoing calls can be blocked on any extension. The types of call permissions
are: Block All Calls, Allow Local Calls Only, Local/LD (no international), Allow All Calls. Choose
the Outgoing Call Permissions widget on you’re my Account Dashboard. Choose an extension
from the drop list. Then choose one of the call options from the Status drop list and click
Save. If you want to choose dierent call permissions for dierent extensions, or view a list
of extensions with their current permission, click View Details. A list of extensions with their
permission level will be displayed. Choose the appropriate permission in the drop list across
from each extension you want to modify, then click Save Call Permissions.
Your Phone Numbers
A list of your phone numbers and any temporary phone numbers assigned while your
phone numbers are moving to your new phone system can be found by clicking the Phone
Numbers tab in My Account. The process of moving phone numbers from your previous
telecommunication provider to Broadview is called‘porting’and can take up to two weeks to
process. You can also add additional phone numbers on this page by clicking on Buy More
Phone Numbers.

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Setting Up Music on Hold
Use the Music on Hold widget on the My Account Dashboard to set up what music callers
hear while on hold. You can listen to and select from a wide range of music, including holiday
instrumentals. Choose a music option from the drop list, then click the play button to hear the
music. Click Save Music on Hold after deciding your music selection.
Seeing Your Call History
Call History data is good way to measure many aspects of your business. The Call History tab
on the My Account Dashboard allows you to review all the calls that have come in and out of
your business. You can search for specic phone numbers and set your own date ranges to
lter results. You can also download data into Excel for further analysis.
Coworker Presence
The Coworker tab on the My Account Dashboard allows you to set your own presence and
see who else is in the oce. You can even initiate a call to your phone and another extension
by clicking the phone icon next to a searched for extension.
Reviewing Service Charges and Paying Your Bill
You can quickly and easily review all charges and pay your bill online by clicking on the Billing
tab on the My Account Dashboard. You can download a copy of your bill, review billing history
and more.

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Finding a Misplaced Phone
If you have misplaced a handset it is easy to page your phones to nd the handset. Press and
release the page button (white phone icon) on the side of the base station. This will ring all
handsets. Note that the phones must have battery power in order for this feature to work.
911 Calls
The OceSuite Simplicity™ service is fully compliant with all E911 regulations. This means that
in the event of an emergency, if 911 is dialed the system will present authorities with location
data about your system. If you move the system and need to update the address information
or would like to review the address information, click the Settings tab on the My Account
Dashboard. Your information is found under My Service Address. A copy of the E911 Policy
can be found at www.broadviewnet.com/terms.
Page button

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System Updates
From time to time Broadview Networks will make updates to your system via software changes
on our network. To ensure your system is up to date with the most current release of software,
momentarily disconnect power from the Simplicity base station (leave the Ethernet cable
connected) and then reapply power. If new software is available the base station will download
it from Broadview’s servers and install it on the base station and the phones. During the
software upgrade process the base station LED will blink amber and then blink blue for several
minutes. The display on the phones will read“Provisioning”and then “Rebooting System”.
Do NOT remove power during the process. Wait until the LED on the base station
glows steady amber for a few minutes and the phone display has returned to normal
before making any calls. You may repeat this process occasionally to be sure your
software is always up to date.
LED

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OceSuite Simplicity™ User Guide
Getting to Know Your New Phone Four soft keys
Programmable memory keys
Line appearance keys
Message indicator
Adjust volume
Mute
Activate speakerphone
Speakerphone
Access Voicemail
Call redial
Activate headset
Missed call log
Mic

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Setting Up and Getting Voicemail
The future of voicemail is here! OceSuite
Simplicity comes with advanced voicemail
features that allow you to access messages
from your new phone, from any web browser,
anywhere via email or from your smartphone.
1. Press the key on your phone.
2. Enter the temporary passcode of 1234.
3. Follow the voice prompts to set up your
mailbox ,change your passcode and listen to
messages.
NOTE: Please choose a secure passcode, one
that is very dicult to guess.
Listening Shortcuts
1 - Replay 9 - Play Next Message
2 - Save # - Message Menu
3 - Delete 0 - Help
6 - Message Information
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