Broadview OfficeSuite Simplicity User instructions

BVN 10
Setting Up Your Cordless Phone
and Base Station for your OceSuite
Simplicity™System

2
Welcome to OceSuite Simplicity™
Your new OceSuite Simplicity™ all-inclusive communication system is ready to be put to use. This complete system
includes a state-of-the-art cordless phone system with dozens of advanced 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 conferences, or host a conference call with
OceSuite HD Meeting™.
Simply put, we provide everything you need to stay in touch with your employees, customers and partners,
no matter where you are or what device you use.
TO:
FROM:
Online
Fax

3
Table of Contents
What is in the Box ...................................................................................................4
Station Options .....................................................................................................5
Connecting Your Phone to an Existing Base Station ..................................................................6
Setting Up Your System and Features through the OceSuite Simplicity™ Website ................................. 10
Setting up System Features and Preferences Using Your Phone..................................................... 26

4
What is in the Box
All of the items below are included in this purchase. If you are missing any items,
please be sure to contact us immediately at 1-800-705-4000.
BATTERIES
BATTERY COVER
HANDSET CHARGING CRADLE POWER CORD FOR
CHARGING CRADLE
BASE STATION POWER CORD FOR
BASE STATION
ETHERNET CABLE
BELT CLIP

5
CORDLESS PHONE
Put cordless phones anywhere you need
them and give your employees the freedom
to move around the oce.
CORDLESS DESK PHONE
Cordless desk phones feature an enhanced speakerphone and 12 additional one-click speed
dials that put your employees in control.
BASE STATION
Connect up to 12 phones within 150 feet
using two base stations.
Station Options
5

6
Connecting Your Phone to an Existing Base Station
Installing the OceSuite 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.
Use the included power adaptor to connect
the base station to a wall outlet.
Use the included Ethernet cable (or equivalent) to
connect the base station to your Internet router or
to your local area network for Internet access.
12

7Connecting Your Phone to an Existing Base Station
3
2
1
Phone Charging
Cradle
Local Area Network or
Internet Router
Wall Outlet
Wall Outlet
4
Base Station

8Connecting Your Phone to an Existing Base Station
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.
Momentarily disconnect power from the base station
(leave the Ethernet cable connected) and then reapply
power.
The base station will automatically download and install
new software if a newer version is available. If newer
software is downloading the LED will ash blue. This
process takes 3 to 4 minutes and it is important that you
do NOT remove power again while software is updated.
Wait until the LED is steady amber (not blinking) for two
minutes before making calls.
Connect the other power adaptor to the phone
charging cradle and then to a wall outlet no more
than 150 feet from the base station. Place the phone
into the cradle to charge. The initial, full charge may
take up to 15 hours.
4
5
3Insert the included batteries into the phone and
slide the battery cover into place. Should you
need to replace the batteries, use only NiMH
rechargeable batteries. Optionally, attach the belt
clip to the phone.

9Connecting Your Phone to an Existing Base Station
3
2
1
Phone Charging
Cradle
Local Area Network or
Internet Router
Wall Outlet
Wall Outlet
4
Cordless Handset
5
Base Station
To make an external call, simply dial the phone number and press the phone key.
To make an internal call, just dial the extension of the phone you would like to call (103) and press the phone key.

10
Sign in to your OceSuite Simplicity™ account at
http://simplicity.broadviewnet.com with your email
address and password you used to create your account.
If you forgot your password, you may click Forgot your
password to reset it.
Once logged in, you are presented with the Simplicity
Dashboard from which you manage the phone system
and your services. Across the top of the Dashboard is a
series of tabs with dierent functions and in the center
of the Dashboard are widgets from which you can make
changes to the system and services. Each widget has an
information icon describing its function. To customize
the presentation of the Dashboard, click on Customize
Dashboard to add, remove, or reorder the widgets
according to your preference.
SETTING UP HOW CALLS COME INTO
YOUR SYSTEM
All incoming phone calls are sent to a specic phone
number in 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 that your phones and phone
numbers are set up the way you wish.
ASSIGNING PHONES TO YOUR EXTENSIONS
OceSuite Simplicity™ is so exible that any phone
can be assigned to any extension. To assign or
change phones and extensions, go to the OceSuite
Simplicity™ website, click the Phone System tab and
choose Manage Cordless Phones.
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.
CHANGING THE NAME DISPLAYED ON
YOUR PHONE
To change the name displayed on any phone, click on
Manage Cordless Phones from the Phone System tab
and select Settings, then select Personalize Phones.
Enter the name for each phone and press Save. Press
Save again on the Manage Cordless Phones page.
You will be prompted to restart your base station
by unplugging the power cord (be sure to keep the
Ethernet cable connected). Wait about 5-10 seconds
Setting Up Your System and Features through the OceSuite Simplicity™ Website
Setting Up Your System and Features through the OceSuite Simplicity™ Website

11
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,
which ring all of the phones sharing that extension at
once. Setting up a Call Group is easy with OceSuite
Simplicity™. Simply click the Manage Call Groups
button on the Call Groups widget. Descriptions of each
type of call group are displayed on the website.
and plug the cord back in to restore power and reset the
base station. In a few minutes, your phones will restart
with their new settings.
SETTING UP YOUR BUSINESS HOURS
The OceSuite Simplicity™ system lets you pre-set
your business hours so you can send callers to dierent
extensions, groups, or digital receptionists during open,
closed, lunch and special times.
From the Business Hours widget, click Congure
Business Hours to get started. You can also set up
multiple Business Hour proles, which will be useful if
dierent departments work dierent hours.
Setting Up Your System and Features through the OceSuite Simplicity™ Website
Setting Up Your System and Features through the OceSuite Simplicity™ Website

12
ASSIGNING PHONE NUMBERS TO EXTENSIONS
To assign which phone numbers ring an extension at
certain times of day, press Congure Call Routing on
the Incoming Call widget. To change the assignments,
select the phone number to edit and then select the
target for that number, depending on the time. Business
Hours can be updated in the Business Hours widget.
Take time to establish your Emergency Override
Routing for each phone number. In an emergency,
like a power outage or oce closure, simply click
Enable All Overrides to temporarily re-route calls.
Then, when the event is over, click Disable
Emergency Override Routing.
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 such as: Press
1 for X101, Press 2 for X102, Press 3 to hear a company
directory by last name and Press 4 to repeat this menu.
Each prompt can be assigned to a phone, call group, or
another digital receptionist.
Click the Congure button on the Digital Receptionist
widget on the My Account Dashboard tab to begin.
Setting Up Your System and Features through the OceSuite Simplicity™ Website

13
Once a new digital receptionist has been created, you
will congure 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, those who press 3 will go to
the Last Name Directory and 4 will repeat the options.
Click the Save Menu Keys button when you are satised
with the menu setup. The next step is to record what the
callers hear when calling the digital receptionist.
RECORDING YOUR DIGITAL RECEPTIONIST
GREETING
With OceSuite Simplicity™, you can record your own
greeting for the digital receptionist by uploading a
.wav or .mp3 le on the Digital Receptionist widget.
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 that can record .wav
and .mp3 les. Both the Apple and Google app stores
also have several apps that can record .wav or .mp3 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 widget. Click Browse, choose your
le, then click Use This Audio File.
You can also use the OceSuite Simplicity™ Text-To-
Speech option to automatically record your greeting.
Click the Use Text-to-Speech radio button, then choose
a male or female voice by clicking the appropriate radio
button. Type your script in the Message Box (it may be
helpful to spell words phonetically to ensure they are
pronounced accurately) then click Create Recording.
After the recording is complete, an option will be
presented so you can listen to your recording. If you
are satised, click the Use this Recording button. If you
want to change the recording, modify your written text
in the Message Box and repeat the steps above.
Setting Up Your System and Features through the OceSuite Simplicity™ Website

14
SETTING UP CALL FORWARDING FOR
UNANSWERED CALLS
Call forwarding can redirect a caller to voicemail, a
digital receptionist, or to another phone. 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-down
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 from the drop-down list,
or enter an external number starting with the area
code. Press Save when you are done to save your call
forwarding conguration.
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 complete.
You can add additional phone numbers on this page by
clicking on Buy More Phone Numbers.
SEEING YOUR CALL HISTORY
Viewing your call history data is a 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 specic phone numbers and set your
own date ranges to lter results. You can also download
data into Excel for further analysis.
Setting Up Your System and Features through the OceSuite Simplicity™ Website
555.755.6450

15
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-down list, then click the Play
button to hear the music. Click Save Music on Hold
after making your music selection.
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 your My Account Dashboard. Choose an
extension from the drop-down list, then select one of
the call options from the Status drop-down list and click
Save. If you want to select dierent call permissions
for dierent extensions or view a list of extensions with
their current permissions, click View Details. A list of
extensions with their permission level will be displayed.
Choose the appropriate permission in the drop-down
list across from each extension you want to modify, then
click Save Call Permissions.
Setting Up Your System and Features through the OceSuite Simplicity™ Website

16
YOUR CALLER ID
The number displayed to the parties you call can be
set up from the Outgoing Caller ID widget on the
My Account Dashboard. Select the extension from
the drop-down list and then select the Outgoing
Caller ID you would like to use from the drop-down
list. The Caller ID can be any phone number on
your system. This is particularly helpful when you
would like to present one number from all phones.
COWORKER PRESENCE
The Coworkers tab on the My Account Dashboard
allows you to set your own presence and see who else is
available in the oce. You can even initiate a call to your
phone and another extension by clicking the phone
icon next to a searched for extension.
Also, you can edit the names assigned to extensions by
selecting the First or Last Name of your coworker and
selecting Reset. To change the names in the directory,
click on Directory Settings and then edit the names
individually or click Edit All to modify all the names in
the directory. Press Save when done.
Setting Up Your System and Features through the OceSuite Simplicity™ Website
5557556450

17
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 your billing history and more.
911 CALLS
The OceSuite 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.
MAKING A CALL
If your International call does not connect, please ensure
that International calls are allowed for your extension by
checking under Status in the Outgoing Call Permissions
widget found on the My Account Dashboard.
Setting Up Your System and Features through the OceSuite Simplicity™ Website

18
PLACING ANONYMOUS CALLS
To place anonymous outbound calls, locate the
Outgoing Caller ID widget on the My Account
Dashboard, then select Private from the Outgoing
Caller ID drop-down list for each extension you would
like to designate as anonymous. All calls made from
that extension will not send a calling number to
other parties.
NEVER MISS A CALL
OceSuite Simplicity’s™ Call Twinning feature allows
incoming calls to ring your oce phone and any other
phone simultaneously. This means you never miss an
important call if you are away from your desk. From the
My Account Dashboard’s Call Twinning widget, select
the extension from the drop-down list and enter the
phone number you want to ring simultaneously. Slide
the Call Twinning for This Extension toggle to ON and
click the Save Twinning Settings button.
Setting Up Your System and Features through the OceSuite Simplicity™ Website
5557556450
555.555.5555

19
MANAGING UNANSWERED CALLS
Unanswered calls can be forwarded to voicemail, a
Digital Receptionist, or another phone. You must use
the Call Forwarding widget on the My Account
Dashboard to set up call forwarding. Select the
extension you wish to forward from the drop-down
list, then select the number of rings (from 1 to 10) and
choose one of the forward options by clicking the
appropriate radio button.
If you select Another Phone, either select an extension
on the system from the drop-down list, or enter an
external number starting with the area code. Press Save
when done to save your call forwarding conguration.
RECORDING YOUR NAME FOR THE PHONE
SYSTEM DIRECTORY
You may choose to allow callers to select an extension
based on the phone system directory. The names in the
phone system directory were established when you rst
created the extension and can be modied by clicking
the Coworkers tab and editing the information in
Directory Settings.
Setting Up Your System and Features through the OceSuite Simplicity™ Website
555.555.5555

20
To give callers the best experience when dialing via
the Name Directory, each user on the system should
record his or her name spoken in his or her voice. You
can record the spoken names for the Directory using the
Phone System Directory widget on the My Account
Dashboard. First select the extension to record and
the phone you would like to record from in the drop-
down lists and then click the Record Name button.
The system will call the extension and prompt you to
complete the recording.
ACTIVATING AND USING YOUR ONLINE
FAX ACCOUNT
OceSuite Simplicity™ includes an online fax service
that allows you to send and receive faxes from any email
client. To activate and start using this service, log in to
the OceSuite Simplicity™ My Account Dashboard
at http://simplicity.broadviewnet.com and click
Activate Service on the Online Fax widget on the
dashboard. Then, select the Broadview Fax 400
package. You can select a new number for your online
fax service or use an existing number. Regardless of
which option you choose, someone from the Broadview
sta will contact you to assist you with transferring your
number. Finally, enter the email address where you wish
to receive incoming faxes. For simple instructions on
how to use this service, read the Broadview Fax Quick
Start Guide, which can be found under the Help tab.
To upgrade your fax service or to purchase and activate
additional fax accounts, click the View Details or Buy
More buttons from the Online Fax widget.
Setting Up Your System and Features through the OceSuite Simplicity™ Website
[email protected]