Horizon Fitness Polycom VVX410 User manual

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Horizon - Polycom VVX 410/411 User Guide
Using Your Phone
•Phone keys and hardware
•Phone view
•Home view
•Lines view
•Calls view
•Understanding phone icons and status indicators
•Navigating your user interface
•Using the dailpad keys on the phone console
•How your Phone Handles
•Answering calls
•Listening to Voicemails
How do I gain access to the Horizon website
Logging in as the End User
•How do I customize my Dashboard?
•How do I initially configure my user access?
The Dashboard
•How do I make a telephone call using “Click to Dial”
•How do I setup Call forwarding?
•How do I view Call Statistics for my phone?
•How do I setup “twinning” of my mobile with my landline?
•How do I search the directory?
Call Setup
•How can I handle incoming calls?
•Accessing Voicemail
•How do I blacklist a caller?
•How do I change my incoming call settings?
•How can I be notified of missed calls to my number?
•How do I setup a Busy Lamp on my device?
•How do I setup speed dials?

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•How do I change my outgoing call settings?
•How can I change my Call Transfer settings?
•How can I enable Call Waiting?
Directories and Contacts
•How do I setup a new contact?
What Short Codes can I use on my phone?
Mobile Access –iPhone & Android
Contact Us

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PHONE KEYS AND HARDWARE
The Polycom 400/410
PHONE VIEWS
Phone Views
Your phone has three main views: Home, Calls, and Lines view (the default).
To change views:
•For Home view, press .
•From Home view, press to display either Lines or Call view.
HOME VIEW
You can display Home view (shown next) by pressing . Home view displays your phone line, and
messages, settings, and information. At the bottom of Home view is a Page Indicator that shows how
many pages of icons Home view displays.

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To change the highlighted icon, press the up, down, right, or left arrow key. Press Select to access
the desired menu.
Home view displays the following icons:
• New Call—Select New Call to display the Dialer so you can place a call.
• Messages—Select Messages to access your voicemail.
• Directories—Select Directories to access your Contact Directory, Favorites, and Recent Calls list.
You may also be able to access a Corporate Directory and Buddy Status List if they’re set up on your
phone.
• Forward—Select Forward to set up forwarding options for incoming calls.
• DND—Select DND to toggle DND (Do Not Disturb) on or off. When DND is enabled, your phone
won’t ring and incoming calls will go to voice mail.
• Settings—Select Settings to access phone features and settings to customize your phone.
Additional icons may include:
• Applications—Select Applications to access a menu of custom applications. See your administrator
for information about any specific applications listed in this menu.
• Calendar—Select Calendar to show a calendar with your meeting details. Using the Calendar
feature, you can join meetings directly from your phone
LINES VIEW
Lines view (shown next) is your phone’s default display. Lines view displays your phone line(s), your
favourites, and soft keys in the soft key area.
If your phone is idle, you can press a line key to access the Dialer.
If your phone has calls, the phone line indicates the number of calls you have, and if they’re active or
held. If the phone line has an active call, the call color is dark green, as shown next. If the phone line
has one or more held calls, the call color is dark blue, as shown next. The number of total calls is
shown above the calls. To select a call, use the up and down arrow keys.

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CALLS VIEW
You can access Calls view (shown next) if your phone has multiple calls in progress, or you have one
held call. Use the up and down arrow keys to see all your calls. If your phone has multiple lines, calls
display under the associated line.
Call colour indicates status:
• Dark green—Active call
• Bright blue—Incoming call
• Dark blue—Held call
Use the up and down arrow keys to highlight a call. The soft keys apply to the highlighted call.
UNDERSTANDING PHONE ICONS AND STATUS
INDICATORS
The following icons and indicators indicate phone, call, or buddy/contact status, or to indicate that a
feature is enabled.

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NAVIGATING YOUR PHONE INTERFACE
The following table shows you how to navigate your phone’s screens, as well as select and highlight
options.
USING THE DAILPAD KEYS ON THE PHONE CONSOLE
You can use the dial pad keys on your phone console to update field information. If a field requires
data input, select Encoding or Mode to specify how you want to enter data.
Use the tips in the following table to enter information using the dial pad.

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HOW YOUR PHONE HANDLES
Your phone can handle multiple calls at a time. However, only one active call—the call that has audio
associated with it—can be in progress at any given time. In addition to the active call, your phone
may have multiple other calls that are either held, or in an incoming or ringing state. Your phone can
handle a maximum of 6 calls at one time.
Your administrator can set up your phone to have up to 6 lines. Lines can have unique extension
numbers, or they can have the same extension number as other lines. Your phone can have
supported a maximum of 24 calls.
You can place and answer calls in these ways:
• Using the handset
• Using the speakerphone
• Using a headset

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During a call, you can alternate between handset, headset, or speakerphone modes by picking up
the handset, or pressing or . For example, if you’re using the handset, you can switch to
headset mode by pressing , or switch to speakerphone mode by pressing .
When you’re in speakerphone mode, glows green. When you’re in headset mode, glows
green if an analogue headset is connected.
ANSWERING CALLS
All incoming calls display in an Incoming Call window, as shown next.
To answer the call, do one of the following:
• To use the handset, pick up the handset.
• To use the speakerphone, press or press Answer.
• To use your headset, press .
If you’re already in handset, speakerphone, or headset mode, press Answer, and the phone will
automatically use the mode you’re in.
To answer the call, pick up the handset, press , or press . Or, from Calls view, press Answer
to use the speakerphone.
Answering Another Call
If you have a call and an incoming call arrives on the same or a different line, a call waiting tone
beeps, and the Incoming Call window displays. To answer the call, press Answer. The call you were in
is held.
Ending Calls
To quickly end an active call, replace the handset. Or from Lines or Calls view, press End Call. If
you’re in Calls view, be sure to highlight the call first.
Forwarding Incoming Calls to Another Person
While your phone rings, you can forward the call to another person. To forward an incoming call to
another person:
1 While your phone rings, press Forward.

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2 From the Call Forwarding screen, enter the forwarding number, and press Forward
Setting Up Conference Calls
There are two ways to set up a conference: the conventional way—by calling two people and using
the Confrnc soft key—or joining two existing calls using the Join soft key.
To set up a conference call:
1 Call the first person.
2 From Lines or Calls view, press More and then Confrnc. The active call is held.
3 Using the Dialer, call the second person.
4 When the second person answers, press More and then Confrnc to join everyone in a conference.
The Active: Conference screen displays, as shown next.
Listening to Voicemails
Your phone may indicate new voicemail messages by the following:
• A message in the status bar, as shown next. The message indicates the number of new messages
you have. The count is a total of all messages on all lines on the phone.
• A flashing Message Waiting Indicator, located at the top-right of your phone.
• An audible alert (if your phone is on-hook).
To listen to voicemail messages:
1 Press , and select Message Centre. Or, from Home view, select Messages, and select Message
Centre.
2 If multiple lines are configured on your phone, the Line Select screen displays. Use the up and
down arrow keys to select the line that has the message.
3 From the Messages screen, press Connect and follow the prompts.
Call Recording
This is set up in the Horizon Portal against the relevant user or group. It is also where you
can access call recordings. If you have set this up dial *1 on the keypad to access
Note: You must inform the caller / persons that the call is being recorded
How do I gain access to the Horizon website?
Horizon can be accessed at www.unlimitedhorizon.co.uk,
From here you will be prompted to submit your user details:

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LOGGING IN AS THE END USER
How do I customise my Dashboard?
The dashboard that you are presented with once you login can be customized to ensure
you achieve the best view for your specific needs. To do this simply hover over the title of
a section you would want to move and drag it to your preferred place on the screen.
How do I initially configure my user access?
If you are logging in for the first time as an End User then you will be prompted to setup
a few basic features to establish your user account. Your company administrator
should’ve provided you with details on the features assigned to you and your number
and user extension.
If you would like further details on the features assigned and what they allow you to
do, you can review under the “My Features” link on the homepage.

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The standard features requested on your initial access are:
•Call Handling –Decide how you would like to route incoming calls
•Twinning –The ability to phone a mobile device or another number if your
phone or extension is dialled
•Change of password –Change the password assigned to ensure this is unique to
your user access
Once completed and to ensure your aware of all features available through the Horizon
system we would advise reviewing the following areas.
The Dashboard
From the Horizon dashboard, you have the ability to influence a number of user
settings as well as review your own call usage and performance

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How do I make a telephone call using “Click to Dial”?
As explained on the hardware datasheets for your allocated device there are a number of
ways you can make a telephone call over the Horizon handsets, however there is also the
ability to “Click to Dial” from the Horizon system.
“Click to Dial” means that the Horizon system will call the number of the account you’re
logged in as, and once answered, then connect you through to the number against which
you have clicked the “Dial” button .
This feature is available wherever a contact or directory entry is shown on thescreen.
How do I setup Call forwarding?
Call forwarding is the ability to redirect a call from delivering it to your handset, to
delivering it to another number.
This can be setup from the dashboard screen by selecting on the drop down box showing
“Call Forwarding Inactive “and your then able to define a number, and update this field
with this detail

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If you would then like to activate the call forwarding, you can do so by clicking on the
“Activate” button at which point your calls will be forwarded to this destination.
Through simply clicking on one of these statuses the system will implement the
call routing configured straight away.
How do I view Call Statistics for my phone?
Call Statistics are visible from the Dashboard screen for the number assigned to the user
account
Within this section the user can view the pie chart and hover over an area to see the
percentage of calls either, Received, Placed or Missed.
The Call Statistics also shows the contact or number for the type of called made for the
last 10 calls, along with a time and date stamp and a symbol showing if it was:
Missed
Made
Received
If you then wish to call this contact or number back you’re able to through clicking on the
“Dial” icon which will action a return call through the “Click to Dial” feature.

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How do I setup “twinning” of my mobile with my landline?
Twinning is the ability to setup another number to ring at the same time as your Horizon
handset. This feature should’ve been setup through the initial steps of your first access
to the system, however if not can be managed through the Dashboard of the Horizon
system.
To add a twinned device, you simply need to fill in the name and number of the device
you wish to twin, before clicking on “Add” to put it into the Twinning box.
If you would like to delete a number that is “twinned” this again can be done by simply
clicking on the rubbish bin icon within the Twinning box.
You are also able to implement a more customised twinning through the “Manage” icon. By
clicking this it will put you into the “Call Setup” section of the system

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Through here if you then click on the “Advanced Settings” icon you will have the ability to
customize the use of twinning on your number.
To complete and implement the required twinning simply click on the “Save” button
which will implement this for you.
How do I search the directory?
From the Dashboard screen of the Horizon system you have the ability to search the
Company directory and also your own contacts
By typing in a name and clicking on the “Search” button this will bring back all contacts
recognized within the “Directory and Contacts” section, where it will then allow you to use the
“Click to Dial” functionality to make a call from your device.

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Call Setup
Within the Call Setup section of the Horizon system you have the ability to control and
implement a number of different services and features
How can I handle incoming calls?
To handle incoming calls you can use the user profiles to adjust your status and the call routing
accordingly, or you can look to use the Call Handling screens to pre-define the settings you
would like to apply
In order to adjust these settings simply click the relevant button and update the field, or
search using the “Address Book” button before clicking on “Save” to implement the changes
made.
How do I setup Voicemail?
To setup your voicemail, press the Envelope button on your handset. Enter your passcode as
issued to you by email.

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1. Listen to messages
2. Change your name recording
Change your recorded message
2. When Busy
3. When not answered
How do I blacklist a caller?
If you are constantly receiving marketing calls or other nuisance calls types from specific
numbers, you could “Black List” a telephone number.
To do this simple type in the number to be “Blacklisted” and click on the “Add” button to
add them to the list. Please ensure you also click on the “Save” button to ensure this list is
saved.
When a number is blacklisted whenever they call they will hear engaged tone or a
similar network message preventing the call being delivered.
If you would like to remove a number from your “Blacklist” then you can simply click on
the rubbish bin icon to delete the number from the list.
To implement this option, simply click on the “On” switch and then define how you wish to be
notified of calls, before clicking on the “Save” button to save your configuration
How do I change my incoming call settings?
There are many settings that can be changed within the Call Setupsection:
•Ability to reject withheld numbers
•Enable or Disable music for calls on hold
•Present the incoming caller ID for External Calls
•Present the incoming caller ID for Internal Calls

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•Enable and Disable “DND” Do Not Disturb
To implement these settings simply click on the corresponding switch to either say “On”
or “Off” for the feature you’d like to adjust before ensuring you click on the “Save” button
to save your preferences.
How can I be notified of missed calls to my number?
As well as the missed call options on your allocated Horizon handset, you can also setup
the Call notify option under the Call Setup section of the Horizon system. This service
allows you to receive an email to your chosen email address for either all numbers that
contact you or a specified list of numbers, to alert you to the fact there is a call.
How do I setup a Busy Lamp on my device?
A Busy Lamp key gives you the ability to monitor a fellow colleagues line to see if they are

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available to take a call that you may transfer to them, or to enable you to pick up their calls
if part of a Call Pickup Group (Please speak to your Company Administrator about these)
When implemented the phone will show the user’s caller id on the pre-defined line keys on
your device. This line key can also be used as a speed dial to contact your colleague’s
number quickly when transferring a call or when needing to speak to them directly.
It will look like the below:
When the assigned colleague is on the phone there assigned line key will then show as red
on the device, indicating that they are not free to take a call.
To setup a Busy Line key, this must be done through the Horizon system under the
Call Setup advanced section, and at present can only be done by the Company
Administrator.
How do I setup speed dials?
A speed dial is the ability to type a single or combination of numbers to implement the
calling of feature or contact. These can be setup through the “Speed Dial” option
located under Call Setup in the Horizon system.
In order to setup a speed dial simply click on the required digits to dial, and through
clicking on “Add New” you’ll be able to add speed dial fields Once you have defined the

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name and the destination (please note this could be a feature on/off switch using the short
codes mentioned in the Appendices), simply click on “Save” to implement these speed
dials on your device.
Please note that you can also setup speed dials from your allocated Horizon
handset,however these are not linked to the system. Therefore a locally stored
speed dial on your handset will always overwrite a speed dial setup within the
system. You should therefore choose which method you would like to implement
and manage your speed dials from.
How do I change my outgoing call settings?
There are a couple of outgoing call settings that you are able to implement through the
Call Setup section under the “Settings” link
•Enable Automatic Call Back
•Withhold my number when making calls
In order to change these settings simply click on the toggle switch to either “On” or
“Off” before clicking the “Apply” button to implement your chosen preference.
How can I change my Call Transfer settings?
When you have answered a call, you have the ability to transfer this through to another
colleague or number. In doing so you also have the ability to setup Call Transfer settings
to ensure the call is delivered successfully, and these can be adjusted and changed under
the Call Setup section of the Horizon system.