NEC XN120 Vision User manual

User Guide
for
Xn120
Hotel Receptionist
1

Contents
Contents...................................................................................................................................................2
General Information ..............................................................................................................................3
Hotel - Receptionist Guide.....................................................................................................................4
Hotel DSS Console..................................................................................................................................5
Check In and Check Out .......................................................................................................................7
Room Clean Status.................................................................................................................................8
Toll Restriction.......................................................................................................................................9
Room to Room Call Restriction ............................................................................................................9
Wake Up Call........................................................................................................................................10
Room Status Printouts.........................................................................................................................11
Do Not Disturb......................................................................................................................................13
Message Waiting...................................................................................................................................14
Room Monitor.......................................................................................................................................14
2

General Information
Thank you for using an NEC Infrontia product.
The terminal described in this manual should only be connected to NEC Infrontia
Xn120 systems by means of the cables that come with the product. To take advantage
of all features described in this manual, country and network provider specific
features should match the features of the NEC Infrontia Xn120 system.
The innovative communications system, NEC Infrontia Xn120, is constantly being
enhanced. Through these enhancements it is possible, that some information within
this guide is different to the operation of your installed system. In particular, Service
codes can be customized. It is possible that there are mistakes within this user guide.
Please understand that we will not give any guarantees for the information in this
guide. Presumptions should not be made out of pictures, information or descriptions
given in this guide.
NEC Infrontia ltd.
Version 1.00 / 07-04
3

Hotel - Receptionist Guide
Receptionist Quick Guide
Feature Operation
Check In
Check Out 738 + room number 739 + room number
Room Clean Status
741+ room number + Status (1-4)
1 = Room Clean
2 = Maid Required
3 = Maid in Room
4 = Inspection Required
Toll Restriction Class
(when checked in) 737 + room number + Class (01-15)
Room to Room Call Restriction Set = 735 + room number
Cancel = 736 + room number
Wake Up Call Set = 733 + room number + hhmm (24hour clock)
Cancel = 734 + room number
Room Status Printout
742 + Option (0-5)
0 = All Printouts
1 = Room Status List
2 = Call Restriction List
3 = Do Not Disturb and Room Clean List
4 = Message Waiting List
5 = Wake Up Call List
Do Not Disturb Set = 729 + room number
Cancel = 730 + room number
Room Monitor
(SLT phone only) 770 + 2 + room number
4

Hotel DSS Console
The reception telephone can have a 64 button DSS console assigned that will show
the status of the hotel room telephones (for example checked in, vacant, room clean).
It will also show the status of other extensions (idle, busy, DND, Call forward).
The bottom row of feature keys have the functions shown below.
The diagram shows the key labels for the bottom row of a standard 64 button DSS
console, you may want to rename the keys.
NT The Night Mode key will set the system into night mode (lamp is on when system
is in night mode).
If you require selection of other night modes you must set the function keys on the
keyphone, see Function Key Programming below.
IZ1 Will show the Message Waiting status and will change the mode of the 64 busy
lamp keys to show the message waiting status of the hotel rooms.
IZ2 Will show the The Wake Up Call status and will change the mode of the 64 busy
lamp keys to show the wake up call status of the hotel rooms.
IZ3 Will show the Check In/Out status and will change the mode of the 64 busy lamp
keys to show the check in/out status of the hotel rooms.
The Hotel reception telephone can use the Programmable Function keys on their
keyphone or have the 24 button DLS console installed but these will not provide DSS
lamp indication for hotel room telephones.
DSS Console Lamp Indications
The DSS lamps will show the status of the room telephone:
When IZ1, IZ2 and IZ3 lamps are off the 64 keys will show the busy lamp
information (idle/off hook etc) for all extensions on the system, including non-hotel
room telephones.
Note, when the DSS console is set to Hotel mode buttons IZ1 to IZ3 are used for hotel
STATUS and IZ4 is not used. If you want keys for Internal Paging zones then you
must use the Programmable Function keys on the keyphone.
Message Waiting (IZ1 key lit on DSS console)
5

ON = A Message Waiting
OFF = No messages
Wake Up Call Status (IZ2 key lit on DSS console)
ON = A Wake Up Call set
OFF = No Wake Up Call set
FLASH = Wake Up Call missed
Check in/Out Status (IZ3 key lit on DSS console)
ON = Checked In and Clean
OFF = Checked Out (Clean and Available)
FAST FLASH = Maid Required
MEDIUM FLASH = Maid in Room
LONG FLASH = Inspect
Function Key Programming To change the function of a General Function
programmable key:
1. Press idle CALL key.
2. Dial 851.
3. Press the key you want to program.
4. Enter the 2-digit key function, any additional information needed for the key and
press HOLD.
Available functions are 00-99 and line keys 001-200 (for a DSS key enter 01+room
telephone number+HOLD, for Night Mode enter 09+mode number).
To undefine a key, enter 00.
To change the function of an Appearance Function programmable key:
1. Press idle CALL key.
2. Dial 852.
3. Press the key you want to program.
4. Enter the 3-digit key function and any additional information needed for the key.
Available functions are *00-*99 and line keys 001-200.
To undefine a key, enter 000.
When a key is programmed using service code 852, that key cannot be programmed
with a function using the 851 code until the key is undefined (852+000).
6

Check In and Check Out
When hotel room telephones are checked in their toll restriction class can be changed
automatically by the system to allow the guest to make calls.
To Check In a hotel room telephone:
1. Lift the handset.
2. Dial 738.
3. Dial the extension number of the room you want to check in.
You hear confirmation tone.
4. Hang up.
In the STATUS mode, the DSS Console key for the room is on.
To Check Out a hotel room telephone:
You can set a room as checked out only if you have previously checked it in.
1. Lift the handset.
2. Dial 739.
3. Dial the extension number of the room you want to check out.
You hear confirmation tone.
4. Hang up.
In the STATUS mode, the DSS Console key for the room is off.
When the room is checked out the system will automatically cancel any Message
Waiting, Do Not Disturb, Room to Room Call Restriction, Toll Restriction and Wake
Up calls that may be set at the room telephone.
7

Room Clean Status
You can use the DSS console lamps to indicate the status of the hotel room,
commonly Clean (occupied or not), Maid Required, Maid in Room, Inspection
Required.
1. Lift the handset.
2. Dial 741.
3. Dial the extension number of the room you want to set.
4. Dial the room status code:
1 = Room Clean
2 = Maid Required
3 = Maid in Room
4 = Inspection Required
5. You hear confirmation tone.
6. Hang up.
In the STATUS mode, the DSS Console shows the room's status.
ON = Checked In and Clean
OFF = Checked Out and Clean
SLOW FLASH = Maid Required
MEDIUM FLASH = Maid in Room
FAST FLASH = Inspect
The room status can also be set from the room's telephone, refer to the Hotel Staff -
Room Telephone Guide.
8

Toll Restriction
When a room is checked in the telephone can be given a different Toll Restriction
class, this would usually have no restrictions. When the room is checked out it would
typically have a fully restricted.
This operation is automatic if setup in the system configuration.
Changing Toll Restriction class while room is checked in
The Toll Restriction class number can be changed for a room telephone when checked
in.
The Toll Restriction classes must be pre-defined in the system configuration, check
with your system maintainer for the Toll Restriction class numbers you can use.
To change a room telephone's Toll Restriction (When Checked In) level:
1. Lift the handset.
2. Dial 737.
3. Dial the extension number of the room which you want to change the Toll
Restriction (When Checked In) level.
You hear a single beep.
4. Enter the new Toll Restriction (When Checked In) level (01-15).
You hear confirmation tone.
Room to Room Call Restriction
You can prevent a guest from placing calls to other hotel rooms.
This will not prevent the guest placing outside calls or calls to non-hotel room
telephones.
To enable Room-to-Room Call Restriction for a guest's phone:
1. Lift the handset.
2. Dial 735.
3. Dial the guest's phone number.
You hear confirmation tone.
The guest can not dial any other Hotel room extension.
To disable Room-to-Room Call Restriction for a guest's phone.
1. Lift the handset.
2. Dial 736.
3. Dial the guest's phone number.
You hear confirmation tone.
9

Wake Up Call
A Wake Up call is like an alarm clock for the guest.
The guest can also set and cancel their own Wake Up calls.
To set a Wake Up for a room:
1. Lift the handset.
2. Dial 733.
3. Dial the number of the room phone that should receive the wake up.
4. Dial the time for your wake up.
Use a 24-hour clock. For example, 1:00 PM = 13:00. You hear confirmation tone.
5. Hang up.
To cancel a Wake Up for a room:
1. Lift the handset.
2. Dial 734.
3. Dial the number of the room phone whose wake up you want to cancel.
You hear confirmation tone.
The system can also be setup to alert the Reception telephone when a Wake Up call is
not answered. The display will show the room number of the missed Wake Up call.
To check the Wake Up calls set
If you have a DSS console:
1. Press the Wake Up Call Status key (GROUP key)
ON = A Wake Up Call set
OFF = No Wake Up Call set
FAST = FLASH Wake Up Call missed
To clear the missed Wake Up call indication place a call to the room from the
Reception telephone, when the call is answered the lamp will go out.
If you have a printer connected:
You can print out a list of Wake Up calls.
1. Lift the handset.
2. Dial 742.
3. Dial 5 (the Wake Up Call List option).
The output will show the room numbers and the time set for the Wake Up call.
A missed Wake Up call will be shown by a * before the room number, as shown
below for room 236.
Wake Up Call List -------- 11/04/2006 12:55
*236 -12:48
The printer can also output missed Wake Up calls automatically if setup in the system
configuration.
10

Room Status Printouts
The system can have a printer connected to a CTA adapter (CTA adapter is installed
in a keyphone) that can be used to printout the following reports.
Room Status List
Call Restriction List
Do Not Disturb and Room Clean List
Message Waiting List
Wake Up Call List
To have your printer output the Room Status Printout:
Your printer should be location conveniently next your phone.
1. Lift the handset.
2. Dial 742.
3. Dial the Room Status Printout option:
0 = All Printouts
1 = Room Status List (Check-in and House Cleaning Status)
2 = Call Restriction List
3 = Do Not Disturb and Room Clean List
4 = Message Waiting List
5 = Wake Up Call List
4. Hang up.
Room Status Printout example
Room Status List -------- 11/04/2006 14:06
Room Clean(Occupied) --- Check In
236 , 238
Room Clean(Vacant) --- Check Out
237 , 239 , 240
Maid Required
241
Maid in Room
Inspection Required
242 , 243 , 244 , 245
END
Call Restriction List example
Shows rooms that have Room to Room Call Restriction set and the current Toll
Restriction class number of each hotel room.
Calling Class List -------- 11/04/2006 14:21
Room to Room Barring
236
Outside Call Class
236 -02, 237 -02, 238 -01, 239 -02,
240 -02, 241 -02, 242 -02, 243 -02,
244 -02, 245 -02
END
11

Do Not Disturb and Room Clean example
DND and Clean Up Check -------- 11/04/2006 14:23
Do No Disturb
242
Clean Up Check
241
END
Message Waiting List example
Message Service List -------- 11/04/2006 14:39
236
END
Wake Up Call List example
Wake Up Call List -------- 11/04/2006 14:40
236 -14:50, 239 -07:30, 243 -06:45
END
12

Do Not Disturb
You can set Do Not Disturb for a room telephone to prevent calls being made to the
room telephone.
The room telephone can also set/cancel Do Not Disturb, refer to Hotel Guest - Room
Telephone Guide.
To enable DND for a room telephone:
1. Lift handset.
2. Dial 729.
3. Dial the number of the extension for which you want to enable DND.
You hear confirmation tone.
4. Hang up.
If you need to contact the guest you may be able to override the Do Not Disturb:
1. Lift handset.
2. Call the room telephone.
3. Dial 809 (if override is enabled the telephone will ring).
To cancel DND for a room telephone:
1. Lift handset.
2. Dial 730.
3. Dial the number of the extension for which you want to disable DND.
You hear confirmation tone.
4. Hang up.
13

Message Waiting
You can leave a Message Waiting indication (flashing lamp) for a guest.
When the guest replies to the Message Waiting the system will automatically setup a
call to the Reception telephone.
To leave a Message Waiting:
1. Call the room telephone. There is no answer.
2. Dial 841.
You hear confirmation tone. The Message Waiting lamp flashes on the room's
telephone.
3. Hang up.
If you want to cancel the message you just left, lift the handset and dial 871 and then
the room number.
To Leave a Message Waiting Without First Calling the Extension:
1. Lift the handset.
2. Dial 726.
3. Dial the number of the room telephone at which you want to leave the message
waiting.
You hear confirmation tone.
Room Monitor
The room telephone can be used to monitor the audio within the hotel room.
The monitored room telephone and the monitoring telephone at reception must be
single line telephones, not keyphones.
The room telephone must first be setup to be monitored, refer to the Hotel Guest -
Room Telephone Guide.
1. Lift the handset.
2. Dial 770 + 2.
3. Dial to room number.
You hear confirmation tone and can hear the audio near to the room telephone.
If the room telephone is not setup to be monitored you will hear busy tone.
4. You can monitor other room telephones, if setup to be monitored, by going on hook
and repeating steps 1 to 3.
14

NEC Infrontia Ltd.
75 Swingbridge Road
Loughborough
Leicestershire
LE11 5XJ
England
15