Orchid KX308 Instruction Manual

Model
KS308/416
System Administration Guide

2
Introduction 3
Installation Hints 4
System Programming 5
IMPORTANT – Exchange Lines 6
Assign Incoming calls to ring Nominated Extensions 7
Cascade Ringing Of Extensions 8
To assign an Extension to use only a specific Exchange Line
for Outgoing Calls 9
To assign an Exchange line for exclusive use for outgoing calls by
nominated extensions 9
To assign Extensions to Direct Dial Mode 10
Least Cost Routing (LCR) for all Calls 11
Assign A Second Digit for accessing IP Calls 11
Call Barring / Call Restrictions 12
SystemSpeedDials 14
MusicOnHold 15
Auto Attendant Mode / Direct Inward System Access (DISA) 16
AutoFaxDetect 17

3
RemoteProgramming 20
Troubleshooting 21
TechnicalSpecification 23

4
Thank you for choosing the Orchid Telecom KX308/416 keyphone system. Please take time to
read through this Administration guide to get the most from your new purchase.
• Ensure the On/Off switch located on the left hand side of the PBX is switched to On. (-)
• All extension sockets should be Master type with built in ringing capacitor. (If you use a
secondary type socket, and your extension phones are older type 4-wire working, they will
not ring).
• We have a range of “Easy Install” adaptors for connecting the extensions. They are
available in 3 lengths; 10cm, 5m and 10m. Please contact your supplier for more details.
• Only extensions 201-204 will ring on incoming calls (factory default setting) unless you
nominate any other extensions to ring. See page 7 of the Administration Guide.
Wall Mounting:
• Drill 2 holes, 16cm apart. (Take extra care not to drill through electrical wiring or pipes.)
• Adjust the screw heads until the PBX fits firmly against the wall.

5
All programming is done on Extension 201 ONLY.
NOTE: If Programming is being done successfully you will hear a Beep (beep) after every #, if
unsuccessful you will hear a Series of Beeps after the #.
In this guide all dialed digits will appear in RED text.
System Password
The factory default password is: * 0 1 (1234) #
Changing the Password
Ext 201 Dial: Current Password * 0 1 1234 # (beep)
Dial: New Password * 0 2 xxxx # (beep) Hang Up
NB: Your new Password will be: * 0 1 xxxx #
Entering the password in Direct Dial mode
If you change the programming Extension 201 to Direct Dial mode (page 10) you will
need to dial an extra * in front of the Password:
* * 01 1234 # 2
NOTE: When you enter the programming mode on 201 all the other Extensions will be cut off.
Therefore ensure that other Extensions are not on calls before you start programming.
We strongly recommend that you store your new password into a one-touch memory.
This will simplify all future programming.

6
The KS308 and KS416 are configured at the factory for 3 or 4 lines respectively.
3 Exchange Line connected:
Ext 201 Dial: Password (beep) * 3 1 1 2 3 # (beep) Hang Up
Lines
4 Exchange Lines connected:
Ext 201 Dial: Password (beep) * 3 1 1 2 3 4 # (beep) Hang Up
Lines

7
This is a useful feature for spreading the incoming call load over certain extensions or a specific
line direct to a specific extension. Useful if you are sharing the PBX with another company.
IMPORTANT: The factory set default is to ring Extensions 201 – 204 only.
If you want to add further extensions to ring, please use the following examples to help you get
your PBX set up as per your requirements.
Add extensions 207 and 208 to ring on Line 1
Ext 201 Dial: Password (beep) * 12 01 207 # (beep)
* 12 01 208 # (beep) Hang Up
Line Ext
Now extensions 201 – 204 and 207 – 208 will ring on Line 1.
Further Examples
If you do not want one or all of extensions 201 – 204 to ring, you must first clear the factory default
setting as follows:
To assign Extensions 207 and 208 ONLY to ring on Line 1
Clear Line 1:
Ext 201 Dial: Password (beep) * 11 01 # (beep) Hang Up
Line
Ext 201 Dial: Password (beep) * 12 01 207 # (beep)
* 12 01 208 # (beep) Hang Up
Line Ext

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To assign Extensions 205 and 206 ONLY to ring on Line 2:
Clear Line 2:
Ext 201 Dial: Password (beep) * 11 02 # Hang Up
Line
Ext 201 Dial: Password (beep) * 12 02 205 # (beep)
* 12 02 206 # (beep) Hang Up
Line Ext
Add extensions 205, 206 and 207 to ring on Line 3:
Ext 201 Dial: Password (beep) * 12 03 205 # (beep)
* 12 03 206 # (beep)
* 12 03 207 # (beep) Hang Up
LineExt
Now extensions 201 – 207 will ring on Line 3.
This feature enables extensions to ring sequentially until the incoming call is answered. If the first
extension is busy, the second extension will ring and so on.
Example: To assign Extensions 201, 202, 203 and 204 to ring sequentially on Line 1.
Clear factory default:
Ext 201 Dial: Password (beep) * 11 01 # Hang Up
Line
Ext 201 Dial: Password (beep) * 13 01 201 # (beep)
* 13 01 202 # (beep)
* 13 01 203 # (beep)
* 13 01 204 # (beep) Hang Up
Line Ext
If extension 201 is busy, the system will ring the next available assigned extension.

9
Example: To assign Extensions 206, 207 and 208 to ring sequentially on Line 3.
Clear factory default:
Ext 201 Dial: Password (beep) * 11 03 # (beep) Hang Up
Line
Ext 201 Dial: Password (beep) * 13 03 206 # (beep)
* 13 03 207 # (beep)
* 13 03 208 # (beep) Hang Up
Line Ext
If extension 206 is busy, the system will ring the next available assigned extension.
A useful feature if you want to keep lines 1 and 2 free for incoming calls or other priority
Extensions for outgoing calls. This does not restrict other extensions from using the same outside
line.
Example: To restrict extension 208 to use exchange line 3 only.
Ext 201 Dial: Password (beep) * 41 03 208 # (beep) Hang Up
Line Ext
To cancel this assignment:
Ext 201 Dial: Password (beep) * 43 03 # (beep) Hang Up
This applies only Outgoing calls only, incoming calls can be answered by all extensions.
Example:
To assign Extensions 207 and 208 to be the only Extensions that can make outgoing calls on line
3.
Ext 201 Dial: Password (beep) * 42 03 207 # (beep)
* 42 03 208 # (beep) Hang Up
Line Ext

10
To cancel this assignment:
Ext 201 Dial: Password (beep) * 44 03 # (beep) Hang Up
As currently configured all extensions must Dial 9 for a line (Factory Default Setting). This can be
changed so that Extensions automatically access the next available outside line as soon as they
pick up the phone.
To convert ALL extensions to Direct Dial mode:
Ext 201 Dial: Password (beep) * 8 10 # (beep) Hang Up
To revert ALL extensions to Dial “9” mode:
Ext 201 Dial: Password (beep) * 8 00 # (beep) Hang Up
To convert extensions 207 and 208 ONLY to Direct Dial mode:
Ext 201 Dial: Password (beep) * 82 207 1 # (beep)
Dial: Password (beep) * 82 208 1 # (beep) Hang Up
To revert extensions 207 and 208 ONLY to Dial “9” mode:
Ext 201 Dial: Password (beep) * 82 207 0 # (beep)
Dial: Password (beep) * 82 208 0 # (beep) Hang Up
NB:
1. Direct Dial Extensions must Dial *in front of the Extension number when making internal
calls.
2. If Extension 201 is converted to Direct Dial and wants to program system features, an
extra *must be inserted in front of the Password. (* * 01 1234 #)

11
Many Phone companies offer attractive rates for their National, Mobile and International calls. To
use their services however you will have to prefix all Internationals with a 4,5 or 6 digit access
code.
The Orchid PBX can be programmed to automatically insert the Phone companies access code
for all calls starting with 0, as follows:
To Prefix all calls on ALL lines with Carrier Call18185
Ext 201 Dial: Password (beep) * 35 18185 # (beep) Hang Up
To Cancel LCR Prefix
Ext 201 Dial: Password (beep) * 35 # (beep) Hang Up
If you only want the LCR function on one line say line 3:
Ext 201 Dial: Password (beep) * 34 03 18185 # (beep) Hang up
To Cancel LCR on line 3
Dial: Password (beep) * 34 03 # (beep) Hang Up
As currently configured you need to dial 9 to access the BT or Cable line to make outgoing calls.
If you also have an IP service connected to one or more of your lines you can program a digit 1 - 8
to access the IP service automatically.
Example 1: To assign Digit 7 to access IP service on lines 2 and 3
Ext 201 Dial: Password (beep) * 971 7 02 # (beep)
To Cancel Dial: * 971 # (beep)
Example 2: To assign Digit 8 to access IP services on line 3
Ext 201 Dial: Password (beep) * 971 8 03 # (beep)

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To Cancel Dial * 971 # (beep)
To make IP calls just dial 7 as in example 1 or 8 as in example 2.
NOTE: If your Extensions have been change for Direct Dial mode you need to dial * in front of the
7 or 8 as above.
The Orchid Key System has a very flexible Call Restrictions package which should enable you
reduce your phone Bill by eliminating unnecessary calls.
For example you can restrict individual or All extensions from calling premium rate numbers,
International numbers, mobile numbers or calls to the Speaking clock or Directory enquires.
Calls can also be limited to just any of the 99 System Speed Dial memories.
Call types such as Local, National, Mobile, International, Non Geographic, Directory enquiries etc
can be programmed into Call Groups.
CALL BARRING
There are Call barring groups 1 to 6,and each group can have up to 20 call types of up to 4 digits.
For Example Group 1 could contain Premium rate 09 and mobile 07 call types, Group 2 could
contain International calls to Asia 008 and Directory enquiries 118 etc. These groups
can be assigned to individual or all extensions.
Example 1.
To assign 09 and 07 into group 1 and 008 and 118 into group 2
Ext 201 Dial: Password (beep) * 57 1 09 # 07 * 57 2 008 # 118 # (beep) Hang Up
Example 2.
To assign 01 and 02 into group 3 and 100, 123, 00, 07 and 09 into group 4
Ext 201 Dial: Password (beep) * 57 3 01 # 02 * 57 4 100 # 123 # 00 # 09 # (beep) Hang Up
INTERNAL CALLS only Group 0
To assign Extensions for Internal calls only they should be assigned to Group 0. The system has
already been programmed for Group 0 to only allow internal calls. For example, you may have a
phone in your reception area or in a public area.

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TO ASSIGN GROUPS 1 - 6 or 0 to Extensions
Example 1.
To assign Group 1 to all extensions (Group 1 may bar calls to 09 numbers)
Ext 201 Dial: Password (beep) * 54 1 # (beep) Hang Up
To Cancel Group 1 being assigned to All Extensions,
Ext 201 Dial: Password (beep) * 53 # (beep) Hang Up
Example 2.
To assign Group 2 to Ext 204 and Group 0 to Ext 208
Ext 201 Dial: Password (beep) * 51 2 42 # * 51 2 80 # (beep) Hang Up
To cancel Ext 204 being assigned to group 2
Ext 201 Dial: Password (beep) * 53 204 # (beep) Hang Up
To Assign Extensions to dial speed-dial memories ONLY
This is the ultimate cost saving feature to prevent unauthorized telephone use. In this mode, the
extensions can only call business related numbers; suppliers, customers or colleagues for
example.
We strongly recommend that you program emergency services numbers in to a memory when
using this feature.
Example: To assign extensions 207 and 208 to Dial system speed-dials only
Ext 201 Dial: Password (beep) * 51 207 92 # * 51 208 92 # (beep) Hang Up
To cancel Ext 204 being assigned to group 2
Ext 201 Dial: Password (beep) * 53 207 92 # * 53 208 92 # (beep) Hang Up

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Up to 99 telephone numbers can be stored into the PBX systems memory bank and can be dialled
by any Extension which has been Programmed to use this feature.
NOTE: Any Extension which has been programmed to use Speed-Dials can ALSO
store numbers into the memory bank.
The Administrator may or may not want certain Extension users to change, delete or add speed-
dials therefore the programming instructions are excluded from the Extension Userguide.
Only how to use the Speed-Dials is included
Storing Speed-Dials and Dialling Speed-Dials is the same sequence for "Dial 9" or " Direct dial"
extensions.
Assign Extensions for Speed Dialling
Example 1: To assign Extensions 201 and 202 for Speed Dialling;
Ext 201 Dial: Password (beep) * 40 201 1 # 202 1 # (beep)
Example 2. To assign ALL extensions for Speed Dialling
Ext 201 Dial: Password (beep) * 40 201 1 # 202 1 # 203 1 # 204 1 # 205 1 #
206 1 # 207 1 # 208 1 # (beep)
To Remove Extensions from using the Speed Dialling
Example to remove Ext 205
Ext 201 Dial: Password (beep) * 40 205 0 # (beep)
Storing Speed-Dial numbers
Store Speed-Dial numbers in locations 01-99. Up to 24 digits can be stored per Speed-Dial.
Any assigned Extension can add, delete or change a Speed-Dial memory (Please note these
instructions are not contained in the Extension Guide, they should be released at the discretion of
the Administrator)

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Example 1. To store 01572 717888 into Speed-Dial location 01
* No Password needed *
Dial: # * * 01 01572 717888 # (beep) replace the handset.
Example 2. To store 07722225678 into Speed-Dial location 33
Dial: # * * 33 07722225678 # (beep) replace the handset
Dialling Speed Dial numbers
To call the number in Speed-Dial location 01, Dial ## 01
To call the number in Speed-Dial location 33, Dial ## 33
Deleting and changing a Speed-Dial number
To change a number you must delete it first
Example: To change the number stored in Speed-Dial location 01 to 01572 222333
Dial: # * * 01 # (beep) Hang up The number is now deleted
Dial: # * * 01 01572 222333 # (beep) Hang up
The KS308/416 has an intermittent comfort tone which the caller hears while the call is being
transferred. However we recommend you make use of the external Music On Hold Port, located
on the rear of the unit. This will provide a variety of music and a more professional image. A
standard CD player, fixed or portable, can be connected to this port using a Mono Audio Cable
with 3.5mm plugs connected at both ends. The CD Player should have a “Repeat” function. If
using a portable CD player, we recommend you use a DC power adaptor, which is usually an
optional extra. Contact your supplier for details about the Orchid Music On Hold Kit.
To check or listen to Music On Hold
Ext 201 Dial: Password (beep) * 2 4 # (beep) Music will be played for 10 secs

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All lines or individual lines can be programmed for Auto Attendant Mode (AA). In AA mode the
KS308/416 answers incoming callers and they will hear your personalised Outgoing Message
(OGM).
During the OGM you can instruct the callers to Dial any extension or 0 for the operator, the
Operator Extension is 202 by default, but this can be changed to any Extension of your choice. In
fact you can program Operator 1 and Operator 2.
The Key System also allows you to record OGMs for Engaged or Non-answered Extensions.
To record the Auto Attendant outgoing message (OGM)
You have up to 15 seconds for the OGM.
A Suggested message is as follows:
" This is Smith and Co. If you would like the Sales department please Dial 201, if you would like
Customer Services please Dial 208, and for all other enquiries, please Dial 0 for the operator"
Ext 201 Dial: Password (beep) * 221 # (beep) Record Message Hang Up
To playback the Auto Attendant Outgoing Message (OGM)
Ext 201 Dial: Password (beep) * 231 # (beep) Listen to Playback Hang Up
OGM if the Extension is Busy
You can record a message to inform the caller to Dial 0 for the Operator because the Extension is
Busy.
The maximum message length is 7 seconds. A suggested message is as follows:
" I am sorry the Extension you require is Busy please dial 0 for the operator"
Ext 201 Dial: Password (beep) * 222 # (beep) Record Message Hang Up
To Playback the Extension Busy OGM
Ext 201 Dial: Password (beep) * 232 # (beep) Listen to Message Hang Up
OGM if Extension is unanswered after 25 seconds.
You can record an OGM informing the Caller to Dial 0 for the operator because the Extension is
not answering. To record the Unanswered OGM, Max 7 seconds:
A suggested message is as follows "I am sorry, the Extension you require is not answering,
please Dial 0 for the operator"
Ext 201 Dial: Password (beep) * 223 # (beep) Record Message Hang Up

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To Playback the Unanswered OGM
Ext 201 Dial: Password (beep) * 233 # (beep) Listen to Message Hang Up
To Assign Operator Extension(s) for the Auto Attendant mode
When the Caller Dials 0 for the operator, Extension 202 will ring, if 202 is busy extension 203 will
ring.
You can program the Extensions of your choice for Operator 1 or Operator 2, which will answer if
Operator 1 is busy.
To Change Operator 1
Ext 201 Dial: Password (beep) *25 (Ext Number) # (beep) Hang Up
To Change Operator 2
Ext 201 Dial: Password (beep) * 26 (Ext number) # (beep) Hang Up
To assign all Lines for Auto Attendant
Ext 201 Dial: Password (beep) * 2 0 # (beep) Hang Up
To assign a single Line for Auto Attendant
Example – To Assign Line 3 only to Auto Attendant
Ext 201 Dial: Password (beep) * 2 0 0 3 # (beep) Hang Up
Code Line
To remove the Auto Attendant feature from All Lines
Ext 201 Dial: Password (beep) *21 # (beep) Hang Up
Auto-Fax Detect
In Auto Attendant mode the Key System can detect an incoming fax and automatically transfer it
to a Fax machine.
Example: Connect a fax machine to Extension 208
To assign Extension 208 to Automatically receive an incoming fax;
Ext 201 Dial: Password (beep) * 27 208 # (beep) Hang Up

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To cancel Auto fax detect
Ext 201 Dial: Password (beep) * 27 # (beep) Hang Up
To Assign single digit for Auto Attendant operation
This feature enables your incoming callers to dial a single digit to access Extensions eg: Press 1
for Sales, 3 for Service, 4 for Accounts etc.
To activate single digit operation
Ext 201 Dial: Password (beep) * 29 1 # (beep) Hang Up
To Cancel single digit operation
Ext 201 Dial: * 29 0 # (beep) Hang Up
To assign Single digits for an Extension or Extensions
IMPORTANT NOTE: Only Digits 1,3,4,5,6,7,8,9 can be used do not use 2.
Example 1: To assign Extensions 201,202,and 203 to Digit 1.
These Extensions will ring in turn if the first Extension is busy.
Ext 201 Dial: Password (beep) * 150 1 201 # * 150 1 202 # * 150 1 203 # (beep) Hang Up
Example 2: To assign Extensions 204 to 205 to Digit 5.
Ext 201 Dial: * 150 5 204 # * 150 5 205 # (beep) Hang Up
Note: To change the Extensions assigned to a Digit you must first clear the Programming as
follows:
Ext 201 Dial: Password (beep) * 140 Digit # (beep) Hang Up
Confirm Extension number
If you have a Caller Display phone you can confirm the Extension number.
Dial: # * 9 hang up, the phone will ring and the display will show 6 digits. The first 3 digits
show the Extension Jack number ie; 004 and the last 3 digits show the Extension number ie; 024

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Operator Call
Any extension can Dial: 0and they will be automatically connected to Extension 202.
If 202 is busy they will be connected to 203.
Ringback on Busy
If the Extension you call is busy you can enter Ringback mode by Dialling
Recall (R) # # 0 0 and hang up.
When the Extension is Free your phone will ring, lift the handset and the Free Extension will ring
automatically.
Transfer calls when busy
This feature enables you to transfer Internal and External calls to another Extension if you are
engaged on a call.
To Activate Transfer Dial: # * 1 Ext no
To Cancel Transfer when engaged Dial: # * 1 00
Transfer All calls to another Extension
To transfer all calls to another Extension Dial: # * 2 Ext no
To cancel the transfer of all call Dial: # * 2 00
Transfer all calls to your secretary
To transfer all calls to your secretary Dial: # * 6 Ext No
In this mode only the Secretary can call your Extension.
To cancel calls being transferred to your secretary Dial: # * 6 00
Do not disturb mode
If you do not want to receive internal or external calls Dial: # * 71 and hang up.
To cancel "Do not disturb" mode Dial: # * 70
BT or Cable Select (Star) Services
Select Services (Also known as Star Services) such as Call Divert, 3 way Calling etc, can be set
up on extensions that are in “Dial 9 for a Line” mode or ‘Direct Dial’ mode.
To operate Star Services from an extension in “Dial 9 Mode”.
Dial #followed by Line number 1, 2 or 3 followed by the service On or Off code.
To operate Star Services from an extension in “Direct Dial Mode”
Dial * # followed by the line number 1, 2 or 3 then the service On or Off code.

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To select a specific line on a “Call By Call” basis
The Extension can either be in “Dial 9 for a Line” Mode or Direct Dial Mode.
Lift Handset & Dial:
#1(For Line 1) # 2 (For Line 2) # 3 (For Line 3)
When in Direct Dial Mode, please remember to add a * in front of the above examples.
* # 1 (For Line 1) for example
Power Failure
In the event of a power failure the exchange lines will automatically be extended as follows:
Line 1 to 201
Line 2 to 202
Line 3 to 203
This is a useful feature if a company has several offices, it enables the Administrator to program
Key System features including Speed Dial memories, remotely. It also enables your Key System
provider to assist you in setting up the system.
To program the system remotely call the Key System and get transferred to Extension 21, the
person on Extension 201 should be instructed to Dial RECALL (R) then # * # *.
You can now program the System as required, NO NEED to dial the system password before
programming.
Alternatively the person on 201 of the system that needs programming can call you, Dial RECALL
(R) followed by # * # * both parties should hang up when programming is completed.