PhoneSuite Console User manual

Console User’s Manual
for Main Board Software
Version 1.246 (model 64)
Version 4.235 (model 112e)
Rev. 081106
Copyright 2001-2008 by Call Management Products, Inc., Broomfield, Colorado.
PhoneSuite®is a registered trademark of Call Management Products, Inc.
This manual is copyrighted. All rights are reserved. This document may not, in whole or part,
be copied, photocopied, reproduced, translated, or reduced to any electronic medium or ma-
chine-readable form without prior consent, in writing, from Call Management Products, Inc.
Call Management Products Inc. reserves the right to make improvements to the product de-
scribed in this manual at any time and without notice.

How to Reach Customer Support: If you encounter problems you are not able to resolve with your Phone-
Suite system, contact your PhoneSuite dealer. Call Management Products will only provide telephone sup-
port to valid PhoneSuite dealers who are at the site where PhoneSuite is installed.
Warranty: Call Management Products Inc. (CMP) warrants this product, so far as the same is of its own
manufacture, against defects in material and workmanship under the normal use and service for which it
was designed, for a period of two years from date of initial end-user purchase. CMP’s obligation under this
warranty is limited, however, to the replacement or repair, at its option, of a part or parts determined by it
to be defective. Necessary packaging and transportation costs for the return of the goods shall be paid by
the buyer. All replacement or repaired goods will be returned prepaid by CMP. This limited warranty does
not include damage resulting from accident, abuse, or non-factory modification of the product. CMP shall
under no circumstances be liable for any special, indirect, or consequential damages owing to failure of the
product. SELLER MAKES NO WARRANTY OF FITNESS OR MERCHANTABILITY AND NO
OTHER WARRANTY, ORAL OR WRITTEN, EXPRESS OR IMPLIED, EXCEPT AS SPECIFICALLY
SET FORTH HEREIN.
ii PhoneSuite®Console User’s Manual rev. 081106

TABLE OF CONTENTS
CONSOLE LAYOUT & OVERVIEW................................................................................................................1
Changing the System Date and Time.............................................................................................................2
Resetting the Console ....................................................................................................................................3
Adjusting Console Ringing Volume...............................................................................................................3
Adjusting Console LCD Contrast..................................................................................................................3
Two-Console Operation ................................................................................................................................3
Static Discharge ............................................................................................................................................3
BASIC CALL HANDLING ..................................................................................................................................5
ANSWERING CALLS .............................................................................................................................................5
Placing Calls on Hold ...................................................................................................................................5
Transferring Calls .........................................................................................................................................5
Transferring to an Extension or Hunt Group................................................................................................5
Transferring Active Calls:.............................................................................................................................5
Transferring Calls That Are On Hold ...........................................................................................................6
Unsuccessful Call Transfers..........................................................................................................................7
Transferring to an Outside Phone Line (Trunk)............................................................................................7
Transferring to Voice Mail............................................................................................................................8
Transferring a Call Directly to a Voice Mailbox ..........................................................................................8
Trying an Extension First and Transferring the Caller to Voice Mail if Unavailable ..................................9
MAKING CALLS ...................................................................................................................................................9
Calling an Extension or Hunt Group ............................................................................................................9
Calling an Outside Phone Number..............................................................................................................10
Calling an Extension’s Voice Mailbox to Leave a Message........................................................................10
Calling an Extension’s Voice Mailbox to Retrieve Messages .....................................................................10
CLEARING AN EXTENSION VOICE MAIL PASSWORD...........................................................................................11
PAGING ..............................................................................................................................................................11
PARKING A CALL ON HOLD IN A CALL PARK SLOT .............................................................................................11
CONFERENCE CALLS .........................................................................................................................................12
SPEED DIAL .......................................................................................................................................................12
FEATURE-KEY BUTTONS ..............................................................................................................................15
SELECT EXTENSION ...........................................................................................................................................15
CHECK IN /OUT.................................................................................................................................................15
LONG-DIST CALLS.............................................................................................................................................17
LOCAL CALLS....................................................................................................................................................17
EXT-TO-EXT CALLS ...........................................................................................................................................18
DO NOT DISTURB ..............................................................................................................................................18
MESSAGE WAITING............................................................................................................................................18
PhoneSuite®Console User’s Manual rev. 081106 iii

CHECK BILL TOTAL ...........................................................................................................................................18
CLEAR VOICE MAIL...........................................................................................................................................19
CLEAR EXT FEATURES .......................................................................................................................................19
WAKEUP CALL...................................................................................................................................................20
CREDIT LIMIT ....................................................................................................................................................20
PRINT BILL ........................................................................................................................................................21
STATUS REPORT .................................................................................................................................................22
NIGHT MODE.....................................................................................................................................................22
“A LEVEL” COMMANDS.................................................................................................................................24
HOSPITALITY COMMANDS ..........................................................................................................................27
A10 CHECK IN OR OUT......................................................................................................................................27
A11 MESSAGE-WAITING ON/OFF ......................................................................................................................27
A12 SET /CHANGE WAKEUP CALL ....................................................................................................................27
A13 SET ROOM STATUS .....................................................................................................................................28
A14 CLEAR ALL ROOM STATUS CODES .............................................................................................................29
A15 ALLOW/BLOCK LONG-DISTANCE CALLS ...................................................................................................29
A16 ALLOW/BLOCK LOCAL CALLS ...................................................................................................................29
A17 ALLOW/BLOCK EXTENSION-TO-EXTENSION CALLS...................................................................................30
A18 CHECK CALL DURATION ............................................................................................................................30
A35 MANAGE SYSTEM VOICE MESSAGES (112E ONLY).....................................................................................30
Selecting a Special Message........................................................................................................................31
Reviewing, Recording, and Erasing a Special Message..............................................................................31
Storing (“Cloning”) to a Voice Mailbox .....................................................................................................32
Alternative Cloning Method ........................................................................................................................32
Setting a Custom Wake-Up Greeting...........................................................................................................32
Automatic Load of Message #1 on Check-In...............................................................................................32
Error Messages ...........................................................................................................................................33
REPORTS, DISPLAYS, AND MESSAGES .....................................................................................................35
A20 INDIVIDUAL EXTENSION WAKEUP REPORT.................................................................................................35
A21 SYSTEM WAKEUP REPORT..........................................................................................................................35
A22 ROOM STATUS REPORT...............................................................................................................................36
A23 ACTIVE STATIONS REPORT .........................................................................................................................37
A24 VIEW PHONESUITE MAIN BOARD SOFTWARE VERSION .............................................................................37
A25 REQUEST PROPERTY MANAGEMENT SYSTEM DATABASE DUMP (MODEL 112E ONLY) ...............................37
A26 DISPLAY EXTENSION OUTBOUND CALL COUNT (MODEL 64 ONLY)............................................................38
A27 DISPLAY EXTENSION CALL COUNT (MODEL 64 ONLY)...............................................................................38
SYSTEM STARTUP MESSAGE ..............................................................................................................................38
SYSTEM EVENT MESSAGES................................................................................................................................38
ON-THE-FLY COSTED CALL MESSAGES .............................................................................................................39
INCOMING SMDR MESSAGES............................................................................................................................40
OUTGOING SMDR MESSAGES...........................................................................................................................40
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PhoneSuite®Console User’s Manual rev. 081106 v
CHANGING EXTENSION FEATURES FROM THE CONSOLE ...............................................................43
A30 FORWARD EXTENSION’S CALLS .................................................................................................................43
A31 CLEAR VOICE MAIL ...................................................................................................................................44
A32 DO NOT DISTURB ......................................................................................................................................45
A40 CLEAR EXTENSION FEATURES....................................................................................................................46
NIGHT MODE.....................................................................................................................................................47
A41 MANUAL NIGHT MODE ON/OFF ................................................................................................................47
SYSTEM COMMANDS......................................................................................................................................48
CHANGING PHONESUITE’S DATE AND TIME ......................................................................................................48
Time.............................................................................................................................................................48
Date .............................................................................................................................................................48
A28 ASSIGN NAME TO EXTENSION (112E ONLY) ...............................................................................................49
A42 CLEAR 9-1-1 ALARM .................................................................................................................................49
A43 TRUNK ALARM OR IDLE .............................................................................................................................50
A44 ACCESS ASPECIFIC TRUNK........................................................................................................................50
A45 CHECK ALL EXTENSIONS IN.......................................................................................................................51
CALL ACCOUNTING & AUTO ATTENDANT COMMANDS ...................................................................54
A50 CHECK-OUT REPORT (EXTENSION PHONE BILL)........................................................................................54
A51 CLEAR EXTENSION’S PHONE BILL .............................................................................................................54
A52 REVIVE EXTENSION CALLS (UN-ERASE AFTER CLEARING PHONE BILL) ......................................................55
A53 SET CREDIT LIMIT......................................................................................................................................55
A54 PRINT CREDIT VIOLATIONS ........................................................................................................................55
A55 PRINT AUDIT REPORT.................................................................................................................................56
A56 CLEAR AUDIT REPORT ...............................................................................................................................56
A57 CHECK BILL TOTAL FOR AN EXTENSION.....................................................................................................56
A59 RECORD AUTO ATTENDANT MESSAGES .....................................................................................................57
APPENDIX A: EXTENSION USERS’ MANUAL

Console Layout & Overview
This manual describes the PhoneSuite console, which is the primary operator station for handling tele-
phone calls with the PhoneSuite telephone system. The console is also used for system programming and to
set guest room and system features.
There are five main parts to the PhoneSuite Console: the LCD Display, the Status Lights, the Keypad, the
Call Buttons, and the Feature-Key Buttons. Each of these is described in detail below.
Command
Buttons
Call Buttons
LCD
Display
Status Lights
(busy-lamp field)
Feature-Key Buttons
Keypad
Typically, a handset is connected to the console, as pictured above. In some cases, a headset or even a sepa-
rate telephone will be connected by the installer. Note that if a telephone is connected, it does not need to
be hung up in its cradle between calls, though the cradle can be used as a convenient resting place for the
handset whenever desired. All dialing is done on the console, so there is no use for a dialing keypad on the
attached telephone set.
•LCD Display: The Display shows information about calls as they arrive at the console. It is also used to
enter and display data for various commands that are described in this manual. In normal operation, the
display is divided into four sections, corresponding to the four Call Buttons (described below). The
origin of each call can be quickly checked by viewing the appropriate part of the display.
•Status Lights / Busy-Lamp Fields (BLF): These lights show the status of the extensions and trunks
that are selected to display. The lights are arranged in rows and columns, where the row indicates the
PhoneSuite®Console User’s Manual rev. 081106 1

first two digits of the extension and the column indicates the last digit. For example, the top row is
usually used for extensions 100 - 109, and the second row for extensions 110 - 119. However, the ex-
tension lamps can be set by your telephone installer to display different extension numbers, so these
numbers may represent different extensions on your phone system. Trunk lights are fixed and cannot
be reassigned. For extensions, a solid red light means the phone is in use (or ringing), a blinking red
light means the phone is idle (hung up) but has the message-waiting lamp on, and a dark (unlit) lamp
means the phone is idle (hung up). For trunks, a solid red light means the trunk is in use (or ringing), a
blinking red light means the trunk has been removed from use (either manually or automatically) due
to some problem, and a dark (unlit) lamp indicates that the trunk is idle (unused).
•Keypad: The Keypad is used to dial extension numbers, outgoing (trunk) phone calls, commands, and
other digits as needed when processing calls or reviewing and entering data in phone system com-
mands.
•Call Buttons: The four Call Buttons are used for handling (making, answering, transferring, and hold-
ing) calls. When an incoming call arrives from an extension or trunk, it flashes on the first available
Call Button, and the call is answered by pressing the button. The current call you are on shows as a
solidly-lit Call Button. A call in progress can be placed on hold by pressing the solidly-lit Call Button,
which will begin to blink to indicate that it is on hold. Once a call has been transferred to an extension
(or a trunk) or is ended, the Call Button it was on will go blank and is free to handle another call.
•Feature-Key Buttons: The Feature-Key Buttons, located on the lower left part of the console, provide
a quick way to set the most commonly-used system features, including: Check In/Out, Per-Extension
Dialing Permissions (allowing or blocking Long-Distance, Local, and Room-to-Room calls), Do Not
Disturb, Message-Waiting Lamp On/Off, Check Phone Bill, Print Phone Bill, Set Credit Limit, Clear
Voice Mail Message, Wakeup Calls, Print Room Status, and Night Mode.
•Command Buttons: The command buttons are used in conjunction with the Keypad to enter Phone-
Suite console commands. They extend some of the functions of the Feature Keys.
During normal operation, whenever the console is idle (i.e., not in use), the LCD Display will show the idle
message:
MM/DD/YY HH:MM
Features=A Adm=*
Where MM/DD/YY is the current month, day, and year, and HH:MM is the current time (in military for-
mat) programmed into PhoneSuite.
Changing the System Date and Time
If the console displays an incorrect time or date, then the clock in PhoneSuite needs to be set to the correct
value. To do this, press the *key and follow the instructions on the display. For detailed instructions, see
page 48.
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PhoneSuite®Console User’s Manual rev. 081106 3
Resetting the Console
To refresh the console’s LCD Display (after the PhoneSuite cabinet is powered up or if the console ever
appears to be locked up), press the D key on the console. If this does not work, the console may need a full
reset, which is accomplished by pressing the “Reset Console” feature-key button (bottom right of the Fea-
ture-Key Button area). Note that resetting the console will cause the console’s ringer to be set to the maxi-
mum volume; to adjust this, see the next heading.
Adjusting Console Ringing Volume
When power is applied to the PhoneSuite system, and any time the console is reset with the “Reset Con-
sole” feature-key button, the console ringing volume is set to the maximum value. There are eight levels of
console ringing volume. To adjust the console ringing volume, use the “Ringing Volume +” and “Ringing
Volume –” feature-key buttons. As you make adjustments, the console ringer will sound briefly to give an
indication of the current volume setting.
Adjusting Console LCD Contrast
There is a potentiometer on the left side of the console (next to the where the handset plugs into the con-
sole) that controls the contrast of the LCD Display. This does not normally need to be adjusted. If any ad-
justment is performed, us a small, flat-point screwdriver and adjust the potentiometer in small increments.
Two-Console Operation
If two feature-key consoles are connected to PhoneSuite (available in the Model 112e only), both consoles
will ring whenever an incoming trunk call rings to either console, whenever a call rings to “0,” or when-
ever an unsuccessful call transfer is recalled to “0.” Installer “B” commands can only be run from Console
1, and the system date and time can only be set from Console 1. A-level programming commands (daily-
use commands that are described in this manual) are available from both consoles. If either console dials 0,
the other console will ring, so the consoles can call each other that way. You may transfer a call from one
console to the other by pressing “0” then “C.” Extension users who dial “0” will ring to both consoles, but
they can reach a specific console by adding a second digit immediately after the “0”—dialing “00” will
reach Console 1 and dialing “01” will reach Console 2.
Static Discharge
Users in very dry environments may build up a static electrical charge by walking on carpet or sliding
against furniture. This static charge may build up and be discharged and felt as a shock by touching the
console. If you experience this problem, consider purchase of an anti-static floor mat or use an anti-static
spray on the carpeting. Avoid touching the console LCD panel as this component is susceptible to failure if
it experiences an extreme static discharge.

Basic Call Handling
Answering Calls
When a call arrives at the console, it rings in on one of the four Call Buttons. To answer the call, press the
Call Button that is flashing and begin speaking into the console’s handset. Note that trunk calls (calls that
arrive on an outside phone line) ring at the console with a long single-ring pattern, while calls from an ex-
tension ring with a shorter double-ring pattern. In addition, the console’s LCD Display provides informa-
tion about the type of call that is arriving. On the Model 112e, and only when a Property Management Sys-
tem (PMS) is connected and configured to perform a check in function with a guest name, the guest name
will appear in the LCD display when the call is answered.
Note: If an incoming trunk call is answered by the Auto Attendant or by an extension and is transferred to
the console, the caller will hear either ringing or hold music, depending on how PhoneSuite was configured
by the installer.
Placing Calls on Hold
To place a call on hold, press the Call Button the call is on; this button will change from being solidly lit to
flashing, to indicate it is on hold. With the call on hold, the console is free to perform other activity, with-
out the caller hearing; instead, the caller will hear silence or music-on-hold (if a music device is connected
to PhoneSuite). To retrieve the call from on hold, press the now flashing Call Button again.
If a call is left on hold for longer than the phone system’s Hold Recall Timer (set by the installer), the call
will ring back to the console with a triple-ring pattern. In this case, the call can be answered by pressing the
flashing Call Button.
Transferring Calls
Once a call has been answered (or placed) by the console, it can be transferred to an extension, to a hunt
group, to a trunk, or to an extension’s voice mailbox. This transfer can be performed at any time during the
call, whether the call is active or on hold. To transfer a call, see the appropriate following section:
Transferring to an Extension or Hunt Group
There are two methods available for transferring a caller to an extension or hunt group, based on whether
the call is on hold or is active (i.e., when the console operator is talking to the caller). The two methods are
equivalent, and the console operator can use whichever method he/she prefers. These two methods are de-
scribed next:
Transferring Active Calls:
Incoming & Internal Calls: This method is used to transfer an incoming call or a console-to-extension
call while it is active (i.e., while you are talking to the caller). To perform this transfer, simply dial the de-
sired extension number or hunt group number on the console’s keypad. The caller will be placed on
standby (a type of hold) automatically while you listen to the extension’s ringing or busy signal. To connect
PhoneSuite®Console User’s Manual rev. 081106 5

the caller to the extension (and exit the console from both calls), press the “C” key on the keypad; to cancel
the transfer and return to the caller, press the “D” key on the keypad.
In summary, to transfer an incoming or internal call that is active (not on hold):
Dial the extension or hunt
group number on keypad
Talk privately to ex-
tension if desired
Press Cto connect, or
Press Dto cancel transfer
Outgoing Trunk Calls (calls placed by the console to an outside phone number) cannot be transferred to
an extension or hunt group while it is active (i.e., while you are talking). They first must be placed on hold.
See “Transferring Calls That Are On Hold” below.
Notes:
1. A call that is transferred to a hunt group will be transferred to the first available (non-busy) exten-
sion in the Hunt Group.
2. If transferring an incoming or internal call, the console operator can wait for the extension to an-
swer and can talk with the extension prior to pressing “C” to transfer the call. This conversation is
private and is not heard by the caller. This is sometimes known as a “screened transfer.” If the con-
sole operator does not wish to talk to the extension prior to transferring the call, he/she can press
“C” to transfer the call immediately, before or after the extension starts ringing.
3. If a call is transferred to a busy extension with voice mail, the call will drop from the console and
the voice mail system will immediately answer the calling party. Without voice mail, when you
dial the destination extension you will hear busy tone. Press D to cancel the transfer and then pick
up the original call by pressing the blinking call button.
4. If the extension is set to forward its calls to another extension, the console operator (or the call)
will follow this forwarding and will ring at the forward extension. However, if this extension does
not answer the transferred call, the call will go to the original extension’s voice mailbox (if it has
one).
Transferring Calls That Are On Hold
Whenever desired, a call that is on hold can be connected to another call the console has placed. This is
convenient in situations where the console operator may have to try several extensions before finding the
desired party. In this case, you can place the call on hold and can then call as many extensions, hunt
groups, or outside phone numbers as needed. After talking privately on each new call, you can press “D” to
end this new call and leave the original call on hold, or you can press the Call Button the call is holding on
and then press “C” to connect this call to the new call you placed.
In summary, to transfer a call (incoming or outgoing) that is on hold:
Press Call Button to
place call on hold
Dial an extension, hunt group,
or outside phone number and
talk privately
Press Dto end new call, or
Press Call Button plus Cto
connect call on hold to this call
6PhoneSuite®Console User’s Manual rev. 081106

Notes:
1. A call to a hunt group will go to the first available (non-busy) extension in the Hunt Group.
2. If the console operator does not wish to talk to the extension prior to transferring the call, he/she
can press “C” to transfer the call immediately, before or after the extension starts ringing.
3. If a call is transferred to a busy extension with voice mail, the call will drop from the console and
the voice mail system will immediately answer the calling party. Without voice mail, when you
dial the destination extension you will hear busy tone. Press D to cancel the transfer and then pick
up the original call by pressing the blinking call button.
4. If the extension is set to forward its calls to another extension, the console operator (or the call)
will follow this forwarding and will ring at the forward extension. However, if this extension does
not answer the transferred call, the call will go to the original extension’s voice mailbox (if it has
one).
Unsuccessful Call Transfers
If a call is transferred to an extension that does not answer and does not have voice mail, the call will ring
back to the console. This ring-back will occur after the amount of time designated in the phone system’s
Transfer Recall Timer as configured by the installer. This ring-back also occurs with calls that are trans-
ferred to a hunt group if the call is not answered by the first non-busy extension in the hunt group or if all
extensions in the hunt group are busy (and the first extension in the hunt group list does not have voice
mail).
Calls that ring back to the console after a transfer attempt will ring with a triple-ring pattern and will arrive
on the first available Call Button, not necessarily the same Call Button the call was on originally. To an-
swer the call, press the flashing Call Button.
If a call is transferred to a busy extension with voice mail, the call will drop from the console and the voice
mail system will immediately answer the calling party. Without voice mail, when you dial the destination
extension you will hear busy tone. Press D to cancel the transfer and then pick up the original call by press-
ing the blinking call button.
Transferring to an Outside Phone Line (Trunk)
Calls can be transferred to an outside phone number (on a trunk) if desired. When an extension call is
transferred to a trunk, it is the same as if the extension dialed the phone number directly, but it bypasses
any dialing restrictions that have been applied to this extension. If a trunk call is transferred to another
trunk, then both trunks will remain in use until the call has been finished. Note: Trunk-to-trunk transfers
can result in telephone charges to your business; for this reason, they can be disabled by the installer.
Outgoing trunk calls (calls placed by the console to an outside phone number) cannot be transferred to an-
other trunk while active; instead, they must be placed on hold. Transferring all other types of calls to an
outside phone number is identical to transferring the call to an extension, except that instead of dialing an
extension number, you dial “9” (or “8,” “81,” or whatever trunk group you want to use) plus the outside
phone number. The rest of the transfer process is the same.
PhoneSuite®Console User’s Manual rev. 081106 7

In summary, to transfer a non-outgoing-trunk-call that is active (not on hold):
Dial “9” or another trunk
group, then the phone number
or speed dial using *+digit
Talk privately if
desired
Press Cto connect, or
Press Dto cancel transfer
To transfer any type of call (incoming or outgoing) that is on hold:
Press Call Button to
place call on hold
Dial “9” or another trunk
group, then the phone number
Press Dto end new call, or
Press Call Button plus Cto
connect call on hold to this call
Note: Unlike transfers to extensions, a call that is transferred to an outside phone number will not return to
the console if the destination number is busy or not answered.
Transferring to Voice Mail
PhoneSuite has an optional voice mail system that allows callers to leave messages in their own voice for a
particular person or department who is unavailable at the time of the call. If this optional Voice Mail is in-
stalled, then each extension can have an individual voice mailbox (set up by the installer).
If a caller is transferred to an extension that has a voice mailbox, and that extension is busy or doesn’t an-
swer the call, then the caller will automatically go to that extension’s voice mailbox. If the extension is for-
warded to another extension, the caller will ring at the forward extension; if not answered at that extension,
then the caller will go to the original extension’s voice mailbox (not the forward extension’s voice mail-
box).
Note: The console never goes to an extension’s voice mailbox automatically. If the console dials an exten-
sion that is busy or doesn’t answer, the console operator will continue to hear busy tone or ringing until
he/she takes further action by pressing “D,” “C,” or “8.” “D” will drop the console’s call to the extension.
“C” will connect the caller to the extension, if this is a call transfer; once transferred, the caller will go to
voice mail immediately if the extension is busy or will ring at the extension and then go to voice mail on a
no-answer. Dialing “8” from the console will send the caller immediately to voice mail, as described be-
low:
Transferring a Call Directly to a Voice Mailbox
This transfer method sends the caller directly to the desired extension’s voice mailbox, without first trying
the extension. This is useful if the console operator knows that an extension user is not available (e.g., is
out of the office, in a meeting, or does not wish to take this call).
To accomplish this transfer, make sure the call is active (not on hold), dial the extension number as though
transferring the call, then immediately dial “8” to send the call into that extension’s voice mailbox (and exit
the console from the call). Note that “8” is used because it is the digit for the letter V (for Voice Mail).
When “8” is dialed, the caller will immediately be connected to this extension’s voice mailbox, and the
8PhoneSuite®Console User’s Manual rev. 081106

console will be removed from the call. If you mis-dial before pressing “8”, the transfer to voice mail can be
canceled by pressing “D” on the console; this will place the caller on hold and leave the console idle.
Dial extension number Dial 8 immediately
Notes: 1) If the extension being called is set to forward its calls to another extension, the console operator
can still send the caller to the original extension’s voice mailbox by dialing “8” any time before the call is
answered. 2) This transfer method will not work on outgoing trunk calls (calls placed by the console to an
outside phone number).
Trying an Extension First and Transferring the Caller to Voice Mail if Unavailable
This transfer method allows the console operator to see if an extension is answered before deciding
whether or not to transfer the caller to that extension’s voice mailbox. This is useful when an extension is
forwarded to another extension, but the caller wants to reach this particular extension user or leave a mes-
sage for that person.
To accomplish this transfer, make sure the call is active (not on hold), and dial the desired extension num-
ber; if the extension is busy or is not answered, and the console operator wants to send the call to the ex-
tension’s voice mailbox, this is done by pressing “8” (for V) on the console’s keypad. The caller will be
connected to the voice mailbox, and the console will be removed from the call. If the console operator does
not wish to send the call to the voice mailbox, he/she can press “D” instead of “8”; this will place the caller
on hold and leave the console idle.
Dial extension number
and wait for answer
If busy or no answer, dial 8
to connect to voice mail
Note: If the extension being called is set to forward its calls to another extension, the console operator can
still send the caller to the original extension’s voice mailbox by dialing “8” any time before the call is an-
swered.
Making Calls
The console can place calls to extensions, hunt groups, or outside phone numbers. To place a call, see the
appropriate following section. To transfer a call after placing it, see the “Transferring Calls” heading earlier
in this section.
Calling an Extension or Hunt Group
To call an extension or hunt group, dial the desired extension or hunt group number on the console’s key-
pad. The extension will ring and, when it is answered, the console will be able to talk to that user. If a hunt
group is called, the first available (non-busy) extension in the hunt group will ring. When the console op-
erator is done with the call, he or she should press “D” on the keypad.
Dial extension or hunt
group number on keypad
Talk; when done, press D
PhoneSuite®Console User’s Manual rev. 081106 9

Notes:
1. When the console places a call, this call appears on one of the Call Buttons (this button will be-
come solidly lit). To place the call on hold, press this Call Button; to retrieve it from on hold, press
this Call Button again. Multiple calls can occur at the console at a time—simply place a call on
hold to answer or place another call.
2. If the console calls an extension that is set to forward its calls to another extension, the console
operator will follow this forwarding and will ring at the forward extension.
3. If the dialed extension is busy or does not answer, the console operator will NOT go to its voice
mailbox automatically. This can be done by pressing “8” as described below.
Calling an Outside Phone Number
To dial an outside phone number from the console, dial the desired trunk group number (e.g., “9”), fol-
lowed by the phone number. This dialing is done on the console keypad. If desired, the console can press
“C” when done dialing, in order to connect slightly faster; if “C” is not pressed, PhoneSuite waits for addi-
tional digits to be dialed and only places the call after this waiting period times out. To end the call (e.g., to
hang up), press “D” on the console keypad.
Dial trunk group number
(usually 9 or 8) on keypad
Dial phone number on
keypad
When finished with the
call, press D
Calling an Extension’s Voice Mailbox to Leave a Message
The console never goes to an extension’s voice mailbox automatically. If the console places a call to an
extension that is busy or doesn’t answer, the console operator will continue to hear busy tone or ringing
until he/she takes further action by pressing “D” or “8.” Pressing “D” will drop the console’s call to the
extension. Pressing “8” will connect the console to the extension’s voice mailbox, so the console operator
can leave a message (or retrieve messages, as described below).
Dial extension number
on keypad
To go to voice
mail, dial 8
Leave message; when
done, press D
Note: If the console calls an extension that is set to forward its calls to another extension, the console op-
erator will ring at the forward extension but can still reach the original extension’s voice mailbox by dial-
ing “8” any time before the call is answered.
Calling an Extension’s Voice Mailbox to Retrieve Messages
The console can retrieve the voice mail messages in any PhoneSuite voice mailbox. To do this, dial the
extension number and press “8” to enter the extension’s voice mailbox. Then, dial the extension number
again (this is a pseudo-password). You will get the voice mailbox menu prompt and can listen to and save
or erase messages.
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Dial extension number
on keypad
To go to voice
mail, dial 8
At greeting, dial exten-
sion number again
This feature is usually used to allow the console to retrieve messages on behalf of a guest or from a de-
partment mailbox. It can also be used to provide a voice mailbox for the console operator. In this case, the
installer needs to set up an “extension” that is not physically wired to a real telephone but does have a
voice mailbox set up; then, anyone wishing to leave a message for the console operator can dial this exten-
sion number and leave a message, which can be retrieved from the console with the above process.
Note: The PhoneSuite voice mail system has two ports (up to four may be available in PhoneSuite 112e),
so two (or four) users, including the console, can access voice mail simultaneously. If another user attempts
to access voice mail while two (or four) users are already in the system, this user will hear busy tone.
Clearing an Extension Voice Mail Password
The password can only be changed, not cleared, by the user. Normally the password is cleared when mes-
sages are cleared on check in or check out, but it is also possible to clear the password from the console.
Dial the extension, press “8” to enter the voice mail box, and then dial “**.” The call will drop after enter-
ing the second “*.” Clearing a password can be accomplished only from the console and only for an exten-
sion with “guest” class of service. The “guest” class of service for an extension is set by the installer.
If it is necessary to clear the password of an administrative (non-guest) extension, you must completely
reset the voice mail box using the “Clear Voice Mail” button on the console. Not only will the password be
cleared, but all stored messages and any personal greeting will also be erased.
Paging
If external paging equipment is connected to PhoneSuite by the installer, the console can place a page by
dialing “55” from an idle state (i.e., while not on a call). The console operator can then speak into the con-
sole headset to place the page. When done, press “D.”
Dial 55 Talk (what you say will be heard as the page); when done, press D
NOTE: The first “5” in this “55” command is the “System Feature Access Digit” programmed by your
installer. If this digit has been set to a digit different from “5,” substitute the appropriate digit in this com-
mand. For example, if the System Feature Access Digit is “6,” dial “65” to page. Your installer must also
configure the system to allow paging.
Parking a Call on Hold in a Call Park Slot
This feature is normally disabled and may be enabled only by a PhoneSuite technician.
The console operator can park an incoming trunk call on hold in a particular “slot” so that an extension can
answer the call by dialing this slot number. This allows the console to place a call on hold, page an indi-
vidual, and have that person answer the call from the most convenient extension.
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To place a call on hold in a call park slot, press “C” while talking to the caller (i.e., without first putting the
caller on hold). A park slot number will be displayed; to park the call in that slot, simply press that number
on the console’s keypad. At this point, the call can be answered from any extension that can use Control
Features (set by the installer; typically, guest rooms are not allowed to use Control Features but other ex-
tensions are). To answer the call at the extension, pick up the extension’s handset and dial “56” plus the
park slot number.
While the call is active
(not on hold), dial C
A park slot number will be displayed; dial
that number to park the call
NOTE: The “5” in the “56” command the extension user dials is the “System Feature Access Digit.” If
this digit has been set to a different digit than “5,” substitute the appropriate digit in this command.
Conference Calls
A conference call can be placed to allow three different parties to talk to each other at the same time. One
party in the conference must be “internal” to PhoneSuite (i.e., an extension), and one party must be on a
trunk. The third party in the conference can be an extension, or a trunk. Conference calls can be placed by
the console or directly by an extension that can use Control Features (this is set by the installer; typically,
guest rooms are not allowed to use Control Features but other extensions are).
Only one conference call may be in progress at a time. The console operator can set up a conference call by
using the following procedure:
1. Place a call to (or receive a call from) one of the three parties who is to be in the conference call, and
place this party on hold. Repeat this process until each of the three parties is on hold.
2. Once all three of the parties to be conferenced are on hold, press each of these Call Buttons in turn and
then press the “C” key on the keypad. After this, the selected parties will be conferenced together, and
the console will be removed from the call automatically.
Place (or receive) each
call and put it on hold
Press each Call Button that has a call on hold Press C
If your installation uses the Direct Inward Dialing (DID) or Dialed Number Identification Service (DNIS)
features of a T1 digital line, then the PhoneSuite conference bridge will be disabled, and you won’t be able
to set up a conference call.
Speed Dial
You may enter speed dial numbers from the console by entering a trunk access digit (usually “9”), “*,” and
a speed dial digit in the range 0-9. The Speed Dial number list must be set up by your installer.
Calls to the console from either an internal extension or from an outside trunk can be transferred to a Speed
Dial number using this procedure:
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PhoneSuite®Console User’s Manual rev. 081106 13
1. Without putting the call on hold, press “9” or another trunk group digit
2. Press “*”
3. Press the speed dial digit
4. Press “C” to connect or “D” to cancel the transfer
Be aware that calls from the console bypass all system call restrictions. If the transfer is trunk-to-trunk,
SMDR records will be produced for both the incoming (answered) and outgoing (speed-dialed) call.