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
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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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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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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.