Synectix EZ VMS Lite User manual

EZ VMS Lite
USER MANUAL
EZ VMS Lite
4 Port Stand Alone Voice Mail System
for the Hospitality Industry
1

EZ VMS Lite
EZ VMS Lite User Manual
Edition May 2013
Firmware Version 7.06
RPI So tware Version 1.0.21
All speci ications, in ormation contained herein is subject to change without prior notice.
Notice:
Please read this manual thoroughly be ore operating the unit and retain it or
uture re erence.
To prevent ire or shock hazard, do not expose this unit to rain or moisture.
To avoid electrical shock re er servicing o this product to the dealer rom
whom the purchase was made.
No user serviceable parts inside.
Static ischarge Warning :
The discharge o electrostatic energy that accumulates on the sur ace o human body or
other sur aces can disrupt the working o the unit or damage the electronic components
inside the unit. Observe static sa e procedures while handling, installing and maintaining
the unit.
On Static discharge it is observed that the unit may experience temporary loss o
unction, which may require that the unit be powered o and then on to restore normal
unctioning.
Safety: This product has been tested to comply with the International sa ety
standards as per IEC 60950 or the relevant AS/NZ Sa ety standards.
Caution: The EZ VMS Lite must only be used behind a PABX and shall not be
connected to the PSTN.
Caution: The EZ VMS Lite shall not be set up to make automatic calls to the Telecom
'111' Emergency Service in New Zealand.
2

EZ VMS Lite
TABLE OF CONTENTS
Connection Diagram............................................5
System Overview................................................7
General Features................................................7
Installation........................................................9
Functional Check.................................................9
Operating asics...............................................10
Programming the EZ VMS Lite ............................11
1.0 Administrator Mailbox.......................................12
1.1 Mailbox Settings...................................................12
1.2 Greeting Settings..................................................14
1.3 Program Parameters..............................................15
1.4 Shut Down...........................................................22
1.5 System Parameters...............................................23
2.0 Staff Mailbox User Guide...................................30
2.1 Leave a Message...................................................30
2.2 Mailbox Options....................................................30
3.0 Guest Mailboxes and Hospitality features............35
3.1 Guest Mailbox ......................................................35
3.2 Hospitality Features..............................................37
4.0 Remote Programming Interface.........................39
4.1 File Menu.............................................................40
4.2 Connection Setup..................................................43
4.3 Update Unit date and time.....................................43
4.4Settings................................................................44
4.5 Reports................................................................56
5.0 Flow Charts.....................................................57
Statutory Information........................................77
3

EZ VMS Lite
4

EZ VMS Lite
Connection iagram
5
PBX
Extensions
Route all incoming calls to
EZ VMS Lite
Connect EZ VMS Lite to Analog
Extensions

EZ VMS Lite
Specifications
No. o ports 2 or 4
Message Memory 32 MB
No. o hours storage 8
De ault Prompts Built-in
Mailboxes 8 / 64 / 128
Max message length 7 minutes
Max no. o messages 240 Per mail box
Voice Sampling rate 64 Kbps
Serial Port Two
Indicators LED or each port and Power
Remote Maintenance Through Serial Port or optional built in
Ethernet port
Ethernet port 10 Mbps. Link, Active LED’s
Power 10 VDC, 6W
Battery back up Built-in rechargeable battery or RTC.
Remote Programming Interface
Minimum System Requirements
Pentium PIV / Celeron, 1 GHz PC or higher
128 MB RAM
20 MB ree hard disk space
For success ul communication, the hardware requirements are:
RS-232 serial cable
Ethernet inter ace (Optional)
Operating System
Microso t Windows XP, Vista, Windows 7
6

EZ VMS Lite
System Overview
The EZ VMS Lite is a 4-port stand-alone Voice Mail System which integrates very easily
with the PMS in a Hotel or Motel, eaturing Plug-and-Play ease o installation and use
combined with an unmatched Value- or-Money.
The EZ VMS Lite
Handles 4 calls at a time,
Answers incoming calls with a pro essional custom recorded greeting giving
the various options to reach the desired person or department,
Collects the digits dialed by the caller,
Trans ers the call to the desired person or Guest room,
Checks i the called extension answered or is busy or there is no answer,
I the call is answered, trans ers the caller to that extension without any delay,
I the called extension is busy or there is no answer, trans ers the call to the
mailbox o the called person,
Plays the welcome greeting o the called person and allows the caller to record
a message,
Allows the caller to trans er to another extension or to the operator a ter
leaving a message,
Enables the message waiting noti ication eature on the called extension,
Noti ies the user o a new message on the user’s cell phone.
Automatic adjustment or Day Light Savings time
The users may call the EZ VMS Lite to retrieve their messages. When calling rom their
own extension, they may use the speed dial key to access the mailbox directly, or when
calling rom outside their premises or rom some one else’s extension, they may retrieve
messages by pressing *#2 at the main greeting and then dialing their mailbox number.
Once they are logged into their mailbox, they may listen to their messages, save or
delete the messages, orward them or distribute the message to multiple users etc.
The EZ VMS Lite is ully remote programmable through touch-tone or the Remote
Programming Inter ace on the Desktop o any PC through the Internet.
General Features
Its extensive eatures may be listed below:
It is an accessory to a PBX that does call handling, call routing, call-monitoring,
message storage and retrieval among other use ul eatures. EZ VMS Lite can
handle 4 di erent calls through 4 ports at a time.
EZ VMS Lite plays a welcome greeting when the call is answered by it.
The mailbox user may personalize his/her mailbox by setting personal greetings
and by adding mobile number.
7

EZ VMS Lite
Voice message leaving acility, which includes record a message, re-record a
message, and orward a message.
Glow the Message Waiting Lamp to make the recipient aware o new messages.
Date and time stamp or messages.
Auto ax homing.
Remote monitoring, programming and trouble shooting
Mailbox report giving number o mailboxes, number o new (i.e. unread) and
saved messages per mailbox, total number o messages per mailbox and total
number o new and saved messages stored in memory.
Call Statistics report gives the number o calls landed per port and per operator.
This report contains a statistics or calls or 8 days including the current date.
A standard RJ14 phone jack is used to connect the EZ VMS Lite to the PBX as an
extension.
The unit works on 7.5 to 12 Volts AC or DC power input.
The EZ VMS Lite may be wall mounted or kept on the tabletop. The unit has wall-
mounting eyelets on the bottom o the unit, which are spaced 3 inches apart.
The EZ VMS Lite does not need any batteries to retain its VOICE MESSAGES,
Prompts or the Program Parameters, since they are stored in Non-volatile
memory.
The EZ VMS Lite can be put to use with a minimum o programming. It comes
with de ault parameters and de ault voice messages programmed in the unit,
which are adequate or most installations. At some places, the hook lash and
other timings may need to be programmed to get the unit to work properly.
For the Sta Mailboxes :
Mailbox owner’s name recording option.
External Noti ication option.
Follow me option.
Do not disturb option.
Pager Noti ication option.
Reminder call settings.
Distribution Lists
Single Digit Dial Plan.
For the Guest Rooms :
Selectable global Guest room trans er enable or disable option
Password disabled globally or Guests
Check in through touch tone or PMS input string
Check out through touch tone or PMS input string
Room Move through touch tone or PMS input string
Wake up call settings
Wake up call reports or the Admin
Installation
8

EZ VMS Lite
Unpack the unit rom its shipping carton and check that all the materials have been
received in good condition. Any damages or short alls must be reported immediately to
the distributor rom whom the purchase was made.
Your EZ VMS Lite shipping carton must contain the ollowing:
The EZ VMS Lite Unit
This User Manual
Phone Line Cords
RPI so tware installation CD
Serial Cable
Template or wall mounting
Select a suitable location or the EZ VMS Lite to be placed - it may be wall mounted or
kept on the tabletop. A suitable location should have 4 analog phone extension sockets
or the system, pre erably another phone or testing and a power socket close by and
should be easily accessible or any service or maintenance work.
I you plan to mount the unit on the wall please ollow the wall mounting instructions
given below:
Use the paper template, provided with the unit and secure two wood screws (Size 5 or 6)
into the wall where you want to mount the unit. The distance between the center points
o the mounting screws should be 3 inches. The wall on which the unit is to be mounted
should be strong enough to support the weight o the unit. Also make sure that the
screws are driven securely into the wall. Then, hang the unit onto the screws.
Plug in the mains cord into the Power socket and switch on the power to the unit. The
Power lamp on the unit starts glowing steadily, then all the 4 Port LED’s lash on and o
twice and a ter about 5 seconds the Power LED continues to lash once a second,
indicating normal operation.
Insert the Dual extension phone line cords into the phone sockets on the unit and insert
the other end into the wall extension sockets or all the 4 ports.
You are now ready to do a Functional Check o the unit.
Functional Check
A ter the Installation has been completed satis actorily, you should carry out a ew
preliminary checks, be ore putting the unit into operation.
I you are looking at the EZ VMS Lite while you are running the unctional check, it is very
easy to solve any problems that may be encountered as well as understand the
programming methods.
9