Vivo VOT21IP User manual

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VOT21IP
User Guide
Business VoIP Desk Phone

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-Installation
1. Unpack the box and check for the following items enclosed:
a. Main unit with hook switch and faceplate and overlay
b. Handset
c. Handset cord
d. RJ45 Ethernet cable
e. D.C. Power Adapter (check with your vendor for this item may not be included)
2. Connect the handset to the base unit using the coiled handset cord provided
3. Connect one end of the Ethernet cable to the WAN port of the main unit, and the other end
to the wall Ethernet outlet. Notice: Gigabit Ethernet Port
The WAN port is next to the logo
4. For your computer, connect its Ethernet cable to the LAN port of the main unit. Gigabit
Ethernet Port.
The LAN port is next to the logo
Keypad Mapping
Figure 1 –VOT21IP Keypad & LED mapping

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Call Operation
A. Initiating a Call
1. Lift the handset.
2. Listen to dial tone.
3. Press the desired number on the keypad and wait for 5 second or press “#” to dial out.
4. To end the call, place the handset back on the cradle in the base unit.
B. Answering a Call
An incoming call to the phone.
An audible ringing sound to alert the user.
LED on the top right corner flashes.
1. Lift up the handset to answer the call.
2. To end the call, place the handset back on the cradle. The LED will turn off.
C. Redial
Using the handset
1. Lift up the handset, press the key for REDIAL
2. You will see a list of recently dialed-out calls
3. Press “up”or “down”to select the dialed-out call
4. Press “OK” or to initiate the call
5. To end the call, place the handset back on the cradle
Using the speakerphone
1. Press the “Hands free” key for REDIAL
2. Press the to dial out the recently last call
3. Speakerphone turns on automatically
4. To end the call, press cancel
D. Speakerphone Volume
1. Press “Hands free” key
2. Press the “+”or “-“button to increase or decrease the speakerphone volume
3. Observe the volume bar shown on the LCD
Alternatively, go on to the Web Portal (enter the IP address. user: admin, password: admin), go
to Phone Settings page and adjust the volume settings (see Figure 2).
E. Ringer Volume
1. In idle mode, press the “+”or “-“button to increase or decrease the ringer volume
2. Observe the volume bar shown on the LCD
Alternatively, go on to the Web Portal(enter the IP address. user: admin, password: admin), go
to Phone Settings page and adjust the volume settings (see Figure 2).

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Figure 2 - Phone Settings Page on Web Portal
F. Call Flash
If the call is on Account 1,
1. During a conversation using the handset or the speakerphone, press preset function
keys to switch Account 2 / 3. (Please refer to Page 10 for the function keys setting)
2. The previous conversation is automatically put on-hold.
3. Listen for dial-tone coming from the handset receiver or the speakerphone.
4. To place another call, simply press the desired number on the keypad and wait for 5
seconds or press "#" to dial out immediately.
If the call is on Account 2,
1. During a conversation using the handset or the speakerphone, press preset function
keys to switch Account 1 / 3. (Please refer to Page 10 for the function keys setting)
2. The previous conversation is automatically put on-hold.
3. Listen for dial-tone coming from the handset receiver or the speakerphone.
4. To place another call, simply press the desired number on the keypad and wait for 5
seconds or press "#" to dial out immediately.
If the call is on Account 3,
1. During a conversation using the handset or the speakerphone, press preset function
keys to switch Account 1 / 2. (Please refer to Page 10 for the function keys setting)
2. The previous conversation is automatically put on-hold.
3. Listen for dial-tone coming from the handset receiver or the speakerphone.
4. To place another call, simply press the desired number on the keypad and wait for 5
seconds or press "#" to dial out immediately.
G. Call Hold
If the call is on Account 1,
1. During a conversation using the handset or the speakerphone, press preset function keys
2. The previous conversation is automatically put on-hold.
If the call is on Account 2,
1. During a conversation using the handset or the speakerphone, press preset function keys

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2. The previous conversation is automatically put on-hold.
If the call is on Account 3,
1. During a conversation using the handset or the speakerphone, press preset function
keys
2. The previous conversation is automatically put on-hold.
H. Mute
1. During a conversation, press the button
2. The other end is not able to hear you but you can continue to hear from the other end.
3. To deactivate Mute, press the button again.
I. Message Light LED (MWI)
When a voice message is received at the voicemail box, the MWI LED goes up
The mailbox access number can be programmed to the memory key.
J. Call Waiting
1. During a conversation, when there is an incoming call, you will hear an alert tone. An alert
message will also display on the LCD
2. Press the 1st softkey to answer the incoming call
3. The previous party is put on-hold automatically
4. To end the second call, place the handset back on the cradle
5. The LINE1 LED stays ON to remind users that the previous call is still on the line
6. To retrieve the previous call, press the 1st softkey (RSM)

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Web Portal
The Web Portal of VOT21(IP) can be accessed by Google Chrome, Internet Explorer and Mozilla
Firefox.
A. To Log in
Enter http://< IP Address of the handset > on the browser.
There are two levels of access: (1) "Adminstrator / Full access" and (2) "Users / Limited access"
(see below).
The welcome page shows the hardware version and firmware date code of the model (see below).
Figure 3 - Welcome page of the Web Portal
(A.1) Users Access
When prompt for login, enter "user" for user name, "1111" for password.
Users have limited functions and controls over the behavor of the phones.
Firmware upgrade, SIP registry settings are not available to users.
(A.2) Adminstrator Access
When prompt for login, enter "admin" for user name, "admin" for password.
Adminstrators enjoy full access to all configurations and actions important to phone settings.
Firmware upgrade, SIP registry settings are only available to administrators.
(A.3) Logout
When done, remember to logout completely.
Clear the cache / cookie of your web browser so that the previous login is not re-cycled by the next
user.

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B. To set login password for Web Portal
There is no default password for first-time login.
It is recommended for administrators to set login name and password to enhance security.
1. Go to the Admin page.
2. On the left panel, find the "Set Password" link and press on it.
3. Enter username for login name
4. Enter password and re-enter for confirmation purpose
5. When the mask password box is checked, both password entries are masked. To un-mask,
simply un-checked the mask password box.
Figure 4 - Set Password for accessing the Web Portal

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C. Network Settings
Administrators may choose to operate in either dynamic IP environment and static IP environment.
1. Go to the Network page.
2. Change network setting parameters.
3. After making changes, click save at the bottom of the page
4. A pop-up window appears, you may choose between "back" and "restart"
5. In order to have the changes take effect immediately, click "restart"
6. You can always perserve the changes and decide to restart the phone at a later time
Figure 5 - Network Settings page on Web Portal

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D. SIPAccount Settings
Parameters for Session-initiation-protocol (SIP) such as registrar address, proxy address, port etc.
can be found in the "SIPAccounts" section on the Configuration page.
1. Go to Account page
2. On the left panel, click Register
3. A dropdown menu appears. Click on the "Account 1" link
4. Enter the SIP registration particulars for Account 1
Note that you have the flexibility of registering to one server per account
5. When done, click Save
6. The changes take effect immediately
7. Complete the entries for Account 2 and Account 3
Figure 6 - Account Settings page on Web Portal
Parameters for Call settings for each account can be found under the title, "Call Settings", on the
left panel.
Such parameters include:
-Call Forward Mode
-Call Waiting activation / deactivation
-DND activation / deactivation
-Auto-Answer activation / deactivation
Parameters for Audio settings for each account can be found under the title, "Audio Settings", on

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the left panel.
Such parameters include:
-DTMF mode (in-band / RFC2833 / SIP INFO)
-Audio Codec preference (PCMU / PCMA / G.722 / G.729 / iLBC)
-ToS
-Jitter
E. Function Keys Settings
The phone can have up to 4 programmable memory buttons / function keys
The standard cabinet has 4 function keys button labeled,
To change the definition of memory button:
1. Access the Web Portal, go to the Configuration page
2. On the left panel, click on "Programmable Key"
3. Fill in the entries for Function Type and Function.
Remember to press save at the bottom of the page when you are done.
Figure 7 –Function Keys Settings page on Web Portal
F. Other Settings
Administrators can set parameters for Network-Address-Traversal (NAT) if required by the network
environment in which the phone is deployed.
1. Go to Configuration page
2. On the left panel, click "SIP / NAT Settings"
3. Scroll down to find NAT settings
4. When done with changes, click Save
5. The changes take effect immeidately

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Figure 7 - Memory key and NAT settings page on Web Portal

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G. Firmware Upgrade and User Configuration Backup / Restore
The firmware of the phone can be provisioned remotely.
Administrators can do so easily on the Web Portal.
Browsers that support this function include Internet Explorer and Mozilla Firefox.
1. Go to the "Admin" page
2. On the left panel, click "Upgrade"
3. Click on "Browse" button under “Firmware Upgrade” and browse for vmlinuz
4. Click Upload
5. A progress bar appears. There may be some seconds when it temporarily disappears.
Important: Do not unplug the power or Ethernet connection
6. The whole progress takes approximately 55 seconds.
7. When complete, the browse brings you to a new page and shows a message,
“Operation Successful: File uploaded.
8. The phone power-cycles itself and comes back to run in the new firmware
If the upgrade fails, disconnect the base from the Ethernet and re-connect it in order to
trigger a power-cycle. Redo the firmware upgrade procedure.
Figure 8 - Firmware upgrade, User Configuration Backup / Restore on Web Portal

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IMPORTANT SAFETY INSTRUCTIONS
WHEN USING YOUR TELEPHONE EQUIPMENT, BASIC SAFETY PRECAUTIONS SHOULD ALWAYS BE FOLLOWED
TO REDUCE THE RISK OF FIRE, ELECTRIC SHOCK AND INJURY TO PERSONS. INCLUDING THE FOLLOWING:
1. READ AND UNDERSTAND ALL INSTRUCTIONS IN THIS MANUAL.
2. FOLLOW ALL WARNINGS AND INSTRUCTIONS MARKED ON THE PRODUCT.
3. UNPLUG THE PRODUCT FROM THE WALL OUTLET BEFORE CLEANING. DO NOT USE LIQUID CLEANER OR
AEROSOL CLEANERS. USE ADAMP CLOTH FOR CLEANING.
4. DO NOT USE THIS PRODUCT NEAR WATER FOR EXAMPLE NEAR A BATHTUB, WASH BOWL, KITCHEN SINK
OR LAUNDRY TUB, IN A WET BASEMENT, OR NEAR A SWIMMING POOL.
5. DO NOT PLACE THIS PRODUCT ON AN UNSTABLE CART, STAND OR TABLE. THE PRODUCT MAY FALL,
CAUSING SERIOUS DAMAGE TO THE PRODUCT.
6. SLOTS AND OPENINGS IN THE CABINET AND THE BACK OF BOTTOM ARE PROVIDED FOR VENTILATION,
TO PROTECT IT FROM OVERHEATING, THESE OPENINGS MUST NOT BE BLOCKED OR COVERED. THE
OPENINGS SHOULD NEVER BE BLOCKED BY PLACING THE PRODUCT ON THE BED, SOFA, RUG OR ANY
OTHER SIMILAR SURFACE. THIS PRODUCT SHOULD NEVER BE PLACED NEAR OR OVER A RADIATOR OR
HEAT REGISTER. THIS PRODUCT SHOULD NOT BE PLACED IN A BUILT-IN INSTALLATION UNLESS PROPER
VENTILATION IS PROVIDED.
7. NEVER PUSH OBJECTS OF ANY KIND INTO THIS PRODUCT THROUGH CABINET SLOTS AS THEY MAY
TOUCH DANGEROUS VOLTAGE POINTS OR SHORT OUT PARTS THAT COULD RESULT IN A RISK OF FIRE
OR ELECTRIC SHOCK. NEVER SPILL LIQUID OF ANY KIND ON THE PRODUCT.
8. TO REDUCE THE RISK OF ELECTRIC SHOCK DO NOT DISASSEMBLE THIS PRODUCT, BUT TAKE IT TO A
QUALIFIED SERVICEMEN WHEN SOME SERVICE OR REPAIR WORK IS REQUIRED. OPENING OR
REMOVING COVERS MAY EXPOSE YOU TO DANGEROUS VOLTAGES OR OTHER RISKS. INCORRECT
REASSEMBLE CAN CAUSE ELECTRIC SHOCK WHEN THEAPPLIANCE IS SUBSEQUENTLY USED.
9. UNPLUG THIS PRODUCT FROM THE WALL OUTLET AND REFER SERVICING TO QUALIFIED SERVICE
PERSONNEL UNDER THE FOLLOWINGCONDITIONS:
- WHEN THE POWER SUPPLY CORD OR PLUG IS DAMAGED OR FRAYED
- LIQUID HAS BEEN SPILLED INTO THE PRODUCT.
- IF THE PRODUCT HAS BEEN EXPOSED TO RAIN OR WATER.
10. IF THE PRODUCT DOES NOT OPERATE NORMALLY BY FOLLOWING THE OPERATING INSTRUCTIONS.
ADJUST ONLY THOSE CONTROLS THAT ARE COVERED BY THE OPERATING INSTRUCTIONS BECAUSE
IMPROPER ADJUSTMENT OF OTHER CONTROLS MAY RESULT IN DAMAGE AND WILL OFTEN REQUIRE
EXTENSIVE WORK BYAQUALIFIED TECHNICIAN TO RESTORE THE PRODUCT TO NORMAL OPERATION.
- IF THE PRODUCT HAS BEEN DROPPED OR THE CABINET HAS BEEN DAMAGED.
- THE PRODUCT EXHIBITA DISTINCT CHANGE IN PERFORMANCE.
11. AVOID USING A TELEPHONE (OTHER THAN A CORDLESS TYPE) DURING AN ELECTRICAL STORM. THERE
MAY BEA REMOTE RISK OF ELECTRIC SHOCK FROM LIGHTING.
12. DO NOT USE THE TELEPHONE TO REPORT A GAS LEAK IN THE VICINITY OF THE LEAK.SAVE THESE
INSTRUCTIONS
WARRANTY EXCLUSIONS
This warranty does not cover, or may be voided by the followings:
1. Any damage resulting from abuse or misuse (i.e. liquid spills, abuse, or customer’s modification (
warranty label broken) of the telephone.
2. Any damage caused by failure to follow operating or installation instructions provided with the
telephone.
3. New faceplates or damage to the faceplate or discoloration of the telephone.
4. Any damage resulting from improper connection of the telephone to other equipment.
5. A telephone used in a harsh or corrosive environment.
6. Incompatibility with anything other than the PBX for which the telephone was intended during
purchased.
7. Cords, connectors and replaceable batteries.
8. Force majeure.
9. Damages in transit.
10. Any damage resulting from unauthorized modification or repair of the telephone.
HTI PRODUCT SUPPORT
Should you need any technical assistance for this product, please contact Hotel Technology
International Limited:
Telephone : [phone]
Fax : [phone]
Email : : [e-mail]