WABASH COMMUNICATIONS YEALINK User manual

Hosted
Phone System
Guide
YEALINK
Admin Version
419.942.1111 |wabash.com
01292021

1
Index
CommPortal Management
MaX UC App....................................................................................................................................................................3
Announcements............................................................................................................................................................3
Call History ....................................................................................................................................................................4
Forward Calls ................................................................................................................................................................4
Hunt Groups | Change Rotation...............................................................................................................................4
Hunt Groups | Log In or Out......................................................................................................................................5
Intercom | Automatic Answer...................................................................................................................................5
Kari’s Law (9-1-1) ...........................................................................................................................................................6
Keys.................................................................................................................................................................................. 7
Missed Call Notification............................................................................................................................................. 7
Music On Hold............................................................................................................................................................... 7
Schedule Adjustments | Auto Attendant Answer................................................................................................8
Schedule Adjustments | Live Answer .....................................................................................................................9
Speed Dials & Short Codes .....................................................................................................................................10
Voicemail | Greeting..................................................................................................................................................10
Voicemail | Email Notification ................................................................................................................................10
Voicemail | Message to Email.................................................................................................................................10
Using Your Phone
Phone Keys & Hardware............................................................................................................................................11
Make a Call....................................................................................................................................................................11
Conference Call............................................................................................................................................................11
Transfer a Call............................................................................................................................................................. 12
Call History .................................................................................................................................................................. 12
Missed Call Notification........................................................................................................................................... 12
Voicemail...................................................................................................................................................................... 13
Voicemail | Greeting..................................................................................................................................................13
Voicemail to Email...................................................................................................................................................... 13
Headset Configuration..............................................................................................................................................14
Connect a WIreless Speaker....................................................................................................................................14
MaX UC Mobile App....................................................................................................................................................14

2
Index Continued
Troubleshooting
Headset Noise............................................................................................................................................................. 15
Reboot Phone..............................................................................................................................................................15
FAQs
Call Ring Back..............................................................................................................................................................16
Dialing 911..................................................................................................................................................................... 15

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COMMPORTAL MANAGEMENT
Access the CommPortal at https://commportal.wabash.com. Then log in using your given credentials.
MaX UC App (Premium Attendant Only)
To download the MaX UC app to your computer, in the CommPortal:
1. Near the bottom of the page under support, select Downloads
2. Select On your Computer
3. Select OK
4. Follow the on-screen instructions, using your credientials
Announcements
You must be logged in as the Administrator using https://commportal.wabash.com/bg
There are two ways to add or change announcements/recordings.
- Using a Headset or Microphone
1. In the CommPortal, select Attendants on the left side
2. Select either Easy or Premium Attendants
3. Select Open in New Window
4. Select Announcements
i. Add new Announcement
ii. Name your recording
iii. Record your announcement
iv. Save
v. Add
- Using a Handset
1. Dial your Auto Attendant number
2. Dial *6 (ignore the active/inactive message)
3. Enter the pin number
4. Follow the prompts to record
5. Go to the CommPortal to set

4
Call History
To view your call history in the CommPortal:
1. Select Messages and Calls from the top of the page
2. Toggle between the options to view the history
*To view your call history from your desk phone, please see the Call History topic in the Using Your Phone
section.
Forward Calls
To forward calls to another phone instead of voicemail, follow these steps in the CommPortal:
1. On the main screen, under If there is no answer, select the button next to Forward to another phone
2. Select another phone
3. Add the number you would like the call to forward to, then select OK
Hunt Groups | Change Rotation (Admin Only)
To change the rotation of the calls in the hunt group, follow these steps in the CommPortal:
1. After logging into the CommPortal, select Hunt Groups on the left
2. Select the hunt group you would like to adjust
3. Select Settings
4. Select Hunt Settings to change the following:

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- Call Distribution Algorithm
- Linear
- Circular
- Uniform (Round robin): Randomly chooses who will receive the call
- Uniform (Longest idle): Will ring the person who has been off of the phone the longest
- Ring all: All calls will ring in the hunt group
- Ring Each Member for (Sec)
- Adjust the amount of time for the call to ring each person before moving to the next
Hunt Groups | Log In or Out
If a user is part of a hunt group, they are able to change their status to log in or out of the group.
1. After logging into the CommPortal, select Groups
2. Within the group, change your status to Login or Logout
*Users can see other users status on this screen.
*Admin users can access all CommPortal user accounts to change their status.
Intercom | Automatic Answer
The automatic answer setting determines whether the phone may answer certain types of calls, (usually
this is used for intercom calls). To change this setting, follow these steps:
1. After logging into the CommPortal, select Devices at the bottom left
2. Select Set Keys
3. Below the image of the desk phone, select Edit
4. Select User and then Call Services
5. Change the Automatic Answer radio button to No to turn off auto answering, or Yes to turn on
6. Select Save Changes

6
Kari’s Law (9-1-1) (Admin Only)
Kari’s Law is legislation in the United States that requires multi-line telephone systems to route 9-1-1 emergency
service calls through the phone systems automatically. Kari’s Law mandates that the electronics and
software used in multi-line systems support direct-dial-to-emergency-services, even if the system
normally requires the caller to enter an additional digit for an outside line. Under this law, Wabash is
subject to alert the front desk line that someone in the building/facility has called 9-1-1. This will also
pinpoint the extension that made the phone call.
To update the details, follow these instructions:
1. After logging into the CommPortal, select Misc. Settings under the Services group
2. Select Call Notifications
3. Select Add New, then add the person(s) that should receive the notifications.
- Notifications can be by email or by phone

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Keys
Each key on your desk phone can be customized to give you quick access to options you use most,
including speed dialing. Keys can be changed in your CommPortal.
1. At the bottom of the CommPortal page, select Devices from the Personal Details column.
2. A window will pop-up with the devices you are able to edit. Select set keys.
3. Select the Edit button under the phone you would like to edit.
4. Select Programmable Line Keys and se the following images to program the keys:
- Inner Company Extension
- External Number (ie Cell Phone)
- Be sure to add “91” before the 10-digit number, just as you would normally dial.
6. Save. Your phone will reboot.
Missed Call Notification
To disable the “Missed Calls” notification message on your desk phone:
1. At the bottom of the CommPortal page, select Devices from the Personal Details column.
2. A window will pop-up with the devices you are able to edit. Select set keys.
3. Select the Edit button under the phone you would like to edit.
4. Select Features
5. Select Notification Popups
6. Find the “Display missed call popups” topic and select No.
To disable the “Missed Call” flash indicator your desk phone:
1. At the bottom of the CommPortal page, select Devices from the Personal Details column.
2. A window will pop-up with the devices you are able to edit. Select set keys.
3. Select the Edit button under the phone you would like to edit.
4. Select Preferences
5. Select Power LED
6. Find the “Power LED flash for missed calls enable or disable” topic and press Apply.
Music On Hold (Admin Only)
To add or edit music on hold, use the following steps:
1. In the CommPortal, select Music on hold on the left side
2. Select Edit/Add on the right side

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Schedule Adjustments | Auto Attendant Answer (Premium Attendant Only, Admin Only)
To set or edit the time your phone rings or when the call is answered by the auto attendant (ie. for office
hours, holidays, etc.), follow these steps:
1. In the CommPortal, select Attendant on the left
2. Select Premium Attendant
3. A new window will open
4. Select Schedule
5. Adjust the office hours
- To add the holidays, select Special Days
Below is the screen you will see. The red indicates time when the phone will ring through. The white
indicates the call is answered by the auto attendant.
Below is the screen you will see for Special Days. Notice November 23, 24 & 25 and December 24 & 25 are
grayed. This indicates the phones will go to auto attendant automatically.
*Note that the calendar week begins on a Monday.

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Schedule Adjustments | Live Answer (Admin Only)
To set or edit the time your phone rings or when the call is answered by the auto attendant (ie. for
changed office hours, holidays, etc.), follow these steps:
1. In the CommPortal, after logging in as an admin, you will see this screen:
2. Select Hunt Groups on the left side
3. Select Main Line
4. Select your number near the middle of the page
5. Select Open in a new window
6. Select Weekly Schedule
Below is the screen you will see. The purple indicates when the phone will ring in the office during the
selected hours. To add or remove, just select the time area. You can adjust the schedule by 15 minutes if
you select the zoom in button.

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Speed Dials & Short Codes (Admin Only)
Speed dials and short codes can be added/edited from the CommPortal.
* If you have a lot of these to add, Wabash can import them for you.
1. In the CommPortal, select Short Codes
2. Select Add
- Short Code is the number you want their speed dial to be
- Telephone number is the phone number the short code will dial
* The number 9 cannot be used as a speed dial as this is the number used to place an external call.
Voicemail | Greeting
To set up your voicemail greeting, follow these steps:
1. In the CommPortal, select Message Settings
2. Select Voicemail Greeting
3. Select the type of greeting from the drop down, then select edit
4. Here you can record (red circle) or listen to (play button) your greeting
- To record, you must give CommPortal permission to your microphone, if asked
5. Select save
Voicemail greetings can also be setup and changed using your deskphone. See the Voicemail | Greeting
topic in the Using Your Phone section.
Voicemail | Email Notification
To receive an email notification of a voicemail message, follow these steps:
1. In the CommPortal, select Notifications
2. Select Email
3. Select the box next to Send email notification of incoming messages to the following address
4. Select New Entry, and enter the email address you would like to receive voicemail, select Add
5. Select the box under All Voicemail
6. Select Apply
Multiple email addresses can be added by repeating steps 3-6.
Voicemail | Message to Email
Voicemail messages can be send to an email address as a .wav file. To set up this function:
1. In the CommPortal, select Message Settings
2. Under General, select the box next to Forward messages as emails
3. Select add an email address
4. Enter the email address you would like to receive the voicemail, select Add
5. Select Apply to save the change

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USING YOUR PHONE
Phone Keys & Hardware
Make a Call
To make a call from your desk phone, follow these steps:
- Call an External Number
- Dial the phone number
- Call an Extension
- Dial the extension number
- You may need to select Dial to begin the phone call if you do not hear a dial tone.
- Call a Speed Dial (one touch key)
- Select the key on your phone/sidecar
Conference Call
To make a conference call, or add a person to your current call, follow these steps:
1. With one person on the line, select Conference
2. Enter the extension or phone number, then select Send
3. When connected to the second party, select Conference. You will then have both parties.
Hookswitch LCD Screen
Power Indicator LED
One Touch (Line) Keys
Headset Key | Mute Key
Message Key | Hold Key
Redial Key | Transfer Key
Speakerphone Key
Volume Key
Hookswitch Tab
One Touch (Line) Keys
Soft Keys
Navigation Keys
Speaker
Keypad

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Transfer a Call
There are three options of how to transfer a phone call.
- CONSULTIVE: Speak with the requested party before transferring
1. Select Transfer
2. Enter the Extension or phone number (do not use one-touch buttons)
3. Select Call
4. After speaking with the dialed party, select Transfer
-BLIND: Transfer the call directly to the requested party, Caller ID will show
1. Select Transfer
2. Enter the Extension or phone number
3. Press B Transfer
- VOICEMAIL: Transfer the call directly to the requested party’s voicemail
1. Select Transfer
2. Enter *15 + the Extension or phone number
3. Select Send
Call History
To check your call history on your desk phone, select the History key:
- Navigate between All calls, Missed calls, Placed calls, Received calls, and Forwarded calls
* To view your call history in the CommPortal, please see the Call History topic in the CommPortal section.
Missed Call Notification
If you miss a phone call, a “# Missed Calls” notification message will appear on the top right corner of the
screen on your desk phone.
- View Missed Calls
1. Select the down arrow of the circle navigation key
* This will also remove the “# Missed Calls” notification message
* The “# Missed Calls” notification message can be disabled in the CommPortal. See the Missed Call
Notification topic in the CommPortal section.

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Voicemail
When you receive a voicemail, a red light will flash on the top right of your desk phone. There are two ways
to check your voicemail:
* Voicemail must initially be set up on your phone and you will need to change your pin number.
- Phone Key
1. Select the envelope “mail” key on your desk phone (left of the number keys)
2. Enter your pin number
- Dial In
1. Dial *15
2. Enter your pin number
To check your voicemail when you are away from your desk, on any phone:
1. Dial 419-942-MAIL (6245) and follow the prompts:
2. Dial the number you want to check the voicemail for
3. Enter your pin number
Voicemail | Greeting
To set up your voicemail greeting, follow these steps:
1. On your desk phone, dial *15
2. Dial your pin number
3. Dial 3
4. Follow the prompts to record your voicemail greeting
Voicemail greetings can also be setup and changed in the CommPortal. See the Voicemail | Greeting topic
in the CommPortal section.
Voicemail to Email
Voicemail messages can be sent to an email address as a .wav file. To set this up, see the Voicemail |
Message to Email topic in the CommPortal section.
A notification of a voicemail may also be sent to your email. To set this up, see the Voicemail | Email
Notification in the CommPortal section.

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Headset Configuration
To configure a headset to a desk phone, simply plug the headset in.
Connect a Wireless Speaker
To connect a wireless speaker, follow these steps:
1. Plug in the USB Bluetooth adaptor to the back of the phone (top goes up)
2. Click Menu
3. Go down to Basic
4. Go down to Bluetooth
5. Click Enter
6. Arrow over (so Bluetooth is “on”)
7. Save
8. Turn on Speaker
9. Click Scan on Phone
10. Hold the Bluetooth Button down on Speaker (until it announces Bluetooth Pairing)
11. Click Connect
12. Exit to main screen
13. Click the Headset button when on call and wanting to use the Speaker
MaX UC Mobile App (Premium Users Only)
MaX UC is a mobile app that allows you to take the functions of your desk phone with you. To get started,
follow these steps:
1. Download the MaX UC app from your device’s app store. This is a free app.
2. Enter your phone number (DID number)
3. Enter your password
4. Log in

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TROUBLESHOOTING
Headset Noise
If you experience extra noise or echoing on your headset, you may have interference with another headset.
To fix do the following:
- Check to be sure the bottom dial is set to 2 or 3
- Make sure the slide switch is on “A”
Restart Phone
If your phone needs to be rebooted, follow these steps:
1. Select the Menu button
2. Using the Navigation (arrow) keys, select Settings
3. Select Basic
4. Navigate down to #9 (Reboot)
5. Select Enter
6. When asked “Are you sure?” select OK

16
FAQs
Call Ring Back
Do calls ring back after being on hold for a time?
- They can. We can set calls to ring back at your company’s choice of length.
Dialing 911
How do I dial 911 in case of emergency?
- To dial 911, simply dial 9-1-1.