CMP PhoneSuite Console User Manual

Console User’s Manual

Rev. 050330

for Main Board Software

Version 1.233 (model 64)

Version 2.290 (models 112/239)

Call Management Products Inc. reserves the right to make improvements to the product
described in this manual at any time and without notice.

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
machine-readable form without prior consent, in writing, from Call Management Products Inc.

Copyright 2001-2005 by Call Management Products Inc., Broomfield, Colorado.
PhoneSuite™ is a trademark of Call Management Products, Inc.

How to Reach Customer Support:
PhoneSuite system, contact your PhoneSuite dealer. Call Management Products will only provide
telephone support to valid PhoneSuite dealers who are at the site where PhoneSuite is installed.

Warranty:
manufacture, against defects in material and workmanship under the normal use and service for which it
was designed, for a period of one year from date of initial end user purchase. CMP’s obligation under this
warranty is limited, however, to the replacement or repair, at its option, to 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.

Call Management Products Inc. (CMP) warrants this product, so far as the same is of its own

If you encounter problems you are not able to resolve with your

TABLE OF CONTENTS

CONSOLE LAYOUT & OVERVIEW................................................................................................................1

Changing the System Date and Time.............................................................................................................2

Resetting the Console ....................................................................................................................................2

Adjusting Console Ringing Volume...............................................................................................................3

Adjusting Console LCD Contrast..................................................................................................................3

Two-Console Operation ................................................................................................................................3

BASIC CALL HANDLING ..................................................................................................................................5

ANSWERING CALLS .............................................................................................................................................5

Placing Calls on Hold ...................................................................................................................................5

Transferring Calls .........................................................................................................................................5

Transferring to an Extension or Hunt Group................................................................................................5

Unsuccessful Call Transfers..........................................................................................................................7

Transferring to an Outside Phone Line (Trunk)............................................................................................8

Transferring to Voice Mail............................................................................................................................8

MAKING CALLS .................................................................................................................................................10

Calling an Extension or Hunt Group ..........................................................................................................10

Calling an Outside Phone Number..............................................................................................................11

Calling an Extension’s Voice Mailbox to Leave a Message........................................................................11

Calling an Extension’s Voice Mailbox to Retrieve Messages .....................................................................11

CLEARING AN EXTENSION VOICE MAIL PASSWORD ..........................................................................................12

PAGING..............................................................................................................................................................12

PARKING A CALL ON HOLD IN A CALL PARK SLOT............................................................................................12

CONFERENCE CALLS .........................................................................................................................................13

SPEED DIAL .......................................................................................................................................................14

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

CHECK BILL TOTAL...........................................................................................................................................19

CLEAR VOICE MAIL...........................................................................................................................................19

CLEAR EXT FEATURES ......................................................................................................................................19

WAKEUP CALL ..................................................................................................................................................20

CREDIT LIMIT ....................................................................................................................................................20

PhoneSuite™ Console User’s Manual rev. 050330 i

PRINT BILL ........................................................................................................................................................21

STATUS REPORT ................................................................................................................................................22

NIGHT MODE.....................................................................................................................................................22

“A LEVEL” COMMANDS.................................................................................................................................23

HOSPITALITY COMMANDS ..........................................................................................................................25

A10 – CHECK IN OR OUT...................................................................................................................................25

A11 – MESSAGE-WAITING ON/OFF...................................................................................................................25

A12 – SET / CHANGE WAKEUP CALL ................................................................................................................26

A13 – SET ROOM STATUS..................................................................................................................................26

A14 – CLEAR ALL ROOM STATUS CODES .........................................................................................................27

A15 – ALLOW/BLOCK LONG-DISTANCE CALLS ................................................................................................27

A16 – ALLOW/BLOCK LOCAL CALLS ................................................................................................................27

A17 – ALLOW/BLOCK EXTENSION-TO-EXTENSION CALLS................................................................................28

A18 – CHECK CALL DURATION.........................................................................................................................28

REPORTS, DISPLAYS, AND MESSAGES .....................................................................................................29

A20 – INDIVIDUAL EXTENSION WAKEUP REPORT .............................................................................................29

A21 – SYSTEM WAKEUP REPORT ......................................................................................................................29

A22 – ROOM STATUS REPORT ...........................................................................................................................30

A24 – VIEW PHONESUITE MAIN BOARD SOFTWARE VERSION..........................................................................31

A25 – REQUEST PROPERTY MANAGEMENT SYSTEM DATABASE DUMP.............................................................31

B72 – SYSTEM PROGRAMMING REPORT ............................................................................................................31

SYSTEM STARTUP MESSAGE..............................................................................................................................31

SYSTEM EVENT MESSAGES ...............................................................................................................................32

ON-THE-FLY COSTED CALL MESSAGES ............................................................................................................33

INCOMING SMDR MESSAGES............................................................................................................................34

OUTGOING SMDR MESSAGES...........................................................................................................................34

CHANGING EXTENSION FEATURES FROM THE CONSOLE ...............................................................37

A30 – FORWARD EXTENSION’S CALLS..............................................................................................................37

A31 – CLEAR VOICE MAIL ................................................................................................................................38

A32 – DO NOT DISTURB....................................................................................................................................39

A40 – CLEAR EXTENSION FEATURES ................................................................................................................39

NIGHT MODE.....................................................................................................................................................41

A41 – MANUAL NIGHT MODE ON/OFF..............................................................................................................41

AUTOMATIC NIGHT MODE ................................................................................................................................41

Night Mode Notes........................................................................................................................................42

SYSTEM COMMANDS......................................................................................................................................43

CHANGING PHONESUITE’S DATE AND TIME ......................................................................................................43

A42 – CLEAR 9-1-1 ALARM ..............................................................................................................................44

ii PhoneSuite™ Console User’s Manual rev. 050330

A43 –TRUNK ALARM ........................................................................................................................................44

A44 – ACCESS A SPECIFIC TRUNK ....................................................................................................................44

A45 – CHECK ALL EXTENSIONS IN....................................................................................................................45

CALL ACCOUNTING & AUTO ATTENDANT COMMANDS ...................................................................47

A50 – CHECK-OUT REPORT (EXTENSION PHONE BILL).....................................................................................47

A51 – CLEAR EXTENSION’S PHONE BILL ..........................................................................................................47

A52 – REVIVE EXTENSION CALLS (UN-ERASE AFTER CLEARING PHONE BILL) ...................................................48

A53 – SET CREDIT LIMIT...................................................................................................................................48

A54 – PRINT CREDIT VIOLATIONS.....................................................................................................................48

A55 – PRINT AUDIT REPORT .............................................................................................................................49

A56 – CLEAR AUDIT REPORT ............................................................................................................................49

A57 – CHECK BILL TOTAL FOR AN EXTENSION .................................................................................................50

A59 – RECORD AUTO ATTENDANT MESSAGES..................................................................................................50

APPENDIX A: EXTENSION USERS’ MANUAL

PhoneSuite™ Console User’s Manual rev. 050330 iii

Console Layout & Overview

This manual describes the PhoneSuite console, which is the primary operator station for handling
telephone 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.

Typically, a handset is connected to the console, as pictured above. In some cases, a headset or even a
separate telephone will be connected (as described in the Installation & Programming Manual). 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
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
extension 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).

PhoneSuite™ Console User’s Manual rev. 050330 1

• 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
commands.

• Call Buttons: The four Call Buttons are used for handling (making, answering, transferring, and

holding) 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

PhoneSuite 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
format) programmed into PhoneSuite. Note: If the Voice Mail Card(s) is(are) installed, and the battery
backup is not installed or is low on battery power, the message “BATLO” will appear in place of the
“Adm=*” message.

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

43.

page

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
Feature-Key Button area). Note that resetting the console will cause the console’s ringer to be set to the
maximum volume; to adjust this, see the next heading.

2 PhoneSuite™ Console User’s Manual rev. 050330

Adjusting Console Ringing Volume

When power is applied to the PhoneSuite system, and any time the console is reset with the “Reset
Console” 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
console) that controls the contrast of the LCD Display. This does not normally need to be adjusted. If any
adjustment is performed, it is advisable to adjust the potentiometer in small increments.

Two-Console Operation

If two feature-key consoles are connected to PhoneSuite (available in Models 112 & 239 only), both
consoles will ring whenever an incoming trunk call rings to either console, whenever a call rings to “0,” or
whenever an unsuccessful call transfer is recalled to “0.” All B-level programming commands (system
settings that are described in the Installation & Programming Manual) 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. 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.

PhoneSuite™ Console User’s Manual rev. 050330 3

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
extension ring with a shorter double-ring pattern. In addition, the console’s LCD Display provides
information about the type of call that is arriving. On the Model 112, and only when a Property
Management System (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 the Console Class-of­Service is set (command B49, described in the Installation & Programming Manual).

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,
without the caller hearing this; 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 (command B52, described in
the Installation & Programming Manual), the call will ring back to the console with a triple-ring pattern. In
this case, the call can be answered by pressing the 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
described 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

PhoneSuite™ Console User’s Manual rev. 050330 5

desired 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 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

Dial the extension or hunt
group number on keypad

Outgoing Trunk Calls: This method is used to transfer an outgoing trunk call (a call placed by the
console to an outside phone number) while it is active (i.e., while you are talking). To perform this transfer,
dial the desired extension number or hunt group number on the console’s keypad and then press the “C”
key on the keypad; if “C” is not pressed, the call will not be transferred. The party you were talking to will
hear the digits you dial, so this is not the preferred transfer method.

In summary, to transfer an outgoing trunk

Dial the extension or hunt group number on keypad Press

Talk privately to
extension if desired

call that is active (not on hold):

Press

C to connect, or

Press

D to cancel transfer

call that is active (not on hold):

C to connect

Notes:

1. A call that is transferred to a hunt group will be transferred to the first available (non-busy,

currently logged-in) extension in the Hunt Group.

2. If transferring an incoming or internal call, the console operator can wait for the extension to

answer 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. 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 the extension a call is being transferred to is busy, the call can be transferred to it anyway. If the

extension has voice mail, the call will go directly to this voice mailbox. If the extension does not
have voice mail, the call will remain on hold until the extension becomes available or until the
phone system’s Busy Recall / Camp-On Timer (see B53 in the Installation & Programming
Manual) times out, in which case the call will ring back to the console with a triple-ring pattern.

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 the
preferred transfer method for outgoing trunk calls (calls placed by the console to an outside phone number)

6 PhoneSuite™ Console User’s Manual rev. 050330

and is also 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:

D to end new call, or

Press Call Button to
place call on hold

Notes:

1. A call to a hunt group will go to the first available (non-busy, currently logged-in) 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 an extension is busy, the call can be transferred to it anyway. If the extension has voice mail, the

call will go directly to this voice mailbox. If the extension does not have voice mail, the call will
remain on hold until the extension becomes available or until the phone system’s Busy
Recall/Camp-On Timer (see B53 in the Installation & Programming Manual) times out, in which
case the call will ring back to the console with a triple-ring pattern.

Dial an extension, hunt group,
or outside phone number and
talk privately

Press
Press Call Button plus C to

connect call on hold to this call

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 (see B54 in the Installation & Programming Manual). This ring-back also occurs
with calls that are transferred to a hunt group, if the call is not answered by the first non-busy, logged-in
extension in the hunt group or if all extensions in the hunt group are busy or logged out (and the first
extension in the hunt group list does not have voice mail).

Similarly, if a call is transferred to a busy extension, and the extension remains busy longer than the phone
system’s Busy Recall / Camp-On Timer (see B53 in the Installation & Programming Manual), the
transferred call will ring back to the console.

PhoneSuite™ Console User’s Manual rev. 050330 7

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
answer the call, press the flashing 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 with command B38 if
preferred (see the Installation & Programming Manual).

Outgoing trunk calls
another trunk while active; instead, they must be placed on hold. Transferring all other types of calls
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.

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

(calls placed by the console to an outside phone number) cannot be transferred to

to an

Talk privately if
desired

C to connect, or

Press
Press

D to cancel transfer

To transfer any type of call (incoming or outgoing) that is on hold:

Press Call Button to
place call on hold

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.

Dial “9” or another trunk
group, then the phone number

D to end new call, or

Press
Press Call Button plus C to

connect call on hold to this call

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
installed, then each extension can have an individual voice mailbox (set up with command B15 as
described in the Installation & Programming Manual).

If a caller is transferred to an extension that has a voice mailbox, and that extension is busy or doesn’t
answer the call, then the caller will automatically go to that extension’s voice mailbox. If the extension is
forwarded to another extension, the caller will ring at the forward extension; if not answered at that

8 PhoneSuite™ Console User’s Manual rev. 050330

extension, then the caller will go to the original extension’s voice mailbox (not the forward extension’s
voice mailbox).

Note: The console never goes to an extension’s voice mailbox automatically. If the console dials 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,” “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 below:

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
console will be removed from the call. If you mis-dial before pressing “8”, the transfer to voice mail can be
aborted by pressing “D” on the console; this will place the caller on hold and leave the console idle.

Dial extension number Dial

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:

8 immediately

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
message for that person.

To accomplish this transfer, make sure the call is active (not on hold), and dial the desired extension
number; if the extension is busy or is not answered, and the console operator wants to send the call to the
extension’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.

PhoneSuite™ Console User’s Manual rev. 050330 9

Dial extension number
and wait for answer

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
answered.

If busy or no answer, dial 8
to connect to voice mail

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
keypad. 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, logged-in) extension in the hunt group will ring. When
the console operator is done with the call, he or she should press “D” on the keypad.

D

Notes:

Dial extension or hunt
group number on keypad

Talk; when done, press

1. When the console places a call, this call appears on one of the Call Buttons (this button will

become 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 in use, the console operator will hear a busy signal. If it is

urgent to reach this individual, the console operator can break into the call by pressing the “C”
key on the console keypad. This will cause the console operator to become part of the call as a
3-party conference call (if the conference bridge is available and if switch 4 on the PhoneSuite
Main Board DIP Switch is set DOWN, as described in the Installation & Programming Manual).
When the console joins the call, both of the parties already in the call will hear a tone and will then
be able to hear the console operator and each other. When the console operator is done, he/she can
press “C” a second time to exit from the call, leaving the two original parties still connected to
each other.

3. 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.

4. 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.

10 PhoneSuite™ Console User’s Manual rev. 050330

Calling an Outside Phone Number

To dial an outside phone number from the console, dial the desired trunk group number (e.g., “9”),
followed 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
additional 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

operator will ring at the forward extension but can still reach the original extension’s voice mailbox by
dialing “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.

Dial extension number
on keypad

This feature is usually used to allow the console to retrieve messages on behalf of a guest or from a
department 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
extension number and leave a message, which can be retrieved from the console with the above process.

To go to voice
mail, dial

8

At greeting, dial
extension number again

PhoneSuite™ Console User’s Manual rev. 050330 11

Note: The PhoneSuite voice mail system has two ports (up to four may be available in Models 112 &

239), 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
messages 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 entering the second “*.” Clearing a password can be accomplished only from the console and only for
an extension 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 (as described in the Installation & Programming
Manual), 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 console headset to place the page. When done, press “D.”

55 Talk (what you say will be heard as the page); when done, press D

Dial

NOTE: The first “5” in this “55” command is the “System Feature Access Digit” programmed by your
installer using command B45 (Installation & Programming Manual). If this digit has been set to a digit
different from “5,” substitute the appropriate digit in this command. For example, if the System Feature
Access Digit is “6,” dial “65” to page. Your installer must also set command B40 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
individual, and have that person answer the call from the most convenient extension.

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 (this is set by the installer in the extension’s B14 Class-of-Service setting; typically, guest rooms
are not allowed to use Control Features but other extensions are). To answer the call at the extension, pick
up the extension’s handset and dial “56” plus the park slot number.

12 PhoneSuite™ Console User’s Manual rev. 050330