ericsson BusinessPhone Communication Platform User Guide
Hotel – Receptionist and Service Staff
BusinessPhone Communication Platform
User Guide
?
EN/LZTBS 160 385 R1A
© Ericsson Enterprise AB 2003
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BusinessPhone – Hotel |
Table of Contents
Table of Contents |
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Welcome .......................................................... |
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Description ....................................................... |
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Reception/General ......................................... |
14 |
Reception/Answer and Make Calls ................. |
18 |
Reception/Room Status ................................. |
20 |
Reception/Check-In ....................................... |
22 |
Reception/Check-Out .................................... |
27 |
Reception/Alarm ............................................ |
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Reception/Wake-up Calls ............................... |
31 |
Reception/Blocking of Room-to-Room Calls |
.. 34 |
Reception/Call Charging Status ...................... |
35 |
Reception/Messages ..................................... |
36 |
Service Telephones ........................................ |
46 |
Cleaning ......................................................... |
48 |
Settings .......................................................... |
51 |
Installation - Reception Telephone .................. |
54 |
Glossary ......................................................... |
65 |
Index .............................................................. |
67 |
Quick Reference Guide - Receptionist ............ |
71 |
BusinessPhone – Hotel |
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Welcome
Welcome
Welcome to the User Guide for BusinessPhone Hotel in the BusinessPhone Communication Platform from Ericsson. The BusinessPhone Communication Platform consists of BusinessPhone 50, BusinessPhone 128i and BusinessPhone 250.
Your phone is equipped with programmable keys for single-key access to frequently used functions and numbers. The features described in this User Guide are related to version 5.1 or higher of the BusinessPhone Communication Platform. Some might not work in earlier versions of the system and/or might be protected by a hardware dongle that has to be bought separately.
Note: This system telephone can only be used for an Ericsson private branch exchange that supports this type of telephone.
Function descriptions that do not include speaking in the handset, are described as off-hook, if nothing else is stated. Instead of pressing the Clear key, you can always replace the handset. You may find more information on further services of your telephone in the User Guides for the Executive telephone or Operator’s console.
The latest version of this User Guide can also be downloaded from: http://www.ericsson.com/enterprise/
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BusinessPhone – Hotel |
Welcome
Copyright
All rights reserved. No parts of this publication may be reproduced, stored in retrieval systems, or transmitted in any form or by any means, electronic, mechanical, photocopying, recording or otherwise, without prior written permission of the publisher except in accordance with the following terms.
If this publication is made available on Ericsson media, Ericsson gives its consent to downloading and printing copies of the content provided in this file only for private use and not for redistribution. No parts of this publication may be subject to alteration, modification or commercial use. Ericsson will not be liable for any damages arising from use of an illegal modified or altered publication.
Warranty
ERICSSON MAKES NO WARRANTY OF ANY KIND WITH REGARD TO THIS MATERIAL, INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. Ericsson shall not be liable for errors contained herein nor for incidental or consequential damages in connection with the furnishing, performance or use of this material.
Declaration of Conformity
Hereby, Ericsson Enterprise AB, S-131 89 Stockholm, declares that this telephone is in conformity with the essential requirements and other relevant provisions of the R&TTE directive 1999/5/EC.
Details to be found at: http://www.ericsson.com/sdoc
BusinessPhone – Hotel |
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Description
Description
Reception telephone
Dialog 4223 Professional
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Note: Some functions are not used for the hotel |
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environment. This section describes the way the telephone |
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is programmed as default. For more information, see the |
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User Guide for the Dialog 4223 Professional telephone. |
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BusinessPhone – Hotel |
Description
1Display
3x40 characters.
2Menu Function keys
The functions depend on the traffic state and will be shown on the last line of the display. When you are requested to (see display), press the required key to access the function.
32nd
Key for access to secondary key functions (these functions are stated on the second line of the corresponding key).
4Message / Info
a.To send and receive messages. See section “Reception/ Messages” on page 36.
b.To enter information.
5Dual-Function programmable keys
Storing numbers, program functions.
6Transfer / Diversion
a.Transfer an ongoing call.
b.Activate/Deactivate diversion.
7Inquiry / Conference
a.To make an inquiry to an internal or external party.
b.To establish a telephone conference.
8Line 2 / Read &
a.Line key 2 for in and outgoing calls.
b.Read information.
9Line 1 / Save/Redial
a.Line key 1 for in and outgoing calls.
b.Save or redial an external number.
10Mute
To switch the microphone on or off.
11Loudspeaker on/off
To switch the loudspeaker on or off.
12Headset
13Volume control
To adjust the volume. Also space/backspace in writing mode.
14Clear
To disconnect calls or to clear the display in programming.
BusinessPhone – Hotel |
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Description
15Microphone
16Optional key panel
17 Dual-Function programmable keys per key panel. Four panels can be connected.
Note: Use only optional key panels of type DBY 419 01.
17Loudspeaker
18Handset with hearing aid function
Please note: The handset may attract and retain small metal objects in the earcap region.
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BusinessPhone – Hotel |
Description
Reception telephone |
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Dialog 3213 Executive Telephone |
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Note: Some functions are not used for the hotel environment. This section describes the way the telephone is programmed as default. For more information, see the User Guide for the Dialog 3213 Executive telephone.
BusinessPhone – Hotel |
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Description
1Display
3x40 characters.
2Menu Function keys
The functions depend on the traffic state and will be shown on the last line of the display. When you are requested to (see display), press the required key to access the function.
32nd
Key for access to secondary key functions (these functions are stated on the second line of the corresponding key).
4Message / Info
a.To send and receive messages. See section “Reception/ Messages” on page 36.
b.To enter information.
5Dual-Function programmable keys (A-N)
Storing numbers, program functions.
6Dual-Function programmable key (C) / Headset key
a.Storing numbers and program functions.
b.The Headset function is only available with option unit
(DBY 410 02) installed. The Headset key is programmed by the system administrator.
7Transfer / Diversion
a.Transfer an ongoing call.
b.Activate/Deactivate diversion.
8Inquiry / Conference
a.To make an inquiry to an internal or external party.
b.To establish a telephone conference.
9Line 2 / Read &
a.Line key 2 for in and outgoing calls.
b.Read information.
10Line 1 / Save/Redial
a.Line key 1 for in and outgoing calls.
b.Save or redial an external number.
11Volume control
To adjust the volume. Also space/backspace in writing mode.
12Mute
To switch the microphone on or off.
13Loudspeaker on/off
To switch the loudspeaker on or off.
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BusinessPhone – Hotel |
Description
14Clear
To disconnect calls or to clear the display in programming.
15Microphone
16Optional key panel (A-Q)
17 Dual-Function programmable keys per key panel. Four panels can be connected.
Note: If one or two key panels are used, the optional key panel DBY 409 01 may be used. However, if three or four key panels are used, all optional key panels must be of type DBY 409 02.
17Loudspeaker
18Handset with hearing aid function
Please note: The handset may attract and retain small metal objects in the earcap region.
BusinessPhone – Hotel |
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Description
Phone keys Dialog 4223 / Dialog 3213
This table gives you an overview of the different key design of the Dialog 4223 Professional and the Dialog 3213 Executive. In this user guide you will only find illustrations of the Dialog 4223 keys.
If you are using the Dialog 3213 Executive, please refer to the table below to find out the appropriate key combination.
Key |
Dialog 4223 |
Dialog 3213 |
Clear |
í |
X |
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Headset |
Í |
Headset h |
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Loudspeaker |
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Mute |
É |
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Programmable |
Ô |
g |
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Function key |
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Volume |
ì V |
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BusinessPhone – Hotel |
Description
Ô
ÕÔ ÖÔ ÖÔ ÕÔ
Lamp indications
The key lamps on your telephone indicate with different signals the traffic state of the ongoing call or function.
Extinguished lamp |
The function is not active. |
Steady light |
The function is active. |
Slowly flashing lamp |
The line (or function) is put on hold. |
Rapidly flashing lamp |
An incoming call or message waiting. |
Light with short breaks |
Ongoing call. |
BusinessPhone – Hotel |
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Reception/General
Reception/General
The reception is a hotel’s organisation centre. This section informs you on how you may use your Reception Dialog 4223 Professional / Dialog 3213 Executive for special hotel features.
Note: The use of the Dialog 4224 Operator / Dialog 3214 as a reception telephone is not described separately since the procedures are equivalent.
Hotel accounting system
The BusinessPhone Communication Platform may work together with a hotel accounting system. The following tips are very important if you have a hotel accounting system at your disposal.
It is recommended to use the hotel accounting system for the following reasons:
•Using keyboard and screen makes operation easier.
•The data have to be exchanged between the two systems – BusinessPhone and hotel accounting system – so both systems are to work with the same information. Operating the functions by means of the hotel accounting system guarantees that both systems have the same information status.
Operation by means of the hotel accounting system shall be made especially for the following functions (if these functions are supported by the hotel accounting system):
•Check-in
•Check-out
•Display call charging status
•Input or change of guest data
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BusinessPhone – Hotel |
Reception/General
Check-in/out Ô
Wake up Ô
Block In-house Ô
Enter Ô
Alarm ÔÖ
Ô
2nd Ô Read & í
Common procedures
This section describes common procedures for the reception.
Function keys
Your system administrator may program the most commonly used functions on the Dual-Function keys available on the telephone and the key panel. When you want to use the function, just press the key.
Press to check-in/out (pre-programmed).
This key initiates the following functions:
•Display and update room status
•Check-in
•Display and change guest data
•Check-out
•Display call charging status
Press for a Wake-up call (pre-programmed).
This key serves for:
•Input of Wake-up time
•Change of Wake-up time
•Cancelling of Wake-up call
Press to block room-to-room calls (pre-programmed).
This function blocks calls between guest rooms.
Press to confirm the input (pre-programmed).
This key has the same function as the # key. Use the # key if the enter key is not programmed on your telephone.
Press to read an alarm indication (pre-programmed).
This key indicates directory numbers for which an alarm occurred.
Press to access a secondary function.
Press and hold to read information.
Press to finish an ongoing procedure.
BusinessPhone – Hotel |
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Reception/General
Display and Menu keys
The display on your telephone guides you by means of questions and indications.
12 May 10:35 +15° GUEST ROOM NUMBER?
clear
The bottom line of the display shows the functions according to the respective operational status.
12 May 10:35 +15°
214
îSelect an option by pressing one of the four Menu keys below the display. barredvacant cleaned return
Among other things, the Menu keys offer the following possibilities during operation:
back Abandon with change (see display).
Saves all data you have confirmed with Enter (or #) and abandons the procedure.
clear Abandon without change (see display).
You abandon the procedure without saving the entered data.
return Return to previous input (see display).
Brings you back to the previous step without saving the previous input.
next Next guest room (see display).
You may continue with the input for another guest room.
change Correct (see display).
Press this key if you want to modify the data.
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BusinessPhone – Hotel |
Reception/General
Write text
Use the keypad to write text, e.g. when you are sending a Text message or entering guest data. You have selected text mode.
Select characters by pressing digits repeatedly.
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Note: Key 1is reserved for national characters. |
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ì Press the Volume Up key to enter the character.
Moves cursor to next position. Use also for space.
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In case of a typing error, press the Volume Down key to delete |
ì the latest entered digit. |
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# |
Press to confirm the input. |
If you have the Enter key programmed on your telephone, you may |
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press Enter instead of #. For the action described both keys have the same function.
BusinessPhone – Hotel |
17 |
Reception/Answer and Make Calls
u
Line 1 ÔÖ
Â
í
Reception/Answer and Make Calls
Answer calls
A ringing signal and a flashing lamp indicate an incoming call. The display shows the number and the name of the caller.
Lift the handset.
Handsfree
Press without lifting handset.
Or:
Press without lifting handset.
You are connected to the caller via the loudspeaker and microphone.
Press to terminate a handsfree call.
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BusinessPhone – Hotel |
Reception/Answer and Make Calls
u z
0z dor í
Make calls
How to make internal and external calls.
Lift the handset and dial either:
An extension number to make an internal call. Or:
The digit(s) for external call access and the external number.
Note: Which digit to press for external call access, depends on the configuration of the system.
To end the call.
Handsfree
Without lifting the handset, just press a Line key, or the Loudspeaker. The call is in handsfree mode, via the loudspeaker and microphone.
BusinessPhone – Hotel |
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Reception/Room Status
Reception/Room Status
Informs you about the status of the rooms. The display gives an answer to the following questions:
•Is the room occupied or vacant?
•Is the guest telephone open or barred?
•What is the room’s status (uncleaned, cleaned, checked, unavailable)?
Note: The room status is entered on the guest telephone after cleaning and check of the room. During night the room status is changed to uncleaned (programmable).
Room status indication
The indication of the room status contains the following information:
Check-in/out |
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Guest telephone |
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Room |
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vacant |
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barred |
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uncleaned |
occupied |
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open |
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checked |
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unavail |
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cleaned |
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BusinessPhone – Hotel |
Reception/Room Status
Display and change room status
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Ô |
Proceed according to the following method to display the room |
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status. |
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Check-in/out |
Press (pre-programmed). |
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The display asks for the room number. |
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12 May 10:35 |
+15° |
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GUEST ROOM NUMBER? |
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z |
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Ô |
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clear |
Enter |
Dial the desired room number and press (pre-programmed). |
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The display indicates the room status (e.g. for room 214). |
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12 May 10:35 |
+15° |
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214 |
îPress the related Menu keys to change to the desired room status.
See section “Room status indication” on page 20.
Or: uncleaned returnvacant barred
return |
Press to leave the indication without change (see display). |
Enter Ô |
The room status is still activated. |
Press to confirm (pre-programmed). |
BusinessPhone – Hotel |
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Reception/Check-In
Reception/Check-In
For operation of this function the room has to be marked as vacant.
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Check-in guests |
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Note: If you have a hotel accounting system, initiate this |
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function from your hotel accounting system. |
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Check-in/out |
Press (pre-programmed). |
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The display asks for the room number. |
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Enter |
Ô |
Dial the desired room number and press (pre-programmed). |
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The display indicates the room status (e.g. for room 214). |
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12 May 10:35 |
+15° |
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214 |
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vacant |
barred |
cleaned |
return |
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The room has to be vacant if a new guest is to occupy it. Notice the indication above the first Menu key from the left.
vacant The room is vacant.
occupied The room is already occupied. Search for another room.
vacantÔ Press to change from vacant to occupied (see display).
Enter Press to confirm (pre-programmed).
The guest telephone is automatically opened for external calls.
Enter the guest data now or later.
See sections “Skip all following entries” on page 23 or “Enter guest data” on page 23.
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BusinessPhone – Hotel |
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