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User's Manual

3. Getting Started

Version 3.1.1

Huddle Room Solution

Getting Started

This section gets you started with the HRS. The HRS features a touch screen, providing an
intuitive, menu-driven user interface for configuring the device and viewing call information.

This section shows how to use the HRS touch screen but before using it, you must sign in.

3.1

Getting Acquainted with the HRS Touch Screen

This section gets you acquainted with the HRS touch screen.

The figure below shows the touch screen in idle state.

Figure 3-1: HRS Touch Screen in Idle State

Use the table below as reference to the idle screen above.

Table 3-1: HRS Touch Screen in Idle State

Reference

Description

Top [left to

right]

Presence status: Available, Busy or Away. See

Table 6-1

for more information.

User name and AC-HRS device number, configured by your enterprise's network
administrator.

Middle

Day, Date and Month, automatically retrieved from the Network Time Protocol (NTP)
server, enabled by your enterprise's I network administrator.

Time, automatically retrieved from the Network Time Protocol (NTP) server, enabled by
your enterprise's network administrator.

Bottom

[Left]

Meet Now

softkey. See

Table 3-2

for softkey descriptions. To activate, touch the

softkey.

[Right]

Calendar

softkey. See

Table 3-2

for softkey descriptions. To activate, touch the

softkey.

Summary of Contents for AC-HRS

Page 1: ...User s Manual IP Phones and Room Solutions Huddle Room Solution Version 3 1 1...

Page 2: ......

Page 3: ...uage 25 5 2 Selecting Ring Tone 26 5 3 Displaying Contacts Pictures 27 5 4 Enabling Call Waiting 28 5 5 Managing Simultaneous Incoming Calls 28 5 5 1 Configuring Busy on Busy 29 5 6 Making Sure the NT...

Page 4: ...ough a Call is Coming in 57 6 11 Troubleshooting 57 7 Performing Basic Operations 59 7 1 Using Audio Devices 59 7 2 Checking Voice Quality 59 7 3 Making Calls 60 7 3 1 Dialing 61 7 3 2 Redialing 62 7...

Page 5: ...Conference 81 8 9 Muting Calls 86 8 10 Viewing and Playing Voicemail Messages 87 8 10 1 Sending an Incoming Call Directly to Voicemail 88 8 10 2 Calling a Contact s Voicemail Directly 88 8 10 3 Sendin...

Page 6: ...re 3 6 Reverting to Letters e g abc 22 Figure 5 1 Adjusting Volume Locally on the UC HRS 457 SPK 39 Figure 5 2 Adjusting Volume Locally on the UC HRS 458 SPK 39 Figure 7 1 Answering a Call from the 45...

Page 7: ...stered trademarks of AudioCodes Limited All other products or trademarks are property of their respective owners Product specifications are subject to change without notice WEEE EU Directive Pursuant...

Page 8: ...Name 400HD Series IP Phones for Microsoft Skype for Business Release Notes 400HD Series IP Phones for Microsoft Skype for Business Administrator s Manual Huddle Room Solution 457 458 Quick Setup Guid...

Page 9: ...device phone and one HRS speaker UC HRS 457 SPK or UC HRS 458 SPK Designed for Small size huddle rooms and small group meeting spaces seating up to six participants with a distance of 2m 6ft from each...

Page 10: ...icipants Mute a single participant Unmute a participant Change a participant s privileges Attendee can add participants Host can do everything Lock a conference View conference info Join a meeting thr...

Page 11: ...When unpacking make sure the following items are present and undamaged AC HRS Device Stand Handset Cord Cat 5e Ethernet Cable AC Power Adapter Optional Speaker and integral USB cable 457 458 If anyth...

Page 12: ...escribed in Table 2 1 Figure 2 1 Front View Table 2 1 Font View Description Item Label Name Description 1 Ring LED Indicates AC HRS device status Green Idle state Flashing blue Incoming call ringing R...

Page 13: ...Favorites screen 6 MENU Accesses menus Call Log Calendar Settings Device Status Administration Favorites 7 REDIAL Accesses a list of recently dialed numbers one can be selected to redial 8 Lock Allows...

Page 14: ...dset jack i e port RJ 9 to connect the handset RJ 45 port to connect to the Ethernet LAN cable for the LAN connection uplink 10 100 1000 Mbps If you re using Power over Ethernet PoE power to the AC HR...

Page 15: ...er is powered via the USB cable Figure 2 4 UC HRS 457 Speaker in a PoE Environment Power is supplied to the AC HRS device via the Ethernet cable Power is supplied to the speaker via the USB cable The...

Page 16: ...1 Off hook the handset if on hook and place the AC HRS device upside down i e base up on the conference desk 2 On the AC HRS device s stand identify outer notches 3 On the AC HRS device s base identif...

Page 17: ...Use the table below as reference to the idle screen above Table 3 1 HRS Touch Screen in Idle State Reference Description Top left to right Presence status Available Busy or Away See Table 6 1 for mor...

Page 18: ...Call Menu Conference Displayed 1 after a number is dialed and the call is answered on the other side and 2 after you answer a call Touching the softkey opens the ADD PARTICIPANT screen BXfer Displaye...

Page 19: ...ions Menu Description Call Log Accesses logged calls All Calls Missed Calls Received Calls and Dialed Calls Favorites Accesses the Favorites directory Settings Used to customize AC HRS device settings...

Page 20: ...is password protected See the Administrator s Manual for details To navigate to a menu item Press the navigation control button s upper lower left or right rim or press the item s number e g open the...

Page 21: ...select abc lower case letters ABC upper case letters Abc first letter upper case the rest lower case 123 numerical mode i e numbers 3 Select abc for example and then on the keypad press 2 for example...

Page 22: ...ble quotation marks Exclamation mark Single quotation mark Question mark Greater than Plus Less than Hyphen Comma _ Underscore Forward slash Approximates Note that the asterisk symbol is entered direc...

Page 23: ...fter an AC HRS device locks Incoming calls are allowed but outgoing calls need the lock code Without the lock code users cannot access the Call Log Calendar and Corporate Directory When signing in for...

Page 24: ...ouch the Settings item and scroll to select Device Security 2 In the Device Security screen select Locking the Device and then select Enabled To disable the feature You can disable the lock feature In...

Page 25: ...evice for enhanced usability 5 1 Changing the Screen Language The touch screen supports multiple languages English is the default but you can change it to another To change the default 1 Open the Lang...

Page 26: ...tones to indicate incoming calls To select a ring tone 1 Open the Ring Tone screen MENU hard key Settings Ring Tone 2 Navigate to and select a ring tone A sample of each ring tone is played as you na...

Page 27: ...are displayed with Favorites incoming calls outgoing calls conference calls visual voice mail and call logs The figure below shows contacts pictures displayed for Favorites The figure below shows cont...

Page 28: ...ct Disable disables call waiting OR Enable enables call waiting OR Busy on Busy see Section 5 5 1 below 3 Touch the Select softkey to apply your settings 4 Touch the Save softkey to save your settings...

Page 29: ...ght corner of the device flashes blue 5 5 1 Configuring Busy on Busy If you re already in an active call on either the AC HRS device or Skype for Business client and a call comes in the Busy on Busy f...

Page 30: ...trator can change it It must be set to Enabled for date and time to be automatically retrieved from the NTP server To make sure the NTP server is enabled 1 Open the Date and Time screen MENU hard key...

Page 31: ...1 1 31 Huddle Room Solution To configure the time format Navigate to and select the Time format option and then select the format of your choice To configure the date format Navigate to and select the...

Page 32: ...ures the brightness of the screen when it s in active mode which is for example after a calendar reminder pops up in your screen or when a call comes in or after you press a key on the dialpad etc Low...

Page 33: ...ve Mode feature three Microsoft parameters apply 1 Enable Disable 2 Timeout during work hours and 3 Timeout when out of the office The third determines how much time in dimmer mode must pass before th...

Page 34: ...immediately identify the caller s location The network administrator configures geographical location for each subnet see the Administrator s Manual After you sign in your geographical location is do...

Page 35: ...9 Uploading Logs to Microsoft Server You can upload logs from the AC HRS device to Microsoft s Skype for Business server for troubleshooting support purposes To upload logs 1 In the Settings screen s...

Page 36: ...ce provider s domain name FQDN Note In hosted environments it s common practice that this hosted domain name is different to the enterprise s domain name Refer also to 400HD Series IP Phones for Skype...

Page 37: ...s displayed on the screen 2 Press the VOL or VOL key on the keypad to adjust the volume After adjusting the Ringer Volume level disappears from the screen 5 11 2 Adjusting Tones Volume Tone volume can...

Page 38: ...key the Handset Volume bar is displayed on the screen 3 Press the VOL or VOL key on the keyboard After adjusting the Handset Volume bar disappears from the screen 5 11 4 Adjusting HRS Speaker Volume T...

Page 39: ...u can adjust volume locally on the speaker Here s how to adjust the volume on the UC HRS 457 SPK Use the figure as reference Figure 5 1 Adjusting Volume Locally on the UC HRS 457 SPK Here s how to adj...

Page 40: ...from a contact listed in the directory the touch screen displays the name listed The Personal Directory and Corporate Directory display the presence status of contacts if your network administrator s...

Page 41: ...ncoming call from a contact listed in the directory the touch screen displays the name listed To add a contact to the Personal Directory 1 Open the Personal Directory CONTACTS hard key Groups softkey...

Page 42: ...ersonal Directory To edit contact information 1 Access the Personal Directory CONTACTS hard key Groups softkey Personal Directory 2 Navigate to the name of the contact to edit 3 Touch the Details soft...

Page 43: ...ACTS hard key Groups softkey Personal Directory 2 Navigate to the contact to delete 3 Touch the Details softkey the contact details are shown 4 Touch the Delete softkey a Delete current contact warnin...

Page 44: ...tory after a call with them is logged Note A maximum of 1 000 people can be added to the Favorites directory To add a person to your Favorites directory 1 Open the Call Log MENU key Call Log 2 Select...

Page 45: ...e Contact details screen s Favorite softkey shown below 5 13 6 Removing a Person from Favorites You can remove a person from the Favorites directory To remove a person from the Favorites directory 1 O...

Page 46: ...the T9 feature is available See the next section for details To search for a contact 1 Access the AC HRS device directory 2 Search for a contact Scroll down to the contact in the list OR Key the firs...

Page 47: ...example appears many times in the directory users can enter alex space and then the first letter of the family name To access a contact in the Corporate Directory using T9 1 Open the Corporate Direct...

Page 48: ...1 1 Open the Corporate Directory press the CONTACTS hard key and select Corporate Directory 2 In the directory touch the Input softkey 3 If you re searching for Alex for example on the dialpad press...

Page 49: ...trator if it isn t already the default is enabled For more information see the Administrator s Manual You need to sign in to the AC HRS device with Username and Password If you signed in with PIN code...

Page 50: ...tion see the Administrator s Manual Table 5 2 Meeting Status Applies to Non Microsoft Theme Screen Icon Description Meeting will be starting Meeting has started You can Snooze a Reminder or Dismiss it...

Page 51: ...has already started press the MENU hard key on the AC HRS device and touch the Calendar option In the list of meetings that opens navigate to the meeting whose attendees presence statuses you want to...

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Page 53: ...onference Adding Participants You can initiate a conference and add participants to a meeting To initiate a conference and add participants 1 In the idle screen touch the Meet Now softkey you re promp...

Page 54: ...r touch Call Menu and then select Mute All OR To mute a single participant In the Conference screen touch their unmuted icon it changes to muted Note If another participant mutes you you ll view in yo...

Page 55: ...their muted icon it changes to unmuted 6 4 Changing a Participant s Privileges Note Attendee can only add participants Host can do everything To change a participant s privileges In the Conference sc...

Page 56: ...y s presence status when making an outgoing call In the screen below for example you can see that the presence status of the called party Donald is Busy Table 6 1 Presence Statuses Icon Presence Statu...

Page 57: ...ds messages that allow the network administrator to deploy monitor and manage the HRS efficiently When the speaker for example is disconnected An alarm is sent to the IP Phone Manager Pro informing th...

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Page 59: ...u can easily change audio device during a call To change from speaker to handset Activate speaker and pick up the handset the speaker is automatically disabled To change from handset to speaker Off ho...

Page 60: ...n displays and the called party s name if it s listed in the AC HRS device directory the called party s presence status in the screen below it s Away Be Right Back the number on which the called party...

Page 61: ...ch the Clear softkey To cancel the call touch the Cancel softkey 2 Do any of the following Don t do anything dialling is automatically performed after a few seconds Touch the Dial softkey dialing is p...

Page 62: ...RL 7 3 2 Redialing You can redial a number you previously dialed To redial 1 Press the REDIAL hard key on the AC HRS device the Dialed Calls screen is displayed listing in chronological order recently...

Page 63: ...n 7 3 3 Dialing a Missed Call The AC HRS device logs all missed calls To dial a missed call 1 Open the Call Log MENU hard key Call Log and select Missed Calls 2 Navigate to the missed call to dial if...

Page 64: ...key OR touch the Accept softkey the speaker is automatically activated When you answer the touch screen displays the icon and the caller s details and call duration Note HD in the touch screen indica...

Page 65: ...ou can answer a call from the speaker 7 5 1 Answering a Call from the 457 Speaker UC HRS 457 SPK Use the figure below as reference Figure 7 1 Answering a Call from the 457 Speaker 7 5 2 Answering a Ca...

Page 66: ...tkey will be displayed instead of the Reject softkey if your network administrator configured voicemail You can press it to send an incoming call directly to voicemail See below To send an incoming ca...

Page 67: ...ng but no answer To silence the ringing of an incoming call Touch the Silent softkey Answer a silenced call by pressing the Accept softkey or picking up the handset 7 8 Ending an Established Call You...

Page 68: ...end a call from the speaker 7 9 1 Ending a Call from the 457 Speaker UC HRS 457 SPK Use the figure below as reference Figure 7 3 Ending a Call from the 457 Speaker 7 9 2 Ending a Call from the 458 Sp...

Page 69: ...ure has been disabled the network administrator must re enable for synchronization to function See the Administrator s Manual for more information To view missed calls 1 Open the Call Log MENU hard ke...

Page 70: ...aved on a daily basis In the case of a power outage some of the received information may be lost If you view missed calls by pressing the Missed softkey the missed calls notification no longer appears...

Page 71: ...the HotDesk feature Press the MENU hard key on the phone and then click the HotDesk softkey Note If the phone is locked a popup prompt is displayed after the HotDesk softkey is selected prompting you...

Page 72: ...ctive call To answer a waiting call a A call with Donald is in progress b A call comes in from Hilary To answer Hilary 1 Touch the Accept softkey the waiting call from Hilary is answered the previous...

Page 73: ...User s Manual 8 Performing Advanced Operations Version 3 1 1 73 Huddle Room Solution Note To enable disable the call waiting feature see Section 5 3 on page 27...

Page 74: ...tched to the speaker For the call to be disconnected as it was in earlier versions refer to your network administrator 8 4 Handling Multiple Incoming Calls The AC HRS device is capable of handling up...

Page 75: ...User s Manual 8 Performing Advanced Operations Version 3 1 1 75 Huddle Room Solution just touch the caller s name in the screen...

Page 76: ...change the key s functionality to consultative transfer See the Administrator s Manual for more information 8 5 1 Performing a Blind Transfer You can transfer a call to a destination party without co...

Page 77: ...ative transfer 1 In a call with Steve he asks you Alan to transfer him to Hilary Touch Call Menu 2 Scroll down in the Call Menu to select Consultation transfer 3 In the TRANSFER TO field enter Hilary...

Page 78: ...e feature to be available your enterprise network administrator must enable it on the AC HRS device See the Administrator s Manual for details To perform a semi consultative transfer 1 Donald asks you...

Page 79: ...fect similar to adding a participant to a conference It can be performed via the AC HRS device s menu softkey or via the Skype for Business client if the user is paired To merge calls 1 While in a cal...

Page 80: ...all touch the Call Menu softkey and then navigate to and select the Transfer to Parking Lot option The screen notifies you of the number to dial on another AC HRS device to retrieve the call 2 On anot...

Page 81: ...rence The feature is integrated with Microsoft Exchange so in an email invitation to join a Skype for Business meeting you can touch a Join link To initiate a conference 1 In the AC HRS device s idle...

Page 82: ...ions 5 13 and 5 14 for more information After finding them touch the Dial softkey Touch the Call Log softkey and navigate to and select a log from within which you can add a participant After navigati...

Page 83: ...Conference screen To disconnect a conference participant In the Conference screen touch the participant to disconnect e g Hilary in the figure above or navigate to them by pressing the left or right r...

Page 84: ...ers rather than for example to PSTN mobile calls 1 In the Conference screen touch the participant whose privileges you want to change e g Hilary and then touch the Call Menu softkey 2 In the Call Menu...

Page 85: ...and in the Call Menu screen that opens navigate to and select the Conference Info option To mute a remote participant In the Conference screen touch the participant to mute touch the Call Menu softkey...

Page 86: ...s you you ll view on the screen the message A presenter wants you to unmute yourself Press the illuminated red mute key on the AC HRS device to unmute yourself 8 9 Muting Calls You can mute the microp...

Page 87: ...ction Your network administrator must enable private voicemail for you You must sign in to the AC HRS device with your username and password If you signed in with your PIN code voicemail will be unava...

Page 88: ...ing ringing The feature can be used if you need to for example Communicate a message now because later you won t be able to but the contact s presence status now indicates they re busy Be efficient wi...

Page 89: ...ate to and select the Transfer to my Voice mail option 8 10 4 Sending an Existing Call with Contact X to the Voicemail of Contact Y You can transfer an existing call with contact X to the voicemail of...

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Page 91: ...t on the rear of the AC HRS device Make sure the other end of the LAN cable is connected to the network switch If it s not inform your network administrator AC HRS device is not ringing Volume is set...

Page 92: ...udiocodes com 2018 AudioCodes Ltd All rights reserved AudioCodes AC HD VoIP HD VoIP Sounds Better IPmedia Mediant MediaPack What s Inside Matters OSN SmartTAP User Management Pack VMAS VoIPerfect VoIP...

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