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Advisory Messages for Display Telephones

Advisory Messages for Display Telephones

The following default messages can appear on telephones equipped with displays.

Authorized users can change these messages and program seven more for system-wide use.
Keep a record of any changes and additions.

For instructions on setting these messages from the console, see page 50.

Message Number

Message

IN MEETING

OUT OF TOWN

ON VACATION

OUT ON A CALL

OUT TO LUNCH

GONE FOR THE DAY

GONE HOME

IN TOMORROW

Summary of Contents for 5540

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Page 2: ...hereby acknowledged NOTICE TO CANADIAN CUSTOMERS This Class A digital apparatus complies with Canadian ICES 003 NOTICE TO U S CUSTOMERS This equipment has been tested and found to comply with the limits for a Class A digital device pursuant to Part 15 of the FCC Rules These limits are designed to provide reasonable protection against harmful interference when the equipment is operated in a commerc...

Page 3: ...le Bell Ringer Off On 9 Switching to Night Day Service 9 Setting the Console Language 10 Attendant Console Lockout 10 Using a Cordless Headset with the Console 11 Connecting the Cordless Headset 11 Using the Cordless Headset for Operational Mode 12 Using the Cordless Headset for Training Mode 13 Guidelines for Cordless Headset Operation 14 Answering Calls Using a Cordless Headset 14 Making Calls U...

Page 4: ...ercepts to the Console 25 Transferring a Call to Voice mail 26 Paging from the Console 26 PA Paging 26 Extension Paging 27 Park and Paging 27 Placing Ringing or Paging Intercom Calls 28 Setting and Canceling Do Not Disturb on an Extension 28 Setting and Canceling Message Waiting on an Extension 29 Overriding Busy or Do Not Disturb 29 Redialing the Last Number 29 Setting up a Serial Call 30 Using T...

Page 5: ...on and Cordless Headsets 40 Setting System Date and Time 41 Canceling All Call Forwarding 42 Canceling All Callbacks 42 Changing DISA codes 42 Setting up System Abbreviated Dialing Numbers 43 Setting up Night Answer Points 43 Displaying the System Identification 44 Displaying the Console Identity 44 Accessing Applications 44 Chapter 4 Using Extension Functions Setting Canceling Call Forwarding 47 ...

Page 6: ... Listing Counting Rooms by Occupancy and Condition Status 60 Changing Room Occupancy and Condition Status 61 Setting Canceling Wake up Calls 61 Setting Room Call Restrictions 63 Blocking Room to Room Calls 63 Displaying Clearing a Message Register 64 Printing Reports 64 Chapter 7 Reference Telephone Directory 67 Abbreviated Dialing List 68 Class of Service Restriction 69 Console Display Abbreviati...

Page 7: ...rvice COS 72 DISA Direct Inward System Access 72 Hardware 72 Hunt Group 72 LDN Keys Listed Directory Number 73 PABX Private Automatic Branch Exchange 73 Recall 73 Software 73 Trunk 73 Tone Demonstration 74 Trunk Identification 75 Index ...

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Page 11: ...ons in the upper half of the display The following table explains the meaning of those abbreviations For explanations of the other abbreviations including those used in the lower half of the display see page 70 Conventions This guide uses the following conventions to differentiate between the two types of console keys Fixed keys appear in bold letters for example Answer or Hold Softkeys appear in ...

Page 12: ...d the correct time and date Also make sure the handset is plugged into the side of the console If any problems occur contact your communications department for assistance Console Components The illustration below shows the main parts of the console Training Jack Cable Connections Handset and Headset Jack LCD Display Volume and Contrast Controls ...

Page 13: ...w attendants Console Rear Ports The cabling required to connect the console to the telephone system is located at the rear of the console The cables should be connected by a qualified system installer and should not be adjusted by unauthorized personnel The Cordless Headset port is the last port on the right side For more information on cordless headset operation see Using a Cordless Headset with ...

Page 14: ...ing circumstances Backspace Press this key to correct mistakes when dialing extension or trunk numbers or when entering Function key information The other cursor control keys are used along with the key for applications such as Hotel Motel guest service and Customer Data Entry Fixed Keys The Fixed keys are arranged in two rows of seven keys You use them to perform basic operations such as answerin...

Page 15: ...mple if F8 is labeled Override pressing F8 lets you override a busy extension s conversation At another time the same key F8 could be labeled Night 1 Now pressing F8 places the console in Night 1 operation Use this key When you want to Function activate softkeys explained in the next section which are used for operations such as setting the console date and time and switching the console to Night ...

Page 16: ...cted to the console at the same time the receiver volume for each is not individually adjustable any volume adjustments you make affect both the handset and the headset To adjust the handset and headset receiver volume while a call is in progress and the console is not ringing or while the console is idle Press Volume repeatedly to increase the volume or Volume to decrease it WARNING Because conti...

Page 17: ... one or two night service modes called Night 1 and Night 2 The mode you should select depends on system programming Any attendant can switch the system into night or day service When the system is in night service the night status indicator Night 1 or Night 2 displays on all consoles To switch to night or day service 1 Press Function 2 Press NIGHT 1 NIGHT 2 or DAY as required You can change the Ni...

Page 18: ...t console This prevents system tampering via the console when you leave it unattended for example during breaks When the console is locked out it cannot be used to place outgoing trunk calls or to access console functions except 911 Call alarms You can still use the console to place internal calls and to answer incoming trunk calls You can also access Lockout alarms as well To lock out the console...

Page 19: ... the Cordless Headset The GN9350e is comprised of a base station and a cordless headset You can connect the GN9350e base station to the 5540 IP Console in one of two ways in training mode in operational mode Training mode allows a supervisor to hear the conversation via the handset or cordless headset for training purposes Audio can be heard over both Operational mode allows audio only on the cord...

Page 20: ... 5540 IP Console 2 Plug the console handset cord into the handset port of the cordless base station 3 Plug the base s telephone cord to the handset port of the 5540 IP Console 4 Connect the Cordless Headset cable between the AUX port of the cordless base station and the Wireless Port at the back of the 5540 IP Console ...

Page 21: ...he 5540 IP Console 2 Plug the console handset cord into the headset port of the 5540 IP Console 3 Plug the base station s telephone cord to the handset port of the 5540 IP Console 4 Connect the Cordless Headset cable between the AUX port of the cordless base station and the Wireless Port at the back of the 5540 IP Console ...

Page 22: ...ng the headset press the Talk button Silver portion on top 2 To end the call press the Talk button even if the call was terminated by the other end Making Calls Using a Cordless Headset 1 Press the Talk button Silver portion on the headset 2 Place the call from the Console and hear ringback 3 Press the Talk button to end the call even if the call was terminated by the other end For other details o...

Page 23: ...on IP PKMs Using a IP PKM48 with the Console Up to two IP PKM48 modules can be connected to the console The keys on the modules are programmed by your system administrator as a Mailbox or Busy Lamp Field BLF keys Each key has a lamp that indicates the status of the associated line or extension When line extension is the indicator is Idle Off Busy On Ringing Slow Flash On Hold Fast Flash ...

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Page 27: ...l 0 PRIORITY 0 Night Ans Ldn 1 Ldn 2 Ldn 9 or any pre programmed customer specific information for example your company may choose to display Line 1 instead of Ldn 1 The INTERNAL softkey indicates calls to a specific attendant made by dialing the console s internal directory number as opposed to dialing 0 The other prompts are explained in subsequent sections in this guide To answer calls Do one o...

Page 28: ...ment and then transfer the call to the requested destination To extend a call 1 Dial the destination number The caller is automatically placed on hold while you complete the transfer 2 When you hear ringing press Release to connect the caller to the destination and release the console from the call Misdialed Numbers If you do not want to complete dialing or if you misdial a number either Press to ...

Page 29: ...stination is free If you reach a busy extension or you are placing an outside call and all of the trunks are busy you can request an automatic Callback The system monitors the line and rings the console when the line becomes free When you answer a Callback at the console the top line of the display will show CALLBACK Callbacks on outside calls are used when all system trunks are busy not when the ...

Page 30: ...nique match is found the console transfers the call to the desired user If more than one user name starts with the letters entered the number of matches are listed and the system reads each match s name or number followed by the keypad number to enter to be transferred to that person Placing Calls To place a call 1 Dial the destination number using the dialpad keys The dialed number appears on the...

Page 31: ...Hold softkey that was used to place the call on hold Hold Recall If a call is left on hold longer than a specified time it returns to the console as a recall The lamp above the Hold key used to place the call on hold flashes and the console beeps once to indicate a recall at Hold 1 twice for Hold 2 three times for Hold 3 and four times for calls on hold at any of the softkey Hold slots To answer t...

Page 32: ...e the call speak with both parties at the same Once you establish the conference you can speak privately to either party by splitting the conference To conference a call 1 Start with a call involving one of the parties you want to include in the conference 2 Call the other party 3 Press the CONF key To split a conference call Press SOURCE to speak privately to the first party or DEST to speak priv...

Page 33: ... same destination again Press DEST to reconnect with the busy destination 4 If you pressed DEST do one of the following Press OVERRIDE to break into the busy extension Press SEND MSG to send a message waiting indication to the busy extension Press SOURCE to connect to the Source party Press CALLBACK to receive notification when the extension is free Press Release to camp the source on to the desti...

Page 34: ...rty s voice mailbox after receiving a recall from the unanswered transfer Press VOICE MAIL To transfer a caller directly to the destination party s voice mailbox 1 Press VOICE MAIL 2 Dial the required destination extension number To transfer a caller to the destination party s voice mailbox while on consultation hold Press VOICE MAIL Paging from the Console Three types of paging are available from...

Page 35: ...r paging telephones that are programmed as key system telephones You can use Extension Paging topage a specific extension Directed Page multiple extensions assigned to a group Group Page or all extensions All Set Page To page an extension 1 Press Set Page 2 Do one of the following To page a specific extension dial the extension number To page a group of extensions press GROUP PAGE and then press t...

Page 36: ...eiving an intercom call To place either paging or ringing intercom calls 1 Make a call 2 Press Set Page Setting and Canceling Do Not Disturb on an Extension Do Not Disturb DND prevents calls from ringing a user s extension You can set and cancel DND on a user s extension while you are on a call with the user To set or cancel DND on an extension 1 While connected to the extension press NO DISTB DND...

Page 37: ...ither a flashing lamp or distinctive ringing every 20 minutes indicates that a message is waiting Overriding Busy or Do Not Disturb The Override feature allows you to intrude into a busy extension or an extension with Do Not Disturb DND active To use Override 1 Press and hold OVERRIDE If you are overriding a busy extension both parties hear a long beep and then you enter the conversation You will ...

Page 38: ...se 7 When all calls are completed press SERIAL CALL and then Release Using Tone Signaling You may have noticed that when you dial a number at the console you do not hear any of the tones or pulses normally associated with telephones This is because the console communicates with the rest of the telephone system using a different type of signaling However there are times when telephone equipment eit...

Page 39: ...night bells or some other night answering point These calls can still be answered from the console even though they do not ring the console bell The night answer point is programmed at the system level If required you can change the night answering point for individual trunks from the console For more information see page 43 To answer a call when the console is in Night Service Press NIGHT BELL Us...

Page 40: ...call and the digits the paged party must dial to retrieve the call To park a call Press SYSTEM PARK To return to the caller if all park orbits are in use Press Cancel To retrieve a parked call Dial the Call Park Retrieve Feature Access Code and then dial the Park Orbit Number To re park the call Press PARK AGAIN The PARK AGAIN softkey is only available immediately after you answer the call Call Pa...

Page 41: ...user is away from the office To view the number of call logs in use in the system 1 Press Function 2 Press the ATT FUNCTION softkey 3 Press the CALL LOGS softkey To view and optionally delete an extension user s call logs 1 Press Function 2 Press the ATT FUNCTION softkey 3 Press the STATIONS softkey 4 Dial the extension number 5 Press the CALL LOGGING softkey 6 Optional Press the DELETE ALL softke...

Page 42: ...er calls to another attendant by dialing the console s directory number but not by dialing 0 zero Whether you are transferring calls to an extension or another attendant the procedure is the same see page 20 for instructions Centralized Attendant Service CAS CAS allows an attendant at one PABX to answer calls that arrive at another interconnected PABX Except for recalls CAS has no effect on the wa...

Page 43: ...ate a third party door opener When someone requires entry a designated extension or extensions rings and on answering the extension user can press a feature key or dial a feature access code to open the door To operate the door opener Dial the Open Door Feature Access code ...

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Page 47: ...example 3 Record all the alarm information Press MORE to display additional information or other alarms if any The Alarm indicator will continue to flash until all alarm messages have been displayed Contact your communications department 4 Press EXIT The system may be programmed to raise an alarm when an extension is left off hook without a call too long If so programmed the console will ring with...

Page 48: ... the extension from which the 911 call originated If additional 911 calls were made press MORE to view them To delete the 911 alarm press CLEAR 5 Contact the appropriate emergency services 6 Press EXIT If an attendant console is in Attendant Console Lockout state you can still access 911 alarm information but you cannot clear the alarms Emergency Call Notification and Cordless Headsets If you are ...

Page 49: ...time using four digits hh mm For example for 9 30 enter 0930 5 Press PM if applicable PM appears only if the system is set to 12 hour format and the hour entered is in the range 01 12 6 Press SET SET appears only if the time has been entered correctly You can use the key to make corrections 7 Press EXIT To set the date 1 Press Function 2 Press ATT FUNCTION 3 Press SET DATE 4 Enter the current date...

Page 50: ...ng All Callbacks You can cancel Callback messages on all extensions in the system To cancel Callbacks on all extensions 1 Press Function 2 Press ATT FUNCTION 3 Press MORE 4 Press CAN ALL CBK Changing DISA codes You can change the DISA Direct Inward System Access code that outside callers must dial to access system features To change the DISA access code 1 Press Function 2 Press ATT FUNCTION 3 Pres...

Page 51: ...ess CANCEL to change the existing number 8 Enter the new number Include the outside line access code e g 9 and an area code if applicable You can insert pauses in the numbers Enter 9 for each 1 second pause enter 1 for each 5 second pause Press to delete entry errors and then enter the correct number 9 Press SET 10 Repeat step 4 to 9 to program other numbers or press EXIT to end programming Settin...

Page 52: ...ystem Identification 1 Press Function 2 Press ATT FUNCTION 3 Press SYSTEM IDENT 4 Enter a new three digit number if required 5 Press SET to confirm the new number Displaying the Console Identity The console has an extension number which extension users can dial instead of 0 zero to call you You can display the console extension number along with the system software version To display the console e...

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Page 55: ... Press CALL FWD 6 Do one of the following Press INTERNAL to set or cancel call forwarding of internal calls Press EXTERNAL to set or cancel call forwarding of external calls 7 Do one of the following Press CANCEL to cancel the current call forwarding Dial a destination and then select the type of call forwarding Always No Answer etc To return to the main display without making changes press EXIT N...

Page 56: ...page 29 Setting Clearing Message Waiting You can notify extension users that a message is waiting for them at the console When the user returns and calls the console the display shows MSW to indicate that there is a message waiting for that extension Use this feature if you know that the person you are trying to contact is out of the office If you know that the person is in the office use the Call...

Page 57: ... 1 Press Function 2 Press ATT FUNCTION 3 Press STATIONS 4 Dial the extension number 5 Press READ MSG The absence of READ MSG on the display means that you are not authorized to read or clear messages other than those you have left The display shows the number of messages at that extension the extension number of the user that left the message and when the message was left 6 Do one of the following...

Page 58: ...the display You can either press OFF to clear the message or replace it with another one by pressing NEXT until the replacement message appears and then pressing ON to activate the message Taking an Extension Out of Service You can take an extension out of service busy it out if there is a problem with that extension or the system An out of service extension can neither make nor receive calls To b...

Page 59: ...hold transfers the call or ends the call you are disconnected and your monitoring session ends Note that the system can be programmed to allow monitoring to continue while the call is on hold While you are monitoring you can t make or receive calls Anyone who calls your telephone while you are monitoring receives busy tone The caller can leave a callback but is unable to camp on or override your m...

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Page 63: ... its Class of Service COS and Class of Restriction COR 6 Press EXIT Viewing Trunk Group Busy Status You can check the status of trunk groups to see which ones are busy A maximum of 20 groups can be displayed at one time either when the console is idle or during call handling To check the status of trunk groups 1 Press Trunk Group to view the first 20 trunk groups The display shows for example The ...

Page 64: ...DE to barge into the call Both parties will hear a long beep before you enter the conversation Trunks that are designated as dictation trunks M MM leads and in use cannot be accessed Taking a Trunk Out of Service If may be necessary to take a trunk out of service busy it out if there are problems with that trunk or the system You can busy out an idle trunk or one that is in use Afterwards you can ...

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Page 67: ...y shows for example This display shows that room 4321 is vacant and dirty the maid is in the room and only internal calls are allowed 4 Do any of the following Press CLR REG to clear the message register count See page 64 Press NO DISTB to set Do Not Disturb and block incoming calls Press SEND MSG to set or CLEAR MSG to clear the message waiting indicator on the room phone Press SET WAKE UP to set...

Page 68: ...hird floor To list all rooms by occupancy and condition status 1 Press Function 2 Press GUEST ROOM The display shows 3 Press the softkey that corresponds to the rooms you want to display for example to display all vacant and clean rooms press VAC CLEAN RM 4 Press MORE to display the next 10 rooms matching the specified states You can print a list of all vacant or occupied rooms For more informatio...

Page 69: ...and the guest can set change and cancel wake up calls for a guest room The system does not distinguish whether a wake up call is set changed or canceled from the attendant console or guest room telephone So for example a guest can cancel a wake up call that you set and vice versa You can set or cancel a wake up call while the console is idle or while connected to the guest room If a printer is att...

Page 70: ...en NOT connected to the guest room 1 Press Function 2 Press GUEST ROOM 3 Dial the room number 4 Follow steps 1 3 from the previous procedure To cancel a wake up call 1 Press Function 2 Press GUEST ROOM 3 Dial the room number 4 Press CLR WAKE UP 5 Press EXIT Note Some display sets can set their own timed reminder The above procedures will also clear or change a reminder already set by the user If t...

Page 71: ...nternal and local calls Press LONG DIST to allow internal local and long distance calls If the hotel motel is using a Property Management System 1 Press Function 2 Press GUEST ROOM 3 Dial the room number 4 Press RESTRICT O G The phone is restricted from making outgoing trunk calls To remove the restriction and allow outgoing calls repeat the procedure Blocking Room to Room Calls You can use the Bl...

Page 72: ... 3 Dial the room number not necessary if you are already connected to the room 4 Press CLR REG Printing Reports If a printer is connected to the same network as the console you can request printed reports audits of message registers room status and automatic wake ups Each audit has its own format and some are printedautomatically Forexample when awake up call is set changed or canceled the printer...

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Page 75: ...Telephone Directory 67 Telephone Directory Name Number POLICE FIRE HOSPITAL TROUBLE WITH EXTENSION OR CONSOLE ...

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Page 77: ...ave up to 50 of each although most companies use only a few To help you answer questions from users who may be having problems with the system you may want to record a brief description of the most common COSs and CORs For example COS 1 might mean Allows only local calls and COR 10 might be No long distance calls after 6 PM Your communications department can give you the required details COS COS N...

Page 78: ... Distance CAN Cancel LDN Listed Directory Number CBK Callback LOC Local CDE Customer Data Entry MSG Message CLR Clear MSW Message Waiting COR Class of Restriction OCC Occupied COS Class of Service RCL Recall C W Call Waiting REG Register DD MM YY Day month year RLS Release DISA Direct Inward System Access RM Room DISTB Disturb RS Room Status or Restricted Outgoing Calls DND Do Not Disturb SER Seri...

Page 79: ...thorized users can change these messages and program seven more for system wide use Keep a record of any changes and additions For instructions on setting these messages from the console see page 50 Message Number Message 01 IN MEETING 02 OUT OF TOWN 03 ON VACATION 04 OUT ON A CALL 05 OUT TO LUNCH 06 GONE FOR THE DAY 07 GONE HOME 08 IN TOMORROW 09 10 11 12 13 14 15 ...

Page 80: ...rammed the extensions and trunks are assigned to different Classes of Restriction A COR controls the outgoing call capabilities of the extension or trunk For example an extension can be assigned a COR that prevents it from making outside calls other than with the assistance of the operator Class of Service COS When your telephone system is programmed the extensions are assigned to different Classe...

Page 81: ...ng system for private use by a company Recall A call which returns to the console after being transferred to a busy or unanswered extension Software The routines programs and instructions required to run the system Trunk A trunk outside line is the external communications link between two switching systems This link can be between one or more telephone systems PABXs or the PABX and Central Office ...

Page 82: ...es in a conversation when someone overrides intrudes into a call 21 Interrupted Dial Tone Heard when you lift the handset at an extension that has Do Not Disturb or Call Forward Always activated 22 Not used 23 Waiting on Hold Tone Heard by a caller on hold and during camp on 24 Paging Tone Heard when you are connected to the loudspeaker paging equipment 25 Not used 26 Trunk Camp on Double Beep Ton...

Page 83: ...Trunk Identification 75 Trunk Identification Trunk Number Identity ...

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Page 85: ...ons 42 leaving at an extension 20 Camp on definition 72 Cancel key 7 canceling Advisory Messages 50 all Call Forwarding 42 all callbacks 42 Call Forwarding on individual extensions 47 Do Not Disturb on individual extensions 28 48 Message Waiting on individual extensions 29 48 CAS italic See Centralized Attendant Service CDE Customer Data Entry 44 Central Office definition 72 Centralized Attendant ...

Page 86: ... last number redial 29 LDN Listed Directory Number definition 73 local calls allowing restricting from guest rooms 63 lockout console 10 long distance calls allowing restricting from guest rooms 63 M making calls 22 Message Register displaying and clearing 64 printing 64 Message Waiting reading messages 49 setting and canceling on an extension 29 48 misdialed numbers correcting 20 multiple console...

Page 87: ...hanging 44 software version displaying 44 time and date setting 41 System Speed Calling numbers italic See Abbreviated Dialing numbers T time setting 41 tone demonstration 74 Tone Signaling enabling disabling tones 30 voice mail 34 transferring calls 20 34 Trunk Group key 7 trunks accessing individual 56 busy out 56 definition 73 flashing 31 viewing status of individual trunks 55 viewing status of...

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