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PCS 552 User Manual

Departments

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PCS 552 User Manual V3.2/0312/1

Departments

Departments are a feature of the maximiser system that allows calls to be routed efficiently to a group of
Users by dialling one number either internally or externally.

The following describes the usage of your PCS 552 when Departments are used on your maximiser system.

Working as a member of a Department

Due to your role in your company you may have been placed in a Group on the maximiser system. For
example, if you are part of a Sales team you may be placed in a Sales Group, or part of a Reception team
or part of a Support team you may have been placed in a Group. The purpose of creating Groups on your
system is to ensure the efficient handling of incoming calls. For example, you may wish to ensure all
incoming calls to Reception are shared among several colleagues to guarantee the calls are answered
quickly, or you may wish to ensure that support calls are shared equally among the Support team.

A Department determines the routing of a call to a Group and your System Administrator will inform you if
you will be receiving Department calls and how that Department is configured.

Receiving a Department call

When you receive a call for a Department, instead of your details being displayed, Call Status will display
the Department name. This allows you to determine, before answering the call, whether you are receiving
a personal or Department call and allows you to answer the call in the correct manner.

April Taylor
Reception
00:12
Reject

Leave Msg

Park 1

Park 2

01323654982
Reception
00:12
Reject

Leave Msg

Park 1

Park 2

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Содержание PCS 552

Страница 1: ...PCS 552 User Manual March 2012 ...

Страница 2: ...PCS 552 User Manual Document No 019 Version No V3 2 0312 1 Copyright SpliceCom Ltd SpliceCom Ltd The Hall Business Centre Berry Lane Chorleywood Herts WD3 5EX Tel 01923 287700 Website www splicecom com ...

Страница 3: ... your Calls History 18 Identifying the type of call 18 Viewing the details of a call 19 Missed Calls 20 Redial a number 21 Ring back a caller 21 Select an alternative number to dial 21 Delete a call 22 Contacts Directory 23 View the Directory 23 Make a call via the Directory 25 Transfer a call via the Directory 25 Alternative method to view the directory 26 Departments 28 Working as a member of a ...

Страница 4: ...aller on an Alternative number 47 Record a Greeting 48 Using an Assistant telephone number 49 Listen to a message while on a call 49 Leave a message for a colleague 50 Transfer a call to a colleague s voicemail 50 Record a call 51 Record a Memo 51 Voicemail for Departments 52 PCS 552 Administration 54 Hot Desking Log In 54 Remote PSTN 55 Phone Information 57 Partnering your PCS 552 with your PC or...

Страница 5: ...ion from page 54 these settings will be available to you and your calls will be routed to whichever phone you are logged on to Logging On In most implementations the PCS 552 will be your permanent desktop phone and such it will have been automatically allocated to you by your System Administrator therefore there will be no need for you to log in or log out However if you are a Hot Desk User in oth...

Страница 6: ...me when it is displayed Screen Saver Mode Your PCS 552 may be configured so that the context sensitive display will dim after your phone has been idle for a certain amount of time If this feature has been configured on your phone as soon as you use your PCS 552 again the display will return to full brightness Your PCS 552 may also be configured so that a screen saver blank screen will appear eithe...

Страница 7: ...utton will enable you to increase the headset or hands free or ringing volume on your PCS 552 Please refer to page 16 for further details The Speaker button will place your phone off hook and enable you to use hands free mode Please refer to the Changing the volume section from page 16 for further details The Recall button is used place a call on hold Please refer to the Place a call on hold secti...

Страница 8: ...es Speed Dials section from page 31 for further details Alternatively replace your handset If your phone is off hook because you have pressed the Speaker button or are using hands free when you press this key your home page will be displayed Feature Highlights Access to the System Database Your PCS 552 gives you access to a database of information stored on your maximiser system that provides dire...

Страница 9: ...ges Please note that feature is controlled by your system administrator please contact your system administrator for further details Viewing Notes during a call During the process of a call you can view notes related to that call or to the contact the call was made to or received from The note might have been added when the call was originally received by for example the receptionist before transf...

Страница 10: ... latest version of the world s first keyless IP Phone featuring a wide screen full colour LCD touch display to provide context sensitive displays information web based content The IP 530 is SpliceCom s entry level IP Phone designed to work with maximiser to address everyday business telephony needs The PCS 520 is a display phone with pre configured system access keys desktop paging and combined Do...

Страница 11: ...xt sensitive key beside Hang Up or replace your handset If you are required to enter further digits once the call has been made for example when presented with an auto attendant use the alpha numeric key pad to enter the digits Call Status April Taylor Marcus Loach 01 32 Pause Record Park 1 Park 2 Call Status will display the number you have dialled or the name of the person you have called if kno...

Страница 12: ... the caller s name if recognised by the system or the caller s number Second line who the call is for This will either be your name the name of the colleague who has diverted their calls to you or a Department name Third line the duration of the call April Taylor Marcus Loach 00 12 Reject Leave Msg Park 1 Park 2 01323654982 Marcus Loach 00 12 Reject Leave Msg Park 1 Park 2 This information enables...

Страница 13: ...al Ahead will check the status of your colleague s extension as follows The busy symbol will be displayed if the extension is busy otherwise your colleague s extension is free The DND symbol will be displayed if the extension has Do Not Disturb set and is permanently busy You can then choose whether to dial the number leave a voicemail message if configured enter another number or ring back anothe...

Страница 14: ...ll be displayed and the following additional option will be available 01789257342 Mark Eustace Browns Dial Hang up Choose Choose Press the context sensitive key beside Choose to display the list of numbers stored for this contact and dial this contact s mobile number for example For further information on the Contacts Directory please refer to page 23 Please note that if the Overlap Dial feature h...

Страница 15: ...you will be given the dial tone This facility is used when you wish to make a new call when transferring a call or creating a conference call for example 1 Press the Recall button 2 External callers will be played music on hold if configured Please refer to your System Administrator for further details 3 To retrieve the call press the Recall button Transfer a call Announced Transfer 1 Place the ca...

Страница 16: ...g Up 3 Once the ringing tone is heard replace your handset or press the Speaker button if using hands free You will no longer have control of the call Parking a call The Park facility allows you to put a call on hold in a system area so that the call can be picked up by another User on the system By default your User account will give you access to Park slots 1 2 3 and 4 If you park a call all use...

Страница 17: ...parked call 1 Press the Favourites button The four park slots will be displayed Park 1 Scott Brown Park 3 Park 4 Settings 2 The details of the caller will be displayed against the relevant Park slot 3 Press the context sensitive key beside the Park slot required Please note If you pick up a parked call while in the progress of another call this call will be automatically parked in the next availab...

Страница 18: ... call has been answered place the call on hold by pressing the Recall button 3 Make a call to the second number required internal or external Conference 4 Once the call has been answered press the context sensitive key beside Conference Conference 5 A tick will be displayed beside Conference and you are in a 3 way conference with your two calls Cancel a conference call You may wish to cancel the c...

Страница 19: ...et or passed to voicemail if enabled or cancelled Please refer to your System Administrator for further information on your Forward on Busy number Alternatively Answer 2 Press the context sensitive key beside Answer Your original call will be put on hold You can press the context sensitive key beside Switch to toggle between the two calls Call Status will display which calls you are connected to A...

Страница 20: ...e to handset lift the handset Please note If you press the Speaker button while using hands free you will end the call If your PCS 552 is configured so that your calls can only be handled hands free when using a headset in most cases this feature is not available For further information please refer to the Hands free Operation section from page 1 Changing the volume You can change the ringing volu...

Страница 21: ...have answered the call using the Speaker button Press the Volume Up or Down buttons as required The hands free volume will increase or decrease appropriately Handset volume If you have answered the call using the handset Press the Volume Up or Down buttons as required The volume of your handset will increase or decrease appropriately ...

Страница 22: ...voicemail will be displayed Entries are listed in date and time order with the newest at the top There is no limit to the number of completed calls and voicemails that can be listed However only the last 10 missed calls are recorded Greeting Memo Use the Page Down and Page Up buttons to display the entry required Press the Page Up button to go to the bottom of the list Press the Messages button to...

Страница 23: ...ack Time and date of the call Name of the caller if the incoming number is recognised by the system The number received with the call if presented Your User name or the name of the colleague who has diverted their calls to you or the name of the Department called Incoming internal call 14 41 23 1 20 Adrian Jones 2053 Marcus Loach Delete Choose Dial Back Time and date of the call Name of the caller...

Страница 24: ...o remove the selected record You will be asked if you are sure you want to delete the message Select the context sensitive key beside Yes or No Choose If the call is from or to an internal extension number or an external number stored in the central Contacts database this option will enable you to ring back the caller on an alternative number such as their mobile number Dial Press the context sens...

Страница 25: ... done by selecting the call from your Calls History 1 Press the Messages button or 2 From the Calls History press the context sensitive key beside the incoming call required Dial 3 Press the context sensitive key beside Dial 4 The call will be made Please note that if the caller s number has been withheld or not received by the system this facility will not be available Select an alternative numbe...

Страница 26: ...elephone handset symbol 078904256 2022 056895636 078904256 072328921 Back 5 Press the context sensitive key beside the number you wish to dial Alternatively Back Press the context sensitive key beside Back to return to the call details Delete a call There is no limit placed on the number of completed calls that are listed whilst the last 10 missed calls are also recorded with the oldest entry bein...

Страница 27: ...all to an external contact such as a customer supplier partner etc entered on the database If you do not wish the directory to display external contacts stored on the database please refer to the Directory Filters section from page 39 The directory will also enable you to call or transfer a call to an internal Department where the call can be answered by any one of a group of people such as Sales ...

Страница 28: ... contact can be stored on the database 2022 056895636 078904256 072328921 The extension number of the relevant User or the number stored in the Contact s Telephone Number field is displayed in the top line If there is a number stored in the User s or Contact s Home Telephone Number field this will be display against the house symbol If there is a number stored in the User s or Contact s Mobile Tel...

Страница 29: ...earch facility to find the contact required 3 Press the context sensitive key beside the contact you wish to call 4 The list of numbers stored for this contact will be displayed 3 Press the context sensitive key beside the number you wish to dial The call will be made automatically Transfer a call via the Directory 1 Place the call on hold by pressing the Recall button 2 Press the Contacts button ...

Страница 30: ...ch letter of the name required by pressing a key on the keypad multiple times until the letter required is entered in the search facility For example if you wished to enter the letter R you would press the number 7 three times To use this alternative search method you will need to change your default settings as follows Disable the default Keypad Mode 1 Select the Favourites button Settings 2 Sele...

Страница 31: ...tory PCS 552 User Manual V3 2 0312 1 27 Carol Farmer Cargo Deliver Chris Bennett Crystal Accou Cheryl Brown C_ 6 The directory entries commencing with this letter will be displayed Cry Further letters can be entered to reduce the search ...

Страница 32: ...sure the efficient handling of incoming calls For example you may wish to ensure all incoming calls to Reception are shared among several colleagues to guarantee the calls are answered quickly or you may wish to ensure that support calls are shared equally among the Support team A Department determines the routing of a call to a Group and your System Administrator will inform you if you will be re...

Страница 33: ...n available member of the Personnel department for example rather than ringing one specific member of that department only to find they are not available and then having to ring another extension etc If you know the extension number of the Department required you can dial this number in the normal way Alternatively you can use the Contacts directory to call the Department as follows 1 Press the Co...

Страница 34: ...issed calls received for a Department Your System Administrator can configure this facility for you if not already available 15 43 13 11 20 Metric Service 03069994200 Reception Delete Choose Dial Back If a call was received by a Department this will be displayed on the fourth line of the call details This facility will also give you access to voicemail messages for the Department please refer to t...

Страница 35: ...rites allow you to set up your own personal list of regularly used telephone numbers internal or external These speed dials are displayed and accessed by selecting the Favourites button Speed dials set up for internal extensions will also act as Busy Lamp Fields BLF in other words they will indicate when that User is on the phone and can be used to pick up a call ringing on that colleague s extens...

Страница 36: ...Cancel at any time if you do not wish to save the new speed dial The new speed dial will appear in the Favourites list in alphabetical order Use the Page Up and Page Down buttons to view all your speed dials Press the context sensitive key beside Back to return to the Settings menu Favourites page Your speed dials will be displayed in the Favourites page and can be used to quickly and easily make ...

Страница 37: ...nsion number when a call is received from or made to this number the incoming CLI outgoing number will be matched to the speed dial in preference to the database entry This means that the speed dial name will be displayed in Call Status instead of the name stored in the database You do not need to be a member of a Department to pick up a call for that Department This is useful if you wish to just ...

Страница 38: ...ired 3 Your original call will be put on hold and the new call will be made 4 Wait for the call to be answered and announce the call 5 Transfer the call by replacing your handset or by pressing the Speaker button You will no longer have control of the call For further information on transferring a call please refer to page 11 Call Pick up You can pick up a call ringing on another extension via the...

Страница 39: ...itive key beside Cancel if you do not wish to save the changes Delete a Speed Dial Favourites 1 From the Settings menu select the context sensitive key beside Favourites 2 Select the speed dial to be deleted Delete 3 Press the context sensitive key beside Delete 4 You will be asked if you are sure you want to delete the speed dial Yes 5 Press the context sensitive key beside Yes to delete the spee...

Страница 40: ...tant number These numbers are used 1 To identify you when you make a call from your home mobile or the additional telephone numbers Your name and details will appear in Call Status 2 By the Contacts Directory please refer to the Contacts Directory page 23 for further details to make it easier for your colleges to ring you on or transfer calls to your mobile for example 3 By voicemail a when access...

Страница 41: ...lts Home Page By default your PCS 552 when idle will display your extension number User name and the date and time However you may prefer to display the Favourites page the Contacts Directory Calls History or the dial screen whenever your phone is idle This would be useful if for example you regularly need to find a telephone number quickly and prefer not to press the Contacts button each time or ...

Страница 42: ...l By default when you lift your handset or press the Speaker button and start to dial a number the telephone system will start to process this number and send the number to your service provider such as BT for example This is the normal operation of a telephone However this method is different to using a phone such as a mobile where we enter the number in first and then press the Call button On a ...

Страница 43: ...stem If enabled you will be able to easily dial or transfer calls to external telephone numbers Speed Dials filter this option will enable or disable the display of your speed dials within the Contacts Directory If you prefer to access your speed dials via your Favourites page and Call Status only disable this option For further information on speed dials please refer to page 31 Companies filter w...

Страница 44: ...ple on holiday and wish all your calls to be diverted to your assistant or another colleague Turn on Follow Me Divert 1 From the Settings menu select the context sensitive key beside Divert Divert To 2 Press the context sensitive key beside Divert To 3 If you have entered your personal telephone numbers as described in the Telephone Numbers section from page 36 these options will be listed otherwi...

Страница 45: ...itive key beside Back to return to Settings Divert 14 Divert is displayed with a tick to indicate that you have Follow Me set Please note When Follow Me has been set your handset will provide a broken dial tone to remind you that this feature has been enabled The Divert symbol will be displayed within your home page If your calls are forwarded to an internal extension and that extension is not ans...

Страница 46: ...s will be displayed on your colleagues PCS 580 570 562 560 552 or 60 when they attempt to call you By selecting an Out of Office Message this setting will also change your voicemail greeting please refer to your System Administrator for further information on how to record your Out of Office voicemail greetings Setting an Out of Office Message 1 From the Settings menu select the context sensitive ...

Страница 47: ...splayed with a tick Group Log In If you are a member of a Group on your telephone system you may wish to have the ability to log yourself in and out of the group when required This feature must be previously configured on your telephone system please refer to your System Administrator for further information For further information please refer to the Departments section from page 28 Logout Favour...

Страница 48: ...l appear to indicate that this feature has been enabled When DND is enabled The Do Not Disturb symbol will be displayed within your home page The SpliceCom LED will flash Your telephone handset will provide a broken dial tone to remind you that this feature has been enabled Your calls will be automatically passed to your Forward on Busy number if configured or to voicemail if enabled or the caller...

Страница 49: ...t sensitive key beside Reject The call will be passed to voicemail unless you have Forward on Busy set Please refer to your System Administrator for information on the Forward on Busy feature Listen to a message 1 Press the Messages button A list of historical calls and voicemail will be displayed Entries are listed in date and time order with the newest at the top There is no limit to the number ...

Страница 50: ...rator Due to your role in your company you may also be required to handle voicemail messages for a colleague such as your manager Your System Administrator can set this up for you if not already available Your colleague s name will be displayed instead of your own with each message so that you distinguish between your messages and your colleague s You may also be required to handle messages for a ...

Страница 51: ... with the message details Please note that if the caller s number has been withheld this feature will not be available 1 Press the Messages button Your Calls History will be displayed 2 Use the Page Down and Page Up buttons to display the entry required 3 Press the context sensitive key beside the message required and the message details will be displayed Dial 4 Press the context sensitive key bes...

Страница 52: ...r own personal message You can record two voicemail greetings Firstly you have a daily greeting that can be used to inform a caller of your whereabouts on a particular day for example You have reached Alice Barker s voicemail on Tuesday 4 July I am currently in a meeting until 11 o clock Please leave a message and I will call you on my return Your second greeting the permanent greeting can be used...

Страница 53: ...t telephone number You will need to re record your greeting to inform your callers that facility is available Please note if the Telephone Numbers option is not available then you are unable to change your Assistant telephone number Please refer to your System Administrator for further details the Assistant number is also used with the Call Divert feature please refer to the Call Divert Follow Me ...

Страница 54: ... but do not know their extension number You can search for your colleague via the Contacts directory For further information on using the Contact directory please refer to page 23 1 Press the Contacts button to access the Contacts directory 2 Use the Search facility to find the colleague required 3 Press the context sensitive key beside the colleague s name 4 The list of numbers stored for this co...

Страница 55: ...nversation The resulting recording will become a new voicemail message and can be accessed in the usual way Please note that the use of this feature is controlled by your System Administrator If the Record option is not available please refer to your System Administrator Record During a call select the context sensitive key beside Record This option will be displayed with a tick Record To end the ...

Страница 56: ... sensitive key beside the message required 13 59 4 2 11 Marcus Brown 05213283483 Reception Delete Play Choose Dial Back 4 The details of the message will be displayed giving Time and date of the call The caller s name if recognised by the system The number received with the call if presented The name of the relevant Department Play 5 Press the context sensitive key beside Play and the message will...

Страница 57: ...il has been enabled for relevant Department Transfer a call to a Department s voicemail 1 Place the call on hold by pressing the Recall button 2 Dial the Department s extension number either via the keypad or via a speed dial Leave Msg 3 Once the call has been connected press the context sensitive key beside Leave Msg 4 Replace your handset or press the Speaker button You will no longer have contr...

Страница 58: ...o know your extension number and Login Access Code please refer to your System Administrator for these details Log On If a User is already logged on to the handset you wish to use perform the following steps 1 Select the Favourites button 2 Select the context sensitive key beside Settings Please note that you may need to press the Page Down button to access this option if you have speed dials alre...

Страница 59: ...ful if you forget to manually log off Please refer to your System Administrator for further details Remote PSTN Remote PSTN is a facility of the telephone system which enables you to receive and make calls from your home or mobile telephone for example as though you were in the office This means that your callers or recipients of your calls will be unaware that you are working at home for example ...

Страница 60: ...tailed in the Telephone Numbers section from page 36 Back 6 Press the context sensitive key beside Back and note that Extn Anywhere is displayed with a tick indicating that this facility has been enabled Back Press the context sensitive key beside Back and note that the Divert options is displayed with a tick Home Press the context sensitive key beside Home to return to your home page The Remote P...

Страница 61: ... Please note that you may need to press the Page Down button to access this option if you have speed dials already set up 3 Press the Page Down button to view the next page Phone Info 4 Press the context sensitive key beside Phone Information The following information is displayed 192 168 0 24 00 07 d3 00 97 a2 192 168 0 1 192 168 0 1 Adrian Jones 2027 3 2 880 IP Address of the PCS 552 Hardware ad...

Страница 62: ...ications Making notes during a call View notes created by a colleague Filter your Calls History to view missed calls or voicemail messages Forward your voicemail messages to a colleague and or your email account Turn Call Waiting on and off Choose between visual and or audible Call Waiting notification Setting Forward on Busy and Forward on No Answer Add an exceptions number list for use when in D...

Страница 63: ...ts 28 calls history 30 groups 28 make a call to a department 29 receiving a department call 28 transfer a call to a department 29 voicemail 52 wrap up time 29 departments filter 39 dial ahead 9 divert 40 remote PSTN 55 do no disturb Forward on Busy number 44 do not disturb 44 SpliceCom LED 44 End a Call 9 Extn Anywhere 56 favourites 31 busy lamp field 33 call pick up 34 create a speed dial 31 favo...

Страница 64: ...ceCom LED 44 45 telephone numbers 36 transfer a call 11 to a department 29 to voicemail 50 using a speed dial 33 using the contacts directory 25 unannounced transfer 12 user account 1 user settings 31 call divert 40 defaults 37 do not disturb 44 favourites 31 filters 39 follow me 40 group membership 43 headset ringing 39 home page 37 idle page 37 keypad mode 39 off hook page 38 out of office messa...

Страница 65: ......

Страница 66: ... Hall Farm Business Centre Berry Lane Chorleywood Hertfordshire WD3 5EX Tel 01923 287700 Fax 01923 287722 Email info splicecom com Website www splicecom com SpliceCom Defining next generation communication ...

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