1 OfficeSuite Simplicity Phone and System Features General Settings Phone status (Icon is i ) Press OK and use the navigation keys to select the Status menu. Select item SIP Account Status to view the associated SIP accounts status (registered/disabled). Select item Network Status to view the base network information. This includes base network type, IP Address, subnet mask, default gateway and DNS. Time and date (The Settings icon is a wrench) By default, the Time and Date is synchronized automatically with Broadview s network. To edit settings manually, enter Settings menu Date & Time Manual Setting. Enter the date and time and then press the Save soft key. From the same menu you can edit the date format and time format. The default date format is MM/DD/YYYY and the default time format is a 24-hour clock. To change either format, highlight Date Format or Time Format accordingly and select from the available formats. Volume control Ringer Volume To change ringer volume, press the right navigation key in idle screen. The ringer volume menu will display. Press the up or down navigation key to adjust the volume. Press the Save soft key to confirm. Earpiece/Speaker/Headset volume To change receiver volume, enter Settings menu Audio Call Volume. Use up or down navigation key to highlight the audio device. Press left or right navigation key to adjust the volume. Press OK button or Save soft key to confirm. Ringtone selection To change the ringer, enter Settings menu Audio Ring Settings, select the ring setting of a particular event (e.g. External call), then select the Melody type and ringtone volume.
2 Basic Call functions Making calls Making an external call An external call is a call made between the phone and a remote party (e.g. not another extension on your system). In the US you must dial the full 10 digit number including the area code. For international calls you must first dial 011 then the country code then the number. To make an external call through default line Enter the number or select a record in the phonebook/call log list. Then press the Talk On key or OK key. The default outgoing line will be selected automatically for the call making. To select line before making an external call Enter the number or select a record in the phonebook/call log list. Then hold down the Talk On key or OK key. If the phone is assigned with multiple lines, a line selection menu will show on the display. Select the desired line, press the Dial soft key, OK key or Talk On key to make a call. If the phone is assigned with a single line, it will be selected automatically to make a call. Users can press the Talk On key first, then enter the number to be called followed by a #. Anonymous call This feature can only be set using the Simplicity web site. Use the Outgoing Caller ID widget and for each extension you wish to be anonymous when placing outbound calls select Private from the list of Outgoing Caller ID numbers. All calls made from that extension will not send a calling number to other parties. (Don t attempt to use the Anonymous Call function found in the Services menu of the handset. Leave those settings as Disable.) Incoming calls Answering an incoming call When there is an incoming call, press the Talk On key or Accept soft key to answer the call. After the call is connected, pressing the Talk On key again will change to speaker mode. Rejecting an incoming call When there is an incoming call, press the Talk Off key or Reject soft key to reject the call.
3 Auto-answer setting By default, the phone is set to auto-answer incoming calls when the handset is removed from the charging cradle. If you prefer to pick up the phone, see who is calling, and then decide to answer the call or not, you may change the Auto-Answer settings as follows: Click OK. Navigate to Settings (the Wrench Icon). Click OK. Scroll to Telephony. Click OK. Arrow Right to change Auto-Answer from YES to NO. Click Save. Do Not Disturb DND (Services icon is a cloud.) This feature only works on the first handset (HS1). Press OK and enter Services [ DND menu]. Select the account you want to enable/disable DND. Use up and down navigation keys to highlight Enable. Press Save soft key to confirm. A DND icon will appear on the home screen next to the Battery icon. All incoming calls will be rejected until DND is disabled. Call Forward This feature is set via the Simplicity web site. Select the Call Forwarding widget on the dashboard and for each extension select the number of rings (from 1 to 10) before calls are forwarded to one of three destinations: Voic , a Digital Receptionist, or Another Phone. If you select Digital Receptionist and have multiple Digital Receptionists set up for your business then select the desired one by its extension. If you select Another Phone select either an extension on the system or enter an external number starting with the area code. Press Save when done. Call log Accessing call logs Press the Call Log soft key on idle screen to show the call log types. There are 3 types of call logs: - Missed Calls - Outgoing Calls - Accepted Calls Highlight a type and press OK or the Select soft key to view the list of a specified call log type. Call log item management To make a call from the call log list, highlight a call log record and press the Talk On key. To save the record to a phonebook, highlight a record, press the Options soft key and select Save Number option. You can select Private Phonebook to save the number to one phone only or select Shared Phonebook to save the phone number to a common phonebook accessible from all phones connected to the same base station.
4 Call logs for Shared Extensions If you have multiple phones that share the same extension the Call Logs function as follows: - All phones with a shared extension see the same Missed Calls log - All phones with a shared extension see accepted calls but only the phone that accepted the call sees it in the Accepted Calls log; the other phones see that call in the Missed Call log. - Outgoing calls are only seen by the phone that made the call. During an active call Mute Press the Mute button. A microphone icon with a slash through it appears on the display. Press the button again to unmute and the microphone icon disappears. Hold Highlight Hold in the talk option list and press the OK key. To take the call off hold, highlight Unhold in the talk option list and press the OK key. Call Waiting When there is a call waiting, you will hear a call waiting tone and then you can: - press the Accept soft key to answer the call waiting and put the current call on hold. - press the Reject soft key to reject the call and send it to your call coverage. Once you ve accepted the second call you can switch back and forth between both callers using the Switch soft key. To join the two parties into a 3-way call, press the Conference soft key. Call Transfer When active in a call, press the Transfer soft key, then enter the calling phone number or extension and press Transfer again. The call is transferred immediately to the dialed number. OR, to attend the transfer, use the 2 nd Call soft key and select External Call. Enter the phone number or extension and press the Dial soft key. Wait for the other party to answer and then highlight Transfer and press OK to transfer the call to the other party. Call Transfer among phones that share the same extension: If you have multiple phones sharing a single extension and wish to transfer a call answered on one phone to another phone with the same extension then press the 2 nd Call soft key and then select Intercom from the next screen. Use the up/down navigation to select the handset number (e.g. HS2) and press OK. When the other party answers highlight Transfer and press OK.
5 Call Conference or 3-way Calling When active in a call, select 2nd Call then External Call. Enter the number of the party to conference and press the Dial soft key. After the call is answered, press the Conf soft key to activate the 3-way conference. To remove the second party during the call, press the Split softkey and select Release. That will drop the second party and you will remain connected to the first caller. To remove yourself from the conference and allow the other two parties to continue, press the Split soft key and then select Transfer. You will be dropped from the call and the other two parties will remain connected. Contacts / Phonebooks Press the phonebook icon or press OK and select Services to access the phonebooks. Each phone has its own Private Phonebook. This phonebook holds a maximum of 150 records. These numbers are only viewable to the one phone in which they were entered. A Shared Phonebook is available to all phones connected to the same base station and it holds a maximum of 300 records. Any phone connected to the base station can access and enter records into the Shared Phonebook. System Features Mobile Twinning Manage this feature via the Simplicity web site. When Mobile Twinning is enabled, calls are simultaneously sent to your office phone and any other phone number such as a mobile phone. You can answer the call on either device. Accessing Voic Getting messages is easy and messages can be retrieved in multiple ways. From your phone, press the Voic key (envelope icon) on the home keypad under the * key and follow the prompts. From an external number, call the OfficeSuite Simplicity number for your extension and when the call covers to voic , interrupt your greeting by pressing the star (*) key. Follow the prompts to enter your voic passcode to retrieve messages. Log in to your account on the Simplicity web site and click the Voic tab in the top navigation or click Voic in the Voic widget on the dashboard. From a web browser visit https://voic .broadviewnet.com/ and log in with your phone number, extension, and voic passcode. To receive messages within as a file attachment, visit the OfficeSuite Simplicity web site and use the Voic widget to Send a copy of new voic s to an ID. From this widget you may also choose to yourself a notification of a new voic message deposit. From your iphone or Android device, search OfficeSuite Voic in the appropriate app store to download and install our free app. Then just simply log in with your credentials.
6 Ringing Multiple Phones You can configure your system to have incoming calls ring one phone (extension) or multiple phones. This allows you to have teams answer calls into a given phone number or to have other phones ring for coverage. To enable this feature, log into the OfficeSuite Simplicity web site, click Phone System ( Edit Phone System ) and then simply drag and drop phones under the given extensions. You may configure your phones for dedicated extensions, shared extensions, or a mix of both (hybrid). When phones share an extension, all phones are assigned the same extension, phone number and voic box. When a call comes in all phones will ring and any phone can answer it. If one phone is engaged with a call, another phone on the same extension can make or receive a call. If you prefer that each phone have its own dedicated extension, you can do that too. Assign each phone a unique extension and it will have its own phone number and voic box. Calls to individual extensions or phone numbers will ring only the one phone assigned to that extension / number. If you want a mix of both, you can do that too. In a hybrid scenario you can assign some phones to share an extension and some to have dedicated extensions and enjoy the best of both worlds. Digital Receptionist A Digital Receptionist or Auto Attendant allows incoming callers or transferred calls to be greeted by a custom message and presented with a series of prompts to direct their own call. Many companies use this as their primary means to answer incoming calls. A common example is Thank you for calling AMB Company. For Sales press 1. For Customer Service press 2, For an Employee Directory press 9. To set up your Digital Receptionist, log into the Simplicity web site and select Digital Receptionist, then Configure. Follow the instructions on screen to set up the prompts and to upload a recorded file for your Digital Receptionist. Music on Hold Music is played to your caller whenever you put the caller on hold, when you initiate a 2nd call or accept a call waiting caller, during transfers, and during the period when you re setting up a 3- way call and you re waiting for the third party to answer. 3-way Calling Your new phone can easily make 3-way calls. To make a 3-way call, simply call one party and then after the first party answers, press the 2 nd call button and select from Intercom or External call and dial the phone number or pick a phone. Once the second party answers, click Conf to join the two calls.
7 Transfer a Call You can easily transfer calls (incoming or outgoing) using your new phone. To transfer a call while a call is active simply press the Transfer button and then dial an internal extension or phone number including area code. The call will be immediately transferred. To transfer a call to another phone that shares the same extension you must select Int for Intercom instead of Transfer. Calling another extension on the system You can instantly connect with any extensions on the system by simply dialing the extension (eg 102) and pressing the green phone key. Remember that multiple phones can have the same extension, so multiple phones may be called. Intercom You can instantly connect with any other phone connected to the same base on the system by simply pressing the Int key on the phone keypad. Then use the directional navigation to select the target phone (e.g. HS2, HS3, HS4) and click OK. If the other phones on your system have individual extensions, you may also opt to dial them by their three digit extension. Paging handsets/finding a misplaced phone If you have lost a handset it is easy to page your phones so that you can find any phone misplaced. Simply press and release the page button (white phone icon) on the side of the base station. This will ring all handsets. Note that the phones must have battery power in order for this feature to work. Using the speakerphone During any call, simply press the green phone icon to enable the speakerphone. The speakerphone is located on the back of the phone and the microphone is under the keypad. The speakerphone is full duplex, meaning that you can have a two-way conversation instead of waiting for the other party to finish speaking. Forwarding calls To forward all calls coming into a given extension, visit the OfficeSuite Simplicity web site, log into your account and from the dashboard under My Account, select the correct extension under Call Forwarding, complete the details and click Save.
8 System Updates From time to time Broadview Networks will make updates to your system via software changes on our network. To ensure your system is up to date with the most current release of software, momentarily disconnect power from the Simplicity base station (leave the Ethernet cable connected) and then reapply power. If new software is available the base station will download it from Broadview s servers and install it on the base station and the phones. During the software upgrade process the base station LED will blink amber and then blink blue for several minutes. The display on the phones will read Provisioning and then Rebooting System. Do NOT remove power during the process. Wait until the LED on the base station glows steady amber for a few minutes and the phone display has returned to normal before making any calls. You may repeat this process occasionally to be sure your software is always up to date.
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