The Birchills Telecom IP 01 Enterprise SIP Phone and Network Introduction Manual

The Birchills Telecom IP 01 Enterprise SIP Phone and Network Introduction Manual Birchills Telecom Ltd, 34 Green Lane, Walsall, West Midlands, WS2 8HB t: 01922 21 33 33 f: 01922 21 33 44 e: admin@birchills.net w: www.birchills.net Join The Better Network Today

CONTENTS The Birchills Telecom IP 01 Enterprise SIP Phone and Network Introduction Manual Page Safety notices 3 Phone Features 4 Phone Specification 4 Introduction 5 Easy set up guide 6 Key details 8 Getting started 10 Settings 11 Accepting a call 11 Making a call 11 Ending a call 11 Transferring a call 11 Call hold and 3 way calls 11 Call Log 13 Phonebook 13 Network services 14 Call recording 14 Follow Me 14 Intercom 14 Do Not Disturb 14 Voicemail 15 Birchills Telecom Control Panel 16 Definitions 22 Summary of Terms and Conditions 22 Further Information 23

SAFETY NOTICES Please read the following safety notices before installing or using your handset. They are crucial for the safe and reliable operation of the device. Please use the external power supply that is included in the package. Other power supplies may cause damage to the handset, affect the behaviour or induce noise. Before using the external power supply in the package, please check the mains voltage. Do not damage the power cord. If the power cord or plug is impaired, do not use it. It may cause fire or electric shock. Do not drop, knock or shake the phone. Rough handling can break internal circuit boards. Do not install the phone in places where there is direct sunlight. Avoid exposing the phone to high temperatures, low temperatures, radiation or high humidity. Avoid wetting the unit with any liquid. Do not attempt to open the unit there are no serviceable parts. Do not use harsh chemicals, cleaning solvents, or strong detergents to clean it. Wipe it with a soft cloth that has been slightly dampened in a mild soap and water solution. When there is lightning do not touch power plug or phone line, it may cause an electric shock.

PHONE FEATURES Support SIP 2.0 (RFC3261) and correlative RFCs Codec: G.711 A/U Law, G.723.1, G.729a/b, G.722, G.722.1, G.726 Echo cancellation: Support G.168, and Hands-free can support 96ms, Hand free Speaker Phone Support Voice Gain Setting, VAD, CNG Full duplex hands-free speakerphone NAT transversal / STUN client Supports SIP domain, SIP authentication (none, basic, MD5), DNS name of server, Peer to Peer/ IP call Supports 2 SIP lines. Can connect to SIP1 and SIP2 server at the same time DTMF - supports SIP info, DTMF Relay, RFC2833 Supports Call forward / transfer / holding / waiting / conference calling / paging and intercom / pickup / join call /click to dial / call park Call control features: Flexible dial map, Hotline, Empty calling reject, Black list for reject authenticated call, limit call, No disturb, Caller ID Internal phonebook stores up to 500 numbers Logs Incoming calls / Outgoing calls / Missing calls. Each support 100 records Supports conference and voice record on SIP server 10 ring tones Supports SRTP Supports MWI (Message Waiting Indicator) PHONE SPECIFICATIONS Adapter: Input = 100-240VAC 50~60Hz. Output = 5V/1A Port: WAN = 10/100 Base - T RJ-45 for LAN. LAN (optional) = 10/100 Base - T RJ-45 for PC Power Consumption: Idle = 1.5W / Active = 1.8W LCD Size: 75x28mm Operation Temperature: 0~40 degrees C Relative Humidity: 10~65% Main Chipset: Broadcom BCM1190, 275MHz SDRAM: 64Mbits Flash: 16Mbits Dimensions: W220mm H198mm D75mm Weight: 0.94 kg

INTRODUCTION Thank you for choosing the Birchills Telecom system. This is the most flexible and powerful system on the market today. The system consists of two main elements - the Phone Handset and the Switchboard in The Cloud which are connected together by the power of the Internet. Your phone translates your voice into digital packets of information which are transported by the Internet to the Switchboard which then passes them on to the recipient who may be using an old fashioned telephone. This means that geography is no longer relevant and telephones are liberated from only staying in one building. Your phone will work when plugged into any internet connection anywhere. For your phone to work efficiently it requires a good quality Internet service preferably one with voice data being given preference, this is referred to as Quality of Service (QoS). If you find that the quality of the voice reception is not as good as you would like then enabling a QoS solution such as the Broadband Connect solution from Birchills Telecom will solve this problem. There is a cost for this service. If you want to change anything this manual will tell you how to do it. However, because of the way that the system works, Birchills Telecom can make any changes you want remotely. This may be a chargeable service. Please give us a call and chat it through with us. There are a number of services which are set up by default including voice recording and voicemail. To protect us both from possible misuse of the system, the account is limited to making calls valued no greater than 50 per month, although if this is not convenient please talk to us. This system is subject to terms and conditions and an acceptable use policy which are summarised in this manual. We are genuinely not like other telephone service providers. We do want you to be a satisfied customer for years. I hope you will be very happy with your new phone and system. David Hill Chairman, Birchills Telecom Ltd

EASY SET UP GUIDE Fig 1: Contents in the Box Fig 2: Plug into Handset Fig 3: Plug Handset into Phone Fig 4: Plug in Power

Plug into Router/Broadband: There are three options:- Fig 5: Plug into WAN Socket 1. Plug one end of the yellow cable into the WAN socket on the handset and the other into your Router/ Broadband as shown on Fig 6. No connection to a computer is needed. The LAN socket should be empty. 2. Plug one end of the yellow cable into the WAN socket on the handset and the other into a spare network socket on your computer network. No connection to a computer is needed. The LAN socket should be empty. 3. If there is no socket available, then you can unplug the network connection from the back of your computer and plug it into your WAN socket on the handset. Then plug one end of the yellow cable into the LAN socket on the handset and the other into the network socket on the computer. This allows the computer to continue to receive network traffic and the phone to function. Fig 6: Plug into Router /Broadband Switch Handset on: Switch phone on and wait 25-30 seconds for configuration. Activate your System: Phone 12345 to activate (Mon-Fri - 9am - 5pm). Note: this phone will not function if plugged into a standard BT analogue socket.

KEY DETAILS Message Wait Conference Transfer Delete System Info Enter Exit Menu Phone Book Callers List Navigation Key Hold Mute Re Send Hands Free

KEY DETAILS Key Name Menu Phone Book Callers Function Description Calls up the menu. Access Phone Book Access list of Income/Outgoing/Missed calls records. System Information Enter Exit Check the phone setting parameters. Confirms settings Return to previous menu, cancel the setting, or reject a call. Navigation Key Transfer When you pick up the handset or during calling, you can use this key to turn up or turn down the handset volume; when a call is ringing you can use this key to adjust the ring volume. Allows transfer of calls Conference Allow conference calls Delete Modify current setting or delete invalid information. Hold Temporarily hold the active call, press the key again to unhold the call. Mute Allows you to hear the caller but the caller cannot hear you R/Send Dial the last called number or call number from Phone Book

GETTING STARTED Switch phone on. On first use it connects to the Internet and downloads the required settings from the Birchills Telecom site. The phone reboots and then performs as below It displays a series of stars and then displays WAIT LOGON Once operational, it displays DHCP at the top left of the screen and SIP at the right and the current date and time. DHCP stands for Dynamic Host Configuration Protocol SIP stands for Session Initiation Protocol Both terms are explained in the glossary at the end of this document. If the connection to the Internet is not present it displays the WAIT LOGON message for a prolonged period before displaying the date Jan 01 00 00 00 and at top left DHCP flashes. Connecting to the Internet now brings up the correct date and the DHCP and SIP display. You now need to sign on to the Birchills Telecom network and get a phone number. To do this please call 12345 which will connect you to the Activation hotline which operates 9.00 am to 5.00pm, Monday - Friday. We will need the 4 digit serial number of your phone. Unless your organisation has previously registered, we will also need your bank details to set up a direct debit and you will also need to choose a phone number. Once we have those details the phone will be activated with a 50 credit limit. This amount is for our mutual protection it prevents unauthorised users running up large bills and can be increased by calling us if this doesn t meet with your needs. Your Birchills Telecom handset will then be ready for use.

SETTINGS You can alter the settings on your phone by making the changes using the keypad and buttons on the phone. When the phone displays the current date and is not making a call we will refer to this as the idle state. ACCEPTING A CALL You can pick up the handset to accept an incoming call or press the loudspeaker key to answer hands free. If you want to swap from the handset to hands free press the loudspeaker key and replace the handset. If you want to swap from hands free to the handset pick up the handset. MAKING A CALL The simplest method of making a call is to pick up the handset and dial the number you desire, or; You can input the number to call and press the # key or the r/send key or; You can use a hands-free mode by pressing the loudspeaker, you will hear the dial tone, then input the phone number you wish to call followed by the # key or the r/send key or; You can use the address book which is described later in this manual or; You can use the navigation keys to display a previously made or received call and dial that number by pressing the # key or the R/Send key once your chosen number is displayed. ENDING A CALL If you are using the handset then replace the handset If you are handsfree then pressing the loudspeaker key ends the call If there are two calls on the telephone, you can end the current one by pressing #.

TRANSFERRING A CALL The simplest way to describe call transfers is to consider 3 parties A, B and C Announced Transfer This is where the call is announced to the recipient. If A receives a call and wants to transfer it to B then A places the call on hold by pressing the hold key. A dials the extension or telephone number to transfer the call to. Once this call is answered A tells B about the call A then presses the Transfer key and the call connects. Blind Transfer This is where the call is not announced to the recipient. If A doesn t wish to wait for the other phone to answer (blind transfer) A presses Transfer key and then dial B s number and then presses #. Note: The caller may not get an answer depending on how the phone is set up. CALL HOLD AND 3 WAY CALLS - There are two ways to this: Option 1: A dials B s number, once B has answered Press the Hold key and the call will be on hold. While a call is on hold, you can dial C and confirm it pressing the # button. Pressing the Hold key again you will resume the first call. By using hold key, you can talk with only one person; the other person who is on hold can t talk with you. If you press the * button or Conference key you will enter into a 3 way call. Option 2: If a third party calls you during a call, the LCD screen will display the incoming call number. Press the Hold key to hold the first call, and then you can talk with the third party. By using hold function, you can talk with only one party; the other party who is on hold can t talk with you. If you press # key, phone will hang up the first call, and then accept the new incoming call. Notice: You must enable the calling waiting or else calling hold can t work.

CALL LOG The phone maintains lists of missed, received, and dialled calls; each list can contain up to a hundred entries. If the call list capacity is full then the new call will replace the first call. The list is held in dynamic memory so if the phone is reset or the power is lost then the lists are deleted. To access the list press Phone Book when the phone is in the Idle State press the Callers key. The word DIALED appears. The Navigation keys cycle through the list of available logs. You choose a list by pressing the Enter key and then cycle through the list by using the Navigation keys. Once a phone number is displayed it can be dialled by pressing the R/Send key. Note: The phone uses the American spelling of dialed. PHONE BOOK The Phone Book maintains a list of phone numbers and names. To access press the Phone Book key. The word CURRENT appears, pressing the down Navigation key brings up the word ADD. Pressing the Enter key now displays INPUT NAME. The name is entered using the key pad with each letter being represented by pressing the keys on the key pad repeatedly. So keying 2 brings up 2, A, B, C in sequence. The Del key deletes keys mistakenly pressed, Pressing Enter brings up INPUT NUMBER and the number is then entered by keying in the telephone number using the key pad. Pressing Enter then cycles round to the ADD prompts again. When a caller who is registered in the Phone Book calls the phone, their name is displayed on the main display. Once a person s name is registered in the Phone Book they can be dialled by pressing the Phone Book key followed by Enter when the word current appears, cycle down to the name required using the Navigation keys and then press R/Send to dial the number.

NETWORK SERVICES These are services provided by the network and are accessed by a sequence of * followed by a number. Call recording: Call recording is activated by default. To start recording a call Press *1 at any time. To access your recordings you need to use the Birchills Telecom Control Panel. Follow me: Follow me is activated by default, however when you activate your phone, you need to advise what alternative number you would like this to be set to. All calls ring at both the extension and the alternative number that you give during activation. To alter these settings please use the Birchills Telecom Control Panel. Intercom Services: The intercom services are not available by default. To alter settings please use the Birchills Telecom Control Panel. Do Not Disturb: *78 - Activate Do Not Disturb When Do Not Disturb is activated, the extension cannot be contacted and the phone will not ring. An announcement is made that the person called is unavailable. If you want to activate the Do Not Disturb function, dial *78 from your extension phone keypad. Wait for the confirmation message and hang-up the phone. *79 - Deactivate Do Not Disturb If you want to deactivate the Do Not Disturb function, dial *79 from your extension phone keypad. Wait for the confirmation message and hang-up the phone.

Phone Voicemail Access and Company Directory *95 Listen to your Voicemail Messages Dial *95 from your handset to excess the voicemail manager, the default password is 0000. This will then notify you how many voicemails you have; it will also give you a range of other options from the main menu: 1 for New messages: By pressing 1 you can listen to your new messages once the message is played you can listen to another range of options. By default you will receive an email notifying you when a new message has been received. 2 to change folders: Enables you listen to other messages stored in other folders. It is possible to search for names using the SEARCH facility. The phone book list is not erased when the power is removed from the phone. 3 for Advanced Options: There are currently no advanced options available. 0 to access the mail box, it will then give you the following options: 1 Record unavailable message 2 Record busy message 3 Record name 4 Record temporary greeting 5 To change password # to exit *950 - enable/disable your Voicemail If you have Voicemail enabled for your extension and you want to disable it, or if it is disabled and you wish to enable it, dial *950 from you extension phone keypad in order to change the status of your Voicemail. Note: You can also access your voicemail from another extension or you can call your extension public phone number from an external phone number. If you call your extension number or external number press * after you hear the Voicemail welcome message.

SETTING UP THE SYSTEM Birchills Telecom Connect Control Panel To login to the Birchills Telecom Control Panel you need a computer that is connected to the Internet. Before you start you need: The web address of the Birchills Telecom Control Panel. By default this website is: http://sip1.cloudnetuk.com. A valid username A valid password If you do not know these then talk to your system administrator or call Birchills Telecom. Enter the username where it asks for Login and Password where it asks for Password, below is a screen shot of this box. Once this information is entered correctly a new screen appears as shown on the next page

The Home Screen To the left hand side is the blue navigation panel. The remainder of the page is broken up into two parts, the top entitled Tools which is populated by icons and the bottom part, which is entitled Extensions overview and is populated solely by text. In the navigation bar, the link entitled Home will return you to the home screen regardless of what menu you are in. This screen gives you the ability to; Edit extension details, create both incoming and outgoing call rules, alter preferences for the extension, add custom sounds, view and alter time intervals, create or modify email templates, solution sister queue membership, access recorded messages from you voicemail mailbox, access recorded calls, view call reports, view phone number collections and the extensions. Also in the home screen, in addition to the above you are also able to view information about the extension, the public telephone number assigned to the extension, the internal extension number assigned to the extension, the total call cost for the current month (this is the current cost of calls attributed to the extension for the current month), the amount of time spent in outgoing calls in the current month, the amount of time spent in incoming calls in the current month, the number of voicemail messages stored and their size (the size referred to is the amount of space that the voicemail messages occupy on the Birchills Telecom servers) the number of sound files stored and their size (the size referred to is the amount of space that the sound files occupy on the Birchills Telecom servers)

Tools Menu Above is a screen shot of the Tools section on the home screen. Edit extension: You edit the basic details you want for your extension including the display name etc. If you have a phone terminal extension then you may wish to change the Contact name to James Smith or maybe the physical location of the phone e.g. Main Reception as this is what the outbound caller ID will show. Changes are applied by clicking the Ok button. Incoming call rules: You can filter the incoming calls to an extension. As a result, when a caller is trying to reach the extension, the system can perform a set of predefined actions. For example, let's assume that from 9:00 to 17:00 you are working and that you are waiting for an important call. All you have to do is to define a rule that transfers the calls from an extension to another one. You could for example have the call transferred to an alternative extension or external number outside of these hours. Outgoing call rules: You can block certain outgoing calls, based on the dialled number and the time interval when the call was placed. So for example you could block anyone from using your phone after say 18:00 when you had left the building.

Extension preferences: Basic Settings: This option allows you to configure default music on hold, caller ID name in external calls, caller ID number in external calls, consider no answer after number of seconds, parking timeout if a call is parked then this is the time t a k e n before it returns. Caller Waiting: Calls are not rejected when the extension is busy. When this option is enabled, you will be able to answer to multiple calls using the phone call waiting features. Do Not Disturb: When this option is enabled, calls are rejected and a custom sound file is played to the callers trying to contact the extension. Authentication to reach extension: This feature ensures privacy by requesting callers to provide a secret password before being connected to the extension. Cascade calls to {extension} after {x} seconds: If the call has not been answered after {x} seconds, the selected {extension} rings. Ring All: This enables you to create a list of extensions which will all rin g when a call is received. Voice Mail: Enables voicemail for your extension and the associated parameters. Conference: Enables conference calls. Call recording: Enables feature and sets parameters. Fax Centre: Enables extension to either handle faxes or to become a fax and associated parameters. Changes are applied by clicking the Ok button.

My Charging Plan: Gives information on the charging plan. These settings cannot be altered. Charging Credits: Gives information on charging credits. These settings cannot be altered. Sounds: Add sound, you can either up load a file from your computer or record using the telephone. The system accepts the following extensions for sound files:.mp3,.wav,.gsm and.raw. Folders: Allows you to manage your sound folders Sound languages: Allows you to choose your system generated sound message languages Time Intervals: Allows you to add and manage the time intervals used in the system. For example in the incoming and outgoing call rules you can set time intervals when the rules apply. E Mail Templates: You can set the system to send emails to any address on the following events happening: Extension expiration warning, extension expired, extension billing limit warning, extension billing limit exceeded voicemail message notification, fax message notification, forgotten password. Queue member: Require authorisation to connect to queue this toggles as to whether or not a PIN code is required to join a queue. Queue login PIN: This is the PIN required to join the queue. You will be asked to confirm this PIN to ensure that it is correctly entered.

Mailbox: This option stores your voicemail messages that have been recorded, please note that messages will only be stored for the period of time specified in the extension preferences menu. You also have the option to manage the greeting heard by the caller by uploading a.mp3,.wav,.gsm and.raw greeting through the Manage greetings option. You can also listen to the messages through your computer by clicking on the underlined name or number of the person who left the message. This will prompt your computer to try and play the message through the relevant program installed on your machine. Recorded calls: This option shows all of the recorded calls relating to the extension. Please note that if you have activated call recording then you are responsible for ensuring that the user adhere to all relevant laws and legislation pertaining to any actions performed with Birchills Telecom telecommunication equipment or systems. You can also listen to the messages through your computer by clicking on the underlined name or number of the other party of the call. This will prompt your computer to try and play the message through the relevant program installed on your machine. If the Recorded calls option does not appear, then it will be due to the call recording not having been enabled under the extension preferences menu. Call reports: This option shows all calls made and received both to and from the extension. It also shows other information relating to the call; When the call was started When and if the call was answered The duration of the call The cost of the call

DEFINITIONS Dynamic Host Configuration Protocol (DHCP) is a network application protocol used by devices (DHCP clients) to obtain configuration information for operation in an Internet Protocol network. This protocol reduces system workload, allowing devices to be added to the network with little or no manual intervention. Session Initiation Protocol (SIP) is a signaling protocol, widely used for controlling multimedia communication sessions such as voice and video calls over Internet Protocol (IP). SUMMARY TERMS AND CONDITIONS: 1. The Customer agrees to pay all charges for the Service upon receipt of Birchills Telecom's invoice. 2. Rental charges will normally be invoiced monthly in advance, and call charges will normally be invoiced monthly in arrears. 3. Birchills Telecom cannot guarantee that the Service will never be faulty. Birchills Telecom is not liable to the Customer for any loss of business, revenue, profit or expected savings, wasted expense, financial loss or data being lost or corrupted. 4. The ability to make 999 or 112 emergency calls cannot be guaranteed. If the Customer uses the Service to make emergency calls, the location information received by the emergency services will be limited to the installation address of the Primary Line, which may not be the location from which the call originated. Emergency calls may fail if there is a power failure or broadband connection failure. Wherever possible alternative arrangements should be made. 5. The Service will not work in the event of a power failure or a broadband connection failure. 6. Completing this contract authorises Birchills Telecom to take over the Services from your current telecommunications service provider(s). The Customer agrees that a faxed or emailed copy of this form shall be a legally binding contract. Telephone number porting is carried out in accordance with the Birchills Telecom Code of Practice. 7. The minimum duration of this agreement is 18 months. 8. In circumstances where the Customer has agreed to an Annual Minimum Call Spend and at the end of any Service Year the Customer has not incurred the Annual Minimum Call Spend, the Customer will be liable to pay 40% of the difference between the Charges incurred during that Service Year and the Annual Minimum Call Spend. 9. The Customer acknowledges that all Telephones and other equipment being rented remain the property of Birchills Telecom at all times during the Term and until such items are returned to Birchills Telecom. 10. All prices are exclusive of VAT which will be added at the appropriate rate. For full terms and conditions please visit our website at www.cloudnetuk.com.

FURTHER INFORMATION For charges and calling plan information please visit our website at www.birchills.net