Hitachi SelecSet 400A Operation & User’s Manual

3617 Parkway Lane Norcross, GA 30092 (770) 446-8820 HCX5000 System i Release 9.0 Attendant Operations SelecSet 400A User Guide

iii Table of Contents Preface Before You Begin............................................................................. xi 1 About Your SelecSet 400A The Display ..................................................................................... 1-2 Displaying Caller ID Information ................................................... 1-4 Displaying Programmable Key Information................................... 1-6 Displaying VIP and Language Status.............................................. 1-7 Message Waiting Lamp................................................................... 1-8 Keys................................................................................................. 1-9 Soft Keys....................................................................................... 1-10 Programmable Keys...................................................................... 1-11 Fixed Keys..................................................................................... 1-18 Key Lamps .................................................................................... 1-21 Basic Operations ........................................................................... 1-22 Calling........................................................................................... 1-23 Answering ..................................................................................... 1-25 Answering Returned Calls (Recalls)............................................. 1-27 Answering Coverage Calls............................................................ 1-28 Answering Multiple Calls ............................................................. 1-30 Holding.......................................................................................... 1-31 Automatic Hold............................................................................. 1-32 Holding a Single Call .................................................................... 1-33 Holding Multiple Calls (Soft Park) ............................................... 1-34 Transferring................................................................................... 1-36 Switchhook Flash.......................................................................... 1-37 Conferencing................................................................................. 1-39 Creating a Three-party Conference............................................... 1-40 Bridged CAPs to Conference ........................................................ 1-41 Creating a Multiparty Conference................................................. 1-43 Messaging...................................................................................... 1-45 Retrieving Messages ..................................................................... 1-48 Breaking into a Busy Station......................................................... 1-51

SELECSET 400A USER’S GUIDE iv HCXTD830, Rev. A01, July 2001 2 Additional Operations Overview of Additional Features ....................................................2-1 Soft Key-Controlled Features..........................................................2-3 Call Restrictions ..............................................................................2-4 Coverage..........................................................................................2-7 Credit Limit ................................................................................... 2-11 Do-Not-Disturb..............................................................................2-15 Ringing a Station in Do-Not-Disturb ............................................2-18 Forwarded Calls From DND Stations ...........................................2-19 Transferring to a DND Station ......................................................2-20 Setting the System Clock...............................................................2-21 Wakeup/Reminder Calls................................................................2-23 Registering a Wakeup/Reminder Call ...........................................2-24 Canceling a Wakeup/Reminder Call..............................................2-25 Registering a Second Wakeup Call ...............................................2-26 Canceling a Second Wakeup Call..................................................2-27 Registering a Repeat Wakeup........................................................2-28 Converting a Repeat Wakeup ........................................................2-30 Changing the Time of a Repeat Wakeup .......................................2-30 Displaying and Providing a VIP Wakeup......................................2-31 Viewing the Cost of Calls..............................................................2-33 Other Feature Operations ..............................................................2-34 Assigning Account Codes .............................................................2-34 Alarm Indications..........................................................................2-36 Receiving a Combined Alarm .......................................................2-36 Receiving a System Alarm ............................................................2-37 Receiving a PMS alarm.................................................................2-38 Receiving a VMS Alarm ...............................................................2-38 Receiving an Answer Detection Alarm.........................................2-39 Receiving a Wakeup/Reminder Call Alarm ..................................2-40 Receiving a Long Trunk Alarm.....................................................2-41 Receiving an E911 Alarm..............................................................2-42 Receiving a Line Lockout Alarm ..................................................2-43 Announced Calls ...........................................................................2-44 Answering Another User’s Phone .................................................2-45

TABLE OF CONTENTS HCXTD830, Rev. A01, July 2001 v Answering a Specific Line ............................................................2-46 Attendant Continuous Ringing......................................................2-47 Blocking and Sending Caller ID....................................................2-48 Blocking Calls Between Guest Rooms..........................................2-50 Calling Out On a Specific Trunk...................................................2-51 Camping-on to a Busy Station.......................................................2-52 Checking a Trunk ..........................................................................2-53 Code Calls .....................................................................................2-55 Data Calls ......................................................................................2-57 Dialing Frequently Called Numbers..............................................2-58 Group Hold....................................................................................2-60 Using a Headset.............................................................................2-61 Flexible Headset Operation ...........................................................2-62 Intercom (ICOM) Calls .................................................................2-63 Night Service.................................................................................2-64 Paging............................................................................................2-65 Parking a Call ................................................................................2-68 Recording a Conversation .............................................................2-69 Redialing Numbers........................................................................2-70 Last Number Redial (LNR)...........................................................2-70 Saved Number Redial (SNR) ........................................................2-71 Sending Pushbutton Tones.............................................................2-73 Trunk Answer From Any Station ..................................................2-74 Appendix Programming your SelecSet 400A .................................................A-1 Programming Instructions ..............................................................A-3 Quick Reference Sheet ...................................................................A-6 Index

vii List of Figures Figure 1-1: SelecSet 400A . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-1 Figure 1-2: SelecSet 400A LCD with soft keys. . . . . . . . . . . . . . 1-2 Figure 1-3: Display with Message Waiting Button . . . . . . . . . . . 1-8 Figure 1-4: Soft key display . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-10 Figure 1-5: Soft key display with MSG soft key . . . . . . . . . . . . 1-48

ix List of Tables Table 1-1 Suggested programmable keys. . . . . . . . . . . . . . . . . . . 1-12 Table 1-2 Optional programmable keys . . . . . . . . . . . . . . . . . . . . 1-14 Table 1-3 SelecSet 400A Fixed Keys . . . . . . . . . . . . . . . . . . . . . . 1-18 Table 1-4 CAP keys and related functions . . . . . . . . . . . . . . . . . . 1-20 Table 1-5 Answer keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-25 Table 2-1 Restriction levels . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-4 Table 2-2 Credit limit feature . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-11 Table A-3 Keys that you can program from your SelecSet 400A . . A-2

xi PREFACE Before You Begin About this section This preface includes a description of: the following components of this document: • Purpose • Contents • Usage • Organization Purpose This guide describes SelecSet 400A™ attendant operations for both WelCOMM® (hotel/motel) and COMMerce® (business) systems. Differences between WelCOMM and COMMerce terminology are noted. Your SelecSet 400A may not be able to perform all the operations described in this document. Your system administrator has carefully selected the features assigned to your SelecSet 400A phone. If your phone system is part of a private network (separate phone systems sharing resources through direct connections), attendant operations may differ slightly. Contact your system administrator for more information.

xii HCXTD830, Rev. A01, July 2001 Intended audience This guide is intended to provide the attendant or any other user of the SelecSet 400A with descriptions and guidelines regarding attendant features and functions that are available with this attendant console. Organization Chapters and topics included in this document are: Section 1: About Your SelecSet 400A This section introduces the SelecSet 400A attendant console and provides basic information that is essential to understanding how your telephone operates. Basic Operations Describes procedures for basic attendant operations. Section 2: Additional Operations Describes operations that are performed less frequently than basic operations. Appendix: Programming Your SelecSet 400A Provides instructions on programming SelecSet keys. Quick Reference Sheet Provides instructions for most frequently performed attendant operations.

1-1 1 ABOUT YOUR SELECSET 400A About the SelecSet 400A The SelecSet 400A is a multifunction telephone that is used for call control operations and to serve other users in a facility. It is also called an attendant console. Figure 1-1 shows an example of the SelecSet 400A. Note that some of your programmable keys may be labeled differently. Figure 1-1: SelecSet 400A

1-2 HCXTD830, Rev. A01, July 2001 The Display About your 400A display Your SelecSet 400A console is equipped with a 2-line by 40-character liquid crystal display. This display changes, depending on the operation being performed. Figure 1-2: SelecSet 400A LCD with soft keys As various operations are described in the following sections, the appropriate displays are illustrated. For now, here are some of the most frequently viewed displays. When your phone is idle... You see this display when your phone is idle... • Line 1 of the display gives the time and date, your station number (normally three or four digits), and the number of calls waiting. The calls waiting display includes outside calls, inside calls and recalls (outside calls that are transferred to a station that doesn’t answer and then automatically returned to your console). • The second line of the display is the soft key menu. See “Soft Keys” on page 1-10. 1 1 : 0 0 a m We d Ma r 1 0 6 8 6 Ca l l s Wa i t : 0 MS G CHA RGE F E A T UR

THE DISPLAY HCXTD830, Rev. A01, July 2001 1-3 When dialing a number in your facility... You see this display when you dial a number in your facility. When connected to a number in your facility... You see this display when you are connected to that number. When answering a call from a user in your facility... You see this display when you answer a call from a caller within your facility. 1 D i a l 3 0 0 MS G CHA RGE F E A T UR 1 Co n n e c t 3 0 0 T OM S I K E S I n O f f i c e MS G CHA RGE F E A T UR 1 I n c S t a 3 0 0 T OM S I K E S MS G CHA RGE F E A T UR

SELECSET 400A USER GUIDE 1-4 HCXTD830, Rev. A01, July 2001 Displaying Caller ID Information Caller ID for incoming calls Depending on your telephone system setup, your SelecSet may display caller ID information for incoming calls. Caller ID information This information may include: • The caller’s name (up to 15 characters with the last name displayed first) • The caller’s number (up to 10 digits including the area code and office code). Caller ID information is displayed between the first and second ring for both new and waiting calls. If the caller has privacy set for his or her phone, your SelecSet displays privacy text. See “Blocking and Sending Caller ID” on page 2-48. Ringing call The following information is shown on your display for a ringing PRI call. Answered call The following information is shown on your display when you answer an incoming PRI call. 0 5 : 5 6 p m e d S e p 2 4 2 0 0 2 Ca l l s Wa i t : 0 1 I n c T r n k 6 3 0 0 DUNN CA ROL Y N 7 7 0 4 4 6 2 0 0 2 1 I n c T r n k 6 3 0 0 DUNN CA ROL Y N 7 7 0 4 4 6 8 8 2 0 MS G CHA RGE F E A T UR

DISPLAYING CALLER ID INFORMATION HCXTD830, Rev. A01, July 2001 1-5 Pay phone calls If you receive a call from a pay phone or some type of public telephone, the word PAYPHONE is shown on your display. Calls from new telephone numbers When you receive a call from a new telephone number, you may see the number displayed but not the name, because the name may not yet have been registered in the central office where the call originated. Calls from a business If you receive a call from a business that uses a PBX that is not networked with your facility’s telephone system, the business name and number is displayed, but not the caller’s name or extension number.

SELECSET 400A USER GUIDE 1-6 HCXTD830, Rev. A01, July 2001 Displaying Programmable Key Information Procedure To display programmable autodial key information: 1 Press . 2 Press the autodial key whose information you want displayed. 3 Press or lift the handset to return to the basic display.

HCXTD830, Rev. A01, July 2001 1-7 Displaying VIP and Language Status VIP and language indicators If your SelecSet 400A attendant console is used in a front desk or in a hotel/motel environment and a guest with VIP or foreign language status calls you, you may see VIP and language indicators on your SelecSet display. No attendant operations are associated with VIP and language indicators. The purpose of these indicators is to alert you to a guest’s special status. VIP/language indicator position If a guest has only VIP or language designated, that indicator is displayed in the same position as when the guest has both. Ringing VIP/language call This is an example of a display for a ringing call with VIP and language indicators. Answered VIP/language call This is a display for an answered call with VIP and language indicators. 1 I n c - S t a 1 1 8 5 2 DUNN CA ROL Y N / V F R T OS = 1 MS G CHA RGE F E A T UR 1 I n c - S t a 1 1 8 5 2 DUNN CA ROL Y N / V F R T OS = 1 MS G CHA RGE F E A T UR

SELECSET 400A USER GUIDE 1-8 HCXTD830, Rev. A01, July 2001 Message Waiting Lamp Message indications The message waiting lamp on your SelecSet 400A lights when you have messages. To display and retrieve callme, voice or text messages, press the soft key. See “Retrieving Messages” on page 1-48. Figure 1-3: Display with Message Waiting Button

KEYS HCXTD830, Rev. A01, July 2001 1-9 Keys SelecSet 400A key types Your SelecSet 400A phone is equipped with the following types of keys: • Soft keys • Programmable keys - Suggested programmable keys - Optional programmable keys • Fixed keys

1-10 HCXTD830, Rev. A01, July 2001 Soft Keys Soft key menu The soft keys are the six blank keys just under the display. These keys perform different functions, depending on how you use your phone. Labels in the bottom of the display identify active soft keys. In Figure 1-4, the bottom line of the SelecSet 400A shows the soft key menu. Figure 1-4: Soft key display Three basic keys The soft key menu consists of three basic keys: See page 2-3 to perform these functions. This soft key... Does this... MSG key allows you to retrieve or delete three types of messages, including callmes CHARGE key allows you to view the duration and cost of your last outgoing call. FEATUR key displays several features, which you can control for stations throughout your facility. These features include coverage, wakeup/reminder calls, do-not-disturb, call restrictions and credit limit.

PROGRAMMABLE KEYS HCXTD830, Rev. A01, July 2001 1-11 Programmable Keys Location of programmable keys The SelecSet 400A includes 24 programmable keys, which are located above the second row of fixed keys. Seven of these keys should be used for specific features, which are listed under Suggested programmable keys. The remaining keys can be used for autodial keys (for one-key access to dial-access codes, account codes, and frequently called numbers), or for optional features. Instructions for programming these keys are contained in the section entitled Programming your SelecSet 400A.on page A-1.

1-12 HCXTD830, Rev. A01, July 2001 Suggested programmable keys These features are recommended for attendant operation. All of these keys must be assigned at the CMAT by your system administrator. Table 1-1 Suggested programmable keys Key Name Function The lamp associated with the combined alarm key lights when a malfunction is detected in the system, the answer detection link, the PMS/PMSHOBIC link, or the VMS link. The CALM lamp stays lit until the problem is corrected. The CALM lamp indicates the status of the alarm as follows: When you press the key, alarms that are activated are shown in the LCD as follows: Note: The PMS alarm applies to WelCOMM systems only. Press to send a callme message for and turn on the message waiting lamp of a called station. Status Definition Dark no alarm conditions exist. Lit Steadily one alarm has occurred Slow Wink/Flash two or three alarms have occurred Fast Wink/Flash all four alarms have occurred LCD display Definition MJ/MN major/minor system alarm ANSDET answer detection link alarm PMS PMS/PMSHOBIC link alarm VMS VMS link alarm

PROGRAMMABLE KEYS HCXTD830, Rev. A01, July 2001 1-13 Optional programmable keys These keys can be used for autodial keys (one-key access to dial-access codes, account codes, and frequently called numbers), or for optional features. Some optional programmable keys are programmed from your SelecSet. Others must be programmed from the Customer Maintenance/Administration (CMAT) terminal. A list of keys that are programmable from the SelecSet, along with instructions for programming them, is included in Programming your SelecSet 400A on page A-1. See Table 1-2 on page 1-14 for possible uses for optional programmable keys. The lamp associated with the long trunk alarm/verification key flashes when a trunk has been connected for an unusually long time. Also allows you to check a specific trunk. Press to break into a busy station or a busy trunk. All parties hear breakin tone, and a three-way conference is established. Also breaks into a station with do-not-disturb activated. This button can also be used for the switchhook flash to a trunk feature to access central office trunks and related features. Use to place up to 10 calls on hold, using a single key. Calls held at this key are answered in first-in/first-out order (FIFO) and do not occupy a call appearance (CAP) key. This key cancels automatic hold, allowing you to operate equipment controlled by touch tones. Table 1-1 Suggested programmable keys(continued) Key Name Function

1-14 HCXTD830, Rev. A01, July 2001 Table 1-2 Optional programmable ke ys Key Type Purpose Autodial keys Provide one-key access to dial-access codes, account codes, and frequently called numbers. Call park Parks a call. Code key Distinguishes code calls from other calls. When a code call comes to your console, it rings at the key and the key. Press either key to answer. Conversion (CONV) key Changes an incoming voice call into a data call, allowing the attendant to transfer the data call to a station. Detection () Lights when the answer detection unit is down. (The answer detection unit is optional external equipment). E911alarm key Lights any time a 911call is made. Pressing the flashing key displays the station number making the call. That same station number is printed on the FOA printer, with the time and date of the call. This key and/or alarm bell can be assigned with or without E911; E911 applies only for residential or extended stay packages. Headset mode key (HSET) Activates headset mode by pressing an autodial key. Hold loops (HLD1 - HLD8) Place a call on hold and provide a display of the held call (From one to eight can be assigned).