Bizfon Owners Guide

							Section 2 Setting up your System
Bizfon Owner’s Guide17
3. Press 
 to change Automated Attendant 
greetings. 
4. Press 
 to change the System greeting.
5. The current greeting is played and you 
are prompted to accept the greeting or 
change it.
6. Press 
 to record the new greeting.
7. Press any key when done recording the 
new greeting.
8. The greeting will be played back to you. 
Press 
 to use the greeting or press 
 to 
re-record the greeting.
If you’d like to revert back to the factory-set 
system day greeting, follow the instructions 
above, and press  to choose Delete Greet-
ing.
After Hours Mode
The Bizfon After Hours mode enables you to 
set up your system for operation after normal 
business hours.
When After Hours mode is enabled, the Biz-
fon plays the After Hours Greeting, then it 
rings all extensions. After a specified num-
ber of rings, calls are directed to the Operator 
mailbox at extension 0.
To select specific extensions to ring in After 
Hours mode, see “Changing the List of After 
Hours Extensions” on page 20. 
						

							Section 2 Setting up your System
18 Bizfon, Inc.
To enable After Hours Mode:
1. Pick up any BizTouch telephone exten-
sion and press the SETTINGS button. If 
using a non-BizTouch telephone, press 


 to enter Settings.
2. Enter an extension, or press 
 for the 
current extension.
3. Enter the extension’s password. 
4. Press 	
 to enable After Hours Mode.
Once After Hours Mode is enabled, you can 
disable it and return to Day Mode by repeat-
ing the steps above. 
Changing the After Hours Greet-
ing
You can change the after hours greeting at 
any time. Before changing it, we recommend 
that you write it down and practice speaking 
it before making the recording. 
To change the After Hours greeting, do the 
following: 
1. Pick up any BizTouch telephone exten-
sion and press the SETTINGS button. If 
using a non-BizTouch telephone, press 


 to enter Settings.
2. Dial extension 200 to access General 
Settings. 
						

							Section 2 Setting up your System
Bizfon Owner’s Guide19
3. Press 
 to change Automated Attendant 
greetings. 
4. Press 
 to change the After Hours greet-
ing. 
5. The current greeting is played and you 
are prompted to accept the greeting or 
change it.
6. Press 
 to record the After Hours greet-
ing.
7. Press any key when done recording the 
new greeting. 
8. The greeting will be played back to you. 
Press 
 to use the greeting or press 
 to 
re-record the greeting.
Turning Off the Automated 
Attendant
You can turn off the Automated Attendant so 
that all incoming calls go directly to an 
extension, without any message. 
This is the second call profile described in 
“Incoming Call Handling Profiles” on 
page 13.
To turn off the Automated Attendant:
1. Pick up any BizTouch telephone exten-
sion and press the SETTINGS button. If 
using a non-BizTouch telephone, press 


 to enter Settings.  
						

							Section 2 Setting up your System
20 Bizfon, Inc.
2. Enter the extension number, , and the 
password.
3. Press  to select Attendant Setup.
4. Follow prompts to select “Turn off Auto 
Attendant.”
If your Bizfon is in Day mode, these steps 
will affect Day mode. If it is in After Hours 
mode, these steps will turn off the After 
Hours mode automated attendant.
Call Routing 
Directly to a 
Specific Exten-
sionYour Bizfon 680 can be configured to 
answer a particular incoming telephone line 
and immediately ring a specific extension, or 
group. This can be configured by Bizfon 
Customer Care at extension 299. When con-
figured this way, Day and After Hours 
modes are ignored on that incoming tele-
phone line. 
Changing the 
List of After 
Hours Exten-
sionsIf you do not wish all extensions to ring in 
After Hours Mode, you can configure which 
extensions you wish to ring. To configure 
extensions for After Hours mode:
1. Put the Bizfon into After Hours mode as 
described in “After Hours Mode” on 
page 17.
2. Press the SETTINGS button. If using a 
non-BizTouch telephone, press 

 to 
enter Settings. 
						

							Section 2 Setting up your System
Bizfon Owner’s Guide21
3. Press  to select the Personal Settings 
for the Operator, and enter the Operator 
password followed by  if one was set.
4. Press  to change forwarding settings. 
Youll hear “Calls will ring all exten-
sions” or “Calls will ring extensions 201, 
202, and 203.” To set a different exten-
sion or group of extensions, press . To 
ring all phones, press ; otherwise, start 
entering the specific extension(s).
Operator Exten-
sionThe operator (or receptionist) is the person 
whose telephone rings when the Automated 
Attendant greeting finishes or when callers 
press .
Choosing which extension rings 
when callers press 0
By default, extension 201 rings when callers 
press  in Day mode. If you want a different 
extension to ring when callers press , you 
can use call forwarding to forward extension 
0 to another extension number.
To configure the Operator extension to ring 
at an extension other than 201:
1. Pick up any BizTouch telephone exten-
sion and press the SETTINGS button. If 
using a non-BizTouch telephone, press 


 to enter Settings.
2. Press  to select the Personal Settings 
for the Operator, and enter the Operator 
password followed by  if one was set. 
						

							Section 2 Setting up your System
22 Bizfon, Inc.
3. Press  to select Call Forwarding. 
4. Enter the extension to which calls should 
be forwarded.
See “Setting up a Group Ring when callers 
press 0” on page 23 for instructions on for-
warding to multiple extensions.
Changing personal options for 
the Operator
You change personal options for the Opera-
tor extension the same way you change per-
sonal options for any extension. 
To change personal options for the reception-
ist:
1. Pick up any BizTouch telephone exten-
sion and press the SETTINGS button. If 
using a non-BizTouch telephone, press 


 to enter Settings. 
2. Enter the extension number, , and the 
password.
3. Follow the prompts.
Group RingThe Bizfon allows you to configure a group 
of extensions to ring, when a caller selects an 
extension. For example, you may wish 
extensions 201 through 208 to all ring at 
once as a group, when a caller presses  for 
the Operator. 
						

							Section 2 Setting up your System
Bizfon Owner’s Guide23
Setting up a Group Ring when 
callers press 0
Use the instructions for “Choosing which 
extension rings when callers press 0” on 
page 21. However, instead of forwarding 
extension 0 to a single extension when 
prompted, forward it to multiple extensions. 
Now when a caller stays on the line when the 
Automated Attendant Greeting finishes, or 
when a caller presses , all selected lines 
will ring simultaneously. This is useful both 
for temporary receptionist coverage, as well 
as in environments where multiple people 
function in the role of receptionist.
Setting up a Group Ring when 
Automated Attendant is Turned 
Off
Use the instructions for “Choosing which 
extension rings when callers press 0” on 
page 21. However, instead of forwarding 
extension 0 to a single extension when 
prompted, forward it to multiple extensions. 
Now all selected lines will ring simulta-
neously.
Setting up a Group Ring when 
callers dial any extension
Use the instructions for “Call Forwarding” in 
the BizTouch 2 Reference Card or the Refer-
ence Card for Non-Bizfon Telephones. 
Instead of forwarding to a single extension 
when prompted, forward to multiple exten-
sions. 
						

							Section 2 Setting up your System
24 Bizfon, Inc.
Informational 
MessagesThe standard Bizfon 680 supports two infor-
mational messages. By plugging in an 
optional Voice Vault card, the Bizfon can 
support four additional informational mes-
sages, for a total of six. Informational mes-
sages are typically used to provide specific 
information to callers.
In your system greeting you should refer to 
the information available in the informa-
tional messages and instruct callers how to 
access the mailboxes. For example, your sys-
tem greeting might sound something like 
this: 
“Thank you for calling HomeSteader 
Realty. For directions to our office, press 
4. For a list of extensions, press 1.”
Creating Informational Mes-
sages
You can create two informational messages 
on a standard Bizfon 680. Callers can hear 
them by pressing 
 or 
 as instructed by the 
Auto Attendant greeting. Each message pro-
vides 30 seconds of recording time.
An informational message can contain direc-
tions to your company, hours of operation, 
details on special events, promotions, or any 
other information that callers may need to 
know. 
To create an informational message: 
1. Pick up any BizTouch telephone exten-
sion and press the SETTINGS button. If  
						

							Section 2 Setting up your System
Bizfon Owner’s Guide25
using a non-BizTouch telephone, press 


 to enter Settings. 
2. Dial extension 200 and enter the system 
password, if configured, to access Gen-
eral Settings.
3. Press  to select Auto Attendant Greet-
ings. 
4. Press 
 to select Create an Informational 
Message. 
5. Press the number associated with the 
informational message, either 
 or 
.
6. Record your informational message and 
press any key when finished. 
7. The informational message will be 
played back to you. Press 
 to use the 
message or press 
 to re-record the 
informational message.
8. Whenever you create a new informa-
tional message, be sure to re-record your 
automated attendant greeting and refer to 
the new informational message.
To edit or delete an informational message, 
follow the instructions above, and select the 
appropriate action in step 4.
NOTE:
Since your system greeting is used to point 
the user to the appropriate informational 
message, always be sure to edit your system  
						

							Section 2 Setting up your System
26 Bizfon, Inc.
greeting appropriately when you change or 
delete an informational message.
Additional Informational Mes-
sages
You can create up to four more informational 
messages, for a total of six, corresponding to 
keys 	 through . This requires the pres-
ence of an optional Voice Vault card. Use the 
same instructions to create them as you 
would for 
 and 
 above.
Changing the 
Phone TypeWhen you set up a Bizfon extension initially, 
the extension is programmed differently for 
BizTouch series feature phones than it is for 
non-BizTouch telephones. For example, to 
access settings on a BizTouch 2 phone, you 
press the SETTINGS button, while on a 
generic 2500-type phone, you press 
.
If, at some time in the future, the user of a 
physical extension (201-208) changes the 
phone type, you can re-program the Bizfon 
to understand that the phone type has 
changed.
To change the phone type:
1. Pick up any BizTouch telephone exten-
sion and press the SETTINGS button. If 
using a non-BizTouch telephone, press 


 to enter Settings. 
2. Enter the extension to be changed, or  
if it is the current extension, followed by 
your password.