Inter-Tel Axxess Administrators Guide

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Do-Not-DisturbT
O ENABLE DO-NOT-DISTURB MODE:
  (1)Keyset: While on hook, press the DND key or enter the Do-Not-Disturb feature code
(370) or Do-Not-Disturb On/Off feature code (372). Display keysets show SELECT
DND MESSAGE # (01-20). 
Single-Line Set: Lift the handset and enter the Do-Not-Disturb feature code (370) or
the Do-Not-Disturb On/Off feature code (372). You hear a progress tone.
  (2)To select message 01 (DO-NOT-DISTURB):
Keyset: Press SPKR or lift and replace the handset. The DND key lights.
Single-Line Set: Hang up.
To select any of the 20 pre-programmed messages: Enter the desired number (01-
20) or press the SCROLL menu key to begin scrolling. Display keyset users may scroll
through the messages by pressing the high end of the Volume key or NEXT key or
menu key to go forward or the low end of the Volume key or PREVIOUS key to go
backward (the display shows the selected message). If you enter an invalid message
number, you will hear reorder tones and the display shows INVALID DND MESSAGE
NUMBER; try again.
  (3)If desired, customize the second line of the message: Use any combination of the fol-
lowing methods.
a.Remain in numeric mode: Press the keypad keys to enter the desired number. Use
the pound key (#) for a hyphen (-) and the asterisk key (*) for a colon (:). Keyset
users can press the FWD key once to leave a space, or press the MUTE key to
backspace.
b.Change to alphanumeric mode (keysets only): Press the MSG key (the key lights)
or the USE ALPHA MODE menu key, then enter the desired characters. Refer to
the chart above. Keyset users can press the FWD key once to advance or twice to
leave a space, or press the MUTE key to backspace.
c.Use speed-dial and/or redial numbers (keysets only): In either numeric or alphanu-
meric mode, you can speed dial a number (using the speed-dial key or feature
code). In numeric mode you can press the REDIAL key to enter the stored charac-
ters. You may chain speed-dial and/or redial numbers together. 
  (4)Terminate programming:
Keyset: Press SPKR or lift and replace the handset. The DND key lights. (Display
keysets show selected message. Date and time appear on the second line if there is no
customized message.)
Single-Line Set: Hang up.
T
O CANCEL DO-NOT-DISTURB:
Executive Digital Keyset: While on hook press the lit DND key. The key goes off and
the display shows DO NOT DISTURB OFF.
Other Keysets: While on hook, press the lit DND key or enter the Cancel Do-Not-
Disturb feature code (371) or Do-Not-Disturb On/Off feature code (372). The key goes
off and the display shows DO NOT DISTURB OFF.
Single-Line Set: Lift the handset, enter the Cancel Do-Not-Disturb feature code (371)
or Do-Not-Disturb On/Off feature code (372), and hang up.
T
O PLACE YOUR BUSY STATION IN DO-NOT-DISTURB WHILE A CALL IS CAMPED ON:
If, while on a call, you hear call waiting signals and you wish to let the caller know you do not 
						

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Do-Not-Disturb Override want to be disturbed:
Keyset: Press the DND key or press the Special key   and then enter a Do-Not-
Disturb feature code (370 or 372). The key lights. The display shows DO-NOT-DIS-
TURB ON. The intercom caller is no longer camped on and receives do-not-disturb
indications.
Single-Line Set: (This procedure will interrupt your call in progress.) Hookflash and
enter the a Do-Not-Disturb feature code (370 or 372). The intercom caller is no longer
camped on and receives do-not-disturb indications. Hookflash twice to return to the
current call.
DO-NOT-DISTURB OVERRIDE
If your keyset is enabled for do-not-disturb override and you hear do-not-disturb tones when
placing an intercom call, you may use the following procedure to break through do-not-disturb
and complete the call.
D
O-NOT-DISTURB OVERRIDE (KEYSETS WITH THIS FEATURE ENABLED ONLY):
When you hear do-not-disturb tones while placing an intercom call, press the Special
key   and enter the Do-Not-Disturb Override feature code (373). If the called
station is idle, the call rings as a private intercom call. If the called station is busy, your
call camps on.
∞
∞ 
						

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Remote Feature Programming
REMOTE FEATURE PROGRAMMING
The Remote Programming feature allows a user to place a phone in do-not-disturb mode
(DND) or forward the station’s calls, either from another station or through DISA. Each station
has a password to limit access to this feature. (See page 111 for information about DISA.)
In a network, Remote Programming can be performed on one node for any keyset that is pro-
grammed as an off-node device on that node. You must go through DISA for remote program-
ming of any keysets that are not programmed as off-node devices.
STATION PASSWORD
The station password is used only for the Remote Programming feature. 
NOTE To prevent unauthorized use of the call forward feature, all stations using Remote Pro-
gramming should have a password. To make the passwords difficult to guess, they should not
match the extension number or consist of one digit repeated several times. 
The station password can be up to 8 digits in length. The default password is the extension
number of the station. The password can be changed by entering the Program Station Password
feature code at the station or when using the Remote Programming feature. It can also be pro-
grammed through Individual Station programming.
If the password is changed from a station, the user will be prompted for the old password, then
the new password, and will be asked to verify the new password. If it is programmed through
Remote Programming, the user will already have entered a correct password, so the user is
only prompted for the new password and will be asked to verify the password.
Should the verified password and new password not match, the old password will be retained
and the programming session canceled.
T
O CHANGE THE STATION PASSWORD FROM YOUR STATION:
  (1)Enter the Program Station Password feature code (392). You hear a confirmation tone.
If you have a display, it shows ENTER PASSWORD.
  (2)Enter your current password, followed by #. (At default it is your extension number.) If
you have a display, it shows NEW PASSWORD.
NOTE If you enter an incorrect password, the display will show INVALID PASS-
WORD and your station will return to the idle state.
  (3)Enter the new password followed by #. You hear a confirmation tone.
  (4)Enter the new password again for verification followed by #. You hear a confirmation
tone. If you have a display, it shows PASSWORD SAVED. Your station returns to the
idle state. 
						

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Remote Do-Not-Disturb Programming T
O CHANGE THE STATION PASSWORD USING REMOTE PROGRAMMING:
  (1)If calling from an outside telephone, access the system through a DISA line. Enter the
DISA security code (if applicable). You hear a confirmation tone.
If programming from another station, lift the handset or press the SPKR key.
  (2)Enter the Remote Programming feature code (359). You hear a confirmation tone. If
you have a display, it shows ENTER EXTENSION. (Executive Keyset users can press
the IC DIR key to use the intercom directory to look up a number.)
  (3)Enter the extension to be programmed. You hear a confirmation tone. If you have a dis-
play, it shows ENTER PASSWORD. If you entered an invalid extension number, you
will hear reorder tones and can try again.
  (4)Enter the extension’s password followed by #. You hear a confirmation tone.
If you enter an incorrect password, the display will show INVALID PASSWORD.
Outside callers will be returned to dial tone and stations will return to the idle state.
  (5)Enter the Program Station Password feature code (392). You hear a confirmation tone.
If you have a display, it shows NEW PASSWORD.
  (6)Enter the new password, followed by #. You hear a confirmation tone.
  (7)Enter the new password again for verification, followed by #. You hear a confirmation
tone. If you have a display, it shows PASSWORD SAVED. Outside callers will hear
dial tone and stations return to the idle state.
REMOTE DO-NOT-DISTURB PROGRAMMING
TO PLACE A STATION IN DO-NOT-DISTURB MODE USING THE REM OTE PROGRAMMING FEATURE:
NOTE After each entry, non-display keyset users will hear a confirmation tone. Outside callers
using a DISA line will hear confirmation tone followed by DISA dial tone. Display keyset
users will not hear confirmation tones but will see a prompt asking for the next entry.
  (1)If calling from an outside telephone, access the system through a DISA line. Enter the
DISA security code (if applicable). You hear a confirmation tone followed by DISA
dial tone.
If programming from another station, lift the handset or press the SPKR key.
  (2)Enter the Remote Programming feature code (359). If you have a display, it shows
ENTER EXTENSION. (Executive Keyset users can press the IC DIR key to use the
intercom directory to look up a number.)
  (3)Enter the extension to be placed in DND. If you have a display, it shows ENTER PASS-
WORD. If you entered an invalid extension number, you will hear reorder tones and can
try again.
  (4)Enter the extension’s password, followed by #. If you have a display, it shows ENTER
FEATURE CODE.
NOTE If you enter an incorrect password, the display will show INVALID PASS-
WORD and the call is disconnected. Station users will hear reorder tones. 
						

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Remote Do-Not-Disturb Programming  (5)To turn on Do-Not-Disturb:
a.Enter the Do-Not-Disturb On feature code (370). (The On/Off feature code cannot
be used in remote programming.) If you entered an invalid feature code, you will
hear reorder tones and can try again.
NOTE If the station you are programming is not allowed to use DND, you will
hear reorder tones and the display will show CANNOT ACCESS RESERVED
FEATURE. Outside callers will be returned to dial tone and stations will return to
the idle state.
b.Enter the desired do-not-disturb message number (01-20). If you entered an invalid
message number, you will hear reorder tones and can try again.
c.Enter the optional second-line message text, if desired, using any combination of
the following methods:
Remain in numeric mode: Press the keypad keys to enter the desired number. Use
the pound key (#) for a hyphen (-) and the asterisk key (*) for a colon (:). Keyset
users can press the FWD key once to leave a space, or press the MUTE key to back-
space.
Change to alphanumeric mode (keysets only): Press the MSG key (the key lights) or
the USE ALPHA MODE menu key, then enter the desired characters. (Refer to the
chart and instructions in your user guide.) Keyset users can press the FWD key once
to advance or twice to leave a space, or press the MUTE key to backspace.
Use speed-dial and/or redial numbers (keysets only): In either numeric or alphanu-
meric mode, you can speed dial a number (using the speed-dial key or feature code).
In numeric mode you can press the REDIAL key to enter the stored characters. You
may chain speed-dial and/or redial numbers together.
d.Hang up to complete the programming.
  (6)To turn off Do-Not-Disturb: Enter the Do-Not-Disturb Off feature code (371). (The
On/Off feature code cannot be used in remote programming.) The call is automatically
disconnected when the feature code is accepted. If you entered an invalid feature code,
you will hear reorder tones and can try again.  
						

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Remote Forward Programming
REMOTE FORWARD PROGRAMMING
TO FORWARD A STATION USING THE RE M O T E PROGRAMMING FEATURE:
NOTE After each entry, non-display keyset users will hear a confirmation tone. Outside callers
using a DISA line will hear confirmation tone followed by DISA dial tone. Display keyset
users will not hear confirmation tones but will see a prompt asking for the next entry.
  (1)If calling from an outside telephone, access the system through a DISA line. Enter the
DISA security code (if applicable). You hear a confirmation tone followed by DISA
dial tone.
If programming from another station, lift the handset or press the SPKR key.
  (2)Enter the Remote Programming feature code (359). If you have a display, it shows
ENTER EXTENSION. (Executive Keyset users can press the IC DIR key to use the
intercom directory to look up a number.)
  (3)Enter the extension to be forwarded. If you have a display, it shows ENTER PASS-
WORD. If you entered an invalid extension number, you will hear reorder tones and can
try again.
  (4)Enter the extension’s password, followed by #. If you have a display, it shows ENTER
FEATURE CODE.
NOTE If you enter an incorrect password, the display will show INVALID PASS-
WORD and the call is disconnected. Station users will hear reorder tones.
  (5)To turn on Call Forward: 
a.Enter one of the following Call Forward feature codes. If you entered an invalid
feature code, you will hear reorder tones and can try again.
Call Forward All Calls355
Call Forward If Busy 357
Call Forward If No Answer356
Call Forward If No Answer/Busy358
b.Enter the forwarding destination. This can be an extension number or a trunk
access code followed by an outside telephone number.
If the forward destination is an extension number, programming is complete and the
call is disconnected automatically.
If the forward destination is an outside number, hang up to complete the program-
ming. 
If the station is not permitted to forward to the destination entered, you will hear
reorder tones and can try again.
If you hang up before entering a forward destination, the programmed forward is
canceled.
  (6)To turn off Call Forward: Enter 355 and then hang up instead of entering a destina-
tion.  
						

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Default Station
DEFAULT STATION
A station user can enter one feature code that will return the following features to their default
states. 
•Cancels the following features, if in effect:
—Do-Not-Disturb
—Manual Call Forwarding
—Queue Request
—Account Code For All Calls Following
—Background Music
—Ring Intercom Always
—Headset Mode
•Restores the following features, if disabled:
—Handsfree
—Page Receive
—Hunt Group Replace
—System Forwarding
•Returns keyset volumes to default levels
•Returns keyset to standard keymap
•If the keyset is a member of one or more ACD hunt groups, logs into the hunt group(s)
•Does not affect PCDPM baud rate
This feature is especially useful for installers and troubleshooters who need to know exactly
how a given station is programmed.
T
O RETURN THE STATION TO DEFAULT:
Keyset: While on or off hook, enter the Default Station feature code (394). You hear a
confirmation tone and the display shows STATION DEFAULTED. If off hook, hang
up.
Single-Line Set: Lift the handset, enter the Default Station feature code (394). You
hear a confirmation tone followed by dial tone. Hang up.
HOOKFLASH
A timed hookflash may be required for keyset and single-line users to use certain telephone
company or PBX features. The CO Hookflash feature code sends a timed hookflash over the
trunk when entered. A hookflash will restart the call cost display and toll restriction, plus it
will start a new line in the SMDR printout. However, the call will remain under the same Call
key.
The Hookflash feature can be enabled or disabled on a trunk group-by-trunk group basis. It can
be used on any outside call, including conference calls.
The duration of the hookflash can be changed by reprogramming the LS/GS CO Hookflash
timer (default value is 0.6 seconds). If the system is not installed behind a PBX, the Hookflash
timer must be programmed to be compatible with the systems trunks.
T
O SEND A TIMED HOOKFLASH WHILE ON A TRUNK:
Keyset: Press the Special key   and enter the Hookflash feature code (330).
Single-Line Set: Hookflash and then enter the Hookflash feature code (330).
∞ 
						

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Reminder Messages (Keysets Only)
REMINDER MESSAGES (KEYSETS ONLY)
Reminder messages are set, like an alarm clock, to signal a keyset station at a specified time.
The user can select the message and time up to 24 hours in advance. Twenty different reminder
messages are available. These messages can be reprogrammed by the installer or using an
Administrator’s station. Up to 224 reminder messages can be requested per system (up to 448
in a triple- or quad-cabinet system).
At the programmed time, the reminder message signals the station with eight short tones. A
display keyset shows the message until it is cancelled; a non-display keyset receives tones
only. If the station is busy, the user still hears the tones and the message displays for 10 sec-
onds during the call, then the display returns after the user hangs up. (Reminder displays inter-
rupt, but do not affect, programming.)
Messages can be changed by the installer or Administrators station, if desired. They are limited
to 16 characters. The default messages are:
In a network, each node has its own list of reminder messages that can be used only on that
node.
The system has default reminder messages in both English and Japanese (Katakana). However,
the Japanese messages can be reprogrammed only through an Administrator’s station (see
page 14). 
The language of the messages seen by the station user is determined by the station’s pro-
grammed language. That is, if a station is programmed for Japanese, the user will see only Jap-
anese messages when programing a reminder message. 
NOTE Only Digital keysets can be used for viewing Japanese prompts. Analog keysets do not
support Japanese displays.
T
O REQUEST REM IND ER MESSAGES:
NOTE Lift and replace the handset to stop the process without selecting a message.
  (1)While on hook, enter the Reminder Message feature code (305). Display keysets show
SELECT REMINDER MSG # (01-20).
  (2)To select a specific message: Enter the two-digit message code (01-20). (Display key-
sets show selected message and SCROLL OR ACCEPT.)01 MEETING 11 CALL ENGINEERING
02 STAFF MEETING 12 CALL MARKETING
03 SALES MEETING 13 CALL ACCOUNTING
04 CANCEL MEETING 14 CANCEL DND
05 APPOINTMENT 15 CANCEL CALL FWD
06 PLACE CALL 16 TAKE MEDICATION
07 CALL CLIENT 17 MAKE RESERVATION
08 CALL CUSTOMER 18 REVIEW SCHEDULE
09 CALL HOME 19 LUNCH
10 CALL CORPORATE 20 REMINDER 
						

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Reminder Messages (Keysets Only)To scroll through the messages: View the available messages by pressing the high
end of the Volume key or NEXT key to scroll forward or pressing the low end of the
Volume key or PREVIOUS key to scroll backward. Each message displays for 0.5 sec-
onds before another can be selected. When the desired message is displayed, press 
or ACCEPT.
  (3)Enter the time that you wish to receive the message. (If using a station programmed for
Japanese, these prompts will be reversed and you will set the AM/PM before the hour
and minutes.)
a.Enter the hour and minutes using four digits (e.g., 0900 for 9:00).
b.If the system is set for 12-hour display format, the display shows SELECT AM OR
PM. Press   or the AM key for AM or press   or the PM key for PM. You hear
a progress tone when it is accepted and the display momentarily shows the select
reminder message and time.
NOTE If an invalid time is entered, you hear reorder tones and must enter the time
again. (Display keysets show INVALID TIME.)
T
O RECEI VE A REMINDER MESSAGE:
  (1)At the selected time, you hear eight short tones and the message displays. Do one of the
following:
If your station is idle, go to the next step.
If you are on a call, the message will display for 10 seconds. After you hang up, the
reminder message returns and must be cleared.
If you are programming your keyset, the programming function is interrupted. The
message will display, but will not interrupt programming; you can continue. After pro-
gramming is completed, the reminder message will return and must be cleared.
  (2)To clear the message: Remain on hook and press  . The display shows EXPIRED
REMINDER MESSAGE CLEARED.
T
O CANCEL ALL OF YOUR RE M I N D E R MESSAGE REQUESTS:
While on hook, enter the Cancel Reminder Message feature code (306). The display
shows REMINDER MSGS CANCELED. You cannot view or cancel individual mes-
sages.
#
12
* 
						

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Record Keeping And Maintenance Features
RECORD KEEPING AND MAINTENANCE FEATURES
CALL COST ACCOUNTING
The Call Cost Accounting feature estimates the cost of outgoing and incoming calls, displays it
on the keysets, and prints it in the SMDR reports. The cost is based on the type of call, tele-
phone number dialed, the elapsed time of the call, the day of the week, and the time of day. A
table in the database supplies the rates for all types of calls, including multiplicative factors for
evening and weekend rate changes on outgoing calls. The equation for calculating call cost is: 
Daytime Rate X Multiplicative Factor X Connect Time.
The multiplicative factor adjusts the daytime per-minute call cost for evening and weekend
rates of outgoing calls. For example, the evening call cost multiplier is 0.65 if calls are 35%
less expensive after 5:00PM. The daytime rate (D), evening (E) multiplicative factor, and
night/weekend (N/W) multiplicative factors are used on the following schedule:
NOTE The AXXESS System’s Call Cost Accounting feature is intended to provide a cost esti-
mate that is applied to the various classes of calls. Due to the wide variation in charges among
network carriers, the system’s call cost calculation cannot be used as a prediction of actual
charges. This feature can only be used as a management tool to estimate call cost.
If call cost is set to zero, call cost will not display during the call and the SMDR printout will
show $00.00.
In a network setting, the call cost shown on the display and SMDR output use the factors and
rates for the node on which the trunk resides. In other words, if a station on Node 1 dials what
is considered a long-distance number on Node 1, but the call is routed to Node 2 where the
number is considered local, the keyset will use the local call cost rate from Node 2. The call
rate used for calls between nodes will be based on the Network call rate.
All outgoing calls using a trunk that is not subject to toll restriction are classified as one of the
following call types for call cost calculation (call cost type is programmed in the database).
•Free
•Local
•Toll Local
•Toll Long Distance
•Operator/International
SUN MON TUE WED THU FRI SAT
8 AM 
TO
5 PM
N/WDDDDDN/W
5 PM
TO
11 P MEEEEEEN/W
11 P M  
TO
8 AMN/W N/W N/W N/W N/W N/W N/W