Nortel Call Pilot 150 Telephone Admin Instructions Manual

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CallPilot 150 Telephone Administration Guide
Chapter 2
Using CallPilot
Who can use CallPilot
CallPilot can be used by outside callers and mailbox owners (subscribers) in your company. 
Subscribers at your office can use CallPilot from any display telephone that is connected to your 
telephone system. Subscribers outside your office can use CallPilot from any tone dial telephone.
Incoming calls from a rotary dial telephone are transferred to your company receptionist or 
designated operator. If an operator is not available, the call transfers to the General Delivery 
Mailbox.
System timeout
If you pause longer than 2 minutes when you program CallPilot, the system times out and ends the 
session. This is a safety feature that prevents unauthori
zed use of the system.
For example, if the system times out before you enter all the settings for a mailbox, you must use 
the procedures in “Changing a mailbox” on page 32 to finish setting up the mailbox.
Using CallPilot with a two line display telephone
You cannot use a single line display telephone to set up and administer CallPilot. You must use a 
two line display telephone. Two line display phones show CallPilot commands and options. A two 
line display can show up to three display options at once. In some instances, an option does not 
have a corresponding display button, and you must select the option by pressing buttons on the 
diapad.
While you program CallPilot, at any time, you can press • to go back to the previous selections.
An example of a two line display
Pswd:
OTHR RETRY OK Display command line
Display button  options
Display buttons 
						

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Using the dialpad
The buttons on your display telephone dialpad act as both numbers and letters. Each button 
represents a number and letters of the alphabet.
Numbers and letters on the dialpad.
The display can show up to 16 characters. Whether the prompt remains on the display depends on 
the type of prompt that is displayed.
The prompt disappears for these command line prompts:
Name:
Log:
Dest ph:
To enter a characterpress the dialpad button that represents the letter or number. Press the 
button again to see the next letter or number.
To accept a characterpress 
£ or press another button. When you press another button, the 
cursor advances and the display shows the first character on the new 
button.
To delete a characterpress the 
BKSP display button.
⁄    1  ’   - ¤    A B C 2 a b c‹   D E F 3 d e f
›   G H I 4 g h ifi   J  K L 5 j k lfl   M N O 6 m n o
‡   P Q R S 7 p q r s°   T U V 8 t u v·   W X Y Z 9 w x y z
•   Quit‚   Q Z  Zero q z£   Accepts the displayed letter and,  
(comma)
This is an example of a display with fewer than 16 characters, where 
the command line prompt remains on the display.
This display shows the Name: command line prompt.
When you begin to enter the last name, the Name: command line 
prompt disappears. For example, if you enter the name Partridge, you 
press the pad  ‡ for P, and the display drops the Name: prompt.
Although the name is only nine characters long, the command line 
prompt is not shown on the display after you enter the entire name.Pswd:1111
OTHR      RETRY      OK
Name:
RETRY      BKSP       OK
P
RETRY      BKSP        OK
PARTRIDGE
RETRY       BKSP        OK 
						

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CallPilot 150 Telephone Administration Guide
Symbols and conventions used in this guide
These conventions and symbols are used to represent the Business Series Terminal display and 
dialpad.
About telephone buttons
This table shows the Nortel Networks Business Series Terminal buttons. Use the buttons that 
pertain to the type of telephone you use.
You can enter ≤, ƒ or 

and the code to use a feature. For example, press 
≤·°⁄ to access your mailbox.
The T7100 works differently from other telephones on your system because it does not have line 
buttons. Where other telephones require that you select a line button to answer a call, on the T7100 
terminal you pick up the handset. Where other telephones require you to select a line button to take 
a call off hold, you press the 
 button on the T7100 terminal.
On T7100 terminals, you can answer a second call by pressing  
 . Your active call is put on 
hold and you connect to the waiting call. You can have no more than two active calls at one time.
Convention Example Used for
Word is in a special font (in the top 
line of the display)
Pswd:Command line prompts on display telephones.
Underlined word in capital letters 
(on the bottom line of a two line 
display telephone)
PLAYDisplay option. Available on two line display 
telephones. Press the button directly below the 
option on the display to proceed.
Dialpad buttons
£Buttons you press on the dialpad to select a 
particular option.
Button name T7100, T7208, T7316M7100, M7208, M7310, 
M7324M7100N, M7208N, 
M7310N, M7324N 
Feature
≤ƒ

Handsfree Bottom right-hand 
button©
Hold≥˙
Vo l u m e  C o n t r o l√√
Release®® 
						

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CallPilot 150 Telephone Administration Guide
Chapter 3
CallPilot mailboxes
About installing mailboxes
You install mailboxes by enabling a software authorization code. The software authorization code 
enables the number of mailboxes that you can add to CallPilot. On CallPilot 150 you can have a 
maximum of 200 subscriber mailboxes. Refer to “Enabling a software authorization code” on page 
103 for information on how to enable software authorization codes.
System Administrator Mailbox
The System Administrator Mailbox:
 is reserved for the System Administrator
 is created automatically when the system is initialized for the first time
 is where you send Broadcast Messages from
Only the System Administrator can access the System Administrator Mailbox. Remember to 
check this mailbox for messages.
The default Class of Service for the System Administrator Mailbox is 7. You can change the Class 
of Service any time. For information on changing the Class of Service, refer to “Changing a 
mailbox” on page 32.
Warning: Change the System Administrator password as soon as possible to 
minimize the risk of unauthorized activity.
Default System Administrator Mailbox number and password combinations
For a mailbox 
number length 
of...the default System 
Administrator 
Mailbox number is...and the default 
System Administrator 
Mailbox password is...so the combined mailbox number 
and password is...
2 12 0000 120000
3 102 0000 1020000
4 1002 0000 10020000
5 10002 0000 100020000
6 100002 0000 1000020000
7 1000002 0000 10000020000 
						

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General Delivery Mailbox
The General Delivery Mailbox is your company mailbox. It is created automatically when the 
system is initialized for the first time. The General Delivery Mailbox stores messages from callers 
when the Operator is not available, from callers who use a rotary dial telephone, and when a 
mailbox is full.
Usually the receptionist or designated Operator checks for messages in the General Delivery 
Mailbox.
The default Class of Service for the General Delivery Mailbox is 1. You can change the Class of 
Service any time. For information on changing the Class of Service, refer to “Changing a mailbox” 
on page 32.
The General Delivery Mailbox can receive messages before it is initialized, but you must initialize 
it before you can retrieve messages from it. For information about initializing mailboxes, refer to 
“Initializing a mailbox” on page 24.
Subscriber mailboxes
Create a Subscriber mailbox for each person in your organization who needs to be able to receive 
messages.
A Subscriber mailbox must be initialized by the mailbox owner before it can receive voice 
messages. Until a mailbox is initialized, it cannot receive voice messages, it does not appear in the 
Company Directory, and any calls that are directed to it are rerouted to the General Delivery 
Mailbox. Tell subscribers to change their mailbox password as soon as they initialize their 
mailbox.
Warning: Change the General Delivery Mailbox password as soon as possible to 
minimize the risk of unauthorized activity.
Default General Delivery Mailbox number and password combinations
For a mailbox 
number length 
of...the default System 
Administrator 
Mailbox number is...and the default 
System Administrator 
Mailbox password is...so the combined mailbox number 
and password is...
2 10 0000 100000
3 100 0000 1000000
4 1000 0000 10000000
5 10000 0000 100000000
6 100000 0000 1000000000
7 1000000 0000 10000000000 
						

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CallPilot 150 Telephone Administration Guide
Guest mailboxes
Create Guest mailboxes for people who do not have an operating extension but require a mailbox. 
A Guest mailbox must be initialized by the mailbox owner before it can receive messages.
When you create Guest mailboxes, assign mailbox numbers that begin with the same digit. This 
identifies the mailbox type. Create Guest mailbox numbers that begin with a digit that is different 
than the Subscriber mailbox numbers. For example, if Subscriber mailbox numbers start with two, 
Guest mailboxes can start with the number four.
When to use Guest mailboxes
Guest mailboxes can provide a temporary employee with CallPilot services, give clients access to 
internal messaging and call routing, and let customers leave telephone orders.
You can use Guest mailboxes to:
 take personal catalog shopping orders
 list classes or seminars and let callers register by telephone
 give frequent customers access to CallPilot services
Using a Guest mailbox for telephone registration
This example shows how to set up a Guest mailbox with announcement and order-taking 
capabilities. When you provide services that let a customer call into a mailbox, include the 
mailbox number in the greeting. This lets a caller transfer directly to the mailbox.
To use a Guest mailbox to provide telephone registration, you must first determine a mailbox 
number. Make sure that the Guest mailbox number is unique and is not assigned to any display 
telephone extension. Next, record the mailbox greeting.
For example:
“This month we are pleased to provide the following courses: Jazz Dancing Made Easy, 
Intermediate Jazz Dancing, Warming Up for that Big Performance, and Beginner Ballet. If you are 
interested in any of these courses, please leave your name and telephone number after the tone. 
One of our instructors will contact you with more information.”
You can include the time and date the classes are being offered. This example is applicable to 
Guest mailboxes that are used for taking orders.
After you record the announcement, record a Company Greeting that tells callers about the 
mailbox is available. For example:
“Good Morning. This is On Your Toes Dance School. To reach the dance studio, press ›fl. To  
register for our fall classes, press ¤°. To reach our receptionist, press ‚.”
Note: The number 46 in this example is an operating telephone extension and the 
number 28 is the Guest mailbox. 
						

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Make sure the leading digit of Guest mailbox numbers is different from the leading digit of the 
extensions. If you must use the same leading digit, ensure the Guest mailbox numbers are 
“out-of-range” extension numbers. To test if an extension is out-of-range, dial it from another 
extension. If the number is out-of-range, the display shows 
Invalid number. If the number is 
not out-of-range but does not have a set plugged into the corresponding port, the display shows 
Not in service.
You must assign a Class of Service to the Guest mailbox. When you assign a Class of Service to a 
Guest mailbox used as an order mailbox, choose a Class of Service that has the maximum mailbox 
greeting and message time available. Refer to “Mailbox Class of Service” on page 19.
Information mailboxes
Information mailboxes play an informative message to callers who access it. An Information 
mailbox must be initialized before it can play an information message. Callers cannot leave 
messages in Information mailboxes. Information mailboxes do not have operating extensions. For 
more information about Information messages refer to “Information mailbox messages” on page 
87.
Information mailboxes are maintained by the System Administrator or a mailbox owner.
You can use Information mailboxes to:
 announce sales
 provide product lists
 announce special events
A caller is disconnected automatically after listening to an Information mailbox. Information 
mailbox Greetings can be recorded by you or by the person assigned the Information mailbox.
To let callers know about your company’s Information mailboxes:
 Advertise the Automated Attendant main number, and record a Company Greeting that 
mentions the Information mailbox services.
 Provide a list of your company’s Information mailboxes in brochures and telephone directory 
advertising.
 Mention the Information mailboxes in the Company Greeting if your company has a small 
number of Information mailboxes, such as three or four. Use Custom Call Routing (CCR) if 
you have a large number of Information mailboxes.
 Assign the Operator as the transfer point for all Information mailbox inquiries. Record a 
statement in the Company Greeting that tells callers to press zero to reach company 
information. For example, “Good Afternoon. This is On Your Toes Dance Studio. To reach our 
studio, press ›fl. To listen to one of our special announcements, press ‚ to reach the 
Operator.”
When a caller presses zero, have the Operator provide a list of the Information mailboxes and 
transfer the caller accordingly. 
						

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CallPilot 150 Telephone Administration Guide
Mailbox Class of Service
Class of Service (COS) values reduce the amount of programming you do when you add a 
mailbox. Instead of entering values for several features, you can select the COS appropriate for a 
mailbox. You enter the COS when you add the mailbox and the system uses the associated values.
The COS tables, shown in “Class of Service values” on page 20 have preset values. If you use the 
web-based CallPilot Manager you can change individual COS values to meet the needs of your 
company. For more information about using CallPilot Manager to edit Classes of Service, refer to 
the CallPilot Manager Set Up and Operation Guide.
Class of Service features
Prompt languageIf you select bilingual operation, Classes of Service 1, 3, 5, 7, 9, 11, 13, 15 use the 
Primary Language, and Classes of Service 2, 4, 6, 8, 10, 12, 14, 16 use the 
Alternate Language.
Mailbox message 
timeThe total message time available to a mailbox. The maximum message time is 180 
minutes. Mailboxes have a Never Full feature that lets a caller leave a message in a 
“full” mailbox. The message is stored in the mailbox, but cannot be played, copied 
or saved until a saved message is deleted.
Message lengthThe maximum length of an incoming message. Message length is from 1 to 30 
minutes.
Message retention 
periodThe number of days messages are saved in a mailbox. Message retention period is 
from one to 365 days or 0 = indefinitely.
Greeting lengthThe maximum length of a mailbox greeting. Greeting length is from 1 to 30 minutes.
Off-premise Message 
NotificationRedirects messages to another extension, telephone number or pager. Dialing 
restrictions that apply to outdial lines apply to Off-premise Message Notification.
Retry intervalsFor Off-premise Message Notification, the minutes between attempts to notify the 
recipient of a new or urgent message. The retry interval is from 1 to 120 minutes.
Number of attemptsFor Off-premise Message Notification, the number of attempts the system makes to 
notify the recipient of a new or urgent message. The number of attempts is from 1 
to 20.
Outbound TransferLets a caller who reaches a mailbox transfer to an external telephone number or an 
extension.
Incorrect password 
attemptsThe maximum number of incorrect password attempts before a mailbox owner is 
locked out of their mailbox. The incorrect password attempts are from 4 to 20.
Password ExpiryThe maximum length of time a mailbox password is active. The password expiry is 
from 1 to 365 days or 0 = never expire.
NetworkingIf the Message Networking option is installed, lets callers send messages to 
mailboxes at various sites on a communication network.
Target AttendantLets subscribers set up a Personal Target Attendant. Otherwise, callers are 
directed to the Target Attendant specified in the Greeting Table.
Call RecordLets subscribers use the Call Record feature. With Call Record (≤
·°·) a 
subscriber can record an active telephone call. The recorded message is placed in 
the subscriber’s mailbox.
User InterfaceThe user interface used for the mailbox. There are two mailbox UI choices: Norstar 
Voice Mail (NVM) and CallPilot (CP). 
						

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Class of Service values
* If the Message Networking option is installed. 0 = indefinite; never expire, P = Primary Language, A = Alternate Language
Class of Service 12345678
Prompt language PAPAPAPA
Mailbox message time (in minutes) 15 15 15 15 5 5 20 20
Message length (in minutes) 33773322
Message retention period (in days) 30 30 0 0 7 7 15 15
Greeting length (in minutes) 1111111010
Off-premise Message NotificationYYYYNNYY
Retry intervals (in minutes) 5 5 10 10 15 15 30 30
Number of attempts 33557799
Outbound Transfer YYYYNNYY
Incorrect pswd attempts 99996644
Password expiry (in days) 9090909060603030
Networking* YYYYNNYY
Target Attendant YYYYNNYY
Call Record NNNNNNNN
Mailbox UI The interface selected from the Installation Wizard as the primary interface.
Class of Service 9 10 11 12 13 14 15 16
Prompt language PAPAPAPA
Mailbox message time (in minutes) 10 10 30 30 120 120 120 120
Message length (in minutes) 3377101022
Message retention period (in days) 365 365 60 60 90 90 45 45
Greeting length (in minutes) 11223355
Off-premise Message Notification Y Y N N Y Y Y Y
Retry intervals (in minutes) 5 5 10 10 15 15 30 30
Number of attempts 33557799
Outbound Transfer Y Y N N Y Y Y Y
Incorrect pswd attempts 99996644
Password expiry (in days) 9090909060603030
Networking* Y Y N N Y Y Y Y
Target Attendant Y Y N N Y Y Y Y
Call Record NNNNNNNN
Mailbox UI The interface selected from the Installation Wizard as the primary interface.