Broadview OfficeSuite Simplicity Setting Up

Brand: Broadview

Model: OfficeSuite Simplicity

Type: Setting Up

BVN 10

Setting Up Your Cordless Phone

and Base Station for your OceSuite

Simplicity™ System

Welcome to OceSuite Simplicity™

Your new OceSuite Simplicity™ all-inclusive communication system is ready to be put to use. This complete system

includes a state-of-the-art cordless phone system with dozens of advanced features, a toll-free phone number and

service, as well as unlimited calling within the United States, Canada, Puerto Rico and the US Virgin Islands. It also

includes online fax service so you can send and receive faxes from virtually any internet connected device, even

your smartphone. You also have the ability to meet face-to-face via video conferences, or host a conference call with

OceSuite HD Meeting™.

Simply put, we provide everything you need to stay in touch with your employees, customers and partners,

no matter where you are or what device you use.

TO:

FROM:

Online

Fax

Table of Contents

What is in the Box ...................................................................................................4

Station Options .....................................................................................................5

Connecting Your Phone to an Existing Base Station ..................................................................6

Setting Up Your System and Features through the OceSuite Simplicity™ Website ................................. 10

Setting up System Features and Preferences Using Your Phone ..................................................... 26

What is in the Box

All of the items below are included in this purchase. If you are missing any items,

please be sure to contact us immediately at 1-800-705-4000.

BATTERIES

BATTERY COVER

HANDSET CHARGING CRADLE POWER CORD FOR

CHARGING CRADLE

BASE STATION POWER CORD FOR

BASE STATION

ETHERNET CABLE

BELT CLIP

CORDLESS PHONE

Put cordless phones anywhere you need

them and give your employees the freedom

to move around the oce.

CORDLESS DESK PHONE

Cordless desk phones feature an enhanced speakerphone and 12 additional one-click speed

dials that put your employees in control.

BASE STATION

Connect up to 12 phones within 150 feet

using two base stations.

Station Options

Connecting Your Phone to an Existing Base Station

Installing the OceSuite Simplicity™ system is easy and should only take a few minutes. It is important that

you follow these steps in order. Instructional videos are also available by clicking on the Help tab on the website

or by visiting www.broadviewnet.com/support.

Use the included power adaptor to connect

the base station to a wall outlet.

Use the included Ethernet cable (or equivalent) to

connect the base station to your Internet router or

to your local area network for Internet access.

7Connecting Your Phone to an Existing Base Station

Phone Charging

Cradle

Local Area Network or

Internet Router

Wall Outlet

Base Station

8Connecting Your Phone to an Existing Base Station

SYSTEM UPDATES

From time to time, Broadview Networks will make updates to your system via software changes on our network.

To ensure your system is up-to-date with the most current release of software, momentarily disconnect power

from the Simplicity base station (leave the Ethernet cable connected) and then reapply power. If new software

is available, the base station will download it from Broadview’s servers and install it on the base station and the

phones. During the software upgrade process, the base station LED will blink amber and then blink blue for

several minutes. The display on the phones will read Provisioning and then Rebooting System.

DO NOT REMOVE POWER DURING THE PROCESS. Wait until the LED on the base station glows steady

amber for a few minutes and the phone display has returned to normal before making any calls. You may

repeat this process occasionally to be sure your software is always up-to-date.

Momentarily disconnect power from the base station

(leave the Ethernet cable connected) and then reapply

power.

The base station will automatically download and install

new software if a newer version is available. If newer

software is downloading the LED will ash blue. This

process takes 3 to 4 minutes and it is important that you

do NOT remove power again while software is updated.

Wait until the LED is steady amber (not blinking) for two

minutes before making calls.

Connect the other power adaptor to the phone

charging cradle and then to a wall outlet no more

than 150 feet from the base station. Place the phone

into the cradle to charge. The initial, full charge may

take up to 15 hours.

3Insert the included batteries into the phone and

slide the battery cover into place. Should you

need to replace the batteries, use only NiMH

rechargeable batteries. Optionally, attach the belt

clip to the phone.

9Connecting Your Phone to an Existing Base Station

Phone Charging

Cradle

Local Area Network or

Internet Router

Wall Outlet

Cordless Handset

Base Station

To make an external call, simply dial the phone number and press the phone key.

To make an internal call, just dial the extension of the phone you would like to call (103) and press the phone key.

http://simplicity.broadviewnet.com with your email

address and password you used to create your account.

If you forgot your password, you may click Forgot your

password to reset it.

Once logged in, you are presented with the Simplicity

Dashboard from which you manage the phone system

and your services. Across the top of the Dashboard is a

series of tabs with dierent functions and in the center

of the Dashboard are widgets from which you can make

changes to the system and services. Each widget has an

information icon describing its function. To customize

the presentation of the Dashboard, click on Customize

Dashboard to add, remove, or reorder the widgets

according to your preference.

SETTING UP HOW CALLS COME INTO

YOUR SYSTEM

All incoming phone calls are sent to a specic phone

number in the system. Calls can be sent to individual

phones, to a digital receptionist, or to a call group. The

rst step is to make sure that your phones and phone

numbers are set up the way you wish.

ASSIGNING PHONES TO YOUR EXTENSIONS

OceSuite Simplicity™ is so exible that any phone

can be assigned to any extension. To assign or

change phones and extensions, go to the OceSuite

Simplicity™ website, click the Phone System tab and

choose Manage Cordless Phones.

A single phone can be assigned an extension

(dedicated) or multiple phones can be assigned

to the same extension (shared). All phones with

the same extension will ring when the extension is

called. As long as a line is available, even if a shared

extension is in use, other phones with the same

extension can continue to make and receive calls.

CHANGING THE NAME DISPLAYED ON

YOUR PHONE

To change the name displayed on any phone, click on

Manage Cordless Phones from the Phone System tab

and select Settings, then select Personalize Phones.

Enter the name for each phone and press Save. Press

Save again on the Manage Cordless Phones page.

You will be prompted to restart your base station

by unplugging the power cord (be sure to keep the

Ethernet cable connected). Wait about 5-10 seconds

Setting Up Your System and Features through the OceSuite Simplicity™ Website

CREATING GROUPS OF EXTENSIONS OR

CALL GROUPS

Unlike shared extensions, Call Groups can be created so

that incoming calls can be sent to multiple extensions,

which ring all of the phones sharing that extension at

once. Setting up a Call Group is easy with OceSuite

Simplicity™. Simply click the Manage Call Groups

button on the Call Groups widget. Descriptions of each

type of call group are displayed on the website.

and plug the cord back in to restore power and reset the

base station. In a few minutes, your phones will restart

with their new settings.

SETTING UP YOUR BUSINESS HOURS

The OceSuite Simplicity™ system lets you pre-set

your business hours so you can send callers to dierent

extensions, groups, or digital receptionists during open,

closed, lunch and special times.

From the Business Hours widget, click Congure

Business Hours to get started. You can also set up

multiple Business Hour proles, which will be useful if

dierent departments work dierent hours.

Setting Up Your System and Features through the OceSuite Simplicity™ Website

ASSIGNING PHONE NUMBERS TO EXTENSIONS

To assign which phone numbers ring an extension at

certain times of day, press Congure Call Routing on

the Incoming Call widget. To change the assignments,

select the phone number to edit and then select the

target for that number, depending on the time. Business

Hours can be updated in the Business Hours widget.

Take time to establish your Emergency Override

Routing for each phone number. In an emergency,

like a power outage or oce closure, simply click

Enable All Overrides to temporarily re-route calls.

Then, when the event is over, click Disable

Emergency Override Routing.

CREATING A DIGITAL RECEPTIONIST

TO ANSWER CALLS

A digital receptionist can answer calls coming into

any of your phone numbers, including your toll-free

numbers. Many organizations use digital receptionists to

automate call routing, presenting options such as: Press

1 for X101, Press 2 for X102, Press 3 to hear a company

directory by last name and Press 4 to repeat this menu.

Each prompt can be assigned to a phone, call group, or

another digital receptionist.

Click the Congure button on the Digital Receptionist

widget on the My Account Dashboard tab to begin.

Setting Up Your System and Features through the OceSuite Simplicity™ Website

Once a new digital receptionist has been created, you

will congure each key (Press 1, Press 2, Press 3) with a

result and if needed, an extension where calls will be

sent. In this example, callers that press 1 or 2 will be

directed to user extensions, those who press 3 will go to

the Last Name Directory and 4 will repeat the options.

Click the Save Menu Keys button when you are satised

with the menu setup. The next step is to record what the

callers hear when calling the digital receptionist.

RECORDING YOUR DIGITAL RECEPTIONIST

GREETING

With OceSuite Simplicity™, you can record your own

greeting for the digital receptionist by uploading a

.wav or .mp3 le on the Digital Receptionist widget.

To record a .wav le on most Windows PCs that have a

microphone, open the Sound Recorder Program and

click Start Recording. For Apple Macintosh, you can

use Audacity or a similar program that can record .wav

and .mp3 les. Both the Apple and Google app stores

also have several apps that can record .wav or .mp3 les.

Record and send yourself an email with the le, then save

the le to your desktop. Click the Upload a .wav le or

.mp3 le radio button under Audio File Options on the

Digital Receptionist widget. Click Browse, choose your

le, then click Use This Audio File.

You can also use the OceSuite Simplicity™ Text-To-

Speech option to automatically record your greeting.

Click the Use Text-to-Speech radio button, then choose

a male or female voice by clicking the appropriate radio

button. Type your script in the Message Box (it may be

helpful to spell words phonetically to ensure they are

pronounced accurately) then click Create Recording.

After the recording is complete, an option will be

presented so you can listen to your recording. If you

are satised, click the Use this Recording button. If you

want to change the recording, modify your written text

in the Message Box and repeat the steps above.

Setting Up Your System and Features through the OceSuite Simplicity™ Website

SETTING UP CALL FORWARDING FOR

UNANSWERED CALLS

Call forwarding can redirect a caller to voicemail, a

digital receptionist, or to another phone. Use the Call

Forwarding widget on your Simplicity My Account

Dashboard tab to manage call forwarding for each

extension. Click the extension from the drop-down

list, choose the number of rings before forwarding,

then choose the desired location by clicking on the

appropriate radio button. If you select another phone,

select either an extension from the drop-down list,

or enter an external number starting with the area

code. Press Save when you are done to save your call

forwarding conguration.

YOUR PHONE NUMBERS

A list of your phone numbers and any temporary phone

numbers assigned while your phone numbers are

moving to your new phone system can be found by

clicking the Phone Numbers tab in My Account. The

process of moving phone numbers from your previous

telecommunication provider to Broadview is called

porting and can take up to two weeks to complete.

You can add additional phone numbers on this page by

clicking on Buy More Phone Numbers.

SEEING YOUR CALL HISTORY

Viewing your call history data is a good way to measure

many aspects of your business. The Call History tab on

the My Account Dashboard allows you to review all

the calls that have come in and out of your business.

You can search for specic phone numbers and set your

own date ranges to lter results. You can also download

data into Excel for further analysis.

Setting Up Your System and Features through the OceSuite Simplicity™ Website

555.755.6450

SETTING UP MUSIC ON HOLD

Use the Music on Hold widget on the My Account

Dashboard to set up what music callers hear while on

hold. You can listen to and select from a wide range of

music, including holiday instrumentals. Choose a music

option from the drop-down list, then click the Play

button to hear the music. Click Save Music on Hold

after making your music selection.

SETTING UP CALLING PERMISSIONS

Certain types of outgoing calls can be blocked on any

extension. The types of call permissions are: Block All

Calls, Allow Local Calls Only, Local/LD (no international),

Allow All Calls. Choose the Outgoing Call Permissions

widget on your My Account Dashboard. Choose an

extension from the drop-down list, then select one of

the call options from the Status drop-down list and click

Save. If you want to select dierent call permissions

for dierent extensions or view a list of extensions with

their current permissions, click View Details. A list of

extensions with their permission level will be displayed.

Choose the appropriate permission in the drop-down

list across from each extension you want to modify, then

click Save Call Permissions.

Setting Up Your System and Features through the OceSuite Simplicity™ Website

YOUR CALLER ID

The number displayed to the parties you call can be

set up from the Outgoing Caller ID widget on the

My Account Dashboard. Select the extension from

the drop-down list and then select the Outgoing

Caller ID you would like to use from the drop-down

list. The Caller ID can be any phone number on

your system. This is particularly helpful when you

would like to present one number from all phones.

COWORKER PRESENCE

The Coworkers tab on the My Account Dashboard

allows you to set your own presence and see who else is

available in the oce. You can even initiate a call to your

phone and another extension by clicking the phone

icon next to a searched for extension.

Also, you can edit the names assigned to extensions by

selecting the First or Last Name of your coworker and

selecting Reset. To change the names in the directory,

click on Directory Settings and then edit the names

individually or click Edit All to modify all the names in

the directory. Press Save when done.

Setting Up Your System and Features through the OceSuite Simplicity™ Website

5557556450

REVIEWING SERVICE CHARGES AND PAYING

YOUR BILL

You can quickly and easily review all charges and pay

your bill online by clicking on the Billing tab on the My

Account Dashboard. You can download a copy of your

bill, review your billing history and more.

911 CALLS

The OceSuite Simplicity™ service is fully compliant

with all E911 regulations. This means that, in the

event of an emergency, if 911 is dialed, the system

will present authorities with location data about your

system. If you move the system and need to update

the address information or would like to review the

address information, click the Settings tab on the My

Account Dashboard. Your information is found under

My Service Address. A copy of the E911 Policy can be

found at www.broadviewnet.com/terms.

MAKING A CALL

If your International call does not connect, please ensure

that International calls are allowed for your extension by

checking under Status in the Outgoing Call Permissions

widget found on the My Account Dashboard.

Setting Up Your System and Features through the OceSuite Simplicity™ Website

PLACING ANONYMOUS CALLS

To place anonymous outbound calls, locate the

Outgoing Caller ID widget on the My Account

Dashboard, then select Private from the Outgoing

Caller ID drop-down list for each extension you would

like to designate as anonymous. All calls made from

that extension will not send a calling number to

other parties.

NEVER MISS A CALL

OceSuite Simplicity’s™ Call Twinning feature allows

incoming calls to ring your oce phone and any other

phone simultaneously. This means you never miss an

important call if you are away from your desk. From the

My Account Dashboard’s Call Twinning widget, select

the extension from the drop-down list and enter the

phone number you want to ring simultaneously. Slide

the Call Twinning for This Extension toggle to ON and

click the Save Twinning Settings button.

Setting Up Your System and Features through the OceSuite Simplicity™ Website

5557556450

555.555.5555

MANAGING UNANSWERED CALLS

Unanswered calls can be forwarded to voicemail, a

Digital Receptionist, or another phone. You must use

the Call Forwarding widget on the My Account

Dashboard to set up call forwarding. Select the

extension you wish to forward from the drop-down

list, then select the number of rings (from 1 to 10) and

choose one of the forward options by clicking the

appropriate radio button.

If you select Another Phone, either select an extension

on the system from the drop-down list, or enter an

external number starting with the area code. Press Save

when done to save your call forwarding conguration.

RECORDING YOUR NAME FOR THE PHONE

SYSTEM DIRECTORY

You may choose to allow callers to select an extension

based on the phone system directory. The names in the

phone system directory were established when you rst

created the extension and can be modied by clicking

the Coworkers tab and editing the information in

Directory Settings.

Setting Up Your System and Features through the OceSuite Simplicity™ Website

555.555.5555

To give callers the best experience when dialing via

the Name Directory, each user on the system should

record his or her name spoken in his or her voice. You

can record the spoken names for the Directory using the

Phone System Directory widget on the My Account

Dashboard. First select the extension to record and

the phone you would like to record from in the drop-

down lists and then click the Record Name button.

The system will call the extension and prompt you to

complete the recording.

ACTIVATING AND USING YOUR ONLINE

FAX ACCOUNT

OceSuite Simplicity™ includes an online fax service

that allows you to send and receive faxes from any email

client. To activate and start using this service, log in to

the OceSuite Simplicity™ My Account Dashboard

at http://simplicity.broadviewnet.com and click

Activate Service on the Online Fax widget on the

dashboard. Then, select the Broadview Fax 400

package. You can select a new number for your online

fax service or use an existing number. Regardless of

which option you choose, someone from the Broadview

sta will contact you to assist you with transferring your

number. Finally, enter the email address where you wish

to receive incoming faxes. For simple instructions on

how to use this service, read the Broadview Fax Quick

Start Guide, which can be found under the Help tab.

To upgrade your fax service or to purchase and activate

additional fax accounts, click the View Details or Buy

More buttons from the Online Fax widget.

Setting Up Your System and Features through the OceSuite Simplicity™ Website

[email protected]

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Broadview OfficeSuite Simplicity Setting Up

Brand: Broadview

Model: OfficeSuite Simplicity

Type: Setting Up

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Broadview OfficeSuite Simplicity Setting Up

Broadview OfficeSuite Simplicity Setting Up

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