PANASONIC


KX-TD SERIES


HOSPITALITY


USER MANUAL


















 

Forward







This manual has been developed to satisfy a need for simple and concise operational guide for Panasonic KX-TD Digital Telephone system users in a Hospitality Business environment.






We hope this manual is helpful and provides a basic reference for your hospitality business.

The manual is provided as a basic guide for office personnel, desk clerks, managers, and staff .









  This guide is provided as a basic instruction manual for Panasonic KX-TD Digital Telephone system users and does not reflect the policies of Surf Side Sound, Inc. TEL Electronics Corporation, Panasonic Consumer Electronics Company, or Matsushita Electric Corporation of America, it’s subsidiaries or it’s dealers. The above named companies assume no liability for any information provided in this manual.




Table of Contents

Basic Operation

 

Making Calls...........................................................................1

 

Receiving Calls........................................................................1

 

Transferring Calls....................................................................2

 

Guest Check-In..........................................................................3

 

Guest Check-Out.......................................................................3

 

Guest Call Fowarding...............................................................4

 

Guest Wake Up Call (Remote Timed Reminder)..................5


Voice Mail


            Accessing your Mailbox...........................................................6

 

Changing your Greetings..........................................................6

 

Special Features.......................................................................7


User Programming

 

Date & Time Setting.................................................................8,9

 

One-Touch Dialing...................................................................10

 

Personal Speed Dialing..............................................................10

 

Headset/Handset Operation.......................................................11


            Auto-CO Hunting......................................................................11


Administrator Programming


            Deleting Password of a Mailbox................................................12


            Deleting a Mailbox....................................................................12


            Deleting Personal Greetings of a Mailbox..................................13

 

Changing Custom Service Greetings..........................................14

 

Accessing the General Delivery Mailbox....................................14

i



Basic Operation


Making Calls


Intercom Dialing (extension to extension)


1. Lift the Handset, press the SP-PHONE button, or press the INTERCOM button.

2. Dial the extension number.

-OR-

1. You may press the one-touch DSS button if your phone is programmed as such.


Begin your conversation when the call is answered.


Outside (CO) calls


1. Lift the Handset, press the SP-PHONE button, or press the INTERCOM button.

2. Dial 9 for an outside line, or Dial 8 plus the trunk group number1-8.

-OR-

1. You may press the CO button if your phone is programmed as such.


Dial the number of the outside party and begin your conversation the call is answered.


Note: You may also access an outside (CO) line automatically, by simply lifting the handset or pressing the SP-PHONE button. This feature is described in the USER programming section of this manual


Receiving Calls


If your telephone is programmed to ring,

1. Lift the Handset, or press SP-PHONE button.

2. Begin your conversation.


If your telephone is not programmed to ring,


1. Press the rapid flashing green outside CO line button, or INTERCOM button.


If the calls has been transferred, your phone will ring and the INTERCOM light will flash rapidly.


1. Pick up the handset or press SP-PHONE button.

2. Begin your conversation.


Note: This system provides discriminate ringing. The ring cadence is different for incoming and intercom calls. One long ring indicates an incoming call. Two shorts rings indicates an intercom, or internal call. Use the appropriate answering techniques for each type of call. Three shorts rings indicates a door phone call.


Printer Friendly Version Printer Friendly page of this page.


1



Basic Operation (cont’d.)

Transferring Calls

 

After receiving a call, a call may be transferred via two methods. Either as a screened or un-screened transfer. A screened transfer is a transferred call in which the caller is announced to the recipient by the person transferring the call. An un-screened transfer is a call that is sent to a recipient without announcing the caller.


To perform a screened transfer:


1. After receiving a call, press the TRANSFER key and either dial the extension of the recipient, press the DSS/BLF button assigned to the them. The caller is immediately placed on HOLD.

2. When the recipient answers, announce to them who is calling.

3. If they wish to accept the call, simply hang up, and they will have the caller.

4. If they refuse the caller, press the flashing green button on your telephone, and advise the caller the recipient is unavailable.


To perform an unscreened transfer:


1. After receiving a call, press the TRANSFER key and either dial the extension of the recipient, press the DSS/BLF button assigned to the them. The caller is immediately placed on HOLD.

2. Immediately hang up your telephone.

3. If the recipient does not answer, the caller will return to you after 30 seconds or ten rings as TRANSFER RECALL.

4. Lift the handset, or press the flashing green button on your telephone, and advise the caller the recipient is unavailable.


Note: The above condition will exist if the recipient’s phone is not call forwarded, to another extension or voice mail. If the telephone is call-forwarded to an extension, that extension wioll ring. If the telephone is call -forwarded to voice mail, then the call will be answered by voice mail.


The VTR button:


If your telephone system is equipped with voice mail, a VTR button may be assigned on each telephone. The button allows immediate transfer into a recipient’s voice mailbox, and the caller may leave a message therein.


To perform a voice mail transfer (VTR):


1. Receive the telephone as described previously.

2. Press the VTR button, and either dial the extension number of the recipient or press the DSS/BLF button assigned to them. The caller will be immediately placed in the recipient’s mailbox.

3. Hang up your telephone.                      


Printer Friendly Version Printer Friendly page of this page.

2



Basic Operation (cont’d.)


Guest Check In


A TEL Electronics InnForm XL Call Accounting Unit and printer are required for the operation of the Guest Check In and Check Out. These procedures are specific to Surf Side Sound Inc. Hospitality installation and are to performed on the KX-TD system in combination with the TEL InnForm XL Call Accounting system.


To perform a Guest Check In:


After the guest have registered and fund have been collected, Turn on the Guest's room telephone.

If the system is a Panasonic KX-TD1232:

1. Press the PROGRAM key and dial 99. The display will show "PT-PGM Mode".

2. Dial 01, the display will then show "EXT NO? ->".
    Enter the Guest's room number. The display will show the room number and the present status of the room.
    Such as: "101 : CO Lock", "101 : Unlock" or "101 : ICM Lock".

3. Dial the code to Lock or Unlock the telephone as required.
      Press 1 to Unlock the phone.
      Press 2 to Lock the phone.
      Press 3 to Block the phone from room to room calling, but allow outside calling.

4. Press the AUTO DIAL, STORE key to lock your choice into memory.


Note: You may repeat steps 2-4 if you have mulitple guest rooms to check in.


If the System is a Panasonic KX-TD500

1. Press the UNLOCK key on the Front Desk telephone, and enter the Guest's room number.


Note: No further action is required on the TEL Call Accounting System for Guest check in.


Guest Check Out


As the Guest begins checking out, please follows these steps exactly. This will insure proper Guest Check Out.

On the TEL Electronics InnForm XL Call Accounting System:

1. Press the CHECK OUT key. The display will show "CHECK OUT #".

2. Enter the room number and press the ENTER key. The display will show the total charges for the guest and ask if you wish to print in the format of "$X.XX, PRINT?".

3. Press the YES key. The printer will print the bill for the Guest.

4. Collect the funds from the Guest for phone usage.

Note: Consult your TEL Electronics InnForm XL User manual for further details.


If the system is a Panasonic KX-TD1232:

1. Press the PROGRAM key and dial 99. The display will show "PT-PGM Mode".

2. Dial 01, the display will then show "EXT NO? ->".
    Enter the Guest's room number. The display will show the room number and the present status of the room.
    Such as: "101 : CO Lock", "101 : Unlock" or "101 : ICM Lock".

3. Dial the code to Lock or Unlock the telephone as required.
      Press 1 to Unlock the phone.
      Press 2 to Lock the phone.
      Press 3 to Block the phone from room to room calling, but allow outside calling.

4. Press the AUTO DIAL, STORE key to lock your choice into memory.


Note: You may repeat steps 2-4 if you have mulitple guest rooms to check out.


If the System is a Panasonic KX-TD500

1. Press the LOCK key on the Front Desk telephone, and enter the Guest's room number.

2. Press the AUTO DIAL, STORE key to lock your choice into memory.


Printer Friendly Version Printer Friendly page of this page.


3



Guest Call Forwarding

Call Forwarding is allows the user to have calls sent to other extensions, voice mail, or other locations. The basic premise of call forwarding and a list of the forwarding features are as follows.


To perform a call forward:


1. Lift the Handset, press the SP-PHONE button, or press the INTERCOM button.

2. Press the FWD/DND button.

3. Dial the Call Forward Code 1 thru 7.

4. Dial the destination for forwarding.


Each code represents a specific action for call forwarding.


1- DND (do not disturb) the is requires no forwarding destination

2+ Ext. No.- ALL CALLS. This forward all calls immediately to the destination, the forwarded phone does not ring.

3+ Ext. No.-BUSY. This forwards only BUSY extension calls.

4+ Ext. No.- NO ANSWER. This forwards only calls not answered to a destination.

5+ Ext. No.-BUSY/NO ANSWER. This forwards either calls not answered, or the extension is busy.

6+9+telephone number + the # key. This forwards all calls to an outside line, and to another telephone number. (i.e. cell phone, home phone, etc.)

7+your Ext. No. This is call forward-follow-me. This is performed at another extension, and allows your call to be received at another telephone.

8+your Ext. No. This cancels call forward-follow-me.

0-Cancels call forward conditions 1-6.



Note: Once Call Forwarding is programmed on a telephone it may be turned off and on simply by pressing the FWD/DND button. The button will light up or extinguish, depending upon forwarding. You must reprogram a call forwarding condition as described above if you wish to change the type of call forwarding you are using.

 


Printer Friendly Version Printer Friendly page of this page.

4



Guest Wake Up (Remote Timed Reminder)



Guests can be provided with a Wake Up Call from the system, also known as a Remote Timed Reminder.

To set a Wake Up, you must be at the main front desk telephone. This is usually a Panasonic KX-T7456, or KX-T7436 telephone with a KX-T7400 and/or KX-T7441 DSS/BLF console attached.

To set the Wake Up (Remote Timed Reminder):

1. Press the FEATURES button on the left hand side of the LCD display of the telephone.
2. Rotate the Jog-dial control on the telephone until Remote Timed Reminder appears.
3. Either align the cursor arrow, and press the SEL soft key at the bottom of the LCD display or press the button next to "Remote Timed Reminder".
4.The LCD display will show:

Extension #:



MENU CLR NEXT

5. Enter the guest room extension number, and press the NEXT soft key at the bottom of the LCD display.
6. The LCD display will now show the following:

Extension #:_ _ _ _
Time(hh:mm):_ _:_ _
AM/PM:(0/1)_:_
Daily:Y/N(1/0):0

MENU CLR PROG

7. At this point, enter the hours, minutes, o for AM, 1 for PM, and press the PROG soft key at the bottom of the LCD display for a one time wakeup event.
8. You should hear one beep confirmation tone, indication you have succeeded in programming the Wakeup.
9. Press the MENU soft key at the bottom of the LCD display.
10. Press the SP-PHONE key to return the telephone to normal operation.

To cancel a Wake Up:

1. Repeat steps 1-6.
2. Press the CLR soft key at the bottom of the LCD display.
3. You should hear one beep confirmation tone, indication you have succeeded in cancelling the Wakeup.
4. Press the SP-PHONE key to return the telephone to normal operation.

Note:

If you set the wake up call in error as a daily occurrence by pressing 1 for daily, the guest will receive a wake up call everyday until the wakeup is cleared from the system. This can prove to be annoying to the next guest, if the wakeup is not cleared.

Printer Friendly Version Printer Friendly page of this page.

5



Voice Mail


If your system is equipped with a voice processing system, you may have a mailbox assigned to your telephone to receive calls when you are either busy or unavailable. The following is a brief description of how to use voice mail.


Accessing your Mailbox


From your telephone:


1. Lift the Handset, press the SP-PHONE button, or press the INTERCOM button.

2. Dial the Extension for Voice mail, typically 165 or 1065.

3. If a password is assigned, you will prompted to enter it. Typically 1234#.

4. If a password was not assigned, you will be prompted as to the number of messages in your mailbox exist.

5. Follow the prompts for listening to your messages.


If a message light is lit on your telephone:


1. Lift the Handset, press the SP-PHONE button, or press the INTERCOM button.

2. Press the MESSAGE button.

3. The voice mail system will prompt you of your messages as previously described.


From outside the system or from another telephone:


1. Call the number provided you for voice mail.

2. When answered by the voice processing system, or transferred to voice mail, immediately dial #6* and your mailbox number.

3. The voice mail system will prompt you of your messages as previously described.


To create a password of a mailbox user:

1. From your phone, press INTERCOM, and dial 165. [1065 on KX-TD500]

2. You will be prompted of the number of messages you have. Immediately dial 5, this is the mailbox management feature.

3. Press 2 to change the password.

4. Follow the prompts for creating the password.

Note: Pressing the * key backs up one menu level in the system. Pressing the * key repeatedly will back you completely out of the system.

                                                                              


Changing your Greetings


To record owners name, and greetings:

 

1. From your phone, press INTERCOM, and dial 165. [1065 on KX-TD500]

2. You should be prompted for a password, if you entered one, as suggested above.


3. Immediately dial 5 for mailbox management.

4. Press 1 for personal greetings

5. Change ALL greetings as follows:

a. Press 1 for no answer greeting.

b. Press 2 for busy signaling greeting.

c. Press 3 for after hours greeting.

6. Follow the prompts for recording.


7. When finished recording the personal greetings, press the * key to back up one menu level.


8. Press 3 for owners name.


9. Record owner’s name as prompted.

Note: Pressing the * key backs up one menu level in the system. Pressing the * key repeatedly will back you completely out of the system.

 



 



Printer Friendly Version Printer Friendly page of this page.

6



Voice Mail (cont’d.)

 

Special Features

 

Remote Notification:

 

Remote notification allows you to receive notice that you have voice mail messages other than at your desk. The voice processing system alerts you of these messages by calls a programmed number where you can be reached to receive the message. You may program up to three devices, schedule them and turn them on or off.

 

To Setup Remote Notification:

1. From your phone, press INTERCOM, and dial 165. [1065 on KX-TD500]

2. You should be prompted for a password, if you entered one, as suggested above.

3. Immediately dial 6 for other features.

4. Press 2 to setup message waiting notification.

5. Press3 to assign or edit telephone or beeper numbers

a. Press 1 for device No. 1.

b. Press 2 for device No. 2.

c. Press 3 for device No. 3.

6. Follow the prompts for recording.

7. As you record the numbers, listen carefully to the prompts. The prompts will guide you specifically as to how to insert pauses and additional numbers. The number should be programmed in the following basic format; 9, pause, and the number. The 9 provides access to an outside line, the pause provides a one second delay for the C.O. line to respond. Additional pauses my be inserted if the device is a beeper and you wish to have a number or code displayed on the beeper.

8. When finished recording the telephone/beeper numbers, press the * key to back up one menu level.

9. Press 2 to change the device status.

10. Assign the previously recorded numbers:

a. Press 1 for scheduled use

b. Press 2 for continuous use

c. Press 3 to use not at all (turn off)

Note: The scheduled use selection must be programmed via computer terminal into the voice processing system. The system administrator or the telephone technician must perform this function for providing scheduled times for the devices to work.

Printer Friendly Version Printer Friendly page of this page.

7



User Programming

 

Time Change (this is not required if the telephone system reads Caller ID)

 

FOR PANASONIC KX-TD308, KX-TD816, & KX-TD1232:

 

Note: This must be done from either the operator’s phone or manager’s phone.

 

1. Phone must be idle, no calls on hold, etc.

2. Press the program key.

             (KX-TA624, switch program switch to program position, KX-T7130 or KX-T7030).

3. Press ** 1234.

4. Display will show “ USR-PGM NO? ->”.

5. Enter “000", display will change to “000 DATE/ TIME”.

6. Press the “NEXT” soft key or the “SP-PHONE button, current date will be displayed.

7. Press the “NEXT” soft key or the “SP-PHONE” button, current time is displayed.

8. Change the time by entering the correct hour.

9. Press the “->” soft key to move the blinking cursor over the minute section of the time display.

10. Change the time by entering the correct minutes.

11. Press the “ NEXT” soft key to move the cursor to the AM/PM position of the time.

12. Press the “SEL+” soft key to toggle between AM and PM.

13. Press the “->” soft key to move the cursor to the 12 or 24 hour display mode.

14. Press the “SEL+” to toggle between 12 or 24 hour display modes.

15. Press the “AUTO DIAL/ STORE” button to write your changes to memory.

16. Press the “HOLD” button to return to base level of programming.

17. Press the “ PROGRAM” key to return the phone to normal operation.

            (KX-TA624, return program switch to normal position)

 

 

 

 

 

 

Printer Friendly Version Printer Friendly page of this page.

8



Time Change (cont’d).

 

FOR PANASONIC KX-TD500:

 

Note: This must be done from either the operator’s phone or manager’s phone.

1. Phone must be idle, no calls on hold, etc.

2. Press the PROGRAM key.

3. Press ** 1234.

4. Display will show “ SYS-PGM NO? ->”.

5. Enter “000", display will change to “000 DATE/ TIME ”.

6. Press the NEXT soft key or the SP-PHONE button, current date will be displayed.

7. Press the NEXT soft key or the SP-PHONE button, current time will be displayed.

8. Change the time by entering the correct hour.

9. Press the “->” soft key to move the blinking cursor over the minute section of the time display.

10. Change the time by entering the correct minutes.

11. Press the NEXT soft key to move the cursor to the AM/PM position of the time.

12. Press the SEL+ soft key to toggle between AM and PM.

13. Press the “->” soft key to move the cursor to the 12 or 24 hour display mode.

14. Press the SEL+ to toggle between 12 or 24 hour display modes.

15. Press the AUTO DIAL/ STORE button to write your changes to memory.

16. Press the HOLD button to return to base level of programming.

17. Press the PROGRAM key to return the phone to normal operation.

 

 

 

 

 

 

 

 

 

 

 

Printer Friendly Version Printer Friendly page of this page.

9



User Programming (cont’d.)

 

Personal Speed Dialing

 

To Program a One-Touch Personal Speed Dial Button:

 

1. Press the PROGRAM key, and dial 99.

2. Press the blank button you wish to program.

3. Press 2 for One-Touch dialing.

4. Enter the number in the following format:

a. Dial 9.

b. Press the PAUSE key.

c. Enter the telephone number .

5. Press the AUTO DIAL/STORE key to write the value into memory.

6. Repeat these steps as required to program each button desired.

 

To Program a Personal Speed Dial without a button:

1. From your telephone, press INTERCOM, and dial 30.

2. Dial the station speed memory location you wish to store the number in 0-9.

3. Dial the telephone number.

4. Press the # key, a single beep confirmation tone should be heard.

5. Repeat the above steps for each station speed dial number.

 

To Dial a Personal Station Speed Dial:

1. Lift the Handset, press the SP-PHONE button, or press the INTERCOM button.

2. Press 3* and the station speed dial memory location 0-9.

3. The number will dial.

Note: KX-TD7436 and KX-TD7456 telephone users may program the ten one touch soft keys on the side of their display for personal speed dial numbers. Please consult the PANASONIC KX-TD USER MANUAL binder provided with your Panasonic KX-TD telephone system for more details.

 

 

 

 

 

Printer Friendly Version Printer Friendly page of this page.

10



User Programming (cont’d.)

 

Handset/ Headset Operation

This feature allow the telephone to operate with a Headset without having to lift the Handset for each telephone call. When in Headset Mode, this feature negates the Speaker phone capability for the telephone. However, the SP-PHONE button is used to answer and hang up the telephone from each call. The SP-PHONE button is essence becomes an ANSWER/RELEASE button.

 

To Program Headset Operation:

1. Press the PROGRAM key, and dial 99.

2. Dial 92.

3. Press the AUTO DIAL/STORE button to write the value into memory.

 

 To Program Handset Operation:

1. Press the PROGRAM key, and dial 99.

2. Dial 91.

3. Press the AUTO DIAL/STORE button to write the value into memory. 

4. Press the PROGRAM key to return the phone to normal operation.

 

Auto CO Hunting

This feature allows automatic line selection whenever you lift the handset or press the SP-PHONE button. You may select several types of auto line access. Idle line preference is the most commonly used type of line access.

 

To Program Auto CO Hunting:

1. Press the PROGRAM key, and dial 99.

2. Dial 1, if your phone has a display, it will show Pref.Out:ICM.

3. Press 1 for NO line preference, 2 for Idle line preference, or 3 for CO- preference.

4. If CO- preference is selected, you must enter the line you wish to automatically access.

5. Press the AUTO DIAL/STORE button to write the value into memory.

6.Press the PROGRAM key to return the phone to normal operation.

 

 

 

 

 

Printer Friendly Version Printer Friendly page of this page.

                                                                              11



Administrator Programming

Voice Mail

 

To delete password of a mailbox user:

1. Press INTERCOM, and dial 165. [1065 on KX-TD500]

2. Immediately dial #6* 999, [9999 on KX-TD500] this is the system administrators mailbox.

3. If you are prompted for a password, enter it followed by the # sign. Default is usually 1234.

4. Press 6 for other features.

5. Press 1 to setup mailbox

6. Press 3 to delete mailbox password.

7. Enter the mailbox number you wish to delete password.

8. Follow the prompts for deleting password.

Note: Pressing the * key backs up one menu level in the system. Pressing the * key repeatedly will back you completely out of the system.

 

To delete a mailbox:

1. Press INTERCOM, and dial 165. [1065 on KX-TD500]

2. Immediately dial #6* 999, [9999 on KX-TD500] this is the system administrators mailbox.

3. If you are prompted for a password, enter it followed by the # sign. Default is usually 1234.

4. Press 6 for other features.

5. Press 1 to setup mailbox

6. Press 2 to delete mailbox.

7. Enter the mailbox number you wish to delete.

8. Follow the prompts for deleting mailbox.

Note: Pressing the * key backs up one menu level in the system. Pressing the * key repeatedly will back you completely out of the system.

 

 

Printer Friendly Version Printer Friendly page of this page.

12



Administrator Programming

Voice Mail (cont’d.)

 

To delete owners name, and greetings:

 

1. Press INTERCOM, and dial 165. [1065 on KX-TD500]

2. Immediately dial #6* and the mailbox you wish to change.

3. You should not be prompted for a password, if you are, repeat the steps above.

4. Press 5 for mailbox management.

5. Press 3 to change the owners name, if recorded.

6. Follow prompts for deletion.

7. Menu will repeat for previous level.

8. Press 1 for personal greetings

9. Change ALL greetings as follows:

a. Press 1 for no answer greeting.

b. Press 2 for busy signaling greeting.

c. Press 3 for after hours greeting.

10. Follow the prompts for deletion.

Note: Pressing the * key backs up one menu level in the system. Pressing the * key repeatedly will back you completely out of the system.

This should take care of the mailbox, and it is now open for use.

 

 

 

 

 

 

 

 

 

 

Printer Friendly Version Printer Friendly page of this page.

13



Administrator Programming

Voice Mail (cont’d.)

 

Changing Custom Service Greetings

This Custom Service Greetings are the method in which your voice processing system provides the necessary information for callers to navigate your telephone system. This is your connection to the outside world, and provides a caller’s first glimpse at your business. Changing these greetings may be done as you wish. Keep one thing in mind, you may change your wording on these messages, but changing the choices the caller must select without co-ordinating the programming for selection can cause detrimental effects, and make it impossible for callers to navigate your system.

 

To change a Custom Service Greeting:

1. Press INTERCOM, and dial 165. [1065 on KX-TD500]

2. Immediately dial #6* 998,[9998 on KX-TD500] this is the message manager’s mailbox.

3. If you are prompted for a password, enter it followed by the # sign. Default is usually 1234.

4. Press 5 for mailbox management features.

5. Press 4 to custom service settings.

6. Press 1-100 for custom service prompts.

7. Follow the prompts for re-recording your menu.

 

Accessing the General Delivery Mailbox

 

The General Delivery Mailbox (GDM) provides caller who are unable to navigate the voice processing system a means of leaving a message. Additionally, if the voice processing system is unable to route the caller to the desired location, the GDM will takes a message for them.

 

To Access the GDM:

1. Press INTERCOM, and dial 165.

2. Immediately dial #6* 998, this is the message manager’s mailbox.

3. If you are prompted for a password, enter it followed by the # sign. Default is usually 1234.

4. Press 1 for to receive the messages.

5. Follow the prompts to listen to the messages.

6. To transfer these messages to other mailboxes, press 7, and follow the prompts.

 

Printer Friendly Version Printer Friendly page of this page.

14


Return to Library page