Grandstream GXP1600 Series User Guide

Connecting Your New Handset

When your phone arrives, please ensure all components are included:

If any items are missing, please email customerservices@vivivoip.co.uk.

To attach the base stand: Insert the stand into the highlighted slots on the back of the phone. You can orient the stand in two ways. Slide the hooks into the slots highlighted in red for a standard position, or into the slots highlighted in blue for a more upright position. Once inserted, slide the stand upwards to lock it in place.

Connecting the Network: Connect an Ethernet cable from your Router/Switch to the LAN port on the back of the phone (highlighted in red). If network ports are limited and you need a connection for your computer, connect an Ethernet cable from the PC port of the phone to your PC. The phone will then pass its connection through to your computer.

Connecting the Receiver/Headset: Connect the receiver to the handset port (highlighted in red). If you are connecting a headset, use the port highlighted in blue. Both ports use the same connector, so ensure you use the correct port.

Powering Up: Once the receiver is connected, insert the power cable into the base unit and plug it in. The handset will power up and display a loading screen.

Getting to Know Your New Handset

The Grandstream GXP1600 series includes models like the GXP1610, GXP1615, GXP1620, GXP1625, GXP1628, and GXP1630. The layout is similar across these models, with minor differences in features like BLF keys on the GXP1628/1630.

GXP1610/1615/1620/1625 Layout:

• Receiver: The part you speak into and listen from.
• Phone book: Access your saved contacts.
• Home: Navigates to the home screen.
• Voicemail: Access your voicemail messages.
• Hold: Places the current call on hold.
• Line Keys: Indicate line status and can be configured for SIP accounts.
• Message Waiting Indicator: Notifies you of new voicemail.
• Soft keys: Context-sensitive keys below the LCD.
• Navigation Key: Used for menu navigation and scrolling.
• Menu/OK Key: Accesses menus and confirms selections.
• Record: Records the current call (feature availability may vary).
• Headset: Toggles between headset and speaker/receiver.
• Mute: Mutes your microphone during a call.
• Conference: Initiates a conference call.
• Transfer: Transfers a call to another extension or number.
• Speaker: Activates the speakerphone.
• Volume: Adjusts volume levels.
• Keypad: For dialing numbers.
• Send the call: Initiates a call.

GXP1628/1630 Layout:

Similar to the above, with the addition of BLF (Busy Light Function) keys.

Keypad Button Functions:

• 0-9, *, #: Standard dial pad. Use '#' to initiate a call after dialing.
• Line Keys: 2 keys with LEDs, configurable for SIP accounts.
• Hold Key: Places the active call on hold.
• Transfer Key: Transfers an active call.
• CONF Key: Initiates a conference call.
• Voicemail Key: Checks voicemail if the message waiting indicator is flashing.
• Phone book Key: Accesses the saved phone book.
• Volume Keys (+/-): Adjusts volume for receiver, speaker, or ringtone.
• Headset Key: Answers/hangs up calls with a headset and toggles between headset and speaker.
• Mute Key: Mutes the active call.
• Hands-free Speaker Key: Enables/disables the speakerphone.
• Receiver Mode Key: Enables/disables receiver mode for dialing.
• Menu/OK Key: Accesses the phone's menu when idle.
• Navigation Keypad: Scrolls through menu options (Up/Down), goes back (Left), and accesses missed/dialed/answered calls (Up/Down/Right when idle).
• Record Key: Enables/disables call recording (feature availability may vary).
• Page/Intercom Key: Page/Intercom feature (feature availability may vary).

LCD Display Icons:

• DND (Do Not Disturb): ? Icon indicates DND is active; calls will not ring.
• Call Forward: ? Icon indicates calls are forwarded.
• Handset Status: ? Icon shows handset is in use or off-hook.
• Headset Status: ? Icon shows headset is in use or off-hook.
• Network Status: ? Solid icon indicates a good network connection; hollow indicates a problem.
• Speaker Status: ? Icon shows speakerphone is active.
• Missed Call: ?‍<0xF0><0x9F><0x93><0x82> Icon indicates a missed call.
• Mute: ? Icon shows microphone is muted.

Making Calls

To Dial from Your Handset:

1. Pick up the receiver or press the headset/speaker button.
2. The first line will become active. If you need to use a different line, press the corresponding line key.
3. Dial the number using the keypad.
4. Press the send key or dial key to initiate the call.

To Redial a Number:

1. Pick up the receiver.
2. Press the redial soft key. The last dialed number will ring.

To Call from Call History:

1. Press the Menu/OK button.
2. Scroll to 'Call History' using the arrow keys and press OK.
3. Select 'Received Calls', 'Missed Calls', or 'Dialled Calls' using the arrow keys.
4. Scroll through the list and press OK to select a record.
5. Press OK again to redial the number.

Calling from the Phone Book:

1. Press the dedicated phone book button, OR
2. Press the Menu/OK button, navigate to 'Phone book', and press OK.
3. Scroll up or down to find the desired contact.
4. Press OK to select the contact, then press OK again to call.

Answering Calls

When a Call Comes In:

The LCD will display the incoming caller's number or extension. To answer:

• Lift the handset off the hook.
• Alternatively, press the speaker button and then the line button to answer.

Multiple Incoming Calls:

If you are on a call and another comes in, you will hear a beeping tone.

• Press the flashing line key to switch to and answer the new call. The current call will be placed on hold.
• Press the first line key to return to the original call.

Putting the Phone on DND Mode:

1. Press the Menu/OK button.
2. Navigate to 'Preference' and select 'Do Not Disturb'.
3. Press OK to enable or disable DND mode.

When DND is enabled, calls will not ring and will be sent to voicemail or other extensions.

Phone Functions During a Call

Call Waiting / Call Hold:

• Hold: Press the HOLD key to place the active caller on hold. The line key will flash.
• Resume: Press the flashing line key to resume a held call.
• Multiple Calls: If another call arrives, the second line key will flash green. Pressing it puts the first caller on hold and connects you to the second. Press the first line key again to resume the first call.

Muting the Microphone:

Press the Mute key (highlighted in orange) during an active call. Press it again to unmute.

Transferring a Caller:

• Blind Transfer: Press the Transfer key (highlighted in blue), dial the extension/number, and press the Transfer key again.
• Attended Transfer: Press the active line key to put the current call on hold. Press the second (unused) line key, dial the extension/number, and wait for the recipient to answer. If they agree to take the call, press the Transfer key and then the line key of the held call.

Setting Up BLF on Your Phone (GXP1628/1630)

BLF (Busy Light Function) allows you to see the status of other extensions.

1. Go to the VIVI portal and select 'Speed Dial'.
2. Choose the extension you wish to set up.
3. Enter a name and number for the extension. You can select from a list of extensions or enter an external number.
4. Click 'Save'.
5. Reboot the phone for the changes to take effect. The busy lights should now appear.

The Phone Menu System

Access the phone's menu by pressing the Menu key. The system is organized as follows:

• Call History: View local call logs, Broadsoft call logs, answered, dialed, missed, transferred, and forwarded calls. Options include clearing logs and going back.
• Status: Check Network Status (IP, DHCP, PPOE, IPv4/IPv6, subnet mask, gateway, DNS), Account Status (registration), and System Status (hardware/software versions, MAC address, time zone).
• Phone Book: Access local phonebook, groups, Broadsoft phonebook, and LDAP directory. Includes options for new entries, search, family, friends, work, and new groups.
• Messages: Access Instant Messages (if available) and Voice Mails.
• Preference: Configure Do Not Disturb, Ring Tone, Ring Volume, LCD Contrast, LCD Brightness, Display Language (multiple languages supported), Date and Time, Security settings, Headset Type, and Star Key Lock.
• Direct IP Call: Dial IP addresses directly (feature availability may vary).
• Phone: Configure SIP account settings and various call features like call forwarding.
• System: Manage network settings, upgrades, UCM detection, factory functions (Audio Loop-back, Diagnostic Mode, Keypad Diagnostic Mode), and Factory Reset.
• Reboot: Restart the device.
• Exit: Close the menu.

Keypad Configuration Menu Details:

• Call History: Displays dialled, answered, missed, and forwarded calls.
• Status: Provides network connection, account, and hardware information.
• Phone book: Displays the phone book.
• Messages: Accesses instant messages (feature may be unavailable).
• Preference: Settings for DND, ringtones, volume, display contrast/brightness, language, date/time, security, headset type, and keypad lock.
• Direct IP Call: Dials IP addresses for direct calls (feature may be unavailable).
• SIP: Change SIP account settings.
• Call Features: Configure features like call forwarding.
• Network: Change network settings.
• Upgrade: Access firmware and auto-provisioning server addresses.
• Factory Functions: Includes Audio Loop-back for testing audio quality, Diagnostic Mode to check LEDs and button responses, and Keypad Diagnostic Mode to test all keys.
• Factory Reset: Resets the phone to factory defaults using the MAC address. Use with caution.
• Reboot: Restarts the device.
• Exit: Closes the menu.

Troubleshooting

Issue: Receiver is not picking up any sound

• Check if the phone cable is connected to the Handset port, not the Headset port.
• Dial 121 for an echo test. Check volume levels during the call.
• Verify if the speaker phone is working.
• The receiver or curly cord might be faulty. Try swapping them with known working parts.

Issue: Phone is not ringing

• Ensure DND mode is not enabled. Check for the DND icon on the LCD.

Issue: Phone says Network Down

• If the LCD displays 'Network Down' or the network status icon is hollow, check your computer and other devices for internet connectivity.
• If you have internet, try rebooting your router or network switches.
• If no devices have internet, contact your ISP or building manager.

Issue: Busy Lights are not green

• Only extensions configured as BLF contacts will show green. Speed dial entries do not display status.
• Ensure the correct extension number was entered for the busy light. Try rebooting the handset and re-entering the number.

Issue: Changed name not showing on phone

• Log in to the portal and verify the 'Handset Name' is correct. If not, change it and save.
• If the portal name is correct, go to System Editor > Extensions, change the name there, save, and apply. Reboot the handset.

Issue: Time and Date are not in UK format

• Navigate to Preference > Date and Time > Time Zone. Select your correct time zone (e.g., GMT London).
• To change the date format, go to Preference > Date and Time > Date Display Format and choose your preferred format.

Accessing Web Configuration

Access the web configuration UI by typing the phone's IP address into a web browser. Login details will be provided. Contact the support team for access or to arrange a remote session for assistance with issues or settings changes.

Faulty Handset or Replacement Parts

If a handset develops a fault, a remote session may be required to diagnose the issue. You might be asked to move the handset to a different Ethernet port or swap parts with another phone. Rebooting the handset and networking equipment may also be necessary. If the handset is faulty, return instructions will be emailed. For replacement parts like PSU, Receiver, or Curly Cord, contact the customer service or support team. Testing may be required before ordering, and charges may apply.