Avaya Hospitality Messaging Server 400 Staff Quick Reference Guide. Avaya Communication Server 1000

Transcription

1 Avaya Hospitality Messaging Server 400 Staff Quick Reference Guide Document Status: Standard Document Number: NN Document Version: Date: March 2011

2 2011 Avaya Inc. All Rights Reserved. Notices While reasonable efforts have been made to ensure that the information in this document is complete and accurate at the time of printing, Avaya assumes no liability for any errors. Avaya reserves the right to make changes and corrections to the information in this document without the obligation to notify any person or organization of such changes. Documentation disclaimer Documentation means information published by Avaya in various mediums which may include product information, operating instructions and performance specifications that Avaya generally makes available to users of its products. Documentation does not include marketing materials. Avaya shall not be responsible for any modifications, additions, or deletions to the original published version of documentation unless such modifications, additions, or deletions were performed by Avaya. 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5 Contents Welcome 7 Overview 7 Mailbox 7 Password 7 Prompts 7 Staff mailbox features 8 Staff operation features 8 Web user interface 8 Using staff mailbox features 9 Staff mailbox features 9 Navigation - using your staff mailbox features 10 Logging into your mailbox 11 Changing your password 11 Dialing by name or number 12 Recording an internal or external greeting 13 Recording a temporary greeting 14 Modifying an existing temporary greeting 16 Retrieving voice messages 17 Using hidden options while listening to a voice message 18 Restoring deleted messages 19 Replying to sender 20 Forwarding messages 20 Recording and forwarding messages 23 Sending a message using Express Messaging 24 Tagging messages 25 Setting an alternate extension number 26 Creating a personal distribution list 27 Deleting a distribution list 29 Modifying a distribution list 29 Configuring Away Mode 31 Using the Web user interface 34 Configuring your staff voice mail personal page 35

6 - 6 - Contents Resetting your user PIN 37 Configuring the Your Profile page 37 Viewing Message Details 38 Viewing COS details 39 Creating a personal distribution list 40 Viewing personal distribution list details 41 Editing personal distribution list details 42 Viewing personal greeting details 43 Setting an alternate DN 44 Restoring messages 44 Configuring remote message notification 45 Using Housekeeping staff operation features 47 Posting minibar charges 47 Posting room status 48 Quick Reference Cards 50 Copyright 2011, Avaya, Inc.

7 Welcome This guide: contains information on how to use your staff voice messaging system and features on the Avaya Hospitality Messaging Server 400 (Avaya HMS 400). Each section contains a brief explanation of a specific feature and step-by-step guidelines on how to use the feature. See Using staff mailbox features (page 9). contains information on administering your voice messaging functions using your personal web page (Web user interface). See Using the Web user interface (page 34). contains information on how to use the housekeeping staff operation feature for minibar charges and room status. See Using Housekeeping staff operation features (page 47). Overview contains Quick Reference Cards for Staff Mailbox Features and housekeeping Staff Operation features. See Quick Reference Cards (page 50). Mailbox Your electronic mailbox stores your messages, password, and personalized greeting. Password Your password provides security for your mailbox and its contents. All your interactions with the HMS 400 system are private and confidential. Prompts The HMS 400 guides you with audible prompts at each step. The prompts tell you what to do next, or what options are available, so that you do not have to remember every step. To interrupt a prompt or a message, press the key or the option key for the next step (if one is available). Avaya Communication Server

8 - 8 - Welcome Staff mailbox features You can use staff mailbox features to: Retrieve messages. Reply to sender. Record and forward messages. Record personal ID. Record greetings. Call someone using name or number. Change your password. Create personalized distribution lists. Set an alternate extensionnumber. Set the Away mode Staff operation features You can use staff operation features to: Post minibar charges. Post room status. Web user interface Through the Web user interface, you can access your personal web page to: Change your mailbox PIN. View and edit your profile. View, retrieve, or restore messages. View COS details. View your message details. View and create personal distribution lists. Check personal greetings in use. Reset an alternate Dialed Number (DN). Enable remote message notification (COS-dependent).

9 Using staff mailbox features This chapter describes the the staff mailbox features of the HMS 400 system. Each section contains a brief explanation of a specific feature and step-bystep guidelines on how to use the feature. Familiarize yourself with the frequently-used procedures such as Retrieving Your Messages and Recording Personalized Greeting. Then explore other system features. Staff mailbox features You can use staff mailbox features to: Retrieve messages. Reply to sender. Record and forward messages. Record personal ID. Record greetings. Call someone using name or number. Change your password. Create personalized distribution lists. Set an alternate extension number. Set the Away mode New message notifications If you receive a new message while logged into your mailbox listening to messages or while using any of the feature menu options available, you receive a new message notification. A new message notification is an alert in the form of a beep to notify you of an incoming new message. If you are retrieving current new messages, the latest new message is played only at the end of all current new messages.

10 Using staff mailbox features If you are listening to an old message, the notification prompt, You have one new message, is played right after the old message and before the next message. To listen to the new message, press 2. To continue retrieving old messages, press. If a new message comes in while accessing the feature menu, the notification prompt is played after the current menu prompt ends or when you complete the task at hand. When you press any key to select a feature, you hear the following: You have one new message. To listen to the new message, press 2. To continue retrieving old messages, press. Attention: If you are accessing the mailbox and feature menu and a new message comes, the message lamp does not blink. However, if you choose to not listen to the new message and hang up, the message lamp is lit. Navigation - using your staff mailbox features Logging into your mailbox (page 11) Changing your password (page 11) Dialing by name or number (page 12) Recording an internal or external greeting (page 13) Recording a temporary greeting (page 14) Modifying an existing temporary greeting (page 16) Retrieving voice messages (page 17) Using hidden options while listening to a voice message (page 18) Restoring deleted messages (page 19) Replying to sender (page 20) Forwarding messages (page 20) Recording and forwarding messages (page 23) Sending a message using Express Messaging (page 24) Tagging messages (page 25) Setting an alternate extension number (page 26) Creating a personal distribution list (page 27) Deleting a distribution list (page 29) Modifying a distribution list (page 29) Configuring Away Mode (page 31)

11 Using staff mailbox features Logging into your mailbox You must log in to your mailbox to access the voice messaging features. Obtain the preset voic number from the hotel operator. 1 To call from inside the hotel, dial the voic extension number. Press the Message speed-dial button on your telephone. 2 To call from outside the hotel, enter your extension number. 3 To access another mailbox, press anytime between the first ring until the system plays the enter password prompt. The system prompts you to enter the extension number. 4 Enter the password followed by the pound (#) key. Changing your password Change your password the first time you access your mailbox to secure your mailbox. To change your password, select the Change Password option from the Feature Menu. Change your password frequently. Do not assign passwords that others can easily obtain from your documents (for example: birth date, passport number, or identification card number). Log into your mailbox. See Logging into your mailbox (page 11). 1 To access the Change Password menu, in the Feature Menu, press 2. 2 To create a new password, press 1. 3 To change your password, press 1.

12 Using staff mailbox features 4 Enter your new password. The system plays your new password. 5 To return to the Feature Menu, press. Dialing by name or number You can initiate a call to hotel staff by entering the name (using the numeric keypad) or the extension number for that particular hotel staff member. Log into your mailbox. See Logging into your mailbox (page 11). 1 In the Feature Menu, press 0. 2 To dial by extension, press 1 and proceed to step 3. To dial by name, press 2 and proceed to step 4. 3 Enter the extension number followed by #. If the extension is valid, the call is transferred. 4 Enter the name followed by #. Attention: Press 7 for Q and 9 for Z. If only one match is found, the name is announced. Proceed to step 6. If more than one and less than ten matches are found, the system announces the names of the matches and the corresponding key press required to transfer the call. Proceed to step 7. If a personal ID is not recorded for the person, the system spells out the last name one letter at a time. For example: Press 1 to be connected to A - R - M - O - U - R. If ten or more matches are found, additional options are presented. Proceed to step 8. If more than 45 matches are found, the following message is played: Too many matches found. Please reenter the person's name followed by # or press to return to the previous menu. 5 If no match is found, repeat step 4

13 Using staff mailbox features Press 0 to speak to an operator. The call is transferred to an operator. 6 If only one match is found, press 1 to transfer the call. Press to cancel and return to the previous menu. 7 If more than one and less than ten matches are found, press the corresponding digit to transfer the call. 8 If ten or more matches are found, select from the following options: To enter a new name, press 1. To refine the search, press 2 to enter additional information. To go to the whole list of matches, press 3. The system sorts the possible matches found into groups of nine. To move to the next group of nine, press #. To return to the previous menu, press. Recording an internal or external greeting You can record internal, external, and temporary greetings. This procedure describes how to record an internal or external greeting. When a call comes in from an internal caller, the system plays the internal greeting. The system defines an internal caller ID as any valid extension within the Avaya Hospitality Messaging Server 400 (HMS 400) database. When a call comes in from an external caller, the system plays the external greeting. An external caller ID includes any number that is not in the HMS 400 database. Attention: A temporary greeting overrides other greetings, and the system plays the temporary greeting, regardless of caller ID, until the temporary greeting expires. Log into your mailbox. See Logging into your mailbox (page 11).

14 Using staff mailbox features 1 To access the Greeting menu, press 3. 2 To record an external greeting, press 1. To record an internal greeting, press 2. If there is a greeting, the system plays the current greeting. If there is no greeting, the system states that no greeting was recorded and then plays the default system greeting. 3 Select one of the following menu options: To listen to the current greeting, press 2. To delete the current greeting, press 3. To record a new greeting, press 4. To return to the previous menu, press. 4 To begin recording your greeting, press 4. 5 After the tone, record your greeting using the telephone handset. Attention: Avaya recommends that you not use handsfree to record your greeting, as it impairs sound quality. 6 To stop recording, press any key. 7 To confirm the recording, press 1. After you confirm or delete your recording, the system returns to step 3. 8 To listen to the recording, press 2. 9 To rerecord your greeting, press To cancel and return to the previous menu, press. Recording a temporary greeting This procedure describes how to record a temporary greeting. A temporary greeting overrides other greetings, and the system plays the temporary greeting, regardless of caller ID, until the temporary greeting expires.

15 Using staff mailbox features Log into your mailbox. See Logging into your mailbox (page 11). 1 To access the Greeting menu, press 3. 2 To access the temporary greeting menu, press 3. 3 To record a temporary greeting, press 4. To return to the previous menu, press. 4 If you press 4, after the tone, start recording. 5 After you finish recording, press any key. 6 To confirm the recording, press 1 and proceed to step 10. The system prompts you to set the expiry date and time. 7 To listen to the recording, press 2. 8 To rerecord the greeting, press 4. 9 To cancel and return to the previous menu, press. 10 To set a new expiry date and time, press 1 and proceed to step 11. To set no expiry date, press Enter the 2-digit month followed by the 2-digit day. Press to use current month and day. 12 Enter the 4-digit time using the 24-hour clock format. Press to set the time to 12:01am. Attention: If you press four times, the greeting expires at 12:01 a.m. the following day.

16 Using staff mailbox features Modifying an existing temporary greeting To modify an existing temporary greeting, use the Temporary Greeting menu. To record a new temporary greeting, see Recording a temporary greeting (page 14). A temporary greeting overrides other greetings, and the system plays the temporary greeting regardless of caller ID until the temporary greeting expires. Log into your mailbox. See Logging into your mailbox (page 11). 1 To access the Greeting menu, press 3. 2 To access the Temporary Greeting menu, press 3. If a temporary greeting exists, the system automatically plays the greeting along with the expiry date and time, or the system announces that no expiry date was set. 3 To set a new expiry date and time, press 1 and proceed to step 4 To set no expiry date, press 2. If no expiry date is set, the system plays the temporary greeting until you either delete it or set an expiry date. To delete a temporary greeting, press 3. To record a new greeting, press 4. To return to the previous menu, press. 4 Enter the 2-digit month followed by the 2-digit day. Press to use current month and day. 5 Enter the 4-digit time using the 24-hour clock format. Press to set the time to 12:01am.

17 Using staff mailbox features Attention: If you press four times, the greeting expires at 12:01 a.m. the following day. 6 To confirm, press 1. To change, press 2. To cancel and return to previous menu, press. Retrieving voice messages Follow the steps in this procedure to retrieve your voice messages. Log into your mailbox. See Logging into your mailbox (page 11). 1 To retrieve voice messages, press 2. The system: plays the message envelope including the extension number or the name of the message sender followed by the date and time message was recorded plays the new voice message verifies the message options if the message is tagged, announces the message type. If the message is tagged as normal, the system does not announce the message type. Attention: Depending on how the administrator has configured this feature, the system may play the extension number or name of the message sender. To access the Feature Menu, press. 2 At the end of each message, you can select one of the following options: To repeat the message, press 2. To delete the message, press 3.

18 Using staff mailbox features To restore the deleted message, immediately after you delete the message, press 3 again. To forward the message, press 4. To reply to sender, press 5. To go to the previous message, press 7. To call the message sender, press 8. To go to the next message, press 9. To continue (save and proceed to the next message), press. 3 After you retrieve the last message, you can press to return to the Feature Menu. 4 After you listen to all messages, or skip to the end, the system plays the Feature Menu options: To change the mailbox password, press 2. To record a personal greeting, press 3. To record and forward a message, press 4. To record personal ID, press 5. To set an alternate extension number, press 6. To create a distribution list, press 7. To configure Away Mode, press 8. To call someone by name or number, press 0. To return to mailbox, press. Using hidden options while listening to a voice message If you have a voice message, while the system plays the message you can access hidden menu options. Log into your mailbox. See Logging into your mailbox (page 11) Retrieve a voice message. See Retrieving voice messages (page 17) 1 To move to another message, press 1 followed by the message number.

19 Using staff mailbox features 2 To repeat the message, press 2. 3 To delete the message, press 3. 4 To rewind (5 seconds), press 5. If you press 5 repeatedly until you reach the beginning of a message, the system replays the message from the start. 5 To go to the previous message, press 7. The system plays the following message: Previous Message The system then plays the envelope of the previous message. 6 To fast forward (5 seconds), press 8. If you press 8 repeatedly until you reach the end of a message, the system plays the Message Options menu. 7 To go to next message, press 9. The system plays the following message: Next Message. The system then plays the envelope of the next message. 8 To return to the Mailbox menu or skip a message, press The system returns to the Message Options menu. 9 If you press any other key, the system returns to the Message Options menu. Restoring deleted messages You can restore deleted messages if the voice message session is still running. You must be in the same voice messaging session. 1 To restore a message immediately after you deleted the message, press 3. Press 7 or 9 to navigate to the message and then press 3. Attention: The system can play deleted messages as long as you are in the same session.

20 Using staff mailbox features Replying to sender After you listen to a message, you can reply to the message sender. Log into your mailbox. See Logging into your mailbox (page 11). Retrieve a message. See Retrieving voice messages (page 17). 1 To reply to sender, in the Message Options menu, press 5. The system provides this option only if the sender has a valid mailbox. Attention: This does not apply to guest mailboxes. 2 After the tone, record the message and press any key when finished. 3 To send the message, press 1. The system returns to the Message Options menu. 4 To listen to the recorded message, press 2. 5 To erase and rerecord the message, press 4. 6 To continue recording, press 5. 7 To add or remove recipients, press 6. 8 To listen to message tag options, press 7. 9 To cancel forwarding, press. Forwarding messages After you listen to a message, you can forward the message. You can forward messages to: individual staff members staff distribution lists individual guests

21 Using staff mailbox features guest distribution lists guest distribution lists created with group codes Log onto your mailbox. See Logging into your mailbox (page 11). Retrieve at least one message. See Retrieving voice messages (page 17). To forward a message to a distribution list, obtain the distribution list number from the administrator. Attention: You cannot forward messages to a combination of mailboxes and distribution lists. You can forward to all mailboxes only or to all distribution lists only. 1 To forward a message, after the message plays or when in the Message menu, press 4. The system prompts you to enter the extension number followed by #; or press then the distribution list number followed by #; press # again to end. 2 To forward the message to a mailbox, enter the extension number for that mailbox followed by #. To forward the message to a distribution list, press followed by the distribution list number and then followed by #. Attention: When you enter a distribution list, always use the prefix so the system can differentiate it from an extension number. If you enter a valid extension number or distribution list number, the system repeats the number. Otherwise, you hear the following message: Invalid number In either case, the system prompts you to enter the destination extension number again. Attention: The system discards invalid entries. Invalid entries do not affect the valid extensions you previously entered.

22 Using staff mailbox features Attention: If you do not enter a digit after 10 seconds, the system times out and cancels all of your previous entries. After you press #, the system plays the following message: After the tone, press to forward the message. An introduction may be added if you wish before pressing. Please record your message after the tone. 3 After the tone, press to forward the message and proceed to step 5. After the tone, record your message. 4 After you finish recording, press any key to end. 5 To send the message, press 1. To listen to the message, press 2. To erase and rerecord the message, press 4. Attention: This option is invalid if there is no recorded message. To continue recording, press 5. To add or remove recipients, press 6. To access message tagging options, press 7. To return to the previous menu, press. Attention: If you exit the call after you record the message without pressing any key, the system still sends the message to the recipient.

23 Using staff mailbox features Recording and forwarding messages You can record messages and forward them to mailboxes or distribution lists. Attention: You can perform message broadcasting only from an admin mailbox with the correct Class Of Service (COS). The administrator assigns this COS. Log into your mailbox. See Logging into your mailbox (page 11). To forward a message to a distribution list, obtain the distribution list number from the administrator. Attention: You cannot forward messages to a combination of mailboxes and distribution lists. You can forward to all mailboxes only or to all distribution lists only. 1 To record a message and forward, in the Message Menu, press 4. The system prompts you to enter the extension number followed by #; or press then the distribution list number followed by #; press # again to end. 2 To forward the message to a mailbox, enter the extension number for that mailbox, followed by #. To forward the message to a distribution list, press followed by the distribution list number, and then followed by #. Attention: When you enter a distribution list, always use the prefix so the system can differentiate it from an extension number. If you enter a valid extension number or distribution list number, the system repeats the number. Otherwise, you hear the following message: Invalid number In either case, the system prompts you to enter the destination extension number again.

24 Using staff mailbox features Attention: The system discards invalid entries. Invalid entries do not affect the valid extensions you previously entered. Attention: If you do not enter a digit after 10 seconds, the system times out and cancels all of your previous entries. 3 After the tone, record your message. 4 After you finish recording, press any key to end. 5 To send the message, press 1. To listen to the message, press 2. To erase and rerecord the message, press 4. To continue recording, press 5. To add or remove recipients, press 6. To access message tagging options, press 7. To return to the previous menu, press. Attention: If you exit the call after you record the message without pressing any key, the system still sends the message to the recipient. Sending a message using Express Messaging To send a message to anyone from any telephone without directly calling that person, complete this procedure. Contact your administrator to obtain the number to dial.

25 Using staff mailbox features 1 Dial the predefined Express Messaging Phantom number or ACD queue number. 2 Enter the destination guest room or admin extension number. 3 After the system default prompt, or after the personal greeting and the tone, leave your message. Attention: The system plays the prompt in the same language as the language configured for the line. 4 After recording the message, press any key. The system sends the message to the recipient. Attention: If you exit the call after you record the message without pressing any key, the system still sends the message to the recipient. Tagging messages Before you send a message, you can tag it with the following options: Urgent Private Urgent Private Receipt notification Time delivery Log onto your mailbox. See Logging into your mailbox (page 11). Record a message. 1 To tag a message, record the message and then press 7. The system moves to the Message Tag menu.

26 Using staff mailbox features 2 Select one of the following tagging options: To tag your message urgent, press 1 and proceed to step 3 To tag your message private, press 2 and proceed to step 3. To tag your message urgent private, press 3 and proceed to step 3. To receive a message receipt notification, press 4 and proceed to step 3. For time delivery, press 5 and proceed to step 4. To return to the previous menu, press. 3 If you press 1, 2, 3, or 4, select one of the following options: To send this message, press 1. To add another tag, press 2 and return to step 2. To cancel the tag, press 9 and proceed to step 7. 4 If you press 5, enter the date in the mmdd format. Attention: Press to send today. Only dates that occur in the future are permitted. 5 Enter time in the 24-hour time format. 6 Select one of the following options: To confirm, press 1. To enter a new date, press 2. To enter a new time press 3. To return to the Message Tag menu, press. 7 If you press 9, select one of the following options: To cancel Urgent tag, press 1. To cancel Private tag, press 2. To cancel Urgent Private tag, press 3. To cancel a message receipt notification, press 4. To cancel timed delivery, press 5. Setting an alternate extension number You can set an alternate extension number.

27 Using staff mailbox features Log into your mailbox. See Logging into your mailbox (page 11). Ensure that you know the Revert DN. 1 In the Feature Menu, press 6. If you previously set a Revert DN, the system announces the extension number. 2 To set a new Revert DN, press 1. To return to the previous menu, press. 3 Enter the new extension number or Revert DN. 4 Select one of the following options: To confirm the extension number, press 1. To change the extension number, press 2. To cancel, press 9. Creating a personal distribution list To create a personal distribution list, access the distribution list options from the Feature Menu. Log into your mailbox. See Logging into your mailbox (page 11). 1 In the Feature Menu, press 7. The system announces the number of existing distribution lists, if there are any. The system plays the Distribution List menu options. 2 To create a new distribution list, press 1 and proceed to step 3.

28 Using staff mailbox features To delete an existing distribution list, press 3. To modify a distribution list, press 5. To look up an existing distribution list, press 6. The system announces all of the existing distribution list numbers and plays the tag for each, if there is any. To return to the Feature Menu, press. 3 Enter a number from 1 to 9. The system repeats the selected number. 4 To add a member to the distribution list, press 1. 5 Enter the extension number for the member to add, followed by #. 6 To add another member to the list, return to step 5. 7 When you finish adding members to the distribution list, press # again. The system plays the Distribution List submenu. 8 To add another member to the list, press 1. To remove a member from the list, press 3 and enter the extension number followed by #. The system deletes the extension number. If there is only one extension number in the list, the system deletes the extension number and the distribution list. To tag the list, press 4 and then press 4 again to begin recording. To cancel, press. To delete the distribution list, press 9, and then press 1 to confirm deletion. The system deletes the distribution list and all members of the list. To cancel the deletion, press. To return to the previous menu, press.

29 Using staff mailbox features Deleting a distribution list If you no longer require a distribution list, you can delete it. Log into your mailbox. See Logging into your mailbox (page 11). 1 To access the Distribution List menu, in the Feature Menu, press 7. The system announces the number of existing distribution lists, if there are any. The system plays the Distribution List menu options. 2 To create a new distribution list, press 1. To delete an existing distribution list, press 3 and proceed to step 3. To modify a distribution list, press 5. To look up an existing distribution list, press 6. The system announces all of the existing distribution list numbers and plays the tag for each, if there is any. To return to the Feature Menu, press. 3 Enter a number from 1 to 9. The system plays the selected distribution list number and tag, if there is one. 4 Press 1 to confirm deletion. The system deletes the distribution list and all members of the list. Modifying a distribution list Follow this procedure to add members to or remove members from a distribution list. Log into your mailbox. See Logging into your mailbox (page 11).

30 Using staff mailbox features 1 To access the Distribution List menu, in the Feature Menu, press 7. If there are any distribution lists, the system announces the number. The system plays the distribution list menu options. 2 To create a new distribution list, press 1. To delete an existing distribution list, press 3. To modify a distribution list, press 5 and proceed to step 3. To look up an existing distribution list, press 6. The system announces all of the existing distribution list numbers and plays the tag for each, if there is one. To return to the Feature Menu, press. 3 Enter a number from 1 to 9. The system plays the selected distribution list number and tag (if there is one), and the number of members in the selected distribution list. The system then announces a list of options available while each extension number is played. 4 To add a member to the distribution list, press 1. To delete a member from the distribution list, press 3. To return to the previous member in the distribution list, press 7. To move the next member in the distribution list, press 9. 5 If you press 1, enter the extension number followed by #. Repeat this step to continue adding extension numbers. When you finish adding members to the list, press # to end. 6 If you press 3, to confirm deletion, press 1. To cancel the deletion, press.

31 Using staff mailbox features Configuring Away Mode Activate the Away Mode to temporarily block callers from sending messages to your mailbox. You can configure Away Mode to permit callers to send broadcasted messages to your mailbox while Away Mode is active. After you activate Away Mode, you can record a temporary greeting to advise callers of your absence, length of absence, and whom to contact while you are away, or you can select the system default greeting. The system blocks callers from leaving messages until you deactivate Away Mode. Log into your mailbox. See Logging into your mailbox (page 11). 1 To access the Away Mode option, press 8 in the Feature Menu. 2 To activate Away Mode, press 1 and proceed to step 3. The system plays the following message: Away Mode activated To activate Away Mode and permit the receipt of broadcast messages, press 2 and proceed to step 3. The system plays the following message: Away mode activated and receipt of broadcast messages allowed To deactivate Away Mode, press 9 and proceed to step 6. The system plays the following message: Away mode deactivated To return to the previous menu, press and proceed to step 6

32 Using staff mailbox features 3 To listen to your current greeting message, press 1. If you recorded an Away greeting, the system plays the recorded greeting. If you did not record an Away greeting, the system plays the following message: No greeting message has been recorded currently; followed by the system default greeting: The owner of this mailbox is away for a period of time. If you wish to speak to someone else, please enter the extension number now; otherwise, please call back later. To use the system default message, press. 4 To listen to the greeting, press 2. Attention: This option is useful only to review an Away greeting that you just recorded; otherwise, it is a repeat of the previously-heard announcements. To delete your Away greeting, press 3. The system plays the following message: Your recording has been deleted The system then returns to the current menu. Attention: This option is available only if you recorded an Away greeting. To record a new greeting, press 4. The system plays the following message: Record after the tone and press any key to end To go to previous menu, press. 5 To confirm the recording, press 1. The system plays the following message: Greeting has been changed The system returns to the previous menu. To listen to recording, press 2. The system plays the recorded greeting. To erase the greeting and rerecord, press 4. The system erases the recording and returns to recording mode.

33 Using staff mailbox features To cancel and go back to the previous menu, press. 6 To return to the Feature Menu, press.

34 Using the Web user interface You can administer many of your voice messaging functions using your personal web page (Web user interface). This section describes the staff voice mail functions that you can complete in the Avaya Hospitality Messaging Server 400 (HMS 400) Web user interface. for using the HMS 400 Web user interface Obtain the following from the administrator: the Web UI URL logon instructions Navigation for using the Web user interface Configuring your staff voice mail personal page (page 35) Resetting your user PIN (page 37) Configuring the Your Profile page (page 37) Viewing Message Details (page 38) Viewing COS details (page 39) Creating a personal distribution list (page 40) Viewing personal distribution list details (page 41) Editing personal distribution list details (page 42) Viewing personal greeting details (page 43) Setting an alternate DN (page 44) Restoring messages (page 44) Configuring remote message notification (page 45)

35 Using the Web user interface Configuring your staff voice mail personal page Configure your staff voice mail personal page to allow you to administer your own mailbox. Make sure that your PC is connected to the same network as the HMS 400 server. 1 Launch Internet Explorer 6 or Internet Explorer 7 on your personal computer. 2 In the address bar, enter the following URL: hms400webui. If the URL cannot be resolved, navigate to \\Windows\System32\Drivers\etc\, open the hosts file using a text editor such as Notepad and after the default line, add: <HMS400v2 Server IP address> hms400v2 Enter server IP>/hms400webui. The first time you access the staff voice mail personal page, the following Certificate Error message appears: There is a problem with this web site s security certificate. 3 If this is not your first time visiting your staff voice mail personal page, go to step 22. If this is your first time visiting your staff voice mail personal page, select the Continue to this website (not recommended) option. The staff voice mail personal page appears with an error. 4 Click Certificate Error. 5 In the Certificate Invalid window, click View certificates. 6 In the Certificate window, click Install Certificate. 7 In the Certificate Import Wizard, click Next. 8 Select the Place all certificates in the following store option. 9 Click Browse.

36 Using the Web user interface 10 In the Select Certificate Store window, click Trusted Root Certificate Authorities. 11 Click OK. 12 In the Certificate Import Wizard window, click Next. 13 Click Finish. 14 In the Security Warning dialog box, click Yes. 15 In the Certificate Import Wizard dialog box, click OK. 16 In Certificate window, click the Certification Path tab. 17 If there is still a red X symbol on a certificate icon, highlight the certificate, and then click View Certificate. If there is no red X symbol, proceed to step Click Install Certificate. 19 Repeat step 7 through step Restart Internet Explorer. 21 In the address bar, enter the following URL: hms400webui. A lock icon appears next to the address bar. 22 On the Avaya HMS 400 Web page, from the User Type list, select Mailbox User. 23 In the Mailbox ID box, type your mailbox ID. 24 In the Password box, enter your password. Variable definitions Variable Mailbox ID (Avaya HMS 400 Server IP) Password. Value In most cases, the Mailbox ID is the same as the user s DN. The exception is for multiple mailboxsingle extension configurations, in which case the Administrator assigns mailbox numbers. The IP address for the HMS 400 server. For initial login, the password is the default extension number.

37 Using the Web user interface Resetting your user PIN Reset your user PIN to ensure the security of your account. You use this same PIN to access both your Web page and your mailbox. For initial login, the PIN is the default extension number. When you first access your personal Web page, you are directed to the PIN Administration to change your PIN. On subsequent logons, the system checks your PIN expiration (for example, seven days prior). If it detects that the password is about to expire, the system redirects you to the PIN Administration page instead of the default Your Profile page. Attention: Your user PIN expiration is determined by the COS assigned to your mailbox. Make sure that your PC is connected to the same network as the HMS 400 server. 1 In the PIN Administration window, in the Current PIN box, type your current PIN. 2 In the New PIN box, type a new PIN. 3 In the Confirm New PIN box, retype the new PIN. 4 Click Save. Configuring the Your Profile page Configure your profile page to customize your personal page. Make sure that your PC is connected to the same network as the HMS 400 server.

38 Using the Web user interface 1 From the menu, select User Page > Mailbox Information > Your Profile. 2 In the Your Profile window, in the Name box, type your first and last name. 3 From the Mailbox Language list, select the desired mailbox language. Attention: The Mailbox Language list contains only languages installed in the system. 4 To exchange messages through VPIM, in the Account Password (For VPIM) box, type an account password. 5 Click Save. Variable definitions Variable Account Password (For VPIM) Name Value Password set up on server for VPIM access. The administrator must set up this password. Type your name in the following format: the Firstname Lastname; for example, David Smith. Although not recommended, you can add digits before or after the name. If you dial a call by name, the digits are stripped. Viewing Message Details View Message Details to see all your current messages, including the following details: message ID message sender created time retrieved time deleted time any message tags attached to a message

39 Using the Web user interface If required, you can use the Message ID field to identify which deleted message to restore. Ensure you have a valid mailbox. There must be at least one message in the mailbox. 1 From the menu, select User Page > Mailbox Information > Message Details. Viewing COS details View Class of Service (COS) details to see your PIN validity period as well as other pertinent information. The countdown to the PIN expiry starts on the day that the administrator creates your mailbox. Therefore, by the time you start to use the system, one or two days may have lapsed. If you require different features activated or deactivated, contact the administrator. For more information about Admin COS parameters, see Avaya Hospitality Messaging Server 400 Installation and Commissioning (NN ). Ensure you have a valid mailbox. 1 From the menu, select User Page > Mailbox Information > COS Details.

40 Using the Web user interface Creating a personal distribution list Create a personal distribution list to define personal lists consisting of desired members. You can create up to nine personal lists with maximum of 99 members per list. The default view shows all the current lists. To enter a Voice Profile for Internet Mail (VPIM) address as a distribution list member, ensure that the administrator preconfigured the VPIM. 1 From the menu, select User Page > Mailbox Information > Personal Distribution List Details. 2 To add more individual members, on the Personal Distribution List Details page, click New List. 3 In the List No box, type a number to identify the list. 4 In the Description box, type a name for the list. 5 To add individual members to your distribution list, on the Personal Distribution List Details page, in the left pane, select the desired individual Admin extensions. To add a range of additional members to your distribution list, on the Personal Distribution List Details page, in the left pane, highlight the first extension and then, with the Shift key depressed, click the last extension in that range. 6 Click Select to transfer the chosen extensions to the right pane. 7 To add a VPIM address, from the PSTN list, select a preconfigured item. From the Domain list, select a preconfigured item. Attention: The Domain name changes according to the PSTN selected and vice versa. The administrator must preconfigure the items in this list. 8 In the Extn box, type a valid extension of the person that belongs to the other system. Attention: The HMS 400 system cannot verify the validity of this extension.

41 Using the Web user interface 9 Click Add to List. 10 After you finish making changes, click Save List. Variable definitions Variable Description Domain Extn List No PSTN Value Type a meaningful name for your list for ease of reference. Network address for VPIM that you want to add to the distribution list. Extension number that you want to add to the distribution list. Type a digit from 1 to 9 to identify this list. External digits that you want to add to VPIM address for networks. Viewing personal distribution list details View personal distribution list details to see the following information: mailbox ID, list number, list description, and the selected members (admin extensions and VPIM addresses). Ensure you have a valid mailbox. You must have configured at least one personal distribution list for your mailbox. 1 From the menu, select User Page > Mailbox Information > Personal Distribution List Details. 2 In the Personal Distribution List Details window, click the Details link next to the list number you want to view. 3 To search by list number, in the List No box, type the list number. To search by extension, in the Extension No box, type the extension number.

42 4 Click Search Using the Web user interface Variable definitions Variable Extension No List No Value Type an extension number to view the lists for that particular extension number. Type a list number to view all the extensions for that particular list. Editing personal distribution list details You can edit personal distribution list details to change the list properties. Properties that you can edit include list number, list description, selected extensions, and VPIM addresses. You must have created a personal distribution list. You must view the personal distribution list details. See Viewing personal distribution list details (page 41). To enter a Voice Profile for Internet Mail (VPIM) address as a distribution list member, ensure that the administrator has preconfigured the VPIM. 1 From the menu, select User Page > Mailbox Information > Personal Distribution List Details. 2 To add more individual members, on the Personal Distribution List Details page, in the left pane, select the desired individual Admin extensions from the list. To add a range of additional members, highlight the first extension and then, with the Shift key depressed, click the last extension in that range. 3 Click Select to transfer the chosen extensions to the right pane. 4 To add a VPIM address, from the PSTN list, select a preconfigured item. From the Domain list, select a preconfigured item.

43 Using the Web user interface Attention: The Domain name changes according to the PSTN selected and vice versa. The administrator must preconfigure the items in this list. 5 In the Extn box, type a valid extension of the person that belongs to the other system. Attention: The HMS 400 system cannot verify the validity of this extension. 6 Click Add to List. 7 After you finish making changes, click Save List. Viewing personal greeting details You can view personal greeting details to view a list of your recorded external, internal, or temporary greetings. For information about how to record personalized greetings, see Recording an internal or external greeting (page 13) and Recording a temporary greeting (page 14). Ensure you have a valid mailbox. You must have configured at least one recorded greeting for your mailbox; for example, an internal greeting. 1 From the menu, select User Page > Mailbox Information > Personal Greetings.

44 Using the Web user interface Setting an alternate DN You can configure an alternate dialed number (DN) so callers can reach a designated person if you are not available to answer your calls. Callers access the alternate DN by pressing zero (0) when presented with the option to leave a message (before the beep). This feature does not work after the beep. You can also reset the alternate DN from the mailbox feature menu. For information about how to set the alternate DN using the mailbox feature menu, see Setting an alternate extension number (page 26). Attention: You can use any extension number as your alternate DN, with the exception of guest room extension numbers. To deactivate an alternate DN, an alternate DN must already be configured. 1 From the menu, select User Page > Mailbox Information > Reset Alternate DN. 2 To activate an alternate DN, in the New Alternate DN box, type the new alternate DN, and then click Save & Apply Alt DN. To deactivate an alternate DN, click Remove Alt DN. Restoring messages You can restore deleted messages. To identify a specific deleted message, refer to the message ID or the deleted date and time. There must be at least one deleted message.

45 Using the Web user interface 1 From the menu, select User Page > Mailbox Information > Restore Messages. 2 In the Restore Messages window, in the left pane, select the messages to restore, and then click the > button. To select all the messages in the left pane, click the >> button. 3 Click Restore. Configuring remote message notification Configure remote message notification to enable the system to call a predefined external telephone number to notify the user of a new voice message. Ensure that your Class of Service (COS) supports remote message notification and permits you to edit telephone numbers. 1 From the menu, select User Page > Mailbox Information > Remote Message Notification. 2 In the Remote Message Notification window, from the Enable Notification list, select NO to disable the remote message notification feature. From the Enable Notification list, select YES to enable the remote message notification feature. 3 In the Phone 1 box, type the first telephone number to notify. 4 Optionally, select the check box next to the Phone 2 box, and then in the Phone 2 box, type a second telephone number to notify. 5 Optionally, select the check box next to the Phone 3 box, and then in the Phone 3 box, type a third telephone number to notify. 6 Click Save.

46 Using the Web user interface Variable definitions Variable Phone 1 Phone 2 Phone 3 Value Type a DN or PSTN (maximum 16 digits) for the main telephone number to notify. This is a mandatory field. The system calls the numbers in the given order (1, 2, 3). This is an optional field. Type a DN or PSTN (maximum 16 digits) for the second telephone number to notify. The system calls the numbers in the given order (1, 2, 3). This is an optional field. Type a DN or PSTN (maximum 16 digits) for the third telephone number to notify. The system calls the numbers in the given order (1, 2, 3).

47 Using Housekeeping staff operation features This section describes the staff operation features for Housekeeping personnel. Navigation for using the Housekeeping staff operation features Posting minibar charges (page 47) Posting room status (page 48) Posting minibar charges You can post minibar charges from a guest telephone or manually from the system. Ensure that you know your user ID and password. Obtain the minibar/room status access number from your administrator. 1 Dial the minibar/room status access number. 2 Enter your ID followed by #. 3 Enter your password, followed by #. 4 If user type is supervisor, proceed to step 7 5 If user type is minibar (MB) user, enter the room number followed by #, and then proceed to step If user type is minibar and room service (MB/RS) user, press 1 and proceed to step Enter the recording number in a 2-digit format (for example, 01, 02, or 03).

48 Using Housekeeping staff operation features 8 After the tone, record. 9 After you finish recording, press 1 to stop recording. 10 To confirm, press 1. The system prompts you to enter the recording number for the next item. To listen, press 2. To rerecord, press 4. To cancel, press Enter quantity followed by *, followed by item number and #. The system plays the entry. 12 To cancel an item after you enter it, press *, followed by #, and return to step 11 to reenter the item. 13 Continue with next item, following the format in step 11. If a few seconds elapse following the last entry, the system automatically plays additional prompts 14 To confirm the entries, press 1. The system posts charges for all items and terminates the call. 15 To listen to all entries, press 2. The system replays all entered items. 16 To continue, press 5 and return to step 13. The system returns to step 13 to post the next item. 17 To cancel, press 9. The system cancels all entries and prompts the user to make a new entry. 18 If you press 9, enter the quantity followed by *, followed by the item number and #. 19 To cancel an item after you enter it, press *, followed by #. Then proceed to reenter the item. Posting room status You can post room status from a guest telephone or manually from the system.

49 Using Housekeeping staff operation features Ensure that you know your user ID and password. Obtain the minibar/room status access number from your administrator. 1 Dial the minibar/room status access number. 2 Enter your ID, followed by # 3 Enter your password, followed by #. 4 If user type is minibar and room service (MB/RS) user, press 2. 5 Enter room number, followed by #. 6 Enter the room status code (for example, 1). The system plays room status prompt for code 1 and plays the prompt Entries accepted. The call is complete.

50 Quick Reference Cards This chapter provides Quick Reference Cards for the following: using your staff mailbox. See Staff Mailbox Features Quick Reference Card (page 51). using staff features. See Staff Operation Features Quick Reference Card (page 52) using housekeeping staff features for minibar charges and room status. See Staff Operation Features for Housekeeping Quick Reference Card (page 53). Avaya Communication Server

51 Staff Mailbox Features Quick Reference Card Quick Reference Cards

52 Staff Operation Features Quick Reference Card Quick Reference Cards

53 Quick Reference Cards Staff Operation Features for Housekeeping Quick Reference Card