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Avaya Communication Server 

Avaya Hospitality Messaging Server 400 Staff Quick Reference Guide

NN42350-102 

 06.01

  Standard

 3.0   April 2012

Copyright © 2011, Avaya Inc.

Quick Reference Cards

This chapter provides Quick Reference Cards for the following:

•

using your staff mailbox. 
See 

Staff Mailbox Features Quick Reference Card (page 50)

.

•

using staff features.
See 

Staff Operation Features Quick Reference Card (page 51)

•

using housekeeping staff features for minibar charges and room status.
See 

Staff Operation Features for Housekeeping Quick Reference Card 

(page 52)

.

Summary of Contents for HMS 400

Page 1: ...Avaya Communication Server 1000 Document Status Standard Document Number NN42350 102 Document Version 06 01 Date April 2012 Avaya Hospitality Messaging Server 400 Staff Quick Reference Guide...

Page 2: ...and alone computing device Server means a Designated Processor that hosts a software application to be accessed by multiple users Software means the computer programs in object code originally license...

Page 3: ...tion For the most current versions of Documentation see the Avaya Support Web site http support avaya com Contact Avaya Support Avaya provides a telephone number for you to use to report problems or t...

Page 4: ......

Page 5: ...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 whil...

Page 6: ...37 Viewing Message Details 37 Viewing COS details 38 Creating a personal distribution list 39 Viewing personal distribution list details 40 Editing personal distribution list details 41 Viewing perso...

Page 7: ...e 33 contains information on how to use the housekeeping staff operation feature for minibar charges and room status See Using Housekeeping staff operation features page 46 contains Quick Reference Ca...

Page 8: ...ssword Create personalized distribution lists Set an alternate extension number Set the Away mode Staff operation features You can use staff operation features to Post minibar charges Post room status...

Page 9: ...tures 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 C...

Page 10: ...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 Navig...

Page 11: ...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 ke...

Page 12: ...eed 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...

Page 13: ...possible matches found into groups of nine To move to the next group of nine press OR To return to the previous menu press End Recording an internal or external greeting You can record internal exter...

Page 14: ...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 han...

Page 15: ...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 t...

Page 16: ...lbox page 11 Procedure steps Step Action 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 greetin...

Page 17: ...page 11 Procedure steps Step Action 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...

Page 18: ...ten 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...

Page 19: ...edly 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 envelo...

Page 20: ...ns 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 finis...

Page 21: ...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 en...

Page 22: ...After the tone record your message 4 After you finish recording press any key to end 5 To send the message press 1 OR To listen to the message press 2 OR To erase and rerecord the message press 4 Atte...

Page 23: ...enu 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 e...

Page 24: ...OR To access message tagging options press 7 OR 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 me...

Page 25: ...essages Before you send a message you can tag it with the following options Urgent Private Urgent Private Receipt notification Time delivery Prerequisites Log onto your mailbox See Logging into your m...

Page 26: ...t 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 t...

Page 27: ...End Creating a personal distribution list To create a personal distribution list access the distribution list options from the Feature Menu Prerequisites Log into your mailbox See Logging into your ma...

Page 28: ...move 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 extensio...

Page 29: ...numbers and plays the tag for each if there is any OR 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...

Page 30: ...yed 4 To add a member to the distribution list press 1 OR To delete a member from the distribution list press 3 OR To return to the previous member in the distribution list press 7 OR To move the next...

Page 31: ...ted and receipt of broadcast messages allowed OR To deactivate Away Mode press 9 and proceed to step 6 The system plays the following message Away mode deactivated OR To return to the previous menu pr...

Page 32: ...ou recorded an Away greeting OR To record a new greeting press 4 The system plays the following message Record after the tone and press any key to end OR To go to previous menu press 5 To confirm the...

Page 33: ...isites 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 m...

Page 34: ...32 Drivers etc open the hosts file using a text editor such as Notepad and after the default 127 0 0 1 line add HMS400r3 Server IP address hms400r3 OR Enter https HMS400 server IP address hms400webui...

Page 35: ...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 OR If there is no red X symb...

Page 36: ...is about to expire the system redirects you to the PIN Administration page instead of the default Your Profile page Prerequisites Attention Your user PIN expiration is determined by the COS assigned...

Page 37: ...elect 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 Attenti...

Page 38: ...enu select User Page Mailbox Information Message Details End Viewing COS details View Class of Service COS Details to see your PIN validity period as well as other pertinent information The countdown...

Page 39: ...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 distributio...

Page 40: ...es Prerequisites Ensure you have a valid mailbox You must have configured at least one personal distribution list for your mailbox Procedure steps Step Action 1 From the menu select User Page Mailbox...

Page 41: ...wing personal distribution list details page 40 To enter a Voice Profile for Internet Mail VPIM address as a distribution list member ensure that the administrator has preconfigured the VPIM Procedure...

Page 42: ...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 End Viewing personal greeting detai...

Page 43: ...ion about how to set the alternate DN using the mailbox feature menu see Setting an alternate extension number page 26 Prerequisites Attention You can use any extension number as your alternate DN wit...

Page 44: ...fy the user of a new voice message Prerequisites Ensure that your Class of Service COS supports remote message notification and permits you to edit telephone numbers Procedure steps Step Action 1 From...

Page 45: ...ximum 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 Phone 2 This is an optional field Type a DN or PSTN maximum 16 d...

Page 46: ...an post minibar charges from a guest telephone or manually from the system Prerequisites Ensure that you know your user ID and password Obtain the minibar room status access number from your administr...

Page 47: ...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 e...

Page 48: ...nd password Obtain the minibar room status access number from your administrator Procedure steps Step Action 1 Dial the minibar room status access number 2 Enter your ID followed by 3 Enter your passw...

Page 49: ...e Cards This chapter provides Quick Reference Cards for the following using your staff mailbox See Staff Mailbox Features Quick Reference Card page 50 using staff features See Staff Operation Features...

Page 50: ...e Cards Avaya Communication Server 1000 Avaya Hospitality Messaging Server 400 Staff Quick Reference Guide NN42350 102 06 01 Standard 3 0 April 2012 Copyright 2011 Avaya Inc Staff Mailbox Features Qui...

Page 51: ...Cards Avaya Communication Server 1000 Avaya Hospitality Messaging Server 400 Staff Quick Reference Guide NN42350 102 06 01 Standard 3 0 April 2012 Copyright 2011 Avaya Inc Staff Operation Features Qu...

Page 52: ...vaya Communication Server 1000 Avaya Hospitality Messaging Server 400 Staff Quick Reference Guide NN42350 102 06 01 Standard 3 0 April 2012 Copyright 2011 Avaya Inc Staff Operation Features for Housek...

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