Avaya Enterprise Communications Server manual Retrieving Messages for Checked-Out Guests

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GuestWorks and DEFINITY ECS Release 9	Issue 1
Hospitality Operations 555-231-742	November 2000
Hospitality Operations
Voice Messaging Operations	67

7.Enter either the guest’s password or the attendant password.

■If you hear “Last deleted message has been restored,” listen for the message “Ready for message retrieval.”

■If you hear the message “This guest has no deleted messages,” call the guest and inform him or her that the messages could not be restored.

8.Repeat this procedure for the number of messages the guest needs restored.

9.When finished, call the guest and let him or her know that the messages have been restored.

Retrieving Messages for Checked-Out Guests

Voice messages for a former guest are stored in an “old mailbox” for at least 24 hours after the guest checks out or until the next guest checks out from the same room, whichever comes first. At midnight, all old mailboxes that are at least 24 hours old are purged from the system, and those messages are no longer retrievable.

If the INTUITY system is administered to save fax messages in the guest’s mailbox after delivery, a deleted fax will be stored for 24 hours. If the INTUITY system is administered to not save fax messages after delivery, the fax is deleted from the system immediately after the guest deletes the fax. The system defaults to not saving faxes.

If a former guest calls the hotel within the prescribed time period requesting his or her messages, do the following:

! SECURITY ALERT:

Only extensions that have been properly administered on the INTUITY System and the attendant console can retrieve guest messages. Attendants receiving requests for connection to the voice messaging system should be trained to be on alert for unauthorized callers who may be trying to “hack” the voice messaging system. Refer to the Security Handbook for additional information.

1.When a guest calls to retrieve his or her messages, ask the guest for his or her room number and voice messaging password.

2.Verify that the guest name and room number are valid.

3.Ask the guest to please hold while the call is transferred to the voice messaging system.

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Contents Definity Comments Contents Index Purpose Reasons for ReissueConventions OrganizationChange system-parameters hospitality Related Documents Telephone Support Guest ServicesPMS Integration Flexibility Messaging ServicesGuestWorks and Definity ECS Release Automatic Wakeup Guest OperationsAdd Your Wakeup Call With Speech SynthesizerAdd or Change Your Wakeup Call Change or Delete Your Wakeup CallWith Wakeup Activation Via Tones Delete Your Wakeup Call Do Not Disturb Enter a Do Not Disturb Request Feature Dial Access CodeEmergency Access to the Attendant Activate Do Not Disturb Feature ButtonDeactivate Do Not Disturb Feature Button Retrieving Messages from Your Room Retrieving MessagesSecurity Alert Retrieving Messages from Locations Other Than Your RoomRetrieving Fax Messages Recording a Personal Greeting Changing Your Password Dial by Name Front Desk Operations Attendant Backup Check-In Check-In/Check-OutAssigning did Numbers to Guest Rooms If no, the following displays Changing to a New Automatic did Number Viewing did Number AssignmentsRemoving a did Number Assignment Changing to a New VIP did NumberStation Hunt Before Coverage Suite Check-InCheck-Out Automatic Wakeup GuestWorks and Definity ECS Release Single Wakeup User OperationThis indicates that the wakeup procedure was successful Dual Wakeup Confirmed nd Wakeup Time This indicates that the wakeup procedure was successful Dailyy Daily WakeupWakeup Message Vipy VIP WakeupAnswer the VIP wakeup notification call GuestWorks and Definity ECS Release Canceling Wakeup Calls Failed Wakeup Notification Controlled Restrictions Activate Controlled Restriction for One Person Cancel Controlled Restriction for One Person Activate Controlled Restriction for a Group of Rooms Cancel Controlled Restriction for a Group of Rooms Change Class of Restriction COR by Feature Access Code FAC GuestWorks and Definity ECS Release Do Not Disturb Go to Step Activate Do Not Disturb for One RoomCancel Do Not Disturb for One Room Activate Do Not Disturb for a Group of Rooms Cancel Do Not Disturb for a Group of Rooms Message Waiting Notification Crisis Alert PMS AlarmsCall Accounting Alarms Maid Status, Housekeeping Status, Room Occupancy Recorded Announcements User Operation GuestWorks and Definity ECS Release GuestWorks and Definity ECS Release Voice Messaging Operations Administrative Mailbox on an Intuity SystemConnecting Guests to the Voice Messaging System GuestWorks and Definity ECS Release Restoring a Deleted Voice Message Retrieving Messages for Checked-Out Guests GuestWorks and Definity ECS Release Call Accounting Operations Night Audit ProceduresEnd-of-Week/End-of-Month Audit Procedures Detail Reports Printing Key ReportsCost Reports Deleting Call Records GuestWorks and Definity ECS Release Housekeeping Staff Operations Status Codes How to Call In Your Work StatusHousekeeping Status Codes and Meanings Feature Access Code Guest Designated Room Telephone MeaningGuestWorks and Definity ECS Release Reports Administration ReportsDO-NOT-DISTURB Stations Wakeup Requests Hospitality Status Journal Schedule Printer Printer ReportsLog Printer Buffering Messages During Printer Failure Following is an example of a journal printer reportPrinter Type Status Events GuestWorks and Definity ECS Release Guest Operations Artwork Guest Operations Artwork Disturb Not Do Automatic Wakeup GuestWorks and Definity ECS Release Wakeup Dual Wakeup Automatic Automatic Wakeup Single Wakeup GuestWorks and Definity ECS Release Name by Dial GuestWorks and Definity ECS Release Index Index GuestWorks and Definity ECS Release GuestWorks and Definity ECS Release