System Management
Receptionist’s Responsibilities
After the voice messaging system is installed, the receptionist at extension 10
should be aware of certain interactions between the voice messaging system
and the receptionist’s extension. Use the following list as a guide when you
explain these interactions to the receptionist:
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The receptionist’s extension is factory set as extension 10 and cannot be
changed. The mailbox for this extension can handle up to 60 minutes of
stored messages (or 120 messages).
When the Automated Attendant Service answers outside calls, the
receptionist will receive calls from any caller who presses [ 0 ] or stays on
the line after hearing the menu prompt. “VMS” shows on the display of
the receptionist’s phone to identify calls transferred by the voice
messaging system.
The personal greeting recorded at the receptionist’s mailbox should be
more general than personal, since this mailbox is the destination for
business calls when the receptionist is not available.
If the receptionist requests a personal mailbox, you can create a guest
mailbox for that purpose. See “Guest Mailboxes” later in this chapter for
instructions. Once the guest mailbox is created, the receptionist should
tell people who might call to dial the extension number of the guest
mailbox to leave personal messages when they call and hear the
Automated Attendant Service prompt.
Additionally, the receptionist can record a note on the personal greeting
at extension 10 to notify callers of the guest mailbox. For example, the
personal greeting for extension 10 can also say “If you would like to leave
a personal message for Ms. Smith, dial [
★
] [
8
] [
3
] [
3
].” In this example, 33
represents the 2-digit extension number of the guest mailbox. Remind
the receptionist to log in to the guest mailbox regularly to check for
messages, since the guest mailbox does not have an associated phone
with a message waiting light.
If Automatic VMS Cover is not assigned to extension 10, you should
program a VMS Cover button and a Do Not Disturb button on the system
phone at extension 10. Then instruct the receptionist to press both the
VMS Cover and Do Not Disturb buttons (to turn the features on)
whenever the receptionist leaves the desk or leaves for the day. This
ensures that any calls routed to extension 10 when the receptionist is
away are immediately covered by the voice messaging system. If the
receptionist has Automatic VMS Cover, program only the Do Not Disturb
button at the extension.
If selector code 9 on the Automated Attendant Service menu is left at the
factory setting (which is highly recommended), callers can be routed
directly to the receptionist’s mailbox to leave a message. If this is the
case, let the receptionist know that he or she should review the
messages each morning and distribute them to the appropriate people.
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