Avaya HMS 400 Quick Reference Manual
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Avaya HMS 400 Quick Reference Manual

Avaya HMS 400 Quick Reference Manual

Hospitality messaging server staff, communication server 1000
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Avaya Hospitality Messaging Server 400 Staff
Quick Reference Guide
Avaya Communication Server 1000
Document Status: Standard
Document Number: NN42350-102
Document Version: 06.01
Date: April 2012

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Summary of Contents for Avaya HMS 400

  • Page 1 Avaya Hospitality Messaging Server 400 Staff Quick Reference Guide Avaya Communication Server 1000 Document Status: Standard Document Number: NN42350-102 Document Version: 06.01 Date: April 2012...
  • Page 2 AFFILIATE ("AVAYA"). Avaya grants End User a license within the scope of the license types described below. The applicable number of licenses and units of capacity for which the license is granted will be one (1), unless a different number of licenses or units of capacity is specified in the Documentation or other materials available to End User.
  • Page 3 Contact Avaya Support Avaya provides a telephone number for you to use to report problems or to ask questions about your Product. The support telephone number is 1-800-242-2121 in the United States. For additional support telephone numbers, see the Avaya Web site:...

  • Page 5: Table Of Contents

    Configuring Away Mode 30 Using the Web user interface Configuring your staff voice mail personal page 34 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.
  • Page 6 Using Housekeeping staff operation features Posting minibar charges 46 Posting room status 47 Quick Reference 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.

  • Page 7: Welcome

    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.

  • Page 8: Staff Mailbox Features

    Check personal greetings in use. • Reset an alternate Directory Number (DN). • Enable remote message notification (COS-dependent). 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.

  • Page 9: Using Staff Mailbox Features

    Using staff mailbox features This chapter describes the staff mailbox features of the HMS 400 system. Each section contains a brief explanation of a specific feature and step-by- step guidelines on how to use the feature. Familiarize yourself with the frequently-used procedures such as Retrieving Your Messages and Recording Personalized Greeting.

  • Page 10: Navigation - Using Your Staff Mailbox Features

    Deleting a distribution list (page 28) • Modifying a distribution list (page 29) • Configuring Away Mode (page 30) 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.

  • Page 11: Logging Into Your Mailbox

    To access the Change Password menu, in the Feature Menu, press 2. To create a new password, press 1. Enter your new password. 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.

  • Page 12: Dialing By Name Or Number

    # or press to return to the previous menu. If no match is found, repeat step 4 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.

  • Page 13: Recording An Internal Or External Greeting

    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.

  • Page 14: Recording A Temporary Greeting

    To begin recording your greeting, press 4. 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. To stop recording, press any key.
  • Page 15 Attention: If you press  four times, the greeting expires at 12:01 a.m. the following day. --End-- 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.

  • Page 16: Modifying An Existing Temporary Greeting

    Enter the 4-digit time using the 24-hour clock format. Press  to set the time to 12:01am. 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.

  • Page 17: Retrieving Voice Messages

    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. 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.

  • Page 18: Using Hidden Options While Listening To A Voice Message

    Procedure steps Step Action To move to another message, press 1 followed by the message number. 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.

  • Page 19: Restoring Deleted Messages

    Attention: The system can play deleted messages as long as you are in the same session. 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.

  • Page 20: Replying To Sender

    You can forward messages to: • individual staff members • staff distribution lists • individual guests 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.
  • Page 21 Attention: If you do not enter a digit after 10 seconds, the system times out and cancels all of your previous entries. Avaya Communication Server 1000 Avaya Hospitality Messaging Server 400 Staff Quick Reference Guide NN42350-102 06.01 Standard 3.0 April 2012...

  • Page 22: Recording And Forwarding Messages

    Recording and forwarding messages You can record messages and forward them to mailboxes or distribution lists. 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.
  • Page 23 Attention: If you do not enter a digit after 10 seconds, the system times out and cancels all of your previous entries. Avaya Communication Server 1000 Avaya Hospitality Messaging Server 400 Staff Quick Reference Guide NN42350-102 06.01 Standard 3.0 April 2012...

  • Page 24: Sending A Message Using Express Messaging

    Enter the destination guest room or admin extension number. The system ptompts you to leave a message after the tone. 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.

  • Page 25: Tagging Messages

    For time delivery, press 5 and proceed to step To return to the previous menu, press . • 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.

  • Page 26: Setting An Alternate Extension Number

    Logging into your mailbox (page 11). • Ensure that you know the Revert DN. Procedure steps Step Action 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.

  • Page 27: Creating A Personal Distribution List

    To return to the Feature menu, press . 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.

  • Page 28: Deleting A Distribution List

    Procedure steps Step Action To access the Distribution List menu, in the Feature menu, press 7. 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.

  • Page 29: Modifying A Distribution List

    To create a new distribution list, press 1. To delete an existing distribution list, press 3. 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.

  • Page 30: Configuring Away Mode

    Avaya Communication Server 1000 Avaya Hospitality Messaging Server 400 Staff Quick Reference Guide NN42350-102 06.01 Standard 3.0 April 2012...
  • Page 31 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. Avaya Communication Server 1000 Avaya Hospitality Messaging Server 400 Staff Quick Reference Guide NN42350-102 06.01 Standard 3.0 April 2012...
  • Page 32 To cancel and go back to the previous menu, press . To return to the Feature Menu, press . --End-- 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.

  • Page 33: Using The Web User Interface

    (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. Prerequisites for using the HMS 400 Web user interface •...

  • Page 34: Configuring Your Staff Voice Mail Personal

    Configuring your staff voice mail personal page Configure your staff voice mail personal page to allow you to administer your own mailbox. Prerequisites • Make sure that your PC is connected to the same network as the HMS 400 server. Procedure steps Step Action Launch your Web browser on your personal computer.
  • Page 35 A lock icon appears next to the address bar. On the HMS 400 Web page, from the User Type list, select Mailbox User. In the Mailbox ID box, type your mailbox ID. In the Password box, enter your password.

  • Page 36: Resetting Your User Pin

    Prerequisites 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. Procedure steps Step Action In the PIN Administration window, in the Current PIN box, type your current PIN.

  • Page 37: Configuring The Your Profile

    --End-- Configuring the Your Profile page Configure your profile page to customize your personal page. Prerequisites • Make sure that your PC is connected to the same network as the HMS 400 server. Procedure steps Step Action From the menu, select User Page > Mailbox Information > Your Profile.

  • Page 38: Viewing Cos Details

    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 (NN42350-301).

  • Page 39: Creating A Personal Distribution List

    In the Extn box, type a valid extension of the person that belongs to the other system. 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.

  • Page 40: Viewing Personal Distribution List Details

    - 40 - Using the Web user interface Attention: The HMS 400 system cannot verify the validity of this extension. Click Add to List. After you finish making changes, click Save List. --End-- Variable definitions Variable Value Description Type a meaningful name for your list for ease of reference.

  • Page 41: Editing Personal Distribution List Details

    Shift key depressed, click the last extension in that range. Click Select to transfer the chosen extensions to the right pane. Avaya Communication Server 1000 Avaya Hospitality Messaging Server 400 Staff Quick Reference Guide NN42350-102 06.01 Standard 3.0 April 2012...

  • Page 42: Viewing Personal Greeting Details

    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. Click Add to List. After you finish making changes, click Save List.

  • Page 43: Setting An Alternate Dn

    To identify a specific deleted message, refer to the message ID or the deleted date and time. Prerequisites • There must be at least one deleted message. 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.

  • Page 44: Configuring Remote Message Notification

    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. Click Save. 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.
  • Page 45 (maximum 16 digits) for the third telephone number to notify. The system calls the numbers in the given order (1, 2, 3). 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.

  • Page 46: Using Housekeeping Staff Operation Features

    If user type is minibar and room service (MB/RS) user, press 1 and proceed step Enter the recording number in a 2-digit format (for example, 01, 02, or 03). 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.

  • Page 47: Posting Room Status

    Posting room status You can post room status from a guest telephone or manually from the system. 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.
  • Page 48 The system plays room status prompt for code 1 and plays the prompt Entries accepted. The call is complete. --End-- 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.

  • Page 49: Quick Reference Cards

    Staff Operation Features for Housekeeping Quick Reference Card (page 52). 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.
  • Page 50 - 50 - Quick Reference Cards Staff Mailbox Features Quick Reference Card 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.
  • Page 51 - 51 - Quick Reference Cards Staff Operation Features Quick Reference Card 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.
  • Page 52 - 52 - Quick Reference Cards Staff Operation Features for Housekeeping Quick Reference Card 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.

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