Specifications

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 30 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 mail box 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 say “If you would
like to leave a personal message for Ms. Smith, dial [∗]
[8] [3] [3] . ” In
this example, 33 represents the two-digit extension number of the
guest mailbox. Remind the receptionist to log into 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
immediate y 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.
5-4 System Management