# How the Hotel/Motel Application Works

## Check-In

When the guest checks in, the desk clerk calls a Check-in mailbox and records a name and passcode to personalize a mailbox for the guest.

## Mailbox Check-In Procedure

The clerk must perform the following mailbox check-in procedure:

1. When the guest checks in

   - Dial the system’s main extension number. The company greeting plays.

   - Press the * key (star). NP Receptionist says: "Welcome to the Message Centre. Please enter a mailbox number, or wait."

   - Enter the number of the Check-in mailbox. If the Check-in mailbox has a passcode, you will be prompted to enter it now.

2. The system prompts: "Enter mailbox number to check in." Enter the mailbox number assigned to the room that the guest will occupy.

3. The system prompts: "Record a name" (beep). Record the guest’s name.

4. The system requests a passcode. Enter a four-digit passcode.

5. The system confirms: "Passcode set to <number>. Check-in complete. Good-bye." The system disconnects the clerk.

Note: If the system is not fully integrated (the guest cannot pick up messages by pressing a button), the clerk must supply the passcode and mailbox number to the guest.

## During the Guest’s Stay

When the guest is out of the room, or when the phone is busy, the operator transfers calls to voice mail. Callers are prompted to "Please leave a message for <guest’s name>."

When the guest returns, a message waiting indicator on the telephone notifies the guest when there are unplayed messages in the mailbox. The mailbox passcode provided by the desk clerk at check-in time assures the guest that all messages remain confidential.

## Check-Out

When the guest checks out, the mailbox is also checked out. A mailbox check-out clears the mailbox of the guest’s name and passcode, announces the number of unplayed messages, and offers the desk clerk the opportunity to discard any messages stored in the mailbox.

## Mailbox Check-Out Procedure

The clerk must perform the following mailbox check-out procedure:

1. When the guest checks out:

   - Dial the system’s main extension number. The company greeting plays.

   - Press the * key (star). NP Receptionist says: "Welcome to the Message Centre. Please enter a mailbox number or wait."

   - Enter the number of the Check-out mailbox. If the Check-in mailbox has a passcode, you will be prompted to enter it now.

2. The system prompts: "Enter mailbox number to check out." Enter the departing guest’s mailbox number. The system responds: "Mailbox <number> has <number> unplayed messages. Press K to keep the messages, D to discard them," OR "Mailbox <number> has no messages. Check-out complete, good-bye."

3. Press D (the 3 key) to Discard any messages.

Note: To successfully check out the mailbox, the clerk must discard the messages. If the remaining messages are not discarded, the system responds: "Check-out canceled, good-bye."