# Hospitality voice mail features

The internal voice mail system has some specialities, if voice mailboxes are assigned to rooms. Additionally there is a special audio guide for the reception desk mailbox.

## Room mailbox

A mailbox assigned to a room differs to a mailbox assigned to a user in the following points:

- If the room is free, the caller is never routed to voice mail but to the reception desk. This behaviour is communicated with an audio text.

- If the room is occupied and the caller is routed to voice mail, he will hear the system text of the audio guide if no personal greeting is activated at the mailbox. The content of this audio text is dependant on a flag in the Hospitality / General view.

  Checkbox: Voice mail: Play room number

- The caller is asked to leave a message or to call later.

- The room number is played, before the caller is asked to leave a message or to call later.

  - When the mailbox user is calling the voice mail system, he is not asked to record/manage greetings.

  - After the mailbox user has listen to a message, he is not asked to forward this message to another user.

  tips:
  - If you want the caller to hear always a welcome greeting, before the standard greeting or a personal greeting is played, you can tick the checkbox Play always global greeting in the view of a specific mailbox.
  - You can protect each mailbox individually with a password. (Checkbox Password protection in the Voice mail / General / Mailbox view. If a guest wants to access his mailbox who is password protected, he is asked to enter the PIN. Remark: The guest is not asked for the PIN again, if he accesses his mailbox within 1 minute after the previous access to the mailbox is terminated.

## Audio guide for reception desk mailbox

You can configure one or more standard mailboxes to a reception desk mailbox. (Checkbox Reception desk mailbox in the Voice mail / General / Mailbox view. A reception desk mailbox offers an additional audio guide menu.

If the user with the reception desk mailbox calls the voice mail number or dials *#94 he has the following possibilities:

- Helping guests accessing their voice mailbox (digit 2)

- Access the own reception desk mailbox (digit 3)

- Access a mailbox of a room (digit 5)

The last 2 options (digit 3 and 5) are pretty straightforward and need no further explanations. Below you find the procedure for the first option (digit 2).

Procedure for helping a guests accessing his voice mailbox:

1. A guest is calling the reception desk and wants to hear the messages of his voice mailbox.

2. The receptionist puts the guest on hold and calls the voice mail number (or dials *#94).

   The receptionist hears the information, weather his own mailbox has new messages or not.

   The receptionist hears the text of the additional audio guide with the possibilities mentioned above (digit 2, 3 or 5).

3. The receptionist presses digit 2.

   The receptionist is asked to enter the room number of the guest.

4. The receptionist enters the room number of the guest.

   The receptionist is asked to press digit 1 to connect the guest (who is still on hold) with his mailbox.

5. The receptionist presses digit 1.

   The guest is connected with his mailbox.

See also:

Find more descriptions about the internal voice mail system in the system manual “Functions and features”.

- Emergency service support

Parent topic: Function codes and services
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