How to | avaya telephone system
Technical Support
Contact NIMBUS. We are charged per quarter hour for phone support, therefore approval by management is required prior to calling for support.
Online manual http://marketingtools.avaya.com/knowledgebase/user/ipoffice/mergedProjects/1608/index.htm?logging_inout.htm
The Avaya Management System software is installed on the Reception PC.
Answering Calls/Receiving Messages
If the Red message button is lit it means that there are messages. To retrieve the messages press the Message button on the phone. You will need to scroll down (using the down arrow) to see where the messages are. Once you see a message, hit select button (top left grey button). When you have listened and noted the message you can select the top right hand grey button (more) which will give you an option to delete the message.
To take incoming calls press the middle button on the earpiece. To transfer calls to another department, hit the transfer button and then their name (short key buttons) and hang up by pressing the button on the earpiece again. To announce the call first, hit transfer, the extension button and wait for the team member to answer. The call will only transfer through once you hang up the call.
All calls to David and Tammy Stringer must be announced first.
Messages for staff can be sent via email.
Message Greeting – Listening to Our Greeting
Lift the Handset
Press Message Button (OR Manually Press*17 and Press 3 to hear Greeting Message and follow prompts)
Click arrows to scroll to Greeting
Click Grey left button (LED Screen) to SELECT
Click Grey middle button to LISTEN
Message Greeting – Recording a New Greeting (All users except Reception #999)
Lift the Handset
Press Message Button (OR Manually Press*17 and Press 3 to hear Greeting Message and follow prompts)
Click arrows to scroll to Greeting
Click Grey left button (LED Screen) to SELECT
Click Grey left button to RECORD
Once you have recorded click the STOP button
Click the MORE button on right
Click the SUBMIT button on left.
SCRIPT EXAMPLES
Thank you for calling (your name) at DJ Stringer, I am currently on another call or away from my desk, please leave a message or press *(star) and zero to return to reception.
You have reached the Office of (YOUR NAME). I am currently away from my desk or out of the Office at present. Please leave a message after the tone and I will get back to you as promptly as possible. Alternatively, please contact me on my mobile (MOBILE NUMBER) or press *(star) and zero to return to reception. Thank you.
Night Mail Box
GCHH Night EXT 291 – Dial *72, Access Code 43248
DJS Night EXT 290 – Dial *71, Access Code 43248
To listen to the Nightbox Messages, press the Message button and follow prompts.
To Edit the Nightbox Greeting
Dial *71 or *72 (depending on GCHH or DJS requirements)
WAIT for moment – on prompt to edit Greetings, Press 3
The hear messages, Press 1
To change greeting, press 2 to record.
Start recording from the prompt and Press 2 when you are finished.
Dial 1 to listen to the recording to listen back. If you need to record, Press 2 and redo the recording.
Press 3 to save the recording
Press “Phone/Exit” key when you are finished
See scripts below
Day Light Savings
Thank you for calling DJ Stringer Property Services – the home of real estate.
Our office is currently closed. Our business hours are:
Monday to Friday 7.30am - 5pm, Saturday 8.30am - 2pm, Sunday 9am - 2pm
If you would like to have one of our team members return your call, please kindly leave a message providing your name and contact details and we will endeavour to get back to you as soon as possible.
Thank you for calling the office of Gold Coast Holiday Homes
Our office is currently closed. Our business hours are:
Monday to Friday 7.30am - 5pm, Saturday 8.30am - 2pm, Sunday 9am - 2pm
Should you have any urgent inquires outside of these hours please contact our emergency mobile number 0438 152 807. Alternatively if you would like to have one of our team members return your call, please kindly leave a message providing your name and contact details and we will endeavour to get back to you as soon as possible.
Non Day Light Savings
Thank you for calling DJ Stringer Property Services – the home of real estate.
Our office is currently closed. Our business hours are:
Monday to Friday 8.30am - 5pm, Saturday 8.30am - 2pm, Sunday 9am - 2pm
If you would like to have one of our team members return your call, please kindly leave a message providing your name and contact details and we will endeavour to get back to you as soon as possible.
Thank you for calling the office of Gold Coast Holiday Homes
Our office is currently closed. Our business hours are:
Monday to Friday 8.30am - 5pm, Saturday 8.30am - 2pm, Sunday 9am - 2pm
Should you have any urgent inquires outside of these hours please contact our emergency mobile number 0438 152 807. Alternatively if you would like to have one of our team members return your call, please kindly leave a message providing your name and contact details and we will endeavour to get back to you as soon as possible.
Thank you for calling DJ Stringer Property Services – the home of real estate
Our office is currently closed. Our business hours are:
Monday to Friday 7.30am - 5pm, Saturday 8.30am - 2pm, Sunday 9am - 2pm
Please note – our office will be closed on Christmas Day, Boxing Day and New Year’s Day. Our Holiday department, Gold Coast Holiday Homes, will be open until 12noon on Boxing Day and can be contacted direct on 07 5599 2700.
If you would like to have one of our team members return your call, please kindly leave a message providing your name and contact details and we will endeavour to get back to you as soon as possible.
From all the team at DJ Stringer, we take this opportunity to wish you and your family a wonderful & safe festive season.
Christmas Trading
Thank you for calling the office of Gold Coast Holiday Homes
Our office is currently closed. Our business hours are:
Monday to Friday 7.30am - 5pm, Saturday 8.30am - 2pm, Sunday 9am - 2pm
Please note – our office will be closed on Christmas Day and New Year’s Day. We will be open until 12noon on Boxing Day.
Should you have any urgent inquires outside of these hours please contact our emergency mobile number 0438 152 807. Alternatively if you would like to have one of our team members return your call, please kindly leave a message providing your name and contact details and we will endeavour to get back to you as soon as possible.
From all the team at Gold Coast Holiday Homes, we take this opportunity to wish you and your family a wonderful & safe festive season.
Recording the Auto Attendant Menu
Dial *8401
Press 2 to Record. Start recording from the prompt then press 2 when you are finished.
Dial 1 to listen to the recording to make sure you are happy with it. If not, simply hit 2 again and redo the recording.
Press 3 to save the recording.
Press the “Phone/Exit” key when you are finished.
You have reached the Office of DJ Stringer Property Services. To speak with our rental department please dial 1, for our sales department please dial 2 and for our commercial department please dial 3. Alternatively, hold the line and your call will be answered by our Operator shortly.
Delayed Announcement for Hunt Groups
Reception (200), Sales (242), Rentals (240), Commercial (243), GCHH (250)
Dial *91XXX#. The XXX refers to the Hunt Group
Press 2 to Record. Start recording from the prompt then press 2 when you are finished.
Dial 1 to listen to the recording to make sure you are happy with it. If not, simply hit 2 again and redo the recording.
Press 3 to save the recording.
Press the “Phone/Exit” key when you are finished.
RECEPTION: Thank you for calling the office of DJS Property Services, our team are attending to other calls at the moment so please hold the line and we will be with you shortly.
GCHH: Thank you for calling GCHH, our consultants are currently attending to other calls, please stay on the line and a member of our team will be with you shortly.
Changing the TIME on LED Display
On handset, Press Features button
Down arrow to Phone User
Down arrow to System Admin
Down arrow to Time
Enter Time: XX#XX (# is for : symbol)
Press Done
Passwords
Most phone handsets have been set up with password 43248
Importing Numbers Into the Avaya Phone System
To import numbers into the avaya system the Name & Phone Numbers must be saved into a CSV file and saved as “Directory” in the following folder: C:\Program Files (x86)\Avaya\IP Office\Manager\DJ Stringer
Enter the Avaya Management Software (installed on Reception PC) Password: Manager
Go to File – Import/Export Menu
Open up the Directory File on C:\ and any content within the CSV file will import.
You can manually add or delete existing directory numbers within the Directory section of the left hand menu in the software.