If a caller is a Supervisor or an Employee whose Classification includes Special Options, the Voice Messaging System can be accessed from the main menu by pressing the * star key for Special Options, and then pressing 3 for Voice Messages.
A supervisor or an employee with access to special options can access the voice messaging system from the main menu by pressing the * (star) key (for special options), and then pressing 5 for voice messages. If there are new messages, and you have Force callers to listen to New voice messages checked (in TT: Defaults) the caller is required to listen to them before being allowed to move onto the main menu.
For other Employees, if there are new messages, the caller is forced to listen to new voice messages after entering the employee number if (Force callers to listen to new messages check box is selected in the TeamTime Defaults screen), or the caller is able to press 1 to access the Voice Messaging System Force callers. check box is not selected).
While in the main menu, you only have access to new messages. To listen to saved messages, you need to go to the more info menu by pressing the * (star) key.
Message/Greeting Order
If a global greeting, global message and a new message all exist, then they will play in this order.
- Global greeting
- Global message
- New message
Voice Mail Features
Employees and supervisors have the following voice mail features:
- Listen to new and saved messages
- Send a message to their supervisor (as long as the Cannot Leave a Message is cleared in the employee Classification.)
- Send a message to the supply department (as long as Can Leave a Message for Supply is selected in the employee Classification.)
Also, supervisors have the added functionality to send messages to an employee.
Once the Voice Messaging System is accessed, the voice message prompts begin.
See also the corresponding TeleTeam Special Options Flow Chart.
To listen to new messages, press 1
The caller is informed of the Employee and Job number the message is from as well as the time the message was recorded, and then the message plays. Then the following prompts are available:
- To replay this message, press 2
- To delete this message, press 3
- To listen to the next message, press 1
- To return to the Voice Messaging menu, press 4
To listen to saved messaged, press 2
The caller will be able to listen to old messages that have not been deleted yet. The same prompts to replay, delete, listen to the next message or return to the menu as above will be available.
Old messages will be deleted based on the number of days entered in the Number of Days Old (Listened) Messages to Keep field in the TeamTime Defaults screen (Purge Settings section).
To send a message to your Supervisor, press 3
The caller is prompted to leave a message at the tone and then hang up or press any key to go back to the Voice Messaging menu after recording the message. The message is then available for the Employee's Supervisor when the Supervisor calls in.
If the Always Page Supervisor When a New Voice Message is Left check box is selected, a page will be sent to the Supervisor indicating a new voice message is available.
Warning: If the Employee's classification has the Cannot Leave a Message check box selected, this option will not be available.
To send a message to a particular Employee,
Employee Classification must include "Special Options" for this prompt to be available.
You are prompted to enter the Employee Number of the employee you want to leave a message for followed by the # pound sign. You are prompted to leave a message and then hang up or press any key to go back to the voice messaging menu after recording the message for the employee.
For group messaging options, press 5
Employee Classification must include "Special Options" for this prompt to be available.
When selected, the caller will be able to leave a message for various types of groups. The following prompts will be available:
To send a message to all of your Employees, press 1
All Employees assigned to you will receive the Voice Message
To send a message to all Employees with a specific Primary Job, press 2
Caller will be prompted to enter a Job Number.
All Employees associated with the Job will receive the Voice Message.
To send a message to all Employees using this system, press 3
All Employees who use TeleTeam to clock in to Jobs will receive the Voice Message regardless of Supervisor.
To return to the Voice Messaging menu, press 9
To send a message to the supply department, press 6press 4
Employee Classification must include "Special Options" for this prompt to be available.
The caller will be prompted to leave a message at the tone and then hang up or press any key to go back to the Voice Messaging menu after recording the message. The message will then be available for the supply department.
The supply department voice mail box can be set up in the TeamTime Defaults screen in the Voice Settings section.
To record or revise the Global Greeting, press 7
Employee Classification must include "Special Options" for this prompt to be available.
See the Global Greetings topic for details on this option.
To record Employee names, press 8
Employee Classification must include "Special Options" for this prompt to be available.
Callers will be asked to enter the Employee Number whose name they wish to record followed by the # pound sign. To exit the option, callers can press the * star key.
After recording the name at the tone, pressing any key will take them back to the Voice Messaging main menu.
To exit the voice messaging system, press 9
The caller will be taken back to the Special Options menu.