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Administrative Procedures
Voice Mail Procedures

INDEX
Duty Roster Call Referrals Command Summary Command Details Service Provider

[Bullet] Duty Roster | Home | Top | Index |

    GENERAL PROCEDURES

    • At the beginning of your duty stint, please print these instructions for ready reference in case some systems are down.
    • If the duty stint following yours is not yet listed in the roster, please notify WebMan at webman@greenbelt.com.
    • Check for voice mail messages at least once each day, preferably in the afternoon or early evening, so that timely callbacks can be made.
    • If for any reason you cannot cover all or part of your duty stint, notify the Directors at giac@greenbelt.com. It will be no problem for someone else to substitute.
    • NEVER allow a day of coverage to be skipped. Please. To a considerable extent, GIAC's reputation in the community depends on timely responses to inquiries from members and prospects.
    • Be aware that during your duty stint other GIAC Principals may be using the voicebox for other purposes. Hearing a "no new messages" announcement does not necessarily mean there are no new messages for your attention.
    • At the end of your duty stint, please email a reminder to the next person in the duty roster, reporting the status of any calls remaining in the voicebox.


    VOICEBOX MONITORING DUTY ROSTER

    Voice Mail Roster   (print for your reference)

[Bullet] Call Referrals | Home | Top | Index |

    CALL REFERRAL INSTRUCTIONS

    • USER CANNOT CONNECT
      • Call the user to get details (whatever the user wants to tell you). Tell him/her that the GIAC System Administrator will call back.
      • Then report problem details to SysMan at sysman@greenbelt.com and to WebMan (SysMan's alternate) at webman@greenbelt.com. One of these will contact the user to identify and resolve the problem.

    • OTHER USER COMPLAINTS
      • Call the user. Be sympathetic, but don't take any verbal abuse.
      • Instruct the user to email complaint details to the President at giac@greenbelt.com with the Subject:  "GIAC President - User Complaint".

    • QUESTIONS ABOUT MONEY
      • You are not expected to deal with money issues or to know the status of member accounts.
      • Call the user. Instruct him/her to email money questions to the Treasurer at bates[at]greenbelt.com.

    • QUESTIONS ABOUT MEMBERSHIP
      • Call the prospect. Keep in mind that he/she may not already have Internet access somewhere else.
      • Tell the prospect about Online Registration at greenbelt.com/giac. Ask if he/she would prefer to register online or receive a membership kit in the mail.
      • If the latter, ask the prospect for a postal mailing address. Tell him/her that a membership kit will be mailed soon.
      • Then you email the the prospect's membership kit request, detailing his/her postal mailing address and contact information, to the Vice President at campm[at]greenbelt.com.

    • QUESTIONS ABOUT CLASSES

    • EMERGENCIES
      • Call 911.

    • LESSER EMERGENCIES

[Bullet] Command Summary | Home | Top | Index |

    TO ENTER THE VOICE MAIL SYSTEM

    • Call the GIAC voicebox number 301-419-8044.
    • During the greeting, press [ * ] (asterisk), then key in the <passcode>. (Get the passcode from any GIAC Director or Officer.)

    The system will announce how many messages are queued and how many of those are new messages that have not been heard.

        Menu of SYSTEM OPTIONS:

        • Press [1] to LISTEN TO MESSAGES.
        • Press [2] to SEND MESSAGE (not activated).
        • Press [8] for USER OPTIONS.
        • Press [9] to EXIT, or simply hang up at any time.
        End of SYSTEM OPTIONS.

[Bullet] Command Details | Home | Top | Index |

    SYSTEM OPTION [1] LISTEN TO MESSAGES

    The system will play back messages in the GIAC voicebox. After playing the last message, the system will return automatically to the menu of SYSTEM OPTIONS.

        Menu of PLAYBACK OPTIONS:

        • Press [#] to INCREASE VOLUME.
        • Press [1] to REPEAT MESSAGE.
        • Press [2] to ANSWER or REPLY (not activated).
        • Press [3] to DELETE MESSAGE.
        • Press [4] to FORWARD MESSAGE (not activated).
        • Press [5] to KEEP MESSAGE.
        • Press [6] to PLAY PREVIOUS MESSAGE.
        • Press [7] to PAUSE MESSAGE.
        • Press [8] for UTILITY OPTIONS.
          Menu of UTILITY OPTIONS:
          • Press [1] for TIME & DATE of message arrival.
          • Press [2] for NAME OF SENDER.
          • Press [4] to REWIND MESSAGE 5 SECONDS.
          • Press [6] to FAST FORWARD MESSAGE 5 SECONDS.
          • Press [9] for PREVIOUS MENU.
          End of UTILITY OPTIONS.
        • Press [9] for PREVIOUS MENU.
        End of PLAYBACK OPTIONS.


    SYSTEM OPTION [2] SEND MESSAGE

    This option has not been activated for GIAC use.


    SYSTEM OPTION [8] USER OPTIONS

    This option is to be used only by the GIAC voice mail administrator.

        Menu of USER OPTIONS:

        • Press [1] to CHANGE PERSONAL GREETING.
        • Press [2] to CHANGE NAME ANNOUNCEMENT.
        • Press [3] to CHANGE PASSCODE.
        • Press [4] for MESSAGE NOTIFICATION (not activated).
        • Press [5] for GROUP SETUP.
        • Press [9] for PREVIOUS MENU.
        End of USER OPTIONS.


    USER TIPS

    • BYPASS THE GREETING:  Press [9] to bypass the greeting.
    • BYPASS VOICE PROMPTS:  Press the desired command key to bypass voice prompts.
    • REWIND AND FAST FORWARD:  Press [84] to rewind playback by five seconds. Press [86] to fast forward playback by five seconds.
    • ACCIDENTAL DELETION:  Deleted messages are still available during the same phone call. Press [6] to replay a deleted message, or return to the menu of SYSTEM OPTIONS and press [1] to listen to messages. After hanging up, deleted messages will no longer be available.

[Bullet] Service Provider | Home | Top | Index |

    VOICE MAIL SERVICE PROVIDER

    ACE Communications - 703-758-2552

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//www.greenbelt.com/giac/procs/vmail.htm     Updated 6/23/05