Summary
Environment
VCU, Community Memorial Hospital (CMH), Richmond metro area, and affiliated healthcare facilities.
Solution
Avaya Workplace (Mobile Application)
Avaya Workplace is a mobility application that extends your VCU telephone service to your computer, mobile phone, or home telephone. You can add multiple devices and select up to 5 that ring simultaneously when your VCU number is called. Unanswered calls forward to your VCU voice mailbox. Outbound calls display your VCU telephone number.
- To request an account, log into VCU's IT request portal, select "Enter IT Portal," then "Submit a Request."
- Type "Avaya Workplace" in the search bar and select "Avaya Workplace Mobile App."
- Complete the form and click "Submit."
- Our team will create your account and email you setup instructions.
For Mobile Device Users:
Download the app from Google Play Store (Android) or Apple App Store (iOS) before receiving the email, but you cannot configure it until your account is created in the system.
For Desktop Users:
You need administrative rights to download the software. A headset with microphone is required; a noise-canceling headset is strongly recommended. Your MyE911 account (required for desktop use under federal regulations) will be created simultaneously with setup instructions included in your email.
Network Requirements:
At least 10 Mbps download and 3 Mbps upload bandwidth is recommended. A wired connection works best. You can test your connection using Speedtest.net or Fast.com. Mobile hotspots are not recommended.
Desktop Computing Requirements:
- Dual Core processor
- 2 GB RAM
- 1.5 GB free disk space
Voice Mail Services
AVST CX (For Avaya Phones)
VCU provides AVST Voice Messaging for both Richmond area and Community Memorial Hospital. Setup instructions differ by location.
To Set Up Your Mailbox (VCU/VCUH Richmond Area):
1. From your desk phone, dial 6-3665.
2. When prompted for a security code, dial 142536 (do not dial # after the code).
3. Follow the prompts to create a new security code, record your name, and record a personal greeting (required).
4. Your mailbox is initialized when you hear "Congratulations!"
From another campus phone, dial 6-3665. From off-campus, dial 628-3665 or toll-free 877-628-3665, then press # and your five-digit mailbox number.
To Set Up Another Mailbox in Addition to Your Personal Mailbox:
1. From your desk phone, dial 6-3665.
2. Press [*] when prompted for a security code.
3. Press [#] and enter the five-digit mailbox number you wish to set up.
4. Follow steps 2-4 above.
Community Memorial Hospital Setup:
From your desk phone, dial 4-6100 instead. From other campus phones, dial 4-6100. From off-campus, dial (434) 584-6100.
To Access Your Mailbox:
From any phone on campus, dial 6-3665 (Richmond area) or 4-6100 (CMH). From home or off-campus, use the access numbers above, then press [#] followed by your five-digit mailbox number.
AVST Voice Mail Features:
- Messages are retained for 30 days (standard mailboxes).
- The system accepts an unlimited number of messages; callers will never hear a "mailbox full" message.
- You can create an Out-of-Office greeting to prevent callers from bypassing your message.
- Use shortcuts to skip system prompts—press command keys at any time during playback.
- Press [5] during or after listening to a message to hear the time and date stamp.
Web PhoneManager (WPM):
You can manage messages, call settings, and mailbox settings through a web interface at Web PhoneManager. Use your five-digit mailbox number and security code to log in. Features include:
- Setting custom message notifications (email, text, phone, pager).
- Changing the order messages are played.
- Viewing and responding to voice and fax messages.
If You Forget Your Security Code:
Contact VCU Telecommunications at 828-2227 (press option 2) and we will reset your code to 142536 and enable the security code reset function. You can then reset your own security code online.
Mobile App:
The AVST CX-E Mobile Application is available for Android and iOS devices. Before downloading the app, you must enter your mobile number in Web PhoneManager:
1. Log into WPM.
2. Select "Personal" from the left menu.
3. Click the "Phone Numbers" tab.
4. Enter your mobile number in the personal mobile field.
5. Check the "activate" checkbox and click OK.
Then download the "CX-E Voice" app from the app store. Open the app, select "login," and enter server name webvmail.vcu.edu/cxm (without https). Enable "Use secure connection (SSL)," then enter your five-digit mailbox number and security code.
Network Access Security (Effective September 1, 2024):
For web and mobile access to voicemail, you must be logged on to the VCU/VCUHS network or use a VPN application (Zscaler, AnyConnect, or GlobalProtect). For mobile devices without VPN, connect to VCU or VCUHS Wireless network.
Fax Messaging:
AVST CX allows you to receive, forward, print, and store fax messages. Receive secure fax notification via email through Web PhoneManager. Two options are available:
- One Number Reach ($4.95/month): Your phone number is also your fax number.
- Dedicated Fax Number ($5.95/month): Separate fax number prevents hearing fax tones when answering calls.
To request fax, submit a voicemail Help Request with your email address, preferred fax telephone, and desired option.
AVST Caller Menus:
Departments and clinics can set up automated answering menus (Call Processors) that provide callers with menu options. Menus can nest to form "trees" and schedules can be applied for different times of day, days of week, or holidays. Contact VCU Telecommunications at 828-2227 (option 2) to design a caller menu for your department.
Mailbox Pricing (AVST):
- Standard Mailbox: $18.00 order processing fee; $4.95/month (6 business days)
- Virtual Mailbox (no telephone set): $18.00 order processing fee; $4.95/month (6 business days)
- Shared Extension Mailboxes (2-4): $18.00 order processing fee; $15.00/month (6 business days)
- Shared Extension Mailboxes (5-9): $18.00 order processing fee; $33.75/month (6 business days)
- Fax Messaging - One Number Reach: $18.00 order processing fee; included in mailbox cost
- Fax Messaging - Dedicated Fax Number: $18.00 order processing fee; $1.00/month
Avaya Desktop Telephones
VCU provides Avaya desktop phones in various models with different features and pricing.
Important: Do not use liquids or powders to clean Avaya phone displays. Use only a soft dry cloth. Damage from improper cleaning will result in replacement charges to your department.
Installation and Service Lead Times:
- 1-6 sets: 6 business days
- 7-12 sets: 8 business days
- 13-18 sets: 10 business days
- 19-24 sets: 12 business days
- 25+ sets: negotiable
Services Available:
- Install new VoIP or Digital sets
- Install sets at locations without existing jacks (may require network installation)
- Move VoIP (4600) sets (users can move sets themselves following online directions; technician dispatch costs $150.00 if errors need correction)
- Move Digital (2400) sets
- Add voicemail to existing sets
- Change caller ID name (1 business day, no charge)
- Add or change features and line appearances (pricing negotiable by feature)
When submitting requests, provide building/floor/room information, model preference, whether voicemail is needed, display name, budget code, and requested due date.
Avaya Telephones
Additional Information and Helpful Links
Cell Phones, Smart Phones, and Tablets
VCU offers a Wireless Device Communication Allowance policy that provides a monthly stipend to employees who need cell phones for work. Employees manage their own plans with carriers of their choice. To request an allowance:
1. Complete and submit the Wireless Worksheet and Agreement to your manager.
2. After management approval, submit the request to your local HR department.
Exceptions: Under certain conditions, VCU will provide wireless service at its expense (grant-funded work, departmental shared devices, on-call technician devices). Complete a Wireless Exception Form, obtain signatures from a department head and Vice President/Provost, then submit to Human Resources.
Tablets: Tablets without data plans are computing devices. WiFi-only tablets do not require allowances or exceptions. Tablets with data plans fall under the Wireless Policy allowance (one allowance per employee).
Smartphone/Tablet Email Sync: For information about synchronizing your VCU email account with your device, visit http://apps.vcu.edu/mobile-setup/.