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Messages and Mail

The messages and mail screens are used to communicate between other users on the system. The general manager can leave messages to night auditors and/or clerks for example. All users who have a profile in the system can use the mail system. A message can only be read by the receiving user and the person who has sent the original message. It is important to sign off the system when you are not using it so others cannot read your mail.

roomMaster Messages and Mail does not integrate with external mail such as Internet e-mail.

Access Mail by clicking on the MAIL icon on the menu bar or selecting Back Office > Messages and Mail.

Sending a Message​

Click on Create Message then select the To... button to select the user or users you wish to send the message to. You can enter the user's initials on the To... line if you are only sending to one person, otherwise, you must use the To... button to select multiple recipients. Highlight the user and select the Add button to include the user in the list of recipients. The drop down box on the bottom left corner gives default distribution lists. All Users will send the message to all active users, unless Remove from Internal Mail Distribution List has been selected on the user's profile. Selecting Managers, Supervisors, Auditors, Clerks will send the message to all users with the respective security level. See Distribution Lists for information on creating custom distribution groups.

Enter a subject and message to send. You can use the rich text format options to improve the presentation of your message. Use the first drop down box to the right to select a font color. From the second drop down box, you can select a highlight color.

If you select Important, the message will appear in everyone's inbox with an exclamation mark indicating the message is important. If you select Receipt, you will receive a copy of the message after the receiver has opened it, indicating the time they have read it.

Distribution Lists​

A Distribution Group can be created by clicking on the To... button, then highlighting a user and adding them to the Selected Names list. Add all the users to be included in the group, then click Create/Update Distribution Group. Enter a group name in the Group Name field. Click OK. The group will now appear in the group drop down list located on the bottom left of the Select Distribution window.

If you are updating a distribution list, use the drop down box on the Maintain Distribution Group window to select the group being updated. Click Delete Group from the same screen to delete the group.

Reading/Replying to a Message​

To read a message, highlight it and press Open Message. Click Reply to send a response to the sender. Clicking the Reply with Quote icon next to the Reply button, will include the text from the original message with the reply. Clicking Delete will delete the message. Click Mark as Unread to keep the message in the Inbox and display it as unopened.

To save the message indefinitely, check Archive/Save this Message. The message is then moved to the Archive/Save tab in messages it will remain there until the user deletes it or the user profile is removed from roomMaster.

Deleting a Message​

From the Mail and Messages screen, delete a single message by highlighting it and clicking Delete. If the message has not been read, a prompt will appear advising the message has not been read and offering an option to not delete it. If the message has been read, the message icon will change to a pail. When Mail and Messages is closed , the message is permanently removed.

tip

To keep a message marked as deleted, open the message and select Undelete. The message will be marked as read.

The Delete All button allows you to delete all your current messages. When clicked, two options appear:

  • Delete All Read - This option will delete all read messages.

  • Delete All (Even if Not Read) - Select this option to clear all messages in your inbox, regardless if the messages have been read or not.

On the last day of the month, the system will automatically remove all read mail messages older than 60 days. If the user no longer has a user profile, the system will also purge the message as well.

Shared Message from InnQuest Software​

Every once in a while, you may receive an automatic shared message from InnQuest Software. These messages are sent so any Supervisor or Manager can read the message, however, once it is deleted, it is deleted from all Supervisor/Manager accounts. Shared messages are considered one single message, and any deletion or change to the status is global. Be sure that all supervisors/managers see the message before one person deletes it. These messages come in during "Check for Updates".