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The Property Manager Dashboard is the tool which end users (i.e. Hotel / Hospitality staff and also guests) use to operate Property Manager.
It is part of the User Control Panel (UCP) of Freepbx / PBXact, which users will first need to log into before accessing Property Manager Dashboard. For any configuration or permission issues adjustments are handled only within the FreePBX / PBXact Phone system Admin GUI.

Staff Access

Log in

  • To login to the Property Manager Dashboard, login to the User Control Panel (UCP) with your individual UCP login credentials




  • Log into UCP with the username and password provided to you by your administrator who would have provided you special special FrontDesk permissions with your account details.
  • By default UCP is accessible by navigating to the following URLs within a web browser:
    • FreePBX: http://<IP address or FQDN of FreePBX> /ucp
    • PBXact: https://<IP address or FQDN of PBXact>:2001/ucp
  • Once logged into UCP, select Pms from the left menu to access the Property Manager dashboard



Home

  • The Property Manager Dashboard Home screen will display

    • The center of the dashboard will display the room vacancy

      • Hover your computer's mouse over the pie chart to display the statistics (i.e. percent of rooms available/occupied)

Based on the unique privileges set for the particular staff user (i.e. Receptionist, Accounting, Restaurant), the items/options displayed on the home screen will be different

Receptionist

Accounting

Restaurant

Booking

  • To make a Booking, select the Check-in button



  • The Booking button will display (To swapping on Booking mode)



  • To create a booking, click on the Booking button, which will automatically change the screen to the Booking screen



  • Fill in the required details:
    • Arrival and Departure date and time
    • Room: select a room which will be available when the guest arrives

      Each room with alert icon /!\ needs to be checked. This one could be unavailable (not checked out yet).

    • First and Last Name
    • Language (Guest language, used for voicemail and PMS Guest Access)
    • Email
    • Comments, which could bring some specific information about customer.
    • Voicemail Password

      Room is left blank since the room number will be select upon check-in when the guest arrives

  • Select the More button to expand the guest address and origin details and fill in the payment details


  • Fill in the required details:
    • Payment mode and money advance (Booking mode only).
    • Click on arrows underneath Payment method to select the type of payment



    • Address
    • Postal Code / ZIP Code
    • Phone number / Mobile number
    • Fax (optional)
    • TIN (Europe only) / ID (passport, ID details)

  • Once completed, select the Submit button to save the booking.



Check-In

  • To check-in a guest when they arrive, select the Check-In button



  • The Booking button will display (To swapping on Booking mode)



  • Fill in the required information
    • Type in the guest's First name and Last name to automatically populate the check-in created for this customer
    • Insert a checkmark for Additional guest if an extra guest will be accompanying the original guest
      • This will automatically add the pre-configured costs for additional guest
  • Once completed, click the Submit button to save changes and check-in guest

During loading page, system checks if voicemail is available for each room extension.
If a voicemail is not configured, then this one will be rebuilt.
Just press on Apply to apply these changes and try again.


Check-out

  • To Check-out a guest, select Check-out from the menu



  • The Check-out screen will display



  • Fill in the appropriate information. Details provided below

    ItemDetails
    WhenType of Checkout. Options included: Now, Scheduled, Other Date
    If Scheduled or Other Date selected, the room will only become free upon those date
    Date / TimeDate / Time of check-out
    RoomRoom number checking out
    GroupIf the customer is part of a group of guests
    PaymentMethod of payment to be used for check-out. Options include: Credit Card, Cash, Bank Check, Bank Transfer, Paypal, other
    DiscountIf discount applies. Any discounts are applied to room price only
    OptionsPaid: Immediate payment of invoice, Details: Phone Call and mini-bar details (otherwise a sum will be provided)
    Send by emailCustomer will receive invoice by email

All voicemail and DND room phone features are reset upon check-out, ready for the next guest

The invoice is stored within the Phone System and is sent by email in PDF format

Click on Preview button to see the invoice before launching check-out.
By the way, Check-out button will appear only when clicking in close Preview button and then you could perform your check-out.


During loading page, system checks if voicemail is available for each room extension.
If a voicemail is not configured, then this one will be rebuilt.
Just press on Apply to apply these changes and try again.


Wake-Up Call

  • To create a wake-up call for a guest, select Wake Up from the menu



  • The Wake Up screen will display



  • To create a wake up call for a guest, select the room number from Room, then the date and time in the next two fields and click on +
    Below is an example Wake Up call for Room 200 at 2:00pm
  • To delete a scheduled wake up, click on x

  • The phone in the room will ring at the specified time and when the guest picks up the phone call, they will hear an automated greeting indicating their requested wake-up call


Room List

Room List view is beneficial to view details for specific rooms and for quick action items for rooms

  • For a full list view of all room select List, then Rooms



  • A view similar to the below will be displayed



  • Clicking on the icons for each guest provide details and / or action items for that guest
  • Below are details for each column / per guest

    Item

    Details

    Details

    Provides details for the guest, such as: extension number, guest name, Voicemail and UCP password, stay period, Wakeup status, room calls.
    Example:



    When the check-out is done prematurely and the invoice is published, a suitcase icon appears instead of the bed. “Pending Departure” appears instead of the guest name
    Example:


    Clicking on the suitcase, you can know when the room will be available again (job performed), and you will be able to force the room to be available immediately as well.


    Pending Departure status doesn't allow any transfer to another room.



    Name / Status

    Name of guest in the room. If the room is empty, no guest name will be present, instead will show Free.

    Below the name of the guest, a message may appear when the customer has sent a message to the receptionist.
    Example:


    Click on the trash can iconto delete the notification.

    RoomRoom number

    SMS

    Send a message to any phone. (Tested  today : Sangoma , Yealink , GrandStream)
    Click on the envelope and a dialog box will appear. Just fill the content of the message and click to Send button.


    Ext.Room Extension. Typically the same as Room number
    ModelThe room Model type. This is pre-configured within the FreePBX / PBXact Phone System Property Manager menu
    GrpGroup which the guest may be part of.
    Transf

    Click on the  icon if customer needs to transfer to a different room (for whatever reason)
    Upon clicking, a window will display requesting the room destination the guest wishes to transfer to. Insert the new room number.
    The customer will keep their voicemail password with messages and announcements, and their UCP password. However, their UCP account is changed. They will simply use their new room number as their login username, instead of their old one.

    COSClick on phone icon to setting up a call restriction. If Class of Services is selected, then select one from list. if no Class of Services is used, then select Locked or Unlocked option.
    Free

    Click to change status from Free  to occupied 

    Clean
    Click to change status from Clean  to dirty 

    Note:  The rooms are automatically dirty during the night.

    Bar

    A icon will display if guest has consumed at least one item within their mini bar. If no icon is present this means no mini-bar charges are applied to the guest)

    DND

    Do-Not-Disturb Status. A  icon will display if the guest has DND enabled and wishes NOT to be disturbed. A icon will display if DND is not activated and guest can be disturbed (i.e. for house keeping)

    Alarm Clock

    icon will display if a wake up call has been scheduled for the guest. A  icon will display if a wakeup call for the guest has expired or failed. Click on the icon to delete this alert, or manually call the guest to attempt another wakeup call. An alert must call the receptionist and playing alert. 

    During loading page, system checks if voicemail is available for each room extension.
    If a voicemail is not configured, then this one will be rebuilt.
    Just press on Apply to apply these changes and try again.

Group List

A group list can be used to group many guests under the same account.  This is useful when payment for many guests is to be grouped together and handled by one person and processed together.


  • To create a Group List, select List, then click Groups


  • Select the   icon to create Group List
  • The Group List creation window will appear
  • Type in a name for the group under Group then identify the rooms to be included in the group, under Rooms
    Example:

    Hold the [Shift] key down to select multiple rooms, then release when finished.

  • Click the Submit button when complete


Customer List

The Customer List provides access and details to historical customer information who have been guests or entered into the FrontDesk system

  • To access Customer List, select List, then Customer List




    Example Customer List view:



  • To make changes to specific customer details, select the  icon to edit details, from the Actions column.



  • The edit screen allows you to modify any of the customer details
    Example



  • Click the Submit button when completed



Menu / Orders

Menu / Orders can be used by a barman or somebody else. It's able to change the menu of the day displayed on banner from Customer UI.

This menu shows this page.

Room number options :

NoneHide all.
MenuFeeding any products into the banner displayed for customer UI
Room numberAdding some product consumed by customer the current day. The next day this list will not be displayed anymore.

Show All button displays all products
Select a room if you want to add something.

if you want delete a product into the customer list, click on trash and it will be removed immediatly.

The page displays the customer name for checking and the total of products of the day.


  • You can add and delete any product from mini-bar thtough Menu / Orders clicking on Mini-Bar check box.

The difference with Restaurant product is, you can delete any product from the check-in's day.

Billing Reports

Billing reports allow you to view and download past customer invoices, as well as make payment. 

  • To access billing reports click on Billing Reports from the menu


  • The Billing Reports view with display
    Example:



  • A icon under the Paid column means the guest has paid for their visit and the invoice can be downloaded by clicking on the icon underthe Downloadcolumn
  • A icon under the Paid column means the customer invoice still needs to be processed (i.e. customer is still checked-in).  

    • You can immediately process the invoice by clicking on the  icon which will immediately change to a icon.  You can then download the invoice by clicking on the icon
  • If you wish to filter Billing Reports for invoices not yet processed, type 'paid' in the search field


Company Reports

For general financial auditing and review, company reports provide graphical statistics

  • To access Company Reports select Company Reports from the menu



  • Select the Date start,Date end and Type of Report to filter your report
    Example:



  • A graph of the selected report type will immediately display.  Below are some example report:

    Arrivals and Departures Report


    Financial Report



Booking Status

  • To access booking status details, click on Booking, then status from the menu



  • Select the dates you wish to view bookings, then click on the icon to display the booking status.



  • View Table

Booking List

  • To access booking status details, click on Booking, then List from the menu
  • A list appears with or without content.




    In order, , then click on

    If the customer gives a confirmation then click on check box in row

    If the customer gives a cancellation then click on check box in row

    If you need to make a check-in then click on check box in row

    You are not autorised to make a check-in if no confirmation is done.
    You are autorised to canseling a booking directly.

    Click on Submit button to save your changes.

  • Sort some status.

    You can use some pre-fitlers to seen only Canceled, Confirmed, Checked-in actions, and see what you need to do.


Guest Access

Guests can be provided their own Property Manager Dashboard, allowing them to view room / mini-bar details, add wake-up alarm and send notifications to the receptionist.

Property Manager guest access is simply a unique website URL, linked to their room number providing them with access to certain tools. The Property Manager administrator is responsible for creating a Guest group and limiting feature access to Property Manager to restrict hotel staff features

  • Below is an example Property Manager Dashboard for a guest


Banner

The customer can see some product of the day within banner.


By default, at least one picture is displayed here. Logo of the hotel.

Bellow, Day remaining gives some information about the day remaining for check-out. Negative number the customer is out off date.

Wake-Up call

Guests can create their own wake up call by logging into Property Manager Dashboard

  • To create a wake-up call, click on the Add button underneath Alarmclock

Messages

Guests can send messages to the receptionist

  • To send a message to the receptionist click on the dropdown under Messages to select from a pre-configured list of messages you can send to the receptionist
  • Click the Send button once you have selected the message type
    • The receptionist will receive this message on their Property Manager Dashboard, and based on the message type priority will entertain the message

Under Freepbx 14 & UCP.

  • The process for using PMS under Freepbx 14 with UCP is pretty different.
    At first, you need to create a darshboard per menu. For e.g:
    1. Create one dashboard Customers.





    • Add Customer List.


  • If you need to add another menu then add a new dashboard.

    With this way, you could create some personalized menu for different users in a same team. For example. If an user doesn't use Customer List, then no need to create it.




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