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Property Managers initial configuration is performed through the FreePBX / PBXact PBX WebGUI.  Once configured, Hotel users (staff, guests and non-admin staff) will use the User Control Panel (UCP) of FreePBX / PBXact to access the Property Manager Dashboard for regular use and operation. (UCP is the end user Dashboard of FreePBX/PBXact which includes FrontDesk access, if enabled by the PBX administrator.  For more information on UCP click here)


Configuration

Before starting to setting up Property Manager, you  must to perepare some stuff like:


    • Add some extensions which will be used for your hotel. (These exentions should not include any user manager account).
    • Once Sangoma Property Manager installed. Create four groups into Property Management Directory using User Manager module. (for example: Receptionists, Accountings, Restaurant, and Customer Hotel).
      Please restrict the group to allow what you want the users within group can use. By default all the options are allowed.

    • Next, create some accounts for each group inside Property Management Directory, except  Customer Hotel. (For any check-in, the user will be included into this group, and removed diring check-out).
    • In case where you've got a licence for the Class of Services, create them beginning per PMS just to separating hotel and the office. Next, the fields should shown only CoS which start per PMS only.


Do not delete  Property Management directory and groups related to it. The risk is to break everything.
If the customer group is deleted then:

  • If empty :
    • Recreate this one.
    • Go to Privileges
    • Select again the customer group
    • Submit.
  • If not empty :
    • Recreate this one.
    • Add the rooms checked in manually one by one.
    • Go to Privileges
    • Select again the customer group
    • Submit

General

  • To setup Property Manager for your company, log-in to the FreePBX / PBXact Phone System webGUI and navigate to the Applications > Property Manager



  • Click on the Config tab to access all the configuration and setup options for Property Manager



  • Select General to start configuring the basic options




  • Define the Operating Mode for Property Manager.  
    Click on the toggle arrows to make changes.  (By default this is set to Hotel) 



    For more detail on any of the items listed in this General section, click on the question Mark to expose details

  • Define the Features.  Click on switch buttom to select Yes or No, which will enable the individual feature.



    Below is a description for each feature listed:

    Item

    Details

    Lock Room During Checkout
    Lock the room phone upon check-out. Any phone calls from a locked room will be redirected to the receptionist.
    Call Between RoomsAllow calling between rooms
    Room must be cleanForce room to be clean before checking-in. Disabling this feature allows check-in to rooms if they are dirty
  • Define the Company details, such as logo, address and email




    Below is a description for each item:

    Item

    Details

    LogoCompany logo to be displayed on the Property Manager home screen. 
    Click on Browse to select a logo from your local computer. Supported image types are jpgpng or gif format.
    Company LocalizationAddress of the Hotel or property
    EmailThe email address entered here will be used for email notifications when Property Manager needs to send an email to the administrator
  • Define the Email Settings



    This information will be sent to the customer when an invoice is emailed to them.

    • From Name : eg. The receptionist
    • Subject : eg. Your invoice.
    • Body : Write whatever about this content



  • Define the PSM Dialplan




    Below is a description for each item:

    Item

    Details

    ReceptionistDefine an extension number for the receptionist. This can also be a ring group
    Emergency RouteDefine the emergency route to be used by any phone to dial emergency services (star)
    COS used by default for Check-in

    Set the context name used by Class Of Services (COS) when a room is check in. (from-pms by default).
    If no COS licence is present then you will be able to using context only (you can select your own custom context as well). Else, you could select any Class of Service present  withiin list.
    The context related will be always from-pms in the case where COS is selected. Otherwise, from-pms is selected only.

    COS used by default for Check-Out

    Set the context name used by Class Of Services (COS) when a room is check in. (from-pms by default).
    If no COS licence is present then you will be able to using context only (you can select your own custom context as well). Else, you could select any Class of Service present  withiin list.
    The context related will be always from-pms in the case where COS is selected. Otherwise, from-pms is selected only.


    When you create your Class of Service, each one should start per PMS- .This way is done to make the difference between different Class of Service used for Hotel or the office.

    (star) : When an emergency alert is called by any room, the receptionist is also called with a message played in her extension. The web page is redirected to the emergency page with all the information about this alert. (Who and when).

    You must delete this message within this page for avoid to be redirected on this emergency page again and again .

    Please, make sure this route is allowed in all the COS if this one is used.

  • Define the tax structure under Charges




    Below is a description for each item:

    Item

    Details

    ChargesYou can add some taxes as you want. Just click on Add button.
    You can edit and delete any taxe from the list.
    LabelWrite a name for your new tax.
    ValueGive a value for your new tax.
    Taxes available
    Taxes to be used
    You can merge two or more taxes between them.
    e.g: minus + usual = global.
    Select some taxes in Taxes available aera usign your mouse and shift key. These taxes will be showed inside Taxes to be used area.
    The sum is automatically calculated between them.
    Click on Save button to save your new taxe.
    Tourist tax (%)Enter a tourist tax, if one exists.
    Discount (%)Enter a discount (for rooms only)
    RoundedSet the rounded value for phone call durations
    CurrencySet your currency as: en_US, en_GB, fr_FR ...Etc



  • Define Scheduled Discount


    • At first, this menu is empty. If you want to schedule some discounting for the curent year, select any items for the job.
      • Discounting :  Applies a rate for whole rooms of the hotel.
      • Room : Applies a price for a room type.
    • You can select a date ( Month / Day ) to start the changes.
    • File the value for this new rates
    • File the label for this rate.
    • If you need to delete one, click on trash on the picture dispplayed on top of the fields.

These changes are applied every night through crontab. If your server is down and the schedule is passed, then delete it and create another one for the next day.


  • Define Customer Ticket

You must define a content for ticket which will be displayed after each check-in.

You must to include some simple HTML tags.

The features will be displayed inside body, bottom the last line.

Click on submit and return on Customer Ticket and click on Preview button to see its result like this:

Once all the items are configured, click the Submit button to save all changes.

Room type

This sections defines the room type.

  • Navigate to Config > Models



Below is a description for each item:

Item

Details

TypeName for the room type
Price*The Price for the room type
Guest + *Price for the Room Type when an additional guest is added to the room
TaxesTax amount for the room.


You can edit and delete each room type as well.

Adding Room

This section configures all the room types with their respective room number and Models

  • Navigate to Config > Add Room



  • Configure each room with their name, extension phone number and their room type.  Below is an example:



  • Once completed, click the Submit button to save changes.



Billing Rates

Set the cost for phone calls made from rooms 

  • Navigate to Config > Billing Rates



  • Click the + icon to create a billing rate for a specific type of call made (i.e. international phone calls). You will be able to add a rate until all outbound route will be completed. Each outbound route needs to be linked to a rate.



  • Fill in the required details on the screen that pops up



    Below is a description for each item:

    Item

    Details

    Outbound RouteOutbound route used for the call type
    Billing DurationRate duration in seconds. Eg.: 60 (for 1 minute). Zero is not permitted
    MaskNumber of digits to be hidden from Invoice, for privacy purpose
    PrefixThe starting pattern for the dialled number. Eg.: 0123. (Note: If a prefix is used to make outbound calls, that prefix must be added in front of this prefix)
    Connection ChargeRate offset, in currency. Eg.: 0.5 if your currency is $, the value of this offset will be $0.5 per call.
    PricePrice for this call type based on the duration. Eg.: 0.10 (for 60 seconds)

    You can edit or delete a rate as well.

    When all outbound route will be completed, no way to add any new rate. And you must use all outbound route available within list.


  • Click the Submit button once completed, to save.




Maid Services

Create room service options for guests to use during their stay.  A guest can dial a room service option to alert the receptionist, by dialling a prefix + Service Number (mentioned below). 

  • Navigate to Config > Maid Services 



  • Click the + icon to create a maid service option


  • Fill in the required details on the screen that pops up

    Two choices here.
    • TTS


  • Audio File.


Below is a description for each item:

Item

Details

Service NumberService number you wish to associate with the room service option (typically a 2 digit number) . Up to 14 (01 - 14) Service Numbers can be defined
Label *Friendly name provided to the Service Number (i.e. 'Need Help)
FileYou can select a custom audio file recorded through System Recording menu.

Priority Level

Priority Level for the Service Number. The receptionist will respond to this request using the priority level. A Service Number with higher priority (ie..1) will be responded to first.

Click on trash to delete an item.

  • Click the Submit button once completed, to save



  • Below is an example alert which the receptionist will receive when a guest dials a Room Service request from their phone or through UCP interface

  • To delete any message, click on the trash below the guest name.

RAC

Remote Access Control (RAC) is an optional feature to be used to send some request to any device during check-in / check-out like: Ip Relay


  • Navigate to Config > R.A.C


Privileges

Property Manager Dashboard (accessible from UCP) feature permissions can be assigned for specific user groups (ie. Receptionist, Accounting, Hotel guests)
For example, you may wish guests to have access to UCP to send requests to the receptionist, but also restrict other  UCP features that only Hotel staff should have

  • To assign permissions for specific user groups, navigate to Admin > User Management

  • Select the Groups tab, then Add to create a user group



    Fill in the appropriate information for the Group you wish to create. 
    Example:  Group name = Hotel Guests
                    Group Description= Property Manager Hotel Guest 
                    Users= the user extensions that represent the existing users (i.e room number or receptionist)

  • Select UCP then Property Management, then Yes for Enable Property Manager Handling



  • Click Submit to save your changes



  • Repeat the same steps above for each individual user group you wish to have specific permissions within Property Manager
  • Navigate to Applications > Property Management


  • Navigate to Config > Privileges



  • For each of the Labels (Receptionist, Accountings, Hotel Guests, Restaurant) select the appropriate user group previously created, for each




  • Within each Label a number will represent the number of users registered for each group
  • Click the Submit button once changes are completed

Mini Bar

  • Navigate to Config > Mini Bar


  • You can enter ten products (0-9)  to be used with the mini bar. So, one digit = one produt.

  • To add one, select a digit and enter a product name with its price and taxe.
  • To remove one, leave blanck product and price, and next, click on Submit button to save your changes.

Usage with prefix (Default: *37), is able to add some drinks to the room, which will be used during the billing.
When the chambermaid cleans the room, she could check the mini-bar and enter all drinks used by the guest.

Eg: Dial *37 and when you hear the prompt dial 1 2 2 followed by * (* to save your order )
1 could be a Coca, and 2 could be a Whiskey. So 1 Coca and 2 Whisky, total 3 drinks.


Restaurant Settings

  • Navigate to Config > Restaurant Settings


  • You can enter much products for the restaurant and bar here. These products will be used for the hotel's customers when lunching or other else.


  • Click on Add Product  button to add a product.
  • Put a reference in the field: Ref .
  • Enter a product type to make some difference between bar and restaurant or other else.
  • Enter a product label.
  • Select a charge for your product.
  • Select a image to illustrate your product. (Useful for the banner).
  • Once done, click on Submit button to save your product.

Also, you can edit and delete any proctuct clicking on pencil and trash icon on left of row.

Click on + or - to show or hide the product pricture.

Now that Property Manager is configured, navigate to Property Manager Dashbeoard for Staff and End-User details

Please restrict the group to allow what you want the users in the group to be allowed to. By default all the options are allowed



Property Manager Dashboard


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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