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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 in the group to be allowed to. 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.

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



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