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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. |
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Staff Access
Log in
To login to the Property Manager Dashboard, login to the User Control Panel (UCP) with your individual UCP login credentials
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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
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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
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During loading page, system checks if voicemail is available for each room extension. |
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
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During loading page, system checks if voicemail is available for each room extension. |
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 2:00pmTo 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
A Room List view is beneficial to view details for specific rooms and for quick action items for rooms
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During loading page, system checks if voicemail is available for each room extension. |
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.
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Click the Submit button when complete
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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.
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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.jpg?version=1&modificationDate=1702484221066&cacheVersion=1&api=v2&width=200)
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
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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
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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.
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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.
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Below is an example Property Manager Dashboard for a guest
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Banner
The customer can see some product of the day within banner.
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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:
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