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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:
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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
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Define the Features. Click on switch buttom to select Yes or No, which will enable the individual feature.
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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 Rooms | Allow calling between rooms |
Room must be clean | Force 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
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Below is a description for each item:
Item | Details |
Logo | Company logo to be displayed on the Property Manager home screen. |
Company Localization | Address of the Hotel or property |
The 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
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Below is a description for each item:
Item | Details |
Receptionist | Define an extension number for the receptionist. This can also be a ring group |
Emergency Route | Define the emergency route to be used by any phone to dial emergency services  |
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). |
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). |
When you create your Class of Service, each one name MUST start with PMS- .This way is done to make the difference between different Class of Service used for Hotel or the office.
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Define the tax structure under Charges
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Below is a description for each item:
Item | Details |
Charges | You can add some taxes as you want. Just click on Add button. |
Label | Write a name for your new tax. |
Value | Give a value for your new tax. |
Taxes available | You can merge two or more taxes between them. |
Tourist tax (%) | Enter a tourist tax, if one exists. |
Discount (%) | Enter a discount (for rooms only) |
Rounded | Set the rounded value for phone call durations |
Currency | Set your currency as: en_US, en_GB, fr_FR ...Etc |
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Once all the items are configured, click the Submit button to save all changes.
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Room type
This sections defines the room type.
Navigate to Config > Models
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Below is a description for each item:
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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 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 Route | Outbound route used for the call type |
Billing Duration | Rate duration in seconds. Eg.: 60 (for 1 minute). Zero is not permitted |
Mask | Number of digits to be hidden from Invoice, for privacy purpose |
Prefix | The 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 Charge | Rate offset, in currency. Eg.: 0.5 if your currency is $, the value of this offset will be $0.5 per call. |
Price | Price 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 the Submit button once completed, to save.
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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 to Config > Maid Services Services
Click the + icon to create a maid service option
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Fill in the required details on the screen that pops up
Two choices here
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TTS
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Audio File.
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Below is a description for each item:
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Click on trash to delete an item.
Click the Submit button the Submit button once completed, to save
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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.
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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
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Click on the Edit tab beside the room which you wish to add a URL to
Enter in the URL for Check in and Check out for the respective room
Example URL:
http://your_remote_device/status.xml?a=admin:admin&r1=1 for checking
http://your_remote_device/status.xml?a=admin:admin&r1=0 for checkout
To delete an URL, leave blank the fields.Click the Submit button to save changes
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 to Admin > User Management
Select the Groups tab, then Add to 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 Select UCP then Property Management, then Yes for Enable 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 to Applications > Property Management
Navigate to Config 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 the Submit button once changes are completed
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Navigate to Config > Mini Bar
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You can enter ten products (0-9) to be used with the mini bar. So, one digit = one produtproduct.
To add one, select a digit and enter a product name with its price and taxetaxes.
To remove one, leave blanck product and price, and next, click on Submit button to save your changes.
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Usage with prefix (Default: *37), is able to add some drinks to the room, which will be used during the billing. Eg: Dial *37 and when you hear the prompt dial 1 2 2 followed by * (* to save your order ) |
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Restaurant Settings
Navigate to Config to Config > Restaurant Settings
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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.
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Click on Add Product 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.
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Now that Property Manager is configured, navigate to Property Manager DashbeoardDashboard for Staff and End-User details
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To login to the Property Manager Dashboard, login to the User Control Panel (UCP) with your individual UCP login credentials
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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)
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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
Item | Details |
When | Type of Checkout. Options included: Now, Scheduled, Other Date |
Date / Time | Date / Time of check-out |
Room | Room number checking out |
Group | If the customer is part of a group of guests |
Payment | Method of payment to be used for check-out. Options include: Credit Card, Cash, Bank Check, Bank Transfer, Paypal, other |
Discount | If discount applies. Any discounts are applied to room price only |
Options | Paid: Immediate payment of invoice, Details: Phone Call and mini-bar details (otherwise a sum will be provided) |
Send by email | Customer will receive invoice by email |
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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. 
 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. 
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Room | Room number |
SMS | Send a message to any phone. (Tested today : Sangoma , Yealink , GrandStream)  |
Ext. | Room Extension. Typically the same as Room number |
Model | The room Model type. This is pre-configured within the FreePBX / PBXact Phone System Property Manager menu |
Grp | Group which the guest may be part of. |
Transf | Click on the |
COS | Click 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 |
Clean | Click to change status from Clean Note: The rooms are automatically dirty during the night. |
Bar | A |
DND | Do-Not-Disturb Status. A |
Alarm Clock | A |
icon if customer needs to transfer to a different room (for whatever reason)...