Property Manager Configuration v13.0

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 during 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:

Define the Company details, such as logo, address and email

Below is a description for each item:

• 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
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). 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.

Define the tax structure under Charges

Below is a description for each item:

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:

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:

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:

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

• 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 > 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.

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 Dashboard for Staff and End-User details