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.

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 name MUST start with 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 product.

  

• To add one, select a digit and enter a product name with its price and taxes.

• 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

Property Manager Dashboard

Staff Access

Log in

• To login to the Property Manager Dashboard, login to the User Control Panel (UCP) with your individual UCP login credentials
  
  

  

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

• 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

• 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

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

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.

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

A 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 icon to delete the notification.
Room	Room 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
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  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.
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  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	A  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.

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 plus 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:

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 :

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 under the Download column
  

  

• 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.

• 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.
   

   

   

2. 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.