Property Manager Getting Started
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)
- 1 Configuration
- 1.1 General
- 1.2 Room type
- 1.3 Adding Room
- 1.4 Billing Rates
- 1.5 Maid Services
- 1.6 RAC
- 1.7 Privileges
- 1.8 Mini Bar
- 1.9 Restaurant Settings
- 2 Property Manager Dashboard
- 3 Staff Access
- 3.1 Log in
- 3.2 Home
- 3.2.1 Receptionist
- 3.2.2 Accounting
- 3.2.3 Restaurant
- 3.3 Booking
- 3.4 Check-In
- 3.5 Check-out
- 3.6 Wake-Up Call
- 3.7 Room List
- 3.8 Group List
- 3.9 Customer List
- 3.10 Menu / Orders
- 3.11 Billing Reports
- 3.12 Company Reports
- 3.13 Booking Status
- 3.14 Booking List
- 4 Guest Access
- 4.1 Banner
- 4.2 Wake-Up call
- 4.3 Messages
- 5 Under Freepbx 14 & UCP.
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.
Do not delete Property Management directory and groups related to it. The risk is to break everything.
If the customer group is deleted then:
If empty :
Recreate this one.
Go to Privileges
Select again the customer group
Submit.
If not empty :
Recreate this one.
Add the rooms checked in manually one by one.
Go to Privileges
Select again the customer group
Submit
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 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
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
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.
: 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 |
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 |
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 |
Type | Name 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 |
Taxes | Tax 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 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 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 Number | Service 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) |
File | You 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
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
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 |
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 2:00pmTo 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
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.
|
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 icon if customer needs to transfer to a different room (for whatever reason) |
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
ExampleClick 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 :
None | Hide all. |
Menu | Feeding any products into the banner displayed for customer UI |
Room number | Adding some product consumed by customer the current day. The next day this list will not be displayed anymore. |
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:
Create one dashboard Customers.
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.