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
  
  
  

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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
  
  
  

  Open

  

  • 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)

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

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

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

You can add and delete any product from mini-bar thtough Menu / Orders clicking on Mini-Bar check box.

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
    
    

     

     

• 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

• 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

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.