Samsung HOTEL DCS User Manual
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Samsung HOTEL DCS User Manual

Samsung HOTEL DCS User Manual

Digital keyphone system
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  • Page 1 HOTEL User Guide...
  • Page 2 Disclaimer Samsung Business Communications is not responsible for errors or prob- lems arising from users not programming or operating their Samsung sys- tems as described in this manual. Copyright 2004 Samsung Business Communications All rights reserved.
  • Page 3 Tae-eok Jang / General Manager ..........................(place and date of issue) (name and signature of authorized person) (Representative in the EU) Samsung Electronics Euro QA Lab. Blackbushe Business Park Saxony Way, Yateley, Hampshire GU46 6GG, UK IS Lee 2001-04-03 In-Seop Lee / Manager ..........
  • Page 4 Tae-eok Jang / General Manager ..........................(place and date of issue) (name and signature of authorized person) (Representative in the EU) Samsung Electronics Euro QA Lab. Blackbushe Business Park Saxony Way, Yateley, Hampshire GU46 6GG, UK IS Lee 2001-04-03 In-Seop Lee / Manager ..........
  • Page 5 Tae-eok Jang / General Manager ..........................(place and date of issue) (name and signature of authorized person) (Representative in the EU) Samsung Electronics Euro QA Lab. Blackbushe Business Park Saxony Way, Yateley, Hampshire GU46 6GG, UK IS Lee 2002-04-18 In-Seop Lee / Manager ..........

  • Page 6: Table Of Contents

    Hotel User Guide Contents CONTENTS Ê Introduction to Hotel ..........1 About the Hotel Application ........1 What is Covered in this Guide........1 Who Should Read this Guide ........2 What You Need to Know ..........2 Ë Basic Administration..........4 Overview of Administration ........4 Checking In a Guest..........8 Checking Out a Guest..........11 Billing a Guest Room..........12...
  • Page 7 Hotel User Guide Contents Í Printing a PMS Report ..........46 Î Invoices and Status Reports........47 Room Invoice............47 Room Status Reports ..........48 Ï Troubleshooting............49...

  • Page 8: Introduction To Hotel

    ABOUT THE HOTEL APPLICATION Hotel software is intended for use by hotels and similar establish- ments which operate a Samsung DCS, DCS Compact II or iDCS keyphone system. The software is managed through display key- phones and allows the manager and front desk staff to check guests in and out, enter items for billing, check the status of rooms, and carry out other tasks that are a routine part of daily administration.

  • Page 9: Who Should Read This Guide

    The guide should be read by all managers and staff members who are responsible for processing guest and room information on a daily basis. For a technical discussion of the Hotel system, refer to the Samsung Hotel Installation & Programming Manual. WHAT YOU NEED TO KNOW...
  • Page 10 Hotel User Guide Introduction ADD-ON MODULES You may have one or more add-on modules s) attached to your Administrator’s key- phone(s). These s provide additional keys for programming Hotel features and for assigning to rooms / extensions (DSS keys) to allow you to quickly check room status and staff locations.

  • Page 11: Basic Administration

    Basic Administration Ë BASIC ADMINISTRATION OVERVIEW OF ADMINISTRATION Administration is carried out using the Administrator’s display key- phone. This will normally be a Samsung DCS (Euro) keyphone (Figure 2-1) or an iDCS series keyphone (Figure 2- 2). The feature keys should be marked clearly. Some functions (such as setting the cleaning/maintenance status of rooms) can be carried out from other keyphones not designated as Administrator’s keyphones—such as...
  • Page 12 Hotel User Guide Basic Administration SELECTING KEYPHONE DISPLAY OPTIONS As you work through the keyphone displays, options are se- lected by pressing the key on the keyphone—called a soft key— directly below the option shown in the display. There are three soft keys.
  • Page 13 Hotel User Guide Basic Administration 32-CHARACTER DISPLAY Enter Room NUMBER: iDCS 28D SOFT KEYS Used to select options in the Scroll display Call 1 Call 2 Message Memory Redial PQRS WXYZ Transfer Speaker OPER ANS/RLS Volume HOLD VOLUME KEYS VOLUME KEYS PROGRAMMABLE KEYS Set up for required Hotel features (CHIN, CHOUT, HOTEL, etc) as well as normal keyphone functions (e.g.
  • Page 14 Hotel User Guide Basic Administration THE HOTEL KEY key provides access to some Hotel features (such as HOTEL checking in, checking out and room status) which can be accessed using other programmed keys. However, because the HOTEL has much wider applications, it is described separately (see section Using the Key).

  • Page 15: Checking In A Guest

    Hotel User Guide Basic Administration CHECKING IN A GUEST Guests are checked in using either the (Check In) key or CHIN (Express Check In) key. XCHIN : To use the HOTEL key to check guests in, see section 3, Using the HOTEL Key.
  • Page 16 Hotel User Guide Basic Administration 3. Enter your 4-digit staff code. The code is not displayed; instead you see ‘ Q QQQ’ in the display. (If you enter an incorrect code, you return to this display to re-enter the code.) Display shows: Enter Item Code 4.
  • Page 17 Hotel User Guide Basic Administration Display shows: Cash Deposit ROOM PHONE 7. Select if the deposit is for the room or phone. You will see one of the following displays. Credit Room Credit Phone :000.00 :000.00 8. Enter the deposit value (e.g. £20.00 is entered as 020.00). Dis- play shows: RM:XXX :XXX.XX...

  • Page 18: Checking Out A Guest

    Hotel User Guide Basic Administration CHECKING OUT A GUEST Guests are checked out using the (Check Out) key. The CHOUT key can also be used to put a room on hold (see CHOUT Setting a Room On Hold). : To use the HOTEL key to check guests out, see section 3, Using the HOTEL Key.

  • Page 19: Billing A Guest Room

    Hotel User Guide Basic Administration BILLING A GUEST ROOM To enter an item and an item cost, and have it added to the bill for a room, use the key. The currency value you enter here will BILL automatically have any tax(es) applied where appropriate. For ex- ample, in the is applied.
  • Page 20 Hotel User Guide Basic Administration Enter Item Code 5. Enter the item code. For example, this might be 08 for ‘Bar’. (If the code you enter is not valid, you return to step 1 to begin again.) Display shows: Enter Item Cost :XXX.XX 6.
  • Page 21 Hotel User Guide Basic Administration PROCEDURE 1. Press the key. Display shows: BILL Service Charge No. DELETE 2. Select . Display shows: DELETE Enter Room NUMBER: 3. Enter the room number. Display shows: Enter Staff Code If no staff code is required, you see the screen display shown in step 4, and you should proceed to step...
  • Page 22 Hotel User Guide Basic Administration 6. Enter the item cost (e.g. £20.00 is entered as 02000). Display shows: RM:XXX :XXX.XX ACCEPT CHANGE If you want to change your entry, select to return to step CHANGE and enter the room number again. 7.

  • Page 23: Credit A Room Or Phone Bill

    Hotel User Guide Basic Administration CREDIT A ROOM OR PHONE BILL You can credit a guest’s room or phone bill if the guest makes a de- posit when checking in, or subsequently makes a cash payment to offset some of the charges already incurred. A deposit can be en- tered during the check-in procedure (described above).
  • Page 24 Hotel User Guide Basic Administration 5. Enter the credit value (e.g. £20.00 is entered as 02000). Display shows: RM:XXX :XXX.XX ACCEPT CHANGE 6. Select to enter the value in the system. The display re- ACCEPT turns to normal. If you want to change the value, select to enter the CHANGE value again...

  • Page 25: Setting & Cancelling A Wake-Up Call For A Guest

    Hotel User Guide Basic Administration SETTING AND CANCELLING A WAKE- UP CALL FOR A GUEST key allows you to enter a wake-up (alarm) call for a WAKEUP guest room, or cancel a previously set alarm call. Guests may be al- lowed to set their own alarm calls from extensions.
  • Page 26 Hotel User Guide Basic Administration Display shows: Enter Wake Time TODAY DAILY 5. Select if this is a “once only” ( ) alarm, or is to be set for TODAY each day the guest is in occupation ( ). Display shows: DAILY Wake: HH:MM CLEAR...
  • Page 27 Hotel User Guide Basic Administration 1. Press the (or Transfer) key and dial 112. TRSF 2. Press 1, 2 or 3 for the alarm number. 3. Enter the time you want the alarm to ring as HHMM using a 24- hour clock (e.g.
  • Page 28 Hotel User Guide Basic Administration Using a Standard Telephone (Guest Room) 1. Lift the handset and dial 18. 2. Dial 0000. 3. Replace the handset. Using an Extension Keyphone with Display (or Transfer) key and dial 112. Press the TRSF 2.
  • Page 29 Hotel User Guide Basic Administration 3. Enter the room number. Display shows: Room:XXX Wakeup PRINT EXIT 4. Select to print and then select to exit. PRINT EXIT Select to exit without printing. EXIT...

  • Page 30: Setting A 'Message Waiting Indication

    Hotel User Guide Basic Administration SETTING A “MESSAGE WAITING INDICATION”, “CAMP-ON” OR “CALL- BACK” ON A GUEST PHONE If you ring an extension from the Administrator’s phone with a mes- sage, and the extension does not answer or is busy, it is possible to leave an indication that you have a message waiting for that exten- sion.
  • Page 31 Hotel User Guide Basic Administration —Set a callback. The extension will automatically ring you back when it finishes its current call (if busy) or after it makes another call. Hang up after selecting this option. —Leave a message waiting indication on the extension. (Al- ternatively, press the or Message key on your phone.) Hang up after selecting this option.

  • Page 32: Answering A 'Message Waiting Indication' On An Extension

    Hotel User Guide Basic Administration ANSWERING A “MESSAGE WAITING INDICATION” ON AN EXTENSION If a message waiting indication is set on an extension, a message indicator light (or Message key) flashes, or a ‘message waiting’ tone—distinct from the normal dialling tone—is heard. How you an- swer depends on whether you are using a display keyphone or a standard telephone.
  • Page 33 Hotel User Guide Basic Administration Using a Standard Telephone Either a ‘message waiting’ light flashes (if fitted on the phone) or you hear the message waiting indication tone—which is distinct from the normal dialling tone—when you lift the handset. • Lift the handset and dial 43.

  • Page 34: Setting A Room On Hold

    Hotel User Guide Basic Administration SETTING A ROOM ON HOLD An occupied room can be put on hold if it is required that no further automatic charges are made to this room. For example, a guest may request a checkout later than the programmed checkout time and does not wish to be charged for an extra day.

  • Page 35: Room Status: Viewing & Changing

    Room needs maintenance Room is on hold : A guest-room can also be set as a ‘smoking’ or a ‘no smoking’ room. This can only be changed by reprogramming the system, as described in the Samsung Hotel Installation & Programming Manual. •...
  • Page 36 Hotel User Guide Basic Administration • If a room requires maintenance, this can also be entered into the system. Again, the room cannot be checked in to until mainte- nance has been carried out. VIEWING THE STATUS OF ROOMS (RSV) To view the status of rooms, your keyphone must have one or more Room Status View ( keys.
  • Page 37 Hotel User Guide Basic Administration Using a Standard Telephone It is convenient to allow cleaning and maintenance staff to be able to set and change the room ‘cleaning/maintenance’ status when they have inspected, cleaned or repaired a room. To do this, a HOTEL key with restricted feature access can be assigned to room exten- sions if they are display keyphones (see section 3,...

  • Page 38: Remote Billing For Phone Calls

    Hotel User Guide Basic Administration REMOTE BILLING FOR PHONE CALLS It is possible for a guest to make a phone call from a phone exten- sion other than their own (e.g. a phone in the lobby) and have the call charged to their phone bill. The phone must be able to dial the Administrator’s phone to request this service.

  • Page 39: Booth Option For Phone Calls

    Hotel User Guide Basic Administration BOOTH OPTION FOR PHONE CALLS Like remote billing (above), the Booth option allows guests to make external calls from another phone and have the cost charged to their room number. In this case, a phone is ‘enabled’ as a booth phone and all subsequent calls are charged to the room number requesting the service.
  • Page 40 Hotel User Guide Basic Administration The phone enabled as a booth phone should be disabled when all calls are completed by following steps 1 and 2 above and selecting DISABLE...

  • Page 41: Displaying A Call Cost Or Timer

    (Administrator’s) key- phone. This feature is automatically activated when a call is made if it is programmed into the system. Refer to MMC 110 (Call Cost option) in the Samsung Hotel Programming & Installation Manual.

  • Page 42: Separating Phone Charges

    Hotel User Guide Basic Administration SEPARATING PHONE CHARGES This option allows you to print a guest’s phone charges separately from other room charges. It is also possible to delete these call charges from the final room invoice. For example, many guests stay- ing for business purposes may wish to pay for personal calls sepa- rately from items on their room bill.

  • Page 43: Printing A Room Bill

    Hotel User Guide Basic Administration PRINTING A ROOM BILL A room bill is automatically printed when a guest is checked out of a room. (See Guest.) However, it is possible to obtain Checking Out a a printout of a room bill using the (Check Out) key without CHOUT checking out the guest.

  • Page 44: Staff Location

    Hotel User Guide Basic Administration STAFF LOCATION This feature allows you to quickly see in which rooms staff members are located. To work correctly: • you need a special key programmed on the Administra- SLOCAT tor’s phone; • the Administrator’s phone requires a dedicated key for each room, and you may therefore need more than one add-on mod- ule ( ) depending on the number of rooms;...
  • Page 45 Hotel User Guide Basic Administration Checking Location of Staff via the Administrator’s Phone Provided staff members have registered their locations as described above, you can quickly check in which rooms they are located. 1. Press the SLOCAT Enter the access code (see above). SLOCAT Display shows: Staff Locate...

  • Page 46: Using The Hotel Key

    Hotel User Guide Using the HOTEL Key Ì USING THE HOTEL KEY key can be programmed on any Administrator’s keyphone, HOTEL or on a guest or meeting room extension provided with a display keyphone. It is des igned to be flexible so that while it performs its own unique functions, it also performs the functions of some other dedicated keys described in section 2, Administration.
  • Page 47 Hotel User Guide Using the HOTEL Key n ROOM STATUS OPTION The Room Status option allows you to: • view and change the status of rooms, • print room status information, and • check guests in and out. From the main display, select the Room Stat option. Display shows: Enter Room: AVAIL OCCUP...
  • Page 48 Hotel User Guide Using the HOTEL Key 1. Press the right soft key to move the cursor (the underline charac- ter) to the status line (e.g. under NEEDS CLEANING 2. Press the Up ( + or ) or Down (– or ) key to display VOLUME the required status (e.g.
  • Page 49 Hotel User Guide Using the HOTEL Key View ‘Occupied’ Rooms Select the OCCUP option. Display shows: XXX: Occupied CHECK OUT EXIT The keyphone displays the lowest numbered occupied room. To view other occupied rooms, press the Up ( + or ) or Down VOLUME (–...
  • Page 50 Hotel User Guide Using the HOTEL Key The arrow symbol (Ô) means that more options are available. Use the key to view the remaining options. You see: SCROLL Print Report AVAIL OCCUPÔ followed by Print Report HOLD EXIT 2. Select the option for which you want to print a report. (An exam- ple printout is shown in section 5, Invoices and Status Reports.)
  • Page 51 Hotel User Guide Using the HOTEL Key Check Out a Room Select . Checkout will be completed with a printout of the room bill (see section 5, Reports). All billing records Invoices and Status for the room are set to zero. The room status is set to ‘Needs Clean- ing’...

  • Page 52: Hotel Key On Extension (Guest) Keyphone

    Hotel User Guide Using the HOTEL Key HOTEL KEY ON EXTENSION (GUEST) KEYPHONE If a key is programmed on a display keyphone in a guest or HOTEL meeting room, it is used to set cleaning/maintenance status flags only . It cannot be used for other key features as on the Ad- HOTEL ministrator’s keyphone.

  • Page 53: Printing A Pms Report

    If the printer port is configured to log information you will see a printout formatted to show the following details for each logged activ- ity. (See the Samsung Hotel Installation & Programming Manual for details of configuring the printer port.) Room No./Date/Time/Item No. /Description/Details/Cost For example: The ‘Details’...

  • Page 54: Invoices And Status Reports

    HM REPT ing. See the Samsung Hotel Installation & Programming Manual for details of configuring the printer port and for setting printer options to suit your printer and paper type.

  • Page 55: Room Status Reports

    Hotel User Guide Invoices & Status Reports The ‘Details’ column provides more information on an item. For ex- ample, if the item is ; the staff code of the person entering the item (if the use of staff codes is programmed in the system); the length of the phone call if the item is and so on.

  • Page 56: Troubleshooting

    Hotel User Guide Troubleshooting Ï TROUBLESHOOTING When entering information via keyphones you may encounter an er- ror message or the system may appear to ignore your entry. The most common problems, and their likely solutions, are listed below. If the problem persists, check with your system manager, who may need to seek advice from the system installer/dealer.
  • Page 57 Hotel User Guide Troubleshooting Other Error Messages The following messages may appear at the keyphone(s) designated as the ‘Warning Destination’ in MMC 753. They require the attention of the system manager or installer. Message Meaning & Action Required The system is provided with an emergency WARNING !! VM destination for calls destined for Voice Mail ALARM...
  • Page 58 Samsung Business Communications Brookside Business Park, Greengate, Middleton, Manchester M24 1GS...

This manual is also suitable for:

Hotel dcs compact iiHotel idcs500

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