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Proximus Forum 523 User Manual

Forum 500 series; forum 5000 series. hotel application. forum hotel
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Forum™ 500
Forum™ 5000
Hotel Application
Forum Hotel
User Guide

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Summary of Contents for Proximus Forum 523

  • Page 1 Forum™ 500 Forum™ 5000 Hotel Application Forum Hotel User Guide...
  • Page 2 Welcome to Proximus Thank you for choosing a Proximus product that stands for the best in quality matched with high design standards. Forum Hotel The following operating instructions will assist you in using your Forum Hotel and answer most of the questions that may arise. If you need any extra information or support, the first people to ask are your system administrator or retailer.

  • Page 3: Table Of Contents

    Contents Forum Hotel......... .3 Software Features .
  • Page 4 When a Guest has Received a Message ......36 Creating a Telephone Invoice for the Guest..... 37 The Menu “Hotel”...

  • Page 5: Forum Hotel

    Software Features Forum Hotel The programme package “Forum Hotel” has been specially developed for hoteliers. Using this programme package, hotels can incorporate their guests into the Forum 500 / Forum 5000 system. Every guest can then use the system through their room telephone. At departure, the costs are added to the guest’s account.

  • Page 6: Scope Of Delivery

    Scope of Delivery ● The reception telephone allows the comfortable management of rooms and guests via a special Hotel menu. Either a system telephone Forum Phone 535/536 or a Forum Phone 525/526 may be used as the reception telephone. ● For each room a function key can be configured on the reception tele- phone.

  • Page 7: About This Guide

    The screenshots depict the settings for the Forum Hotel programme using a Forum 526. The configuration and usage of Forum Hotel is identical for all Forum 523/524, Forum 525/526, Forum 550/560, Forum 5004/5008/ 5012 and Forum 5500 communications systems. Further resources Along with the information presented in this guide, you will also find context specific information in the Forum 500 / Forum 5000 online help.

  • Page 8: Configuration And Administration

    Forum 500 / Forum 5000. You will find detail information on connecting terminals in the “Mounting and Commissioning” (Forum 523/524, Forum 525/526, Forum 550/560, Forum 5004/5008/ 5012) resp. “Commissioning and Maintenance” (Forum 5500) guide. This guide is available as a PDF file on the product CD delivered with the Forum 500 / Forum 5000.

  • Page 9: Creating User Groups

    The programme is available on the product CD of the Forum 500 / Forum 5000. You will find further information in the chapter “PC Software Configuration” of the guide entitled “Mounting and Commissioning” (Forum 523/524, Forum 525/526, Forum 550/560, Forum 5004/5008/5012) resp. “Commissioning and Maintenance” (Forum 5500).
  • Page 10 Creating User Groups Having created the user group for reception staff, now create a new user for each member of the reception staff. Assign each of these users the user group “Reception” (in the Configurator, menu item User Manager: User). It is useful to extend the user group for checked in hotel guests from the pre- defined group “Guest”...

  • Page 11: Creating Rooms And Assigning Call Numbers

    Creating Rooms and Assigning Call Numbers Creating Rooms and Assigning Call Numbers Using the Forum Hotel application, it is possible to manage up to 200 rooms. Each of these rooms can have its own room telephone (with its own call number).

  • Page 12: Configuring The Reception Telephone

    Configuring the Reception Telephone When registering rooms, you also configure the call number for the room telephone. There are no constraints on this call number. Of course you can use existing call numbers. Whether this is reasonable depends on the existing configuration of the system.
  • Page 13 Configuring the Reception Telephone Configuring the U port for the reception telephone Configure the reception call number in the Configurator menu Applications: Forum Hotel: Settings. Setting the reception telephone’s call number Enter the internal call number with which guests may contact the reception. The system telephone with this call number is now the reception telephone.
  • Page 14 Configuring the Reception Telephone Programming a function key as the hotel key The reception telephone is assigned to a user who is a member of the “Reception” user group. The corresponding staff member now receives the calls from guests and can use the Forum Hotel programme via the Web console (see also Creating User Groups starting on page 7).

  • Page 15: Configuring A Function Key For Room Check-In On The Reception Telephone

    Configuring a Function Key for Room Check-In on the Reception Telephone Adding the reception’s call number to the incoming call distribution Configuring a Function Key for Room Check-In on the Reception Telephone On the reception telephone you can configure a function key for each room. Reception staff can modify the occupy of the room via this key.
  • Page 16 Configuring a Reception Team Configuring team keys for the reception team To distinguish calls to the reception from other calls (e. g. external calls), you should specify on each team telephone, for every trunk key and team key, a different ringer tone (see menu Telephony: Devices: System phones). You can also do this directly at the telephone via the MenuCard for the key.

  • Page 17: Configuring The Room Telephones

    Forum 5000 has the necessary interface cards that support DECT applications. For an overview of which interface cards are necessary, please consult the “Mounting and Commissioning” (Forum 523/524, Forum 525/526, Forum 550/560, Forum 5004/5008/5012) resp. “Commissioning and Mainte- nance” (Forum 5500) guide.
  • Page 18 Configuring the Room Telephones Programming a function key as the reception key Printing label strips For some system telephones (e. g. a Forum Phone 525), you can print a label strip (in the Configurator, Telephony: Devices: System phones menu). The label strip identifies the keys beside the display.
  • Page 19 Configuring the Room Telephones Locking keys on the guest’s system telephone So that guests, with a system terminal, have no access to the system configuration you should lock the interface of the terminal. This is done with the setting All keys locked in the user group for hotel guests (in the User Manager: User groups menu).
  • Page 20 Configuring the Room Telephones Blocking guests from programming function keys The ability for guests to programme function keys directly using the room telephone should be disabled. This prevents the guest from modifying the configuration of the telephone. Locking telephone book dialling for guests Guests, for the duration of their stay, are entered into the central telephone book using their first and last names (see also Registering a Guest (Check-In) starting on page 33).

  • Page 21: Installing Black Lists And Call Filters For Hotel Guests

    Installing Black Lists and Call Filters for Hotel Guests Installing Black Lists and Call Filters for Hotel Guests For guests, you can block the dialling of particular call numbers by collecting these together in a special black list. The black list can be created using the menu Telephony: Lists: Black lists in the Configurator.

  • Page 22: Configuring The Authorisation For Room Telephones

    Configuring the Authorisation for Room Telephones System access: Associating receptions call number with room extension numbers Similarly, in the Call distribution: Outgoing DDI menu you can associate the room extension numbers with the call number of reception. When a guest makes an external call, the call number of reception is displayed on the terminal of the person being called.

  • Page 23: Programming The Wake-Up Call

    Programming the Wake-up Call ● Check-in: The room is occupied. With this status, you should associate the user group you created for a checked in guest. Generated telephone costs are now charged to the guest. ● Check-out: The guest has checked out and the room is unoccupied. ●...
  • Page 24 Programming the Wake-up Call Programming the wake-up service The system handles a wake-up call as a VIP call. For guests with a system telephone, this means that you are able to configure a unique ringer tone for the wake-up call (see menu Telephony: Devices: System phones via the command Change).

  • Page 25: Configuring Connection Data Recording For Telephone Invoices

    Configuring Connection Data Recording for Telephone Invoices Configuring Connection Data Recording for Telephone Invoices The basis for telephone invoices in the Hotel application is the programme “Forum Count”. This programme records all connection data (telephone calls, data calls) generated by the guest. At check-out time, based on this information, a telephone invoice is generated for the guest.

  • Page 26: Configuring Telephone Invoices

    Configuring Telephone Invoices Configuring Telephone Invoices For the settlement of telephone costs, there are a number of settings in the Configurator’s menus that need to be made. Cost Zones and per-minute costs The calls made by the hotel guests can be calculated based on cost zones (e.
  • Page 27 Configuring Telephone Invoices Currency for telephone invoices and cost-per-unit fee The currency in which the telephone costs should be deducted and the cost- per-unit fees are defined in, can be specified in the menu Telephony: Settings. This setting applies to the entire system, that is, it is not limited to the telephone invoices of guests.
  • Page 28 Configuring Telephone Invoices Settings for the telephone invoices of hotel guests Configuration and Administration...

  • Page 29: Designing An Invoice Header

    Designing an Invoice Header Designing an Invoice Header The Applications: Forum Hotel: Settings menu is where you define the height of the invoice header for printing out telephone invoices. This means you can use, e. g. the hotel stationery with the corresponding logo for these print-outs.

  • Page 30: Archiving Guest's Connection Data

    Archiving Guest’s Connection Data Archiving Guest’s Connection Data Connection data archive After a guest has checked out, it is not possible to access their telephone invoice via the Forum Hotel programme. However, their connection data remains stored in the system. The connection data may be accessed via the Forum Count programme.
  • Page 31 Archiving Guest’s Connection Data programme. As part of the export, you can specify the format in which the data is to be stored: spreadsheet *.csv (Comma Separated Value) format or the *.zip archive format. Further information can be found in the in the chapter entitled “Exporting Connection Data”...

  • Page 32: Using The "Forum Hotel" Programme

    Starting and Ending the Programme Using the “Forum Hotel” Programme The following usage information is designed for hotel staff. The Forum Hotel programme is used via the Web console of the Forum 500 / Forum 5000. The system administrator must allocate users (those who are to undertake reception duties) the corresponding authorisation.

  • Page 33: Room Overview

    Room Overview The character string “<ip-adr>” represents the IP address of the communi- cations system on your LAN. You can also use the host name of the communications system instead of the IP address. The log-in mask opens. 2. User name, Password: Enter your user name and your password. 3.
  • Page 34 Room Overview Room overview in the “Forum Hotel” programme (List View) Each room has several bits of additional information. For example, the guest’s name, their arrival and their planned departure dates. The icons of the room overview have the following meanings: Icon Meaning Room is free (check-in is possible).

  • Page 35: Registering A Guest (Check-In)

    Registering a Guest (Check-In) Registering a Guest (Check-In) In the room overview, you will see the empty rooms and – if entered by the system administrator when the rooms were configured – information about furnishing. In the room overview, click on the icon “Check-in”. In the dialogue box Room –...

  • Page 36: When The Guest Departs (Check-Out)

    When the Guest Departs (Check-Out) After you have registered the guest, the system will, for the duration of the guest’s stay, manage them as a (temporary) user. ● The telephone costs that the guest generates, are recorded and can, at the latest when the guest checks out, be settled.

  • Page 37: Room Cleaning

    Room Cleaning If the guest used their room telephone, then generate their invoice (see also Creating a Telephone Invoice for the Guest starting on page 37). If no telephone invoice needs to be created, then check the Check-out option and confirm with OK. This updates the room overview and the icon “to clean”...

  • Page 38: When A Guest Has Received A Message

    When a Guest has Received a Message The settings for the wake-up call (length of call and how often the call is repeated) are configured in Forum Hotel programme by the system administrator. These settings are the same for all guests. To activate the wake-up call, in the room overview, click on the grey clock symbol.

  • Page 39: Creating A Telephone Invoice For The Guest

    Creating a Telephone Invoice for the Guest For guests with a Forum Phone 515/525/535 or a Forum Phone 516/526/ 536, the system administrator must have configured a reception key (see also Programming the reception key starting on page 15). The LED of this key flashes if you have notified the guest.
  • Page 40 Creating a Telephone Invoice for the Guest Note: f a former guest requests a reprint of their invoice or if they have questions concerning their invoice, please consult your system administrator. They should be able – aided by the Forum Count programme –...

  • Page 41: The Menu "Hotel" On The Reception Telephone

    The Menu “Hotel” on the Reception Telephone The Menu “Hotel” on the Reception Telephone At the reception telephone, the menu Main menu has been extended to include the menu 9 Applications: 2 Hotel. Using this menu you can access all the features of the Hotel application directly.
  • Page 42 The Menu “Hotel” on the Reception Telephone 1 Check-Out + Invoice (displayed using a coin symbol): Using this option you can check-out the guest and view the total of their telephone invoice. Note: the telephone invoice for the guest must first be printed via the Forum Hotel programme, it can not be printed via the reception telephone.

  • Page 43: Modifying The Occupation Status Of The Room Via The Function Key

    Modifying the Occupation Status of the Room via the Function Key Modifying the Occupation Status of the Room via the Function Key Your system administrator can configure for every room a function key on the reception telephone. Via this function key you can comfortably modify the occupation status of the room.

  • Page 44: Guide For Guests

    Modifying Room Status of the Room using the Code-Number Procedure Guide for Guests The following operating information is intended for guests. Which information the guest requires depends, among other things, on which telephone is in their hotel room: ● a Forum Phone 515/525/535 or a Forum Phone 516/526/536 (corded system terminal) ●...

  • Page 45: The Keys Of Your Room Telephone

    The Keys of your Room Telephone The Keys of your Room Telephone … for guests with a Forum Phone 515: PQRS WXYZ – Arrow keys OK key Keys on a Forum Phone 515 Guide for Guests...
  • Page 46 The Keys of your Room Telephone … for guests with a Forum Phone 516: PQRS WXYZ – Arrow keys OK key Keys on a Forum Phone 516 Guide for Guests...
  • Page 47 The Keys of your Room Telephone … for guests with a Forum Phone 525: PQRS WXYZ – Arrow keys OK key Keys on a Forum Phone 525 Guide for Guests...
  • Page 48 The Keys of your Room Telephone … for guests with a Forum Phone 526: PQRS WXYZ – Arrow keys OK key Keys on a Forum Phone 526 Guide for Guests...
  • Page 49 The Keys of your Room Telephone … for guests with a Forum Phone 535: PQRS WXYZ – Arrow Keys OK Key Keys on a Forum Phone 535 Guide for Guests...
  • Page 50 The Keys of your Room Telephone … for guests with a Forum Phone 536: PQRS WXYZ – Arrow keys OK key Keys on a Forum Phone 536 Guide for Guests...
  • Page 51 The Keys of your Room Telephone … for guests with a Forum Free 565/575: Receiver key Info key Keys on a Forum Free 565 / Forum Free 575 … for guests with a standard terminal: This section can be ignored for those guests with a standard terminal which have no special keys.

  • Page 52: Calling Reception

    Calling Reception Calling Reception … for guests with a Forum Phone 515/525/535 or a Forum Phone 516/ 526/536: To call reception, press the key labelled “Reception”. … for guests with a Forum Free 565/575: To call reception, press the Info key. To end the call, press the Receiver key.

  • Page 53: Blocked Call Numbers

    Blocked Call Numbers Blocked Call Numbers Call numbers which begin with the following digits can not be dialled: ………………………… You can not be called by callers whose call number begin with the following digits: ………………………… Background information to blocked call numbers The system administrator can block the dialling of specific call numbers.
  • Page 54 You wish to Call Another Hotel Guest Using the telephone book During their stay, guests are entered into the hotels telephone book. Guests may access this telephone book via their room telephone and call another guest. 1. Press the key labelled “Phone book”. You then see the MenuCard Phone book.

  • Page 55: Receiving A Call

    Receiving a Call Receiving a Call … for guests with a Forum Phone 515/525/535 or a Forum Phone 516/ 526/536: When a call comes in, a key will flash on the telephone. Press the key that is flashing (then the telephone will go into handsfree operation) or pick up the receiver.
  • Page 56 You would like to be Woken Switching off a wake-up call 1. Repeat the steps 1 to 3 in the section “Switching on a wake-up call”. 2. Then select the menu entry off. 3. Press the OK key. Background information to the wake-up call function key The system administrator can configure a function key for the wake-up call on room telephones of the type Forum Phone 515/525/535 or Forum Phone 516/526/536.

  • Page 57: You Have A Waiting Message At Reception

    You have a Waiting Message at Reception You have a Waiting Message at Reception … for guests with a Forum Phone 515/525/535 or a Forum Phone 516/ 526/536: When a message is available for you at reception, then you will be informed of this via your room telephone.

  • Page 58: Appendix

    Environmental Information Appendix Environmental Information ● The equipment that you bought has required the extraction and use of natural resources for its production. It may contain hazardous substances for the health and the environment. ● In order to avoid the dissemination of those substances in our environment and to diminish the pressure on the natural resources, we encourage you to use the appropriate take-back systems.

  • Page 59: Technical Data

    Technical Data Technical Data Number of Rooms Digits per Room Number Note Field per Room Guest’s Check-In Information 40 Characters Room Text with Attributes 40 Characters Extra Information for Check-In Name in System Telephone Book Number of Display Languages Time Format: –...
  • Page 60 Notes Notes Appendix...
  • Page 61 Notes Notes Appendix...
  • Page 62 Notes Notes Appendix...

  • Page 63: Support

    Support You can contact our support on the following telephone numbers: For configuration changes of your Forum™ 500 or Forum™ 5000 communications system SMEs and residential Large companies customers in Dutch: 0800 22 500 0800 22 200 in French: 0800 33 500 0800 33 200 in German: 0800 44 500...
  • Page 64 For more information: ● Visit us in the Internet at www.proximus.be/pabx ● Contact your Proximus dealer Subject to changes Status 11.2016...

This manual is also suitable for:

Forum 524Forum 525Forum 5008Forum 5004Forum 5012Forum 526

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