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DETEWE OpenHotel 100 User Manual

Communications systems opencom 100 and opencom x300 for hoteliers
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OpenHotel 100
Communications Systems OpenCom 100
and OpenCom X300 for Hoteliers
User Guide

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Summary of Contents for DETEWE OpenHotel 100

  • Page 1 OpenHotel 100 Communications Systems OpenCom 100 and OpenCom X300 for Hoteliers User Guide...
  • Page 2 Welcome to Aastra DeTeWe Thank you for choosing this Aastra DeTeWe product. Our product meets the strictest requirements with regard to quality and design. The following operating instructions will assist you in using your OpenHotel and answer most of the questions that may arise.

  • Page 3: Table Of Contents

    OpenHotel 100 ........
  • Page 4 When a Guest has Received a Message ......36 Creating a Telephone Invoice for the Guest ..... . .36 The Menu “Hotel”...

  • Page 5: Openhotel 100

    Web console as a separate application. Simultaneously it is possible to use nearly all the available functionality of the Hotel application via the reception telephone. The “OpenHotel 100” program package is also available in a reduced version. In contrast to the full version the program OpenHotel, as reduced version, is not usable via the Web console, all functions are only operable via the reception tele- phone.

  • Page 6: Scope Of Delivery

    OpenHotel 100 Scope of Delivery ■ Reception staff register guests with the system and unregister them (“Check- in” and “Check-out”). ■ The reception telephone allows the comfortable management of rooms and guests via a special Hotel menu. Either a system telephone OpenPhone 65/ OpenPhone 75 or an OpenPhone 63/OpenPhone73 may be used as the reception telephone.

  • Page 7: About This Guide

    OpenHotel 100 About this Guide About this Guide This user guide encompasses information for all users of the Hotel application and this guide is split accordingly: ■ The system administrator is provided with all information relating to commis- sioning and maintenance in Configuration and Administration starting on page 7.
  • Page 8 System Info: Versions menu, and – Internet access, in order to generate the licence key from this information on the Aastra DeTeWe licence server. 2. Instructions for the further procedure can be found in your licence confir- mation.

  • Page 9: Configuration And Administration

    Configuration and Administration Licensing: the Activation Procedure Configuration and Administration The following description assumes that the telephones, which are to be used, are already connected to the OpenCom 100/OpenCom X300. You will find detail infor- mation on connecting terminals in the “Mounting and Commissioning” user guide.

  • Page 10: Creating User Groups

    Configuration and Administration Creating User Groups For this the start program must be installed on the corresponding workplace com- puters. The program is available on the product CD of the OpenCom 100/ OpenCom X300. You will find further information in the user guide “Mounting and Commissioning”...

  • Page 11: Creating Rooms And Assigning Call Numbers

    Configuration and Administration Creating Rooms and Assigning Call Numbers These settings are described in Configuring Telephone Invoices starting on page 25 and Locking telephone book dialling for guests starting on page 19. Note: Please consult the online help when configuring the user groups, there you will find detail information concer- ning all settings.
  • Page 12 Configuration and Administration Creating Rooms and Assigning Call Numbers Assignment table: Hotel room – call number of the room telephone All rooms, that you register in the assignment table, are available in the Open- Hotel Web console for reception staff to occupy with guests. Viewed from the perspective of the communications system, each room is a user with the room number being the user’s name.

  • Page 13: Configuring The Reception Telephone

    Configuration and Administration Configuring the Reception Telephone Adding a new room Configuring the Reception Telephone You should use an OpenPhone 65 or an OpenPhone 75 as your reception telephone. This terminal has a large number of programmable keys with function display, it is thus well suited for duties requiring operator functionality.
  • Page 14 Configuration and Administration Configuring the Reception Telephone Configuring the U port for the reception telephone Configure the reception call number in the Configurator menu OpenHotel: Set- tings. 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 15 Configuration and Administration 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 OpenHotel program via the Web console (see also Creating User Groups starting on page 8).

  • Page 16: Configuring A Function Key For Room Check-In

    Configuration and Administration Configuring a Function Key for Room Check-In So that external callers can reach reception, assign the reception call number to one of your external telephone numbers (either an MSN on multi-terminal access or an extension number on a system access). To do this, enter the reception call number in the Call Distribution: Incoming menu (Call Distribution: Incoming PTP on a system access).
  • Page 17 Configuration and Administration Configuring a Reception Team On the system telephones of the team, program the call number of the reception telephone to either a trunk key or a team key (see menu PBX Configuration: Groups: Team keys). Configuring team keys for the reception team To distinguish calls to the reception from other calls (e.

  • Page 18: Configuring The Room Telephones

    Configuration and Administration Configuring the Room Telephones ■ It is sensible to assign the user group “Reception” to each team member, thus allowing them to use the OpenHotel program. Configuring the Room Telephones For room telephones you may use various terminals: ■...
  • Page 19 Configuration and Administration Configuring the Room Telephones Programming a function key as the reception key Printing label strips For some system telephones (e. g. an OpenPhone 73), you can print a label strip (in the Configurator, PBX Configuration: Devices: System phones menu). The label strip identifies the behind the display.
  • Page 20 Configuration and Administration Configuring the Room Telephones Printing label strips 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 21 Configuration and Administration Configuring the Room Telephones ■ On a terminal whose keys are locked, a user, after entering the terminal PIN, can optionally switch the telephone lock on and off again. Blocking the function keys, menu key and ABC key for a user group The following configuration steps are only relevant if you do not wish to lock all keys on the system terminal of the guest.

  • Page 22: Installing Black Lists And Call Filters For Hotel Guests

    Configuration and Administration Installing Black Lists and Call Filters for Hotel Guests Programming a function key for telephone book dialling If you would like to allow your guests to access the telephone book (e. g. for tour groups), then you can program a function key to open the telephone book. But remember: guests will not only be able to access the call numbers of other guests but all entries of the central telephone book (e.
  • Page 23 Configuration and Administration Installing Black Lists and Call Filters for Hotel Guests It is also possible to block specific call numbers directly with the provider of R-calls. For this, you will need to issue all providers with a list of destination call numbers (e.

  • Page 24: Configuring The Authorisation For Room Telephones

    Configuration and Administration Configuring the Authorisation for Room Telephones Configuring the Authorisation for Room Telephones A room telephone is accessible by different users at different times: the guest after checking in, cleaning staff when the guest leaves and until the next occupancy every person who can enter the room (e.

  • Page 25: Programming The Wake-Up Call

    Configuration and Administration Programming the Wake-up Call Programming the Wake-up Call The guest may request reception to wake him/her at a specific time or alternatively be able to program the wake-up call themselves using the code number procedure on their telephone. The room telephone of the guest rings for a wake-up call.

  • Page 26: Configuring Connection Data Recording For Telephone Invoices

    Configuration and AdministrationConfiguring Connection Data Recording for Telephone In- Configuring a Function key for the wake-up call on the room telephone On all room telephones of the type OpenPhone 61/63/65 and OpenPhone 71/73/ 75 you can configure a function key for the wake-up call. Via this function key the guest can easily switch the wake-up on and off.

  • Page 27: Configuring Telephone Invoices

    Configuration and Administration Configuring Telephone Invoices Telephone invoice configuration: Connection data and value added tax 2.11 Configuring Telephone Invoices For the settlement of telephone costs, there are a number of settings in the Confi- gurator’s menus that need to be made. Value added tax In the OpenHotel: Settings menu you need to set the value added tax (this can be set to an accuracy of one decimal place).
  • Page 28 Configuration and Administration Configuring Telephone Invoices Activating connection data recording for hotel guests Basic amounts and cost factor Additionally you need to enter in the User Manager: User groups menu for the guests user group which, if any, extra factors should be applied in the creation of the telephone invoice.

  • Page 29: Designing An Invoice Header

    Configuration and Administration Designing an Invoice Header 2.12 Designing an Invoice Header In the menu OpenHotel you can specify an invoice header for the printed tele- phone invoices. You may enter the header as text, however you can also use a logo.

  • Page 30: Archiving Guest's Connection Data

    Configuration and Administration Archiving Guest’s Connection Data 2.13 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 OpenHotel program. However, their connection data remains stored in the system.
  • Page 31 Configuration and Administration Archiving Guest’s Connection Data Adobe Acrobat Writer or Adobe Acrobat Distiller ), so that the invoice can be first saved as a PDF file. The PDF file can then be printed (once for the guest and once for the accounts department). Data security Please observe the relevant data privacy regulations in your region when accessing and managing connection data!

  • Page 32: Using The "Openhotel" Program

    Using the “OpenHotel” Program Starting and Ending the Program Using the “OpenHotel” Program The following usage information is designed for hotel staff. The OpenHotel program is used via the Web console of the OpenCom 100/ OpenCom X300. The system administrator must allocate users (those who are to undertake reception duties) the corresponding authorisation.

  • Page 33: Room Overview

    Using the “OpenHotel” Program Room Overview Logging out of the program If you wish to log-out of the program (e. g. to have lunch), click on the Log out command. The program window remains open and either another staff member or you yourself can log-in and immediately continue working with the program.

  • Page 34: Registering A Guest (Check-In)

    Using the “OpenHotel” Program Registering a Guest (Check-In) 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 Using the “OpenHotel” Program Registering a Guest (Check-In) The room status is changed to “occupied”. If necessary, you may modify the details entered during check-in (e. g. departure date). Further details are available in the online help of the OpenHotel program. Note: You can also register a guest via the reception tele- phone (see also The Menu “Hotel”...

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

    Using the “OpenHotel” Program When the Guest Departs (Check-Out) Calling the guest You are able to call the guest by dialling the call number of their room telephone. Alternatively you can search for the guest’s name in the central telephone book and then dial the entry.

  • Page 37: Room Cleaning

    Using the “OpenHotel” Program Room Cleaning Room Cleaning After the room has been cleaned, set the status of the room to “empty”. To do this, in the room overview, click on the “to clean” icon. Now the room can again be occupied.

  • Page 38: When A Guest Has Received A Message

    Using the “OpenHotel” Program When a Guest has Received a Message If the guest does not pick up the wake-up call During the configuration, the system administrator defines how often the wake- up call is repeated. If the guest does not pick up (repeatedly) the wake-up call, then a message is sent to the reception telephone.
  • Page 39 Using the “OpenHotel” Program Creating a Telephone Invoice for the Guest In the room overview, click on the icon “Check-out”. The dialogue box Room – Status – Change (Check-out) check the option Connection data & Check-out. Confirm the selection with OK. The invoice will be shown in a new window and a print dialogue box will be opened.

  • Page 40: The Menu "Hotel" On The Reception Telephone

    Using the “OpenHotel” Program The Menu “Hotel” on the Reception Telephone Commands in the dialogue box check-out 1: Open the telephone invoice in a new window and afterwards check-out the guest 2: Print an interim invoice 3: Check-out guest without printing a telephone invoice The Menu “Hotel”...
  • Page 41 Using the “OpenHotel” Program The Menu “Hotel” on the Reception Telephone : enter the surname and first-name of the guest. Confirm Name First name each entry with the OK key. : For guests whose room telephone is a system terminal, select the Language language that should be used as display language for that telephone.

  • Page 42: Modifying The Occupation Status Of The Room Via The Function Key

    Using the “OpenHotel” ProgramModifying the Occupation Status of the Room via the Func- The room needs cleaning After a you have checked out a guest, the menu item 1 Cleaning required invoked. Immediately the room overview of the OpenHotel program shows the room cleaning icon.

  • Page 43: Modifying Room Status Using The Code-Number Procedure

    Using the “OpenHotel” Program Modifying Room Status using the Code-Number Procedure 3.11 Modifying Room Status using the Code-Number Procedure When the cleaning staff have prepared the room for the next guest, they can modify the new status (from “to clean” to “empty”) using a code-number pro- cedure via the room telephone.

  • Page 44: Guide For Guests

    Guide for Guests Modifying Room Status 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: ■ an OpenPhone 61/63/65 or an OpenPhone 71/73/75 (corded system terminal) ■...

  • Page 45: The Keys Of Your Room Telephone

    Guide for Guests The Keys of your Room Telephone The Keys of your Room Telephone … for guests with an OpenPhone 61: OpenPhone 61 OK Key Arrow Keys Keys on an OpenPhone 61...
  • Page 46 Guide for Guests The Keys of your Room Telephone … for guests with an OpenPhone 71: Open Phone 71 PQRS WXYZ OK Key – Arrow Keys Keys on an OpenPhone 71...
  • Page 47 Guide for Guests The Keys of your Room Telephone … for guests with an OpenPhone 63: OpenPhone 63 12:15 Arrow Keys OK Key Keys on an OpenPhone 63...
  • Page 48 Guide for Guests The Keys of your Room Telephone … for guests with an OpenPhone 73: Open Phone 73 OK Key PQRS WXYZ – Arrow Keys Keys on an OpenPhone 73...
  • Page 49 Guide for Guests The Keys of your Room Telephone … for guests with an OpenPhone 65: OpenPhone 65 12:35 Fri.06.Feb.04 Arrow Keys OK Key Keys on an OpenPhone 65...
  • Page 50 Guide for Guests The Keys of your Room Telephone … for guests with an OpenPhone 75: Open Phone 75 OK Key PQRS WXYZ Arrow Keys – Keys on an OpenPhone 75...
  • Page 51 Guide for Guests The Keys of your Room Telephone … for guests with an OpenPhone 26/27: Receiver Key Info Key Keys on an OpenPhone 26 / OpenPhone 27 … 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

    Guide for Guests Calling Reception Calling Reception … for guests with an OpenPhone 61/63/65 or an OpenPhone 71/73/75: To call reception, press the key labelled “Reception”. … for guests with an OpenPhone 26/27: To call reception, press the Info key. To end the call, press the Receiver key.

  • Page 53: Blocked Call Numbers

    Guide for Guests Blocked Call Numbers Background information to predial code The entry of predial code is only necessary if the system administrator has confi- gured this (menu PBX Configuration: Trunks: Route of the Configurator). On delivery, the OpenCom 100/OpenCom X300 has a preconfigured code of “0” for an external line.

  • Page 54: You Wish To Call Another Hotel Guest

    Guide for Guests You wish to Call Another Hotel Guest You wish to Call Another Hotel Guest … for guests with an OpenPhone 61/63/65 or an OpenPhone 71/73/75: Pick up the receiver and dial the call number of the other guest’s room telephone. You can enquire at reception for the call number.

  • Page 55: Receiving A Call

    Guide for Guests Receiving a Call 2. Subsequently dial the call number of the guest. You can enquire at reception for the call number. To end the call, press the Receiver key again. … for guests with a standard terminal: Pick up the receiver and dial the call number of the room telephone.
  • Page 56 Guide for Guests You would like to be Woken 2. Select the menu entry Time hh:mm. Enter the time, for example, 0615. 3. Press the Down arrow key. 4. Select the menu entry on. 5. Press the OK key. Your telephone will ring at 6:15 am. Pick up the receiver in order to turn off the wake-up call.

  • Page 57: You Have A Waiting Message At Reception

    Guide for Guests You have a Waiting Message at Reception You have a Waiting Message at Reception … for guests with an OpenPhone 61/63/65 or an OpenPhone 71/73/75: When a message is available for you at reception, then you will be informed of this via your room telephone.

  • Page 58: Appendix

    Appendix CE Symbol Appendix CE Symbol The CE symbol on the product confirms that it meets the technical guidelines on user safety and electromagnetic compatibility valid at the time of approval. Declaration of Conformity The OpenCom 100 and OpenCom X300 communications systems are conform with the requirements of the EU directive 99/5/EC.

  • Page 59: Technical Specification

    Technical Specification Technical Specification 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 Technical Specification Notes...
  • Page 61 Technical Specification Notes...
  • Page 62 Technical Specification Notes...
  • Page 64 DeTeWe Systems GmbH • Zeughofstraße 1 • D-10997 Berlin • www.Aastra-DeTeWe.de As of October 2006 Subject to changes...

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