Hotel Manager Guide

Introduction

Hotel Manager is a part of Wildix WebAPI library, but it can be used independently as a separate and ready-to-use extension. For more information on WebAPI library, read the document WebAPI Admin Documentation.

To be able to access Hotel Manager you need Wildix Collaboration license or UC-Business user profile (more information on Per User licensing: https://manuals.wildix.com/licensing/).

Features available with Hotel Manager:

• guests check-in, check-out (guest names are updated in WMS)
• wake-up calls scheduling
• room housekeeping status clean / dirty
• call billing per room

Wildix also offers an integration with hotel PMS, more information: Hotel Integration - FIAS protocol.

Add rooms

For managing restrictions and ACL for calls placed from hotel rooms, a separate ACL group was created in Users → Groups:

Now you can add rooms in WMS → Users in the same way as you add users. For more information on adding users, please consult WMS Start Guide - Adding users manually.

When adding a room, specify user type - "Room", in this way you will be able to differentiate hotel rooms from normal PBX users:

Here is an example of WMS → Users configuration, where four hotel rooms are present, located on two floors. To differentiate floors "Department" field was used:Access Hotel Manager

To access the Hotel Manager interface, you can use our online demo available at https://www.wildix.com/webapi/hotelManager/.

To access the Hotel Manager page, select the PBX user to use for access to the Hotel Manager interface (receptionist), and make sure that:

• Collaboration web page is open at the same time as the Hotel Manager for that user on the same PC in the same browser

• This user is of "admin" type (otherwise you will not be able to update the guest's name upon check-in):

• hotel rooms are added to the roster of your user; you can add rooms to your roster from Collaboration → Other → Edit Colleagues (read Collaboration guide - Colleagues (roster) for more information) or in WMS → Users → select a user and click Edit preferences, then scroll down to Roster (read WMS Start Guide - User preferences for more information:
  

Now you are ready to access Hotel Manager interface. Go to https://www.wildix.com/webapi/hotelManager/ and click "Settings" icon ("Wheels" icon in the upper right corner) to enter your PBX credentials:

• Host: URL of your Wildix PBX, example: elenacloud.wildixin.com 
• Extension: extension of user* to access Hotel Manager
• Password: your Web password for access to Collaboration

You should be able to view rooms subdivided by their Department field ("Floor" in our case):

Hotel Manager services

Check-in and Check-out

1. Press "Check-in" icon from the interface to check-in a guest

2. On the next step you can enter the guest's name

3. Guest's name is updated both on Hotel Manager interface, in WMS interface, on the display of a WP4X0 series installed in the room

After you press "Check-out" icon, the guest information is updated in Hotel Manager interface, in WMS, on the phone's display--the guest is removed from the room.

Setting Wake-up calls

For the correct processing of wake-up calls you need to configure a new Dialplan procedure in WMS → Dialplan.

Create a new procedure and name it "alarmclock": Called number: X.

• Dial the phone → wake-up call is placed to the room 
• Set - Caller name - Failed Alarm Clock-${EXTEN} → in case wake-up call failed (e.g. no answer / reject), caller name is changed to "Failed Alarm Clock-<room number>"
• Dial the phone - 324 (receptionist extension number) → receptionist will receive a call in case of failed alarm clock and as caller name the following information will be displayed "Failed Alarm Clock-1001" (where 1001 is the room number)

Called number: alarm

• Play sound - select the ring tone or upload a new one (this sound is played to the guest after they answer a wake-up call)

After you have configured the procedure for processing wake-up calls, write down this Dialplan procedure in Hotel Manager Settings (click the "Wheels" icon in the upper right corner):

Service make up room

From Hotel Manager interface you can change housekeeping status of the room: "make up room" / "clean"

Call billing

For the correct charing of call costs, it is necessary to upload pricelists in WMS → Trunks → Pricelists. To download a pricelist template and for the information on how to upload pricelists on the PBX, please refer to the WMS Start Guide - Pricelists:After you have uploaded a pricelist, do not forget to associate the trunk used for outgoing calls with the priceslist in WMS → Trunks.

After you have uploaded a pricelist and associated the trunk with it, authorized users can view the call costs in CDR-View:The information on call costs per room can now be viewed and printed via Hotel Manager interface. To view call costs, click "Call history" icon:

You can select the exact time period using the fields "From" and "To", and click the "Print" icon to print out the call billing information for the guest: 

ACL and restrictions for calls from hotel rooms

It is recommended to create a separate ACL group for hotel rooms, as explained in the chapter