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Version:

Version:

Version:

Version:


Table of Contents

FortiVoice User Portal Guide

Managing the hotel room status

The FortiVoice phone system can interoperate with your property management system (PMS).

Note

Prior to accessing the Room Status widget, make sure that the FortiVoice system administrator performs the following tasks on the FortiVoice phone system:

  • Load the hotel management license.
  • Configure the hotel management settings to allow the FortiVoice phone system to interoperate with your PMS. For details, see the Working with Property Management System section in the FortiVoice Phone System Administration Guide.
  • Set the user privilege of your extension (Phone System > Profile > User Privilege) with the Operator Role - Hotel room active.

This section includes the following topics:

Showing the Room Status widget

If the Room Status widget is not visible, then perform this procedure to show this widget:

  1. Click Setting.

  2. Go to Add Content > Room Status.

Checking the PMS connection

Check the connection of the PMS to the FortiVoice phone system.

The dot colors and descriptions are:

  • Green - Indicates that the PMS is connected to the FortiVoice phone system.
  • Red - Indicates that the PMS is not connected to the FortiVoice phone system.

Checking the room setting status

The Room Status widget uses dots with the following colors:

  • Red: Shows that the room setting is disabled.
  • Green: Shows that the room setting is enabled.

Editing room settings for a single room

  1. In the Room Status widget, go to the row of the room that you want to edit.
  2. In the first column, select the check box.
  3. Click Edit.
  4. Edit one or more settings, as required:

     

    GUI field

    Description

    Number

    The extension number of the room.

    This field is read-only.

    Room

    Click to edit the hotel room number.

    Location

    Click to enter a room location.

    Checkin status

    Enable the status as Checked-out or Checked-in.

    Guest name

    Enter the name of the guest for this room.

    This option is available only if Checked-in is enabled.

    Privilege

    Select the phone call restriction (internal, local, or long distance) or option (1, 2, 3) for the room.

    The FortiVoice administrator sets privileges on the FortiVoice phone system (Phone System > Profile > User Privilege).

    This option is available only if Checked-in is enabled.

    DND

    Select if the guest of the room does not want to be disturbed.

    This option is available only if Checked-in is enabled.

    VIP setting

    Select to set the guest as a VIP. Specific VIP treatments are determined by each hotel.

    Room condition

    Select the cleaning status of the room.

    You can add a new code or edit the current one:

    1. To add a new code, click New.

      To edit an existing code, select the code and click Edit.

    2. Select the protocol for connecting to your PMS.
    3. Enter a code number.
    4. Enter the code description.
    5. Click Create.
  5. Click OK.

Editing room settings for multiple rooms

  1. In the Room Status widget, select more than one room in the list.
  2. When you select multiple rooms that have one or more identical settings, then you can edit those settings. Available settings can include:
    • Check-in
    • Check-out
    • Privilege
    • Room condition
    • Room setting
    • VIP setting

      Example of available settings for rooms 7712 and 7713:

  3. Select the setting that you want to edit.
  4. Depending on the setting, confirm the change by clicking Yes or Apply to All.

 

Setting up a wake-up call

  1. In the Room Status widget, go to the row for the room that wants a wake-up call.
  2. In the Wake Up column, click wake up .
  3. In the calendar, click the date for the wake-up call.
  4. Click New.
  5. Edit the fields, as required.
  6. Click Create.

Editing a wake-up call

  1. In the Room Status widget, go to the row for the room that wants a wake-up call.
  2. In the Wake Up column, click wake up .
  3. In the Agenda list, locate and expand the date, and then click on the wake-up entry.
  4. Edit the fields, as required.
  5. To save the changes, click OK.

Managing the hotel room status

The FortiVoice phone system can interoperate with your property management system (PMS).

Note

Prior to accessing the Room Status widget, make sure that the FortiVoice system administrator performs the following tasks on the FortiVoice phone system:

  • Load the hotel management license.
  • Configure the hotel management settings to allow the FortiVoice phone system to interoperate with your PMS. For details, see the Working with Property Management System section in the FortiVoice Phone System Administration Guide.
  • Set the user privilege of your extension (Phone System > Profile > User Privilege) with the Operator Role - Hotel room active.

This section includes the following topics:

Showing the Room Status widget

If the Room Status widget is not visible, then perform this procedure to show this widget:

  1. Click Setting.

  2. Go to Add Content > Room Status.

Checking the PMS connection

Check the connection of the PMS to the FortiVoice phone system.

The dot colors and descriptions are:

  • Green - Indicates that the PMS is connected to the FortiVoice phone system.
  • Red - Indicates that the PMS is not connected to the FortiVoice phone system.

Checking the room setting status

The Room Status widget uses dots with the following colors:

  • Red: Shows that the room setting is disabled.
  • Green: Shows that the room setting is enabled.

Editing room settings for a single room

  1. In the Room Status widget, go to the row of the room that you want to edit.
  2. In the first column, select the check box.
  3. Click Edit.
  4. Edit one or more settings, as required:

     

    GUI field

    Description

    Number

    The extension number of the room.

    This field is read-only.

    Room

    Click to edit the hotel room number.

    Location

    Click to enter a room location.

    Checkin status

    Enable the status as Checked-out or Checked-in.

    Guest name

    Enter the name of the guest for this room.

    This option is available only if Checked-in is enabled.

    Privilege

    Select the phone call restriction (internal, local, or long distance) or option (1, 2, 3) for the room.

    The FortiVoice administrator sets privileges on the FortiVoice phone system (Phone System > Profile > User Privilege).

    This option is available only if Checked-in is enabled.

    DND

    Select if the guest of the room does not want to be disturbed.

    This option is available only if Checked-in is enabled.

    VIP setting

    Select to set the guest as a VIP. Specific VIP treatments are determined by each hotel.

    Room condition

    Select the cleaning status of the room.

    You can add a new code or edit the current one:

    1. To add a new code, click New.

      To edit an existing code, select the code and click Edit.

    2. Select the protocol for connecting to your PMS.
    3. Enter a code number.
    4. Enter the code description.
    5. Click Create.
  5. Click OK.

Editing room settings for multiple rooms

  1. In the Room Status widget, select more than one room in the list.
  2. When you select multiple rooms that have one or more identical settings, then you can edit those settings. Available settings can include:
    • Check-in
    • Check-out
    • Privilege
    • Room condition
    • Room setting
    • VIP setting

      Example of available settings for rooms 7712 and 7713:

  3. Select the setting that you want to edit.
  4. Depending on the setting, confirm the change by clicking Yes or Apply to All.

 

Setting up a wake-up call

  1. In the Room Status widget, go to the row for the room that wants a wake-up call.
  2. In the Wake Up column, click wake up .
  3. In the calendar, click the date for the wake-up call.
  4. Click New.
  5. Edit the fields, as required.
  6. Click Create.

Editing a wake-up call

  1. In the Room Status widget, go to the row for the room that wants a wake-up call.
  2. In the Wake Up column, click wake up .
  3. In the Agenda list, locate and expand the date, and then click on the wake-up entry.
  4. Edit the fields, as required.
  5. To save the changes, click OK.