Comfort Pro A Hotel (As of June 2009)
Contents
1. 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 procedure via the room telephone To do this they must enter on the room telephone 10 The modification of the occupation status is immediately displayed on the room overview of the Comfort Pro A Hotel programme and on the reception telephone 47 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 m aComfort Pro P 100 300 corded system terminal m a Comfort Pro CM 300 handset cordless DECT system terminal m aterminal from another manufacturer standard terminals analogue telephone ISDN telephone or cordless telephone The system administrator can create a list of which telephones is in which room see also Overview of the Connected Room Telephones starting on page 21 Take the following texts as a basis for the creation of a guide for the guest You will find the text passages on the Word documents doc on the product CD of the Comfort Pro 48 The Keys of your Room Telephone Guide for Guests The Keys of your Room Telephone for Guests with a Comfort Pro P 100 Comfort Pro Ct2. 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 Subsequently assign the black list to the user group for guests see menu User Manager User groups Additionally you can define a call filter for guests Incoming calls which are on the list are not put through by the system to the hotel guests Under the menu item Telephony Lists Call filter in the Configurator you can create the call filter Subsequently you assign the call filter to the user group Guest Checked in menu item User Manager User groups Preventing Reverse charges Calls R calls Connections To hinder expensive and potentially frivolous R call connections e g call numbers with the prefix 0800 or 00800 you can switch all calls for hotel guests via the reception Reception staff can then decide what to do decline or inform the guest 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 g the MSNs on a multi terminal access As this is time consuming and must be repeated for each new provider we recommend instead that you configure the option Call Distribution in the menu Telephony appropriately Call Distribution on System Access PTP In the Call Distribution In
3. 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 99 Guide for Guests 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 Comfort Pro P 100 300 If no function key has been configured then for guests with a Comfort Pro P 100 300 use the description that applies to all guests for all Guests Switching on a Wake up Call For example to be woken at 6 15 am enter the following code number on your room telephone now the digits for the time Oo Your telephone will now ring at 6 15 am Pick up the receiver to turn off the wake up call Switching off a Wake up Call To cancel a wake up call enter the following code number on your room telephone 56 You have a Waiting Message at Reception Guide for Guests You have a Waiting Message at Reception for Guests with a Comfort Pro P 100 300 When a message is available for you at reception then you will be informed of this via your room telephone The key labelled Reception will flash on the telephone Press the key to call reception Subseque
4. System 202 z 02 Double WO Shower Diagnosis 203 z 203 Single WC Shower Phone bool poe i 301 3 301 Suite Comfort Pro 4 IAB 302 3 302 Single We Shower Comfort Pro 4 IAM Comfort Pro Hotel lt lt om we Assignment table Hotel room call number of the room telephone All rooms that you register in the assignment table are available in the Comfort Pro A 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 In this way the user Room Number represents the guests the alternating users of the system who occupy the room In all programme situations where the user name is listed or used as criteria a list of room numbers will be shown The list of users in User Manager is an example of this Creating Rooms and Assigning Call Numbers Configuration and Administration 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 A clear assignment might be room number call number Home Help Logout Close English Deutsch Configurator User Manager Telephony Network S Floor system Phone Na 204 Diagnosis Notes Double WC Shower Phone book Comfort Pr
5. DEVE airo ace ate AAEE A AA AEAN T 7 ADOUCIR S UIE sg as ater hh bey a ate A carats aetna ANE ae Aa AR toace gee a ate cee ena ona T Licensing Me Activation PlOCedUne ei rei o a AEDA 8 9 Greaino tse GiOUOS eera a a aa a A waa A A 10 Creating Rooms and Assigning Call Numbers 00 0 cece cece eee eens 12 Configuring the Reception Telephone 0 cece eect eee eens 14 Configuring a Function Key for Room Check In saasaa 18 Coniigurnnga Reception TEAM wo casriewcanene savae dows eer cee wean LORE Oe 19 Configuring the Room Telephones ac ctn eine 4 ee eee ewe eae pace ea te onan 2 Installing Black Lists and Call Filters for Hotel Guests 0 ccc eee 26 Configuring the Authorisation for Room Telephones c cc cece eee eee 21 Programming the Wakeup Calle i Sspcissdbaratunctiuite yuan aac a aa aa 29 Configuring Connection Data Recording for Telephone InvoiceS 0008 30 Configuring Telephone INVOICES 0 cece eee teen eee ete een nnnee 31 Designing an Invoice Header 1 eee cette eee n tenet eee nets 33 Archiving Guest s Connection Data ccc cece cette eee e eens 34 Using the Comfort Pro A Hotel Programme 36 Guide for Guests Starting and Ending the Programme 0 ccc cece teen eee enna 36 ROOMPOVEIVIEW ici toed aie we wre adie E beans ere eae ee 37 Registering a Guest CheCKltils iis g she catrand aaea aaea 38 When the Guest Departs Check Out 0 cece cee eee aaa AQ RGM IE a aC a
6. honid Angell A E Smith Henry GB S Mon 07 05 09 Fri 11 05 09 Trade fair visitor Smith Patricia a tA Yon 07 05 09 Tue 08 05 09 301 gy B Or milleMbames GB gt Mon 07 05 09 Wed 09 05 09 302 min Single WZ Shower The new guests data Details of the new guest as shown in the room overview After you have registered the guest the system will for the duration of the guest s stay manage them as a temporary user m The telephone costs that the guest generates are recorded and can at the latest when the guest checks out be settled m Using their name and room call number the guest is entered for the duration of their stay into the central telephone book 39 Using the Comfort Pro A Hotel Programme 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 teleohone book and then dial the entry The central telephone book is accessible at each system terminal and via the Web console of the Comfort Pro Consult your system administrator if you have questions relating to the usage of the central telephone book and to your access rights When the Guest Departs Check Out When the guest departs cancel their system registration At that moment the collection of telephone costs for the guest stops To unregister a guest click on the icon Check
7. of the Hotel application directly The Comfort Pro A Hotel programme does not have to be active on a PC for this to work Note If the call number for the reception telephone has been assigned to multiple telephones then this menu is only available at the telephone where this call number is assigned to the Trunk Key 1 see also Configuring a Reception Team starting on page 19 Press the MenuCard key and select the M 44 The Menu Hotel on the Reception Telephone Using the Comfort Pro A Hotel Programme Enter the desired room number You can only enter a room number that was defined during the configuration of the Comfort Pro A Hotel programme see also Creating Rooms and Assigning Call Numbers starting on page 12 The menu s options vary according to the occupation status of the room The Room is Empty lf the room is empty then you can now occupy it 1 Select the option and confirm your selection by pressing the OK key enter the surname and first name of the guest Confirm each entry with the I For guests whose room telephone Is a system terminal select the language that should be used as display language for that telephone Press the OK key to select a language and confirm your selection with the OK key 4 Complete the check in process with the option In the room overview of the Comfort Pro A Hotel programme the status of the room will be set to occupied At
8. online help when configuring the user groups there you will find detail information concerning all settings Home Help Logout Close English Deutsch gt E Configurator Apply User group Roam occupied Applications User Manager HH User E mail accounts Behan Configurator view Costs E Telephony Fhone book E r Telefonie Assistent E Metwar Busy lamp E System Comfort Pro A IVE x Comfort Pro 4 Hotel E Diagnosis ISP application E i _ Courtesy Service off Phone book Comfort Pro A IAB Entries personal lo Comfort Pro amp IAM Edit central E Dial in outgoin Comfort Pro 4 amp Hotel a External International r System Info z Immediate External line seizure External line seizure over a ul operator a User group for hotel guests Room occupied Configuration and Administration Creating Rooms and Assigning Call Numbers Creating Rooms and Assigning Call Numbers Using the Comfort Pro A Hotel application it is possible to manage up to 50 rooms Each of these rooms can have its own room telephone with its own call number You manage the rooms and call numbers of the room phones in a separate assignment table in the Configurator menu Comfort Pro A Hotel Rooms Home Help Logout Close English Deutsch gt Configurator TEM DEER User Manager Telephony Choice All none aok Room Floor Phone No Notes 201 z z201 Double WC Shower
9. the description that applies to all guests for Guests with a Comfort Pro CM 300 handset 1 Press the Receiver key 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 You can enquire at reception for the call number 54 Receiving a Call Guide for Guests Receiving a Call for Guests with a Comfort Pro P 100 300 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 for Guests with a Comfort Pro CM 300 handset 1 To accept the call press the Receiver key 2 loend the call press the Receiver key again for Guests with a Standard Terminal To accept a call pick up the receiver Guests with a standard terminal do not require this section You would like to be Woken You can request reception to activate a wake up call for you At the desired time your room telephone will ring You can also switch on and switch off the wake up call yourself on your telephone for Guests with a Comfort Pro P 100 300 Switching on a Wake up Call 1 Press on the key labelled Wake up service You see the MenuCard Wake up Call 2 Select the menu entry Time hh mm Enter the time for example 0615
10. the reception call number in the Call Distribution Incoming menu Call Distribution Incoming DDI on a system access Configuration and Administration Configuring a Function Key for Room Check In Home Help Logout Close English Deutsch Configurator E Delete User Manager Telephony Phone No ak 12345678 l 900 i Reception s call number Parameter Devices Call forwarding Trunks Operator Settings Call Distribution MSN ona multi terminal access Adding the reception s call number to the incoming call distribution Configuring a Function Key for Room Check In 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 In order to manage an as large as possible number of rooms in this way you should select a Comfort Pro P 500 as terminal and extend it with as many key extensions as required You can programme the functions keys on the reception telephone or in the Configurator in the menu Telephony Devices System phones If you programme the keys on the reception telephone select in the MenuCard the menu entry L First enter the desired room number and then store the settings Configuring a Reception Team Configuration and Administration Configuring a Reception Team If several hotel employees need to be reachable via the reception s call number e g in the office in the restaurant then combine these employe
11. the reception telephone the MenuCard for the room is shown see the following section The Room is Occupied When a room is occupied then the following options are available 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 Comfort Pro A Hotel programme it can not be printed via the reception telephone Before the check out is started you are shown a confirmation query Confirm the query by pressing the OK key The status of the room is set to to clean see also The Room Needs Cleaning starting on page 46 Using this menu item you can check out the guest without having their telephone invoice total shown on the display Before the check out is started you are shown a confirmation query Confirm the query by pressing the OK key The status of the room is set to to clean You are shown the current total of the guest s telephone invoice If desired this information may be given to the guest at any time during their stay 49 Using the Comfort Pro A Hotel Programme The Menu Hotel on the Reception Telephone the device type this is signalled acoustically or optically on the guest s room telephone You can deactivate the signalling of a message using the f f hours and minutes activate the wake up call with the 0 however the en
12. 2 Bea ee ee pe Gre sw oma SS a G eo Keys on a Comfort Pro P 100 49 Guide for Guests for Guests with a Comfort Pro P 300 Keys on a Comfort Pro P 300 50 Comfort Pro ae E Cae Ge Ce Car ee 5 Se ae Ee ee The Keys of your Room Telephone The Keys of your Room Telephone Guide for Guests for Guests with a Comfort Pro CM 300 handset Keys on a Comfort PRO CM 300 handset for Guests with a Standard Terminal This section can be ignored for those guests with a standard terminal which have no special keys 91 Guide for Guests Calling Reception Calling Reception for Guests with a Comfort Pro P 100 300 To call reception press the key labelled Reception for Guests with a Comfort Pro CM 300 handset To call reception press the Info key To end the call press the Receiver key for Guests with a Standard Terminal Pick up the receiver and dial the call number Making External Telephone Calls for Guests with a Comfort Pro P 100 300 1 If you wish to make an outgoing call to someone outside of the hotel then first dial the digit s 2 Subsequently dial the call number for Guests with a Comfort Pro CM 300 handset 1 Do you wish to make an outgoing call to someone outside of the hotel then press the Receiver key 2 First dial the digit s 3 Subsequently dial the call number for Gu
13. A Hotel IVE or Comfort Pro A Hotel light IVE programme package Is then reactivated Note If it is necessary to exchange the Comfort Pro s module board a new activation key must be generated by the Deutsche Telekom Technical Service for the new serial number Licensing the Activation Procedure Configuration and Administration Configuration and Administration The following description assumes that the telephones which are to be used are already connected to the Comfort Pro You will find detail information on connecting terminals in the Mounting and Commissioning user guide This guide is available as a PDF file on the product CD delivered with the Comfort Pro Using the Comfort Pro Web console administration of the hotel application can be done in the Configurator under the menu item Comfort Pro A Hotel During configuration you can access online help for each dialogue There you will obtain a detail description for each dialogue field Log in Via the Web console log in as a user with administrator rights On delivery the default values are m User Administrator m Password none set Loading the Online Help Before beginning with the configuration you should install the most recent version of the online help in the menu System Components You will find them in form of an zip archive on the Comfort Pro product CD Start Programme for the Hotel Application With a specifically for the Comfort Pro de
14. Connection Data Recording for Telephone Invoices The basis for telephone invoices in the Hotel application is the programme Comfort Pro A IVE 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 Based on a predefined profile the information shown on the invoice is qualified the recorded information remains in the system it is simply not completely shown For the Comfort Pro A Hotel programme there is a default profile This profile lists for example the length call units and cost of connections This information is printed on the guest s telephone invoice and they are able to check the validity of this information You can if required define your own Comfort Pro A IVE profile and set this in Comfort Pro A Hotel Settings menu Further details relating to profile creation are available in the online help and the user guide for the Comfort Pro A IVE programme The following figure shows an Comfort Pro A Hotel configuration in which the default profile is set 30 Configuring Telephone Invoices Configuration and Administration Home Help Logout Close English Deutsch A Configurator F aa a _ change Settings for a telephone invoice User Manager Telephony Network System User group Check in Room occupied Phone book Check out Room free elean room Room to c
15. IVE programme to provide access to this information see also Archiving Guest s Connection Data starting on page 34 Charges from the Reception Telephone In the costs for the guest see also The Menu Hotel on the Reception Telephone starting on page 44 you can access the total telephone enu using the menu item 43 Using the Comfort Pro A Hotel Programme The Menu Hotel on the Reception Telephone Creating an Interim Invoice for the Guest If desired you can create an interim invoice for the guest via the Comfort Pro A Hotel programme The procedure is the same as creating an invoice when the guest checks out except for one difference in the dialogue box Room Status Change select the option Connection data This means that the guest remains registered in the system The telephone costs will continue to be calculated from the time of check in Room 202 Status Change Microsoft Internet Explorer T DEOX Check out Connection data amp Check out Connection data Check out Ok Cancel 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 on the Reception Telephone u has been extended to include the menu At the reception telephone the menu Using this menu you can access all the features
16. Room free clean room Room to clean Diagnosis Comfort Pro 4 IAB Comfort Pro IAM Wakeup call Repeat count 2 Repeat pause 120 seconds Rooms Ringing time 45 seconds Comfort Pro Hotel Configuring the authorisation for the room telephone 28 Programming the Wake up Call Configuration and Administration Programming the Wake up Call The guest may request reception to wake him her at a specific time or alternatively be able to programme 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 In the menu Comfort Pro A Hotel Settings you can define the basic settings You can set how often the call is repeated in case the guest does not answer the first time how long the telephone rings and the delay between multiple calls Repeat pause Note If the guest repeatedly does not answer the call then a message is sent to the reception telephone and the guest may if necessary be woken by a member of the staff Home Help Logout Close English Deutsch gt Configurator aE User Manager Telephony Reception phone a00 k Connection data Profile name Hotel NEA Yalue added tax 19 0 System User group PIF Ne SEM Check in Room occupied Phone book Check out Room free Comfort Pro LAB clean room Room to clean Comfort Pro A IAM Wakeup call Comfort Pro 4 Hotel mia eal OI Int Repeat pause 170 seconds Rooms Ri
17. User Manual Home Help Logout English Configurator Ristis User Manager Here you can manage hotel rooms and room phones The floor is important for the graphical view You can enter special properties of the room as a note Telephony Settings Network Here you can manage common settings for the hotel System Invoice header Diagnosis Here you can create a header for the invoices for guests Phone book Comfort Pro 4 IAB Comfort Pro 4 IAM Comfort Pro 4 Hotel Rooms De ae T as 5 Home Help Logout Settings Invoice header Configurator Apply Cancel User Manager System Info Notes Telephon i pan Costs phony Reception phone 30 1 Network i h 3 oe eee Phone book Connection data Profile name Hotel x System Value added tax Diagnosis Telefonie Assistent Comfort Pro A IVE Phone book User group Comfort Pro A Hotel Check in Room occupied J Comfort Pro 4 IAB Check out Room free BS Comfort Pro 4 IAM clean room Room to clean Be Comfort Pro A Hotel Rooms Wakeup call Repeat count 2 ttin Repeat pause 120 seconds Invoice header System Info Ringing time 45 seconds Notes Costs Phone book Telefonie Assistent Comfort Pro A IVE Comfort Pro A Hotel cee ee HOME Contents Comfort Pro A Hotel Configuration and Administration 5 SONAE FENO eieae a EE ETEO EAE OEE 6 COPE or
18. and Administration Data Backup The connection data for all users of the system are stored in the main configuration of the system however only a maximum of 6000 entries can be stored If the maximum is reached then new entries replace existing entries In order to archive for example for the accounts department the guest s connection data do the following m Regularly store the configuration of the Comfort Pro menu System Data Backup m Regularly for example once a month export the connection data and store these in separate files To do the data export use the Comfort Pro A IVE 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 in the Comfort Pro A IVE user guide Printing and Storing the Invoice in PDF Format Each telephone invoice that is generated for a guest should immediately be stored Possible scenario install on the reception PC a PDF printer driver e g Adobe Acrobat Writer or Adobe Acrobat Distiller so that the invoice can be first saved as a PDF tile 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 For this pur
19. ark call Transfer C DECT Phones Substitution C Bundle state f Intercom Pf Mute t Features Charges f Route state fF Phone book C On Hold O i Charges for em Device busy f Notes f Reject s Ph Wo Phone Call e Hot Desking Auto answer settings deflection Virtual Call En block dialing Yoicebou E forwarding er jor hac m Headset voicemail e Headset message Operator Messages Call Voicebox ff Incoming volume Hotel Settings message list microfone 2 z Il Distribut Outgoing a Reception s Call Distribution TEER list Wakeup call C G rite a i ita message s Reception key on CSTA E Lists E mail a o Peny CSTA menu v a system telephone 7 gt gt Fax C574 By s Programming a function key as the reception key Ze Configuring the Room Telephones Printing Label Strips Configuration and Administration For some system telephones e g a Comfort Pro P 300 you can print a label strip in the Configurator Telephony Devices System phones menu The label strip identifies the keys beside the display If you have assigned the reception key to one of these keys print the label strip Home Help Logout Close English Deutsch Configurator User Manager Telephony Ports Devices VoIP Phones FMC Phones DECT Phones Features System phones Hot Desking Virtual Trunks Operator Settings Call Distribution Groups Lists LOR Extended Network System Diagnosis Phon
20. coming DDI menu you can associate the external extension number of the room telephones with the internal call number of reception If the reception telephone is the hotel s operator then enter a star 26 Configuring the Authorisation for Room Telephones Configuration and Administration Home Help Logout Close English Deutsch gt gt Configurator Cancel User Manager Telephony 7 Ph No Time group pogs BRN Inward 1 Devices Trunks ae Operator TEES Settings 12345 Call Distribution 12345 Incoming 12345 z 12345 ill gt 12345 lt 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 Call Distribution Incoming on Multi terminal Access PTMP With a multitterminal access room telephones are normally not directly accessible from external terminals instead external calls are switched via reception If this is not the case and an MSN has been assigned to a room telephone then in the menu Call distribution Incoming PTMP you must associate the MSN with the internal call number of the reception telephone Configuring the Authorisation for Room Telephones A room telephone is accessible by diffe
21. e added to the guest s account To calculate the telephone costs the Comfort Pro A IVE programme package is utilised If it is not present then it will be activated when Comfort Pro A Hotel IVE is installed Reception staff administrate the rooms via the Web console of the Comfort Pro using the Comfort Pro A Hotel package This package is integrated into the 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 Comfort Pro A Hotel programme package is also available in a reduced version Comfort Pro A Hotel light In contrast to the full version the programme Comfort Pro A Hotel as reduced version is not usable via the Web console all functions are only operable via the reception telephone In order to use the Comfort Pro A Hotel programme package it is necessary to obtain a licence with which the package may be activated see also Licensing the Activation Procedure starting on page 8 Demo Versions The Comfort Pro system software includes demo versions usable for 60 days of the Comfort Pro A Hotel IVE programme package These demo versions can be activated in the Configurator under the System Licences menu For further details see the online help for this menu Comfort Pro A Hotel Software Features Software Features With the Comfort Pro A Hotel the features
22. e book Comfort Pro 4 IAB Comfort Pro IAM Comfort Pro Hotel System Info Mates E gt Ill P Device 202 202 Comfort Pro P 300 IP Configuration has changed Please press Apply to activate Select to copy the configuration to another system phone Select to print a label strip Select to change the configuration of the system phone Message ringtone Yolume Melody Audio Yolume Short Message 1 10 Loudspeaker z E mail 1 10 Handset z Fickup i i0 Headset Z Voicebox 1 10 Headset microfone off Ringtone Default Yolume Melody Settings Ext calls 2 1 En block dialing x Int calls 2 11 Charges Charging Info VIP call 2 al Language English Door call z 1 Contrast Suto answer delay amp seconds laa Wh Keyl ype Ph Wo 202 Acoustic Call on Time 0 Call protection off Call 1 Trunk ae SAT waiting protection off Priority 1 FhoWo 900 Acoustic Call on Time 0 Call protection off Call Team Fa waiting protection off E 3 none i 4 Feature Reception il Reception key on 5 none 6 none a system telephone v Printing label strips 23 Configuration and Administration 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 m
23. enu If you activate this option then with minor exceptions all keys of the system terminals of the users assigned this user group are locked Via the menus of the system terminals it is then not possible to configure or modify any system functions such as programming of call forwarding viewing of call lists etc Users can then only use their terminals to make calls m Oncorded system terminals e g a Comfort Pro P 300 all keys are locked with the exception of the number keys and the trunk key call key 1 m On the cordless system terminals a Comfort Pro CM 300 handset all keys are locked with the exception of the number keys and the receiver key The local telephone book as it is not linked to the system telephone book can be used on these terminals even when the option is activated m Onaterminal whose keys are locked a user after entering the terminal PIN can optionally switch the telephone lock on and off again Home Help Logout Close English Deutsch System phones All keys locked Program function keys Menu and ABC key DECT trunc keys Disconnect ISP connection Connection data Send incoming connections iit p Send outgoing connections m die mmh Configurator aid User Manager User fi E mail accounts KK KKK KS lt Blocking the function keys menu key and ABC key for a user group The following configuration steps are only relevant if y
24. es into a team see menu Telephony Groups Team members Each of these employees must have a system telephone e g Comfort Pro P 500 as the team function is only supported by these phones On the system telephones of the team programme the call number of the reception telephone to either a trunk key or a team key see menu Telephony Groups Team keys Home Help Logout Close English Deutsch A A Configurator 4 Team O01 User Manager 4 Telephony key Upn Of2 Upn Ofifi Reception Restaurant Forts Trunk Trunk Devices __ 1 900 210 Trunks Team Operator a a00 Settings a Call Distribution A Groups a 6 Team Members E 7 Reception s call number ta E n a os 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 Configuration and Administration Configurator User Manager Telephony Ports Devices VoIP Phones FMC Phones DECT Phones Features Hot Desking Virtual Apply Message ringtone Yolume Melody Short Message E mail Pickup Woicebox Ringtone Default Ext calls Int calls WIP call Door call Setting the ring tone for the team key Please observe the following when configu
25. ests with a Standard Terminal 1 Ifyou wish to make an outgoing call to someone outside of the hotel then first dial the digit s 2 Subsequently dial the call number Background Information to Predial Code The entry of predial code is only necessary if the system administrator has configured this menu Telephony Trunks Route of the Configurator On delivery the Comfort Pro has a preconfigured code of 0 for an external line The code can be multiple digits long 52 Blocked Call Numbers Guide for Guests Blocked Call Numbers Call numbers which begin with the following digits can not be dialled Background Information to Blocked Call Numbers The system administrator can block the dialling of specific call numbers Additionally they can also filter specific call numbers so that they are not put through by the system see also Installing Black Lists and Call Filters for Hotel Guests starting on page 26 Telephone Charges for all Guests The basic charge for an external telephone call is EUR One call unit costs EUR For an interim invoice of your telephone charges please contact reception Background Information to Telephone Charges The details of call charges are configured by the system administrator see also Configuring Telephone Invoices starting on page 31 You wish to Call Another Hotel Guest for Guests with a Comfort Pro P 100 300 Pick up the receiver and dial the ca
26. gt s No wake up call has been configured for this guest B For the guest there is a waiting message For the guest there is no waiting message When you click on an icon a new dialogue box is opened When working with the Comfort Pro A Hotel programme each window has an online help The online help describes in detail all possible input for each dialogue box 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 Status Change Check in you enter the details of the guest and complete the registration by clicking OK 38 Registering a Guest Check In Using the Comfort Pro A Hotel Programme Check in Name First name Language Check out Notes Cancel x Dialogue box 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 Comfort Pro A Hotel programme Note You can also register a guest via the reception telephone see also The Menu Hotel on the Reception Telephone starting on page 44 3 Comfort Pro A Hotel Microsoft Internet Explorer Eel Home ME 0 cout Exit Comfort Pro Comfort Pro Hotel Z
27. hotel staff to create specific operational guides for their guests Further Resources Along with the information presented in this guide you will also find context specific information in the Comfort Pro online help You will find information on connecting terminals in the guide Mounting and Commissioning This guide is available as a PDF file on the product CD delivered with the Comfort Pro Information relating to the programming and usage of the system terminals is available in the corresponding user guides These user guides are also available as PDF file on the product CD delivered with the Comfort Pro Comfort Pro A Hotel Licensing the Activation Procedure Licensing the Activation Procedure You need an activation key to be able to configure and use the Comfort Pro A Hotel IVE or Comfort Pro A Hotel light IVE programme package in your Comfort Pro The licence confirmation you received with the programme package contains detailed information To activate the Programme Package 1 Inthe Configurator s System Licences menu enter the activation key for the Comfort Pro A Hotel IVE or Comfort Pro A Hotel light IVE programme package This activates the package 2 Then save the Comfort Pro configuration The activation key is then also saved in the configuration file In the event of servicing after resetting the system s hardware for example you can reimport this configuration file and the Comfort Pro
28. ings 20Users Hotel Hotel Logo gif WIDTH 100 HEIGHT 100 4LT The Green Post O lt TR lt TABLE gt lt Poecl Gap 22 P gt LLL Ww gt Lill lt Example of an invoice header entered as HTML 33 Configuration and Administration Archiving Guest s Connection Data The following is the resulting invoice header E Comfort Pro Hotel Microsoft Internet Explorer The Green Post Office Hotel 4 Smith Street Underworth 4321 Tel 1 123 456 0 Fax 1 123 456 99 Name Dr Miller James Duration of stay 07 05 2009 bis 08 05 2009 Fage 1 Duration Amount Units Date No entry present 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 Comfort Pro A Hotel programme However their connection data remains stored in the system The connection data may be accessed via the Comfort Pro A IVE programme In this programme the connection data is not stored under the guest s firstname or surname rather it is Stored under the user name of the room telephone which the guest used during their stay The user name is the room number To recreate a telephone invoice using Comfort Pro A IVE you must have the following information m Which room did the guest occupy m When exactly did the guest arrive check in and when did they leave check out 34 Archiving Guest s Connection Data Configuration
29. inistrator can configure basic features of the wake up call service The individual wake up calls that is the time when the guest will be woken are set by the reception staff Additionally the guest may deactivate or activate the wake up call themselves using their room telephone For each guest a separate telephone Invoice can be prepared The current costs can be viewed at any time Scope of Delivery Comfort Pro A Hotel scope of Delivery The scope of delivery of the Comfort Pro Hotel IVE or Comfort Pro Hotel light IVE programme packages includes m the licence confirmation for the programme package m the Comfort Pro A Hotel and Comfort Pro A IVE user guides in the form of PDF files and the current version of the Online Help This documentation is also included on the product CD of the Comfort Pro About this Guide This user guide encompasses information for all users of the Hotel application and this guide Is split accordingly m he system administrator is provided with all information relating to commissioning and maintenance in Configuration and Administration starting on page 9 m For the hotel staff in particular the reception staff the chapter Using the Comfort Pro A Hotel Programme starting on page 36 is of most interest m Finally the guests who require guides on using their room telephones The chapter Guide for Guests starting on page 48 contains text passages allowing
30. 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 Comfort Pro A Hotel programme via the Web console see also Creating User Groups starting on page 10 Ys Configuring the Rec Configurator Pas User Manager User groups E mail accounts Fax boxes Telephony Network System Diagnosis Phone book Comfort Pro 4 IAB Comfort Pro A IAM Comfort Pro A Hotel System Info till E Is tion Telephone New Import Name 201 Hotel 202 Hotel 203 Hotel Smith 301 Hotel 302 Hotel First name Schmidt Angelika Patricia Dr Miller James User with the reception s call number Administrator HSmith P a Guest Henry 4 Configuration and Administration Home Help Logout Close English Deutsch Delete Department SIA 6B CDEFGHIIKLMNOPQORS TU WK Y 2 Choice All none User group Ph No Room gt 01 occupied Room free 202 Room 203 occupied Room 301 occupied Room to clean 302 11 Administrators 10 fod Guests Reception 900 Ww The reception user who receives the calls from guests So that external callers can reach reception assign the reception call number to one of your external call numbers either an MSN on multi terminal access or an extension number on a system access To do this enter
31. l Settings Home Help Logout Close English Deutsch A A Configurator maj cancel 1 oe Reception s call number User Manager Telephony Reception phone goo Network Connection data Profile name Hotel System walue added tax 119 Jo So Diagnosis U Phone book ael ARAR E Check in Room occupied k Comfort Pro 4 14B Check out Room free sd Comfort Pro 4 14M clean room Room to clean Comfort Pro 4 Hotel Rooms Wakeup call Repeat count 2 Invoice header Repeat pause 120 seconds E a Ringing time 45 seconds lt il w 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 This telephone s main menu will be extended with the menu item Much of the functionality of the hotel application may be directly accessed using the reception telephone e g check in and check out of guests see also The Menu Hotel on the Reception Telephone starting on page 44 You can programme a function key of the reception telephone to be App menu in menu Telephony Devices System phones figu rntin i ann A AN Nj nic E tin Ma ration and Administration f l Configurin j th je J reception Telephon Home Help Logout Close English Deutsch Configurator User Manager Telephony Ports Devices VoIP Phone
32. lean Diagnosis Comfort Pro 4 IAB Comfort Pro IAM Wakeup call Repeat count Z Repeat pause 120 seconds Rooms Ringing time 45 seconds Comfort Pro Hotel Telephone invoice configuration Connection data and value added tax Configuring Telephone Invoices For the settlement of teleohone costs there are a number of settings in the Configurator s menus that need to be made Value Added Tax In the Comfort Pro A Hotel Settings menu you need to set the value added tax this can be set to an accuracy of one decimal place The telephone invoice for the guest then includes along with the connection data the total cost plus value added tax 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 Activating Connection Data Recording for Guests In the User Manager User groups menu the recording of connection data for the user group of hotel guests must be activated Only then will connection data and costs be collected for calls made by guests 3 Home Help Logout Close English Deutsch gt Configurator User Manager User E mail accounts Fax boxes 4 Connection data Send incoming connections E B Send outgoing co
33. like to be woken at a specific time then you can activate the wake up call service for the guest At the desired time the system will call the guest s room telephone The room telephone will ring for a time and the call is repeated until the guest picks up the phone The guest then hears waiting music Music on Hold that the system administrator has potentially uploaded into the system The settings for the wake up call length of call and how often the call is repeated are configured in Comfort Pro A 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 In the dialogue box enter the required time and confirm with OK The red clock shows that the function has been activated You can also set the wake up call for a guest via the reception telephone see also The Menu Hotel on the Reception Telephone starting on page 44 Additionally the guest can activate a wake up call themselves see also You would like to be Woken starting on page 55 in the guide for the guest In the room overview of the Comfort Pro A Hotel programme the currently activate setting for each guest is shown regardless of the method used to activate the wake up call AI Using the Comfort Pro A Hotel Programme When a Guest has Received a Message If the Guest does not pick up the Wake up Call During the configuration the system admi
34. ll number of the other guest s room telephone You can enquire at reception for the call number 53 Guide for Guests 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 2 Use the Arrow Keys to navigate the telephone book entries until you locate the desired surname You can short cut the search by entering the initial letters of the surname Press the digit key with the corresponding letter e g 1 for the letters A B and C and or use the arrow keys to continue navigating until you locate the desired entry 3 Press the OK key The call number of the desired guest will now be dialled Background Information to Dialling from the Telephone Book For the duration of their stay guests are entered into the central telephone book with their first name and surname The system administrator can programme a function key with the telephone book for guests with a Comfort Pro P 100 300 see also Programming a Function Key for Telephone Book Dialling starting on page 25 In this way guests can easily call each other e g tour groups The system administrator can also block dialling from the telephone book for guests If this is the configuration then for guests with a Comfort Pro P 100 300 use
35. nging time 45 seconds lt r i Default settings for a 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 Alternatively you can configure the ringer tone for a VIP call directly via the system telephone using the MenuCard 29 Configuration and Administration Configuring Connection Data Recording for Telephone Invoices Setting the Music on hold You can upload the hold music This is the music that the guest hears when they pick up the wake up call You can upload the file in the Configurator menu System Components Please consult the online help for which file formats may be used Configuring a Function Key for the Wake up Call on the Room Telephone On all room telephones of the tyoe Comfort Pro 100 300 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 The entry of the wake up time Is done in the respective display language of the terminal You programme the key in the Configurator in the Telephony Devices System phones menu There select the option Wakeup call This function key can only be programmed in the Configurator it is not possible to do this on the system telephone directly Configuring
36. nistrator 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 The Info key will flash on the reception telephone and a message with the guest s name will be shown on the display When a Guest has Received a Message When a message is available for the guest then you can signal this on the guest s room telephone Prerequisite for this is that the room telephone supports this function also called Message Waiting Indication This is the case for system terminals Other terminals e g analogue telephones and ISDN telephones can also signal the availability of messages either acoustically or via the display or a key Consult your system administrator if you have questions concerning the functionality of the room telephone For guests with a Comfort Pro P 100 300 the system administrator must have configured a reception key see also Programming the Reception Key starting on page 22 The LED of this key flashes if you have notified the guest The guest calls reception back by pressing the key Guests with a Comfort Pro CM 300 handset are notified by a flashing Info key on the terminal The guest calls reception back by pressing the Info key To activate the notification in the room overview click on the grey icon Message In the dialogue box that opens click on OK The flashing Message icon indicates that
37. nnections a Recording incoming connection Recording outgoing connection Number of suppressed digits Incoming basic amount 0 5000 Outgoing basic amount 0 5000 Cost factor 100 Yo Network a 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 The Outgoing basic amount for each outgoing call that the guest makes This amount is added to the total cost of an outgoing call m_ fthe room telephone can receive external calls then the Incoming basic amount is added to the telephone costs for each incoming call accepted The Cost factor is a multiplying factor with which the total telephone costs of the guest are multiplied Example the value 200 would double the total number call units thus doubling the total cost of the call Home Help Logout Close English Deutsch gt Configurator User Manager User E mail accounts Fax boxes x Connection data Send incoming connections E a Send outgoing connections E Recording incoming connections Iw Recording outgoing connections v Number of suppressed digits 0 Incoming basic amount 0 5000 Outgoing basic amount 0 5000 Cost factor 100 Yo Network Ai Settings for the telephone invoices of hotel gues
38. ntly after having spoken with reception the key will no longer flash for Guests with a Comfort Pro CM 300 handset When a message is available for you at reception then you will be informed of this via your room telephone On the telephone the Info key will flash Press the key to call reception Subsequently after having spoken with reception the key will no longer flash for Guests with a Standard Terminal When a message is available for you at reception you will be connected to reception automatically when you next pick up the receiver of your room telephone Background Information to Message Signalling on Standard Terminals The signalling of messages on standard devices is varyingly realised The user guide of the respective manufacturer contains information whether and how this function is supported Supplement the short user guide for the guest with this data ot Appendix Appendix Technical Data Number of Rooms Digits per Room Number Note Field per Room Guest s Check In Information Room Text with Attributes Extra Information for Check In Name in System Telephone Book Number of Display Languages Time Format Check In Check Out Telephone Invoice Room Status Display Languages for Room Telephone System Telephone Message Waiting Indication MWI on Room Telephone Wake up Call Service Wake up Time Wake up Status Confirmation Repeat Wake up not Confirmed Short message
39. o I4B Comfort Pro IAM Comfort Pro 4 Hotel Adding anew room Configuration and Administration Configuring the Reception Telephone Configuring the Reception Telephone You should use a Comfort Pro P 500as 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 A Comfort Pro P 300 may also be used Even though it has fewer programmable keys this device still offers ease of use and all the functionality required by a reception telephone Other types of telephones e g ISDN telephones are due to technical reasons not suitable for use as a reception telephone You will find more information on the system telephone s features in the corresponding user guide Having connected the reception telephone to an Ubn port configure the terminal in the System Ports Upn The following is an example of configuring a Comfort Pro P 500 with a key extension Home Help Logout Close English Deutsch Configurator iii Cancel User Manager Telephony Device ihis Type Comfort Fro P 500 ka Extensions 3 Comfort Pro P 500 TM Description Reception Phone No Ent Slots x 4 i we Configuring the Upn port for the reception telephone Configuring the Reception Telephone Configuration and Administration Configure the reception call number in the Configurator menu Comfort Pro A Hote
40. of the Comfort Pro are extended by the following All hotel rooms are displayed in a room overview and can be directly managed by the reception staff from the room overview The overview displays the status of each room Check out Check in and to clean This feature is only available with the full version of the programme package 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 Comfort Pro P 500 or Comfort Pro P300 may be used as the reception telephone For each room a function key can be configured on the reception telephone Reception staff can modify the room occupancy using this key Each hotel room may have a telephone These room telephones may be of any type corded or cordless terminals from the Comfort Pro product family DECT GAP CAP telephones ISDN telephones or analogue telephones The system administrator can limit the functionality of a guest s room telephone To do this the familiar Comfort Pro use of user group authorisation is utilised i e for hotel guests a new user group with specific authorisation is introduced Modifications to existing user configurations are not necessary Reception can inform guests when messages have arrived for them Message Waiting Indication function The system adm
41. ons For an overview of which interface cards are necessary please consult the Mounting and Commissioning guide Overview of the Connected Room Telephones In the menu System Info Telephony Phone numbers you will obtain information concerning which telephone is available in which room On this status page you will see all terminals sorted either by call number or user name connected to the system The terminal type is also displayed This list is useful among other things for the creation of the user guides for the guests see also Guide for Guests starting on page 48 21 figu onfiguring the Room Telephones YAN YAtin A ANA A nm mictr tin n Con ration and Administration Programming the Reception Key Each Comfort Pro P 100 300 can have a function key programmed with which the guest can contact reception The key will also notify the guest if there is a message waiting for them at the reception flashing LED Message Waiting Indication function The reception key can only be programmed via the Configurator menu Telephony Devices System phones this is not possible directly on the system terminal Home Help Logout Close English Deutsch gt Configurator E meni aay User Manager Telephony Type Feature Farts none z Devices Eeee i Dial in Messages Connections Connections VoIP Phones Missed calls Dates Take f Toggling C FMZ Phones Accepted calls Presence Unp
42. ort Pro 4 Hotel lt a a E Diagnosis ISP application 7 user group Rezeption lt ul gt Courtesy Service off User group Reception The user group Reception must have the authorisation Comfort Pro A Hotel activated Only users with this authorisation may access and use the Comfort Pro A Hotel Web console The user group can is not required also be assigned Comfort Pro A Hotel rights Connection data recording is required for connection summaries and telephone invoices however the telephone invoices for guests are normally generated directly via the Comfort Pro A Hotel programme 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 Creating User Groups Configuration and Administration It is useful to extend the user group for checked in hotel guests from the pre defined group Guest as this group only has minimal authorisation assigned However the option Dial out External should be set to International thus not limiting guests in telephoning externally Further settings that are relevant for this user group are found under the sections System phones and Connection data These settings are described in Configuring Telephone Invoices starting on page 31 and Locking Telephone Book Dialling for Guests starting on page 25 Note Please consult the
43. ou do not wish to lock all keys on the system terminal of the guest You should then make the following settings for the user group of the hotel guests Note These settings only apply for corded system terminals e g a Comfort Pro P 300 not cordless system terminals a Comfort Pro CM 300 handset Depending on the terminals you provide guests with the system may not be protected from guests configuring the system 24 Configuring the Room Telephones Configuration and Administration 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 38 Hotel staff may then also call guests via the central telephone book Guests with a Comfort Pro P 100 300 500 can also access the central teleohone book unless you deactivate this functionality To do this deactivate in the menu User Manager User groups the option Menu and ABC key This has the side effect that guests can not directly modify the language of their display However if the guest wishes this can be done by reception staff by changing the language setting of the terminal either via Comfor
44. out in the room overview The dialogue box Room Status Change Check out will then open S Room 702 Status Change Microsoft Internet Explorer TBK Check out Connection data amp Check out Connection data Check out Ok Cancel Dialogue box Check out lf the guest used their room telephone then generate their invoice see also Creating a Telephone Invoice for the Guest starting on page 43 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 is displayed Inform the cleaning staff that the room needs cleaning 40 Room Cleaning Using the Comfort Pro A Hotel Programme Note You can also unregister a guest using the reception telephone see also The Menu Hotel on the Reception Telephone starting on page 44 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 Alternatively you can modify the status of the room via the reception telephone see also The Menu Hotel on the Reception Telephone starting on page 44 or the cleaning staff can do this themselves using the room telephone see also Modifying Room Status using the Code Number Procedure starting on page 47 Activating a Wake up Call for a Guest gt 9 If the guest would
45. pose you should among other things remove at least partly the call number with whom the guest was connected To do this in the configuration of the user group Guest Checked in use the option Number of suppressed digits The setting defines how many digits of the external call number are not stored and therefore not available for further analysis For example the value 3 causes the last three digits of an external call number to be removed that is instead of storing 4711555 4711 is stored This setting affects all external call numbers with which the guest was connected dialled outgoing call numbers and call numbers of received calls This setting is also enforced when printing the guest s telephone invoice 35 Using the Comfort Pro A Hotel Programme Starting and Ending the Programme Using the Comfort Pro A Hotel Programme The following usage information is designed for hotel staff The Comfort Pro A Hotel programme is used via the Web console of the Comfort Pro The system administrator must allocate users those who are to undertake reception duties the corresponding authorisation The programme may be used simultaneously by multiple employees Users At all times the Comfort Pro A Hotel programme provides you with an overview of the occupancy of the hotel and the essential information relating to guests Additionally much of the functionality of the Comfort Pro A Hotel programme ma
46. r or you yourself can log in and immediately continue working with the programme Closing the Programme To close the programme click on the command Exit Room Overview After opening the application you are shown a room overview Here you will at a glance see which rooms are occupied which are empty and which are being cleaned For the room overview there are two possible representations The List View sorts the rooms according to room numbers EE The Matrix View sorts the rooms according to floors You may toggle between the two views at any time by using the icons located above the overview A Comfort Pro A Hotel Microsoft Internet Explorer AFERE Logout Exit Z Mon 07 05 09 Sat 12 05 09 Double Wo Shower mith Patricia GB SE Mon 07 05 09 Tue 08 05 09 r Miller James GB Mon 07 05 09 Wed 09 05 09 Single WZ Shower Toggle view Room overview in the Comfort Pro A Hotel programme List View 37 Using the Comfort Pro A Hotel Programme 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 Room needs to be cleaned A wake up call has been activated the guest will be woken at the requested time Room is occupied check out is possible
47. re a reception team 20 The menu 2 4 ll k 4 AANA i H m aAA H mm m lil Configuring a Reception Team Home Help Logout Close English Deutsch Audio Yolume Loudspeaker 2 Handset 2 Headset E Headset mE microfone Settings En block daliad E Charges Charging Info ka Language English ka Contrast i4 Auto answer diel ep E secands is only shown on the telephone on which the call number of the reception telephone was programmed to be on trunk key 1 On other trunk keys or team keys the menu is not displayed It is sensible to assign the user group Reception to each team member thus allowing them to use the Comfort Pro A Hotel programme Configuring the Room Telephones Configuration and Administration Configuring the Room Telephones For room telephones you may use various terminals m Comfort Pro P 100 300 corded system terminal m Comfort Pro CM 300 handset cordless DECT system terminal m Terminals from other manufacturers analogue telephones ISDN telephones or cordless DECT GAP CAP telephones System terminals provide the guest with improved ease of use Further there are required settings that can be made partly using the Configurator and partly on the terminals directly Note Cordless system terminals may only be used if the Comfort Pro has the necessary interface cards that support DECT applicati
48. rent 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 g tradesmen 2 Configuration and Administration Configuring the Authorisation for Room Telephones Of course it is not desirable that calls be made from the room telephone for which nobody can be charged Using authorisation levels for the room telephone you can control the extent to which the telephone can be used For this purpose you can associate each room status with a user group whose authorisation have been defined accordingly m 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 m Check out The guest has checked out and the room is unoccupied m cleanroom The guest has evacuated the room and it needs to be cleaned For the room states Check out and clean room you should create user groups that are equivalent to the default user group Guests The user group Guests is provided you have not modified it for example only allowed to dial internal call numbers Home Help Logout Close English Deutsch Configurator TERR User Manager eea Pee stennane Authorisation levels Connection data Profile name for room telephone Value added tax System usage Network User group Check in Room occupied Phone book Check out
49. s FMC Phones DECT Phones Features Hot Desking Virtual Trunks Operator Settings Call Distribution Groups Lists LOR Extended Network System wt gt lt Apply Type Dial in Missed calls Accepted calls Substitution Charges Charges for Pho Suto answer Call forwarding Call forwarding Call forwarding MSAN Call forwarding door call Follow Me Messages Incoming message list Outgoing message list Write a message E mail Fax el 2 pejt ol te pela oie Res Cancel Feature none Messages Dates Presence Bundle state Route state Device busy Phone settings En block dialing Headset Headset Volume microfone Protection Call protection Call waiting protection Phone lock Instant connection e fe pelt e fe 7 gt z Connections Pickup Pickup selective Take Unpark call Announcement Intercom Door opener Phone book Motes Suppress number Transmit number LZR off Booking Number Callback WIF call Hotel key assigned to the reception telephone oe ie Bel je fe fe e tes Connections Toggling Transfer Conference Mute On Hald Intercept Reject Zall deflection Fark call ISF Connection Yoicebox voicemail message Call Voicebox Hotel Hotel Room CSTA OSTA menu CSTA key JR RES OCR ORB ORR ORR OG I o gt 4 Programming a function
50. sent to Reception 58 Technical Data Full version 50 Hotel light version 20 5 Yes 40 Characters 40 Characters Yes Yes 11 DDD dd mm yy DDD dd mm yyyy hh mm ss occupied to clean free 11 Yes on system terminal and terminals of other manufacturers provide these support MWI Yes Yes Yes Yes Technical Data Telephone Invoices Suppressing Call Numbers Number of Digits Data Import Export Appendix Yes Comfort Pro A IVE 0 99 Comfort Pro A IVE 59 Notes Technical Data Notes 60 CE User Manual for Comfort Pro A Hotel As of 01 06 2009 Publisher Deutsche Telekom AG Markt und Qualit tsmanagement MQM 4 Endger te Postfach 20 00 53105 Bonn If you have further questions phone us under freecall 0800 33 01300 Please visit us in the Telekom Shop or on the Internet at www t home de ee ee u HOME
51. signed Web browser you can make the daily usage of the hotel application for reception staff easier After each restart of the workplace computer this browser can automatically start and perform the log in procedure In this way is the hotel application is always available for operation as symbol in the info area of the taskbar For this the start programme must be installed on the corresponding workplace computers The programme is available on the product CD of the Comfort Pro You will find further information in the user guide Mounting and Commissioning in the chapter PC Software Configuration Configuration and Administration Creating User Groups Creating User Groups The Comfort Pro A Hotel extends the features of the Comfort Pro potentially it might be the case that it is introduced into an existing system For a clearer administration of the hotel application is it sensible for the user circle Hotel staff Reception and Hotel guests Room checked in to create new user groups in the Configurator menu item User Manager User groups Home Help Logout Close English Deutsch gt Configurator New Delete User group Reception sd Change Copy User Manager ns All User E mail accounts Applications Configurator Expert Fax boxes Costs zaeni Phone book Ww p si Telefonie Assistent y Network Busy lamp System Comfort Pro 4 IVE ag Authorisations for the Comf
52. t Pro A Hotel or via the reception telephone 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 programme 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 g call numbers of suppliers and the like Configuring Message Indication for Standard Terminals A number of analogue telephones support the Message Waiting Indication feature that is the notification of messages on the telephone MWI is used as part of the programme package Comfort Pro A Hotel to indicate on the room telephones that a message is wait at Reception When configuring an analogue telephone in the Telephony Ports a b menu with the setting MWI you can define the procedure which is supported by the connected terminals The FSK procedure for example is often used in Germany and Belgium Please review the user guide of the manufacturer to find out which mode is supported The Comfort Pro also supports the MWI feature on ISDN telephones This procedure for signalling messages requires standardised ISDN telephones to be used Please refer to the manufacturer s guide for details 25 Configuration and Administration Installing Black Lists and Call Filters for Hotel Guests Installing Black Lists and Call Filters for Hotel Guests
53. tcats rate oats teccmnaeeate wa inera a staat A AA we 4 Activating a Wake up Call for a Guest 0 0 0 0 ccc ccc aaa 41 When a Guest has Received a Message cece cece ete eee e eee e enna e eens 42 Creating a Telephone Invoice for the Quest 6 cece eee teens 43 The Menu Hotel on the Reception Telephone ccc cece eee eee ees AA Modifying the Occupation Status of the Room via the Function Key 08 4T Modifying Room Status using the Code Number Procedure 0 cece eee 4f 48 The Keys of your Room Telephone 0 ccc cece eee aeaea AQ Calina RECCOUON perre Tere A ANAE aan fore e eee a eure eens 52 Making External Telephone Calls naunan 52 Blocked C allNuUMmG S senripare EEANN 53 Telephone Charges rishiani aea aN musts E AE AEE EET AN ENE ETE AT 53 You wish to Call Another Hotel Guest 0 0 0 uaaa 53 FRE GE Ue e alaena soa en A E A E A N a 55 WOLD WOUIG IKE t DE WVOKCNinw Axo ee a a A eeu asian rey eres g9 You have a Waiting Message at RECEption cece cece eee etree OF Technical Data wash cates ide aaa a cose dns cot co ats ce paren ars Bh esas casevnse ne ta ind cette ase 58 Comfort Pro A Hotel Comfort Pro A Hotel The programme package Comfort Pro A Hotel has been specially developed for hoteliers Using this programme package hotels can incorporate their guests into the Comfort Pro system Every guest can then use the system through their room telephone At departure the costs ar
54. tered time remains stored The Room Needs Cleaning After a you have checked out a guest the menu item s invoked Immediately the room overview of the Comfort Pro A Hotel programme shows the room cleaning icon If you now press the OK key then after a confirmation query the room status changes to empty However since the room still needs cleaning leave the menu using the Escape ESC key and confirm with the Once the room has been cleaned return to the menu item OK key Now the room can again be occupied 46 Modifying the Occupation Status of the Room via the Function Key Using the Comfort Pro A Hotel 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 The LED of the key displays the current occupation status LED lit up The room is occupied LED off The room is free LED flashes The room needs to be cleaned Press this key to open the key menu m Viathe menu point you can Call the guest Press the OK key or pick up the receiver m Further menu entries vary according to the current occupation status of the room You can carry out the _menu of the reception telephone same functions as would be possible via the A see also The Menu Hotel on the Reception Telephone starting on page 44
55. the guests room telephone is indicating that a message Is waiting 42 Creating a Telephone Invoice for the Guest Using the Comfort Pro A Hotel Programme Creating a Telephone Invoice for the Guest When the guest checks out you can print a telephone invoice showing the guest s telephone costs The invoice is a final settlement and after check out it can not be regenerated by the Comfort Pro A Hotel programme In the room overview click on the icon Check out The dialogue box Room Status Change Check out check the option Connection data amp Check out Confirm the selection with OK The invoice will be shown in a new window and a print dialogue box will be opened Select the printer on which to print the invoice and Start printing Tip For the invoice print out we recommend that you install a PDF printer driver e g Adobe Acrobat Writer or Adobe Acrobat Distiller For the guest print the PDF file and subsequently store the file In this way you will be easily able to access the information at a later stage Close the invoice dialogue box In the dialogue box Room Status Change click the OK command Now the guest is checked out The status of the room will be set to to clean 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 Comfort Pro A
56. ts 32 Designing an Invoice Header Configuration and Administration Designing an Invoice Header In the menu Comfort Pro A Hotel you can specify an invoice header for the printed telephone invoices You may enter the header as text however you can also use a logo This requires that you enter the header description in HTML The graphic elements you use in the header must be stored on the PC from where the invoice is printed Configurator User Manager Telephony Network System Diagnosis Phone book Comfort Pro A IAB Comfort Pro A IAM Comfort Pro Hotel Rooms Settings Invoice header System Info Motes nct gt Ul lt Home Help Logout Close English Deutsch The image files must be stored on the PC from which the invoice is printed Spaces in the file or directory name must be replaced by 2520 gt 20 lt TABLE WIDTH 100 BORDER 1 RULES NONE CELLPADDING 0 CELLSPACING 0 BGCOLOR d8ded8 gt TR gt lt TD ALIGN LEFT gt lt IMG SR O filen C Documents z2 0and sz20Settings Al 20Users Hotel Hotel Logo gif WIDTH 100 HEIGHT 100 ALT The Green Post O lt TD gt TD 4LIGN CENTER B gt FONT COLOR 008000 SIZE 5 FACE 4ria Green Post Office Hotel lt FONT lt B gt lt BR 4 Smith Street lt BR gt Underworth 4321 lt BR Tel 1 123 456 0 Fax 1 123 456 99 lt TD gt lt TD 4LIGN RIGHT S lt IMG SRC file 4 C Documents 20and 20 Sett
57. y be directly accessed via the reception telephone see also The Menu Hotel on the Reception Telephone starting on page 44 This is ideal for situations were you need to manage the rooms but have no access to a hotel PC If your hotel is using the reduced version of the programme package then all functions are only operable via the reception telephone In which case only the information in The Menu Hotel on the Reception Telephone starting on page 44 and Modifying the Occupation Status of the Room via the Function Key starting on page 47 are important for you Starting and Ending the Programme Starting the Programme 1 Log in on to the Web console of the Comfort Pro using your user name and password 2 On the home page click on the programme symbol Comfort Pro A Hotel The programme opens in a new window and you see a room overview This room overview is the starting point for all functionality Note The system administrator can also configure a special invocation of the Comfort Pro A Hotel programme In this case the programme is started automatically after you have started your workplace computer If you have questions consult your system administrator 36 Room Overview Using the Comfort Pro A Hotel Programme Logging out of the Programme If you wish to log out of the programme e g to have lunch click on the Log out command The programme window remains open and either another staff membe
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