A hotel PMS integrated with swichboard

Domotel's PMS allows seamless integration with the PBX (Private Brand Exchange) which is is any telephone connected directly to the public telephone network to manage internal, incoming or outgoing calls. In addition, other utilities could be made by phone. The change of room status or the automatic wake-up call are examples of this.

Firstly, call services can be configured in different ways. From the control panel, you have access to a map of the hotel where you can check which rooms are occupied. If you double-click on the rooms, a window will open. There you see a grey menu with two tabs. Passing over "Settings" you can:

1. Enable the telephone extension

2. Disable the telephone extension

3. Enable / disable the telephone extension


Integration with the swichboard can be configured to fit the client or their business model. We adapt our product  to your needs. Here are some situations where our system would be useful:

A. When the customer leaves the room, external calls are automatically disabled.

B. External calls can always be disabled and activated only if the client asks for it.

C. Cleaning service employees can change the room status from "clean" to "free" or other status after finishing their work.

Another interesting point is the wake up call service. According to a PricewaterhouseCoopers report, this is one of the most valued services for business travelers. However, according to the report, only 18% of customers are confident that this service will be effective. With Domotel, the wake up call service is automatic and it will be repeated three times. If the guest has not answered, an alarm will alert the front desk staff about possible problems. We can see how enable this service in the picture.


Once the room is occupied, you can check in the window lists all the enabled services (default and contrated by the guest). In the bottom of the window, we can see the tab "Set Alarm". If we click there, there are a clock and a calendar where we can enter the time at which the client has requested to be awakened.

 

Check the hotel room status in real time

You will make the most of Domotel's management software if the hotel staff interacts with it. That is because it is an organic system in which you can check the room status in real time. The control panel shows us the actual layout of the hotel. Thus, the use of this system is easy and intuitive. For these reasons, you can use Domotel to improve coordination among hotel staff and director supervision.

You see all the rooms with their status from the control panel. When you click the room, a window like this will appear.


The window show us:

1. The type of the room: Suite, basic room or other room types that the hotel has.

2. Room status

3. The amount of time that the room has remainde in this state.

There are two tabs in this window. The first one is the manual control and it is used to control building automation elements like air conditioning, sauna, whirlpool ... When you click on this tab, all these elements will appear with a green button (on), red button (off) or without button (auto)

The second tab displays the options of occupation. In this section, we can change the room status manually, although many status changes are automatic. Each hotel can set their states and changes to be automatic or manual. Even if we can add states at your request, here is a list with the most common status:

1. Free

2. Occupied

3. Pending Cleaning: This status can be configured to display automatically when the guest leaves. It also allows the staff to figure out when they can come in a room to clean it.

4. Cleaning: It appears when the cleaning service is working in the room. When the employee finishes his work, he can change the room status through the telephone or TV.

5. Air conditioned: This status is interesting because it allows energy saving. Traditionally, the air conditioning could just be switched on, if the hotel card-key was in the card holder. This concept change with Domotel. Now it is possible to conditioning the rooms before the client arrives. You can also choose the rooms to heat with energy saving criteria. We would study where the air conditioning condensers are, in order to figure out what rooms should be air-conditioned together.

6. Revision

7. Out of order: The room comes into this state when the hotel staff detects that something is damaged. When you click on a room in this state, a window to edit comments appears. This is useful to identify what is going on exactly and decide the measures to be taken. At the end of the day, you can generate a report to identify all existing incidences.

8. Reserved.

 

   

Different user configuration with Domotel's hotel PMS software

 

Domotel enables each hotel employee to have a preset profile. This way, each user has access to the part of the PMS software related to his or her tasks. It`s not a good idea to have cafeteria staff, who asccess the POS and stockroom modules, connected to accounting or check-in and check-out modules, since those areas are responsability of other staff members, such as front-desk and back-office employees. Nevertheless, every user profile is completely configurable and any user can be grantedaccess to any functionality with Domotel's hotel PMS software.

Each user logs in with his or her own user and password. The system identifies each user and enables him to access to modules he has previously been granted access to. Those user privileges are set following hotel management criteria, which usually has the administrator role in the application. This is how the login screen looks like, and it can be entered manually by typing in the info or by using employee RFID cards, so the system can grant access:

 

The interface to configure user privileges is accessible from the "Configuration" tab in the main screen submenu:

 

 

Once we click the configuration tab, a drop-down menu opens with several PMS software configuration options. Since we are now describing how to access and edit user profiles, we go to "Edit user permissions":

 

 

Once  we select this option inside the drop-down menu, a new screen opens. On the left side we see the different user types we have set (they are completely editable and any user type can be created and entered at any time) and in the main part of the screen we have a list with permissions to access different PMS functionalities. In this example we have these type of users:

  1. Hotel cleaning staff
  2. Hotel reception desk staff
  3. Hotel maintenance staff
  4. Hotel cafeteria staff
  5. Hotel back-office staff
  6. System administrator role, who can edit permissions and is usually the hotel manager or director.

Each user type has set a list of permissions. In this example I have chosen cafeteria user type. When selecting it, we see the permissions this user type has in the main part of the screen. Cafeteria personnel can access stockroom modules, POS modules and guest Internet WIFI configuration options. The system administrator can edit this profile, empowering this user type with access to any functionality by filling the check-boxes and saving these changes clicking on a button on the bottom part tagged "Edit".

 

 

 

Editing user privileges is this easy. If you want more information on Domotel's PMS hotel software, please contact us and we get back to you as soon as possible.

   

Manage your hotel with a quick glance

 

Knowing the room status just with a quick glance is possible with Domotel's control panel. You will have all the important information to manage your hotel in a quick and easy way. This graphic user interface (GUI) was designed to control all rooms from there because you have access to a lot of information in a quick glance:

1. The occupation of the hotel

2. The status room

3. How much time the room has been in that status

Let's see how Domotel's interface works. On the top part of the screen you have the main menu with the most commonly used options and your logo. The control panel is the first of them. It is a computer icon next to your logo, as you can see in the picture.

 

 

If you click there, you will see a map of your hotel. The rooms are colored depending of the needs in that moment. For example, the empty rooms are in red; reserved, in blue; air condiotioned, in orange or out of order, in brown. It works like a code that you understand easily, so you will take quick decisions.

 

 

By the other hand, you can perform an accurate incidence management. If something is wrong, you will see an alarm on the top and right part of the screen.You can also check the importance of the alert because it will apperar red, green or orange, depending if it is urgent or just informative.

 

 

There are different types of alerts and it will show you what is happening in the hotel

1. Exclamation: There is a hardware problem and you will have to contact us in order to repair it.

2. Cup of coffe: A guest is ordering something through room service.

3. An euro icon: In this case, the client is asking for "express pay" through the TV.

If you want to know more about Domotel, you can contact us. We will answer to all your questions in an interview or a presentation of our management software for hotels.

   

Domotel POS for hotels

We have already explained that Domotel is a global platform that serves both to manage the business to control the building, the hotel. In addition, Domotel also can incorporate into your hotel in part, simply as a PMS. Within the PMS Domotel find the module focused on the point of sale terminal, specially designed for hotels and motels. It takes into account those aspects of the functioning of specific business TPV as a hotel or motel is not a drink costs the same if taken at the spa, in room or cafeteria.

Features of Domotel POS for hotels:

  • Unlimited POS
  • Unlimited number of groups: creation, modification, deletion of the user groups (one group is a set of products with their prices). For example groups could be created for:

1. cafeteria

2. terrace

3. Mini-bar

4. breakfast

5. restaurant (by day)

6. restaurant (evening)

7. Room service

8. etc …

  • You can configure which groups are available at each outlet
  • Unlimited number of products * Stock control
  • Integration with storage
  • Collection in cash or with the same card access to rooms (one could also charge the consumer directly to the room manually)
   

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