Use Hotel App

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Access the Hotel App

The receptionist who has the Hotel App permission could log in the Hotel Management system to check in or check out guests and mange other hotel settings.

  1. Log in the PBX web interface using the receptionist’s account.
    • User Name: Enter the extension number or the email address of the receptionist.
      Note: The PBX administrator can set the login mode.
    • Password: Enter the extension’s User Password.
  2. Click Main Menu, and click Hotel to enter the Hotel App.
  3. After accessing the Hotel App, you can see all the room status on the Room List page.
    On this page, you can check the room status, check the room guest’s information, and also perform multiple operations:

    • Check in
    • Check out
    • Change room’s Clean status: If the status is incorrect, you can double click the status icon to change the status.
    • Move guest room
    • Edit guest’s information
    • Search room or guest

     

Book Rooms

You can book rooms for old guests and new guests.

Book Rooms for New Guests

If it is the first time for the guest to come to the hotel, you can book a room for the guest on the Booking List page.

  1. Go to Hotel > Room Operations > Booking List, click Add.
  2. Select a room type, and set the check-in time and check-out time.
  3. Enter the guest information. The First Name and Last Name are required fields.
  4. Check the option Send Email on the bottom of the edit page, the system will send a booking notification to the guest’s email address.
  5. Click Save.

Book Rooms for Old Guests

If the guest has stayed in the hotel before, the guest information will be kept in the hotel system. Next time, when the guest wants to book a room, you can operate the booking on Guest List page.

  1. Go to Hotel > Room Operations > Guest List, choose the guest, click Book.

  2. Select a room type, set the check-in time and check-out time.
  3. Click Save.
  4. Go to Hotel > Room Operations > Booking List, check if the room is booked with the guest.

Check In

Check in the guest when the guest comes to the hotel.

Check in Booked Rooms

If the guest has booked a room, you can check in the guest on the Booking List page.

  1. Go to Hotel > Room Operations > Booking List, select the guest, click Check In.

  2. Select a room, and set the check-in time and check-out time.
  3. Click Wake-up Settings tab, click  to add an alarm for the room phone.

  4. Click Save.

You can see the guest is checked in on Room List page.

Check in New Guests

If it is the first time the guest comes to the hotel, you can check in the guest on the Room List page.

  1. Go to Hotel > Room Operations > Room List, choose a free and clean room, click Check In.
    Note: The guest cannot be checked in with a dirty room.

  2. Enter the check in information.
  3. Enter the guest information.
    Note: The First Name and Last Name are required fields.
  4. Click Wake-up Settings tab, click  to add an alarm for the room phone.

  5. Click Save.

    After checking in, the room is occupied and the status is not free/vacant.

Check in Old Guests

If the guest has stayed in the hotel before, the guest information will be kept in the hotel system. Next time, when the guest comes, you can check in the guest on Guest List page.

  1. Go to Hotel > Room Operations > Guest List, choose the desire guest, click Check In.

  2. Select the desired room, set the check-in time and check-out time.
  3. Click Wake-up Settings tab, click  to add an alarm for the room phone.

  4. Click Save.

    You will see the guest is checked in on the Room List page.

Group Rooms

After checking in the guests, you can group the guest’s rooms if they are a team group or tour group.

  1. Go to Hotel > Room Operations > Room Group, click Add.
  2. Set a name for the group.
  3. Select the rooms for the guests.
  4. Click Save.
You can see the group information on the Room List page.

Change Room

You can change guest room with any free/vacant room. If the guest had made outbound calls or consumed mini bar items in the previous room, the system will automatically add the charges into the bill.

Note: A guest can move room only once.
  1. Go to Hotel > Room Operations > Room List, select the guest, click Move.
  2. Select a desired room from the drop down menu of Move to Room.
  3. Input Extra Charges if the guest has damaged things in the room or others.
  4. Make a note of extra charges information or why the guest would change room in the Notes field.
  5. Click Save.

    The guest will be moved to the selected room.

     

Check Out

Check out a guest or check out a guest group.

Check out a Guest

  1. Go to Hotel > Room Operations > Room List.
  2. On the Room List page, select the guest, click  to check all the information of the guest and the room.

  3. Click Check Out if you have confirmed all the information.

  4. Select the Check-out Time.
  5. Input Extra Charges if the guest has damaged things in the room or others.
  6. Make a note of the extra charges information or others in the Note field.
  7. Enable Send Email, the system will send a billing report to the guest’s email address.
  8. Click Save.

Check Out a Guest Group

  1. Go to Hotel > Room Operations > Room List.
  2. On the Room List page, select the guest, click to check all the information of each guest and room.

  3. Click Group Check-out after you have confirmed all the guests’ information.
  4. Select a group and check-out time.
  5. Enable Send Email, and enter the guest’s Email Address, the group billing report will send to the email address.
  6. Click Save.

Billing Report

Manage the billing report of the Hotel App.

Each time after you checked out a guest or a guest group, the system will automatically generate a billing report.

Go to Hotel > Billing > Billing Report to check the billing report.

  • Click  to view a report.
  • Click  to delete a report.
  • Click Download to download all the billing reports.

Guests Management

The Hotel system will keep the guest information if the guest has stayed in the hotel before.

The guests that are in the Guest List are treated as the hotel’s old guests.

Go to Hotel > Room Operations > Guest List to manage the guests.

  • Click  to edit the information of the guest.
  • Click Add to add a guest.
  • Click  to delete a guest.
  • Click Import to import a guest list
  • Click Export to export the guests into a csv file
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