Comfort Pro A Hotel (As of March 2008)
Contents
1. 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 54 Aida far Ditactea Guide for Guests Calling Reception for guests with a T Comfort 630 730 System Telephone or a Comfort Pro P 100 300 To call reception press the key labelled Reception for guests with a T Comfort 830 handset or 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 T Comfort 630 730 System Telephone or 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 T Comfort 830 handset or a Comfort Pro CM 300 handset 1 Doyou 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 guests with a standard terminal 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 Background information to predial code The e2. 1 Pressthe 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 of f re ij A A A A tactea uulae for wuests Receiving a Call for guests with a T Comfort 630 730 System Telephone or 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 T Comfort 830 handset or a Comfort Pro CM 300 handset 1 loacceptthe call press the Receiver key 2 Tloend 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 T Comfort 630 730 System Telephone or a Comfort Pro P 100 300 Switching on a wake up call 1 Presson 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 exa
3. on the Reception Telephone starting on page 44 40 Using the Comfort Pro A Hotel Programme Room Cleaning nn 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 modity 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 If the guest would 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
4. GB SE Mon 07 05 07 Tue 08 05 07 Dr Miller James GB gt Mon 07 05 07 Wed 09 05 07 Single Toggle view Room overview in the Comfort Pro A Hotel programme List View 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 is occupied check out is possible Room needs to be cleaned A wake up call has been activated the guest will be woken at the requested time Eb D 37 Using the Comfort Pro A Hotel Programme y No wake up call has been configured for this guest 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 pro gramme each window has an online help The online help describes in detail all possible input for each dia logue 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 E Room 702 Status Change Microsoft I
5. Send outgoing connections to B com User Manager KO K KKK KS 53 x Blocking the function keys menu key and ABC key for a user group The following configuration steps are only relevant if you 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 e g a Comfort Pro CM 300 handset Depend ing on the terminals you provide guests with the system may not be protected from guests configuring the system 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 23 Configuration and Administration 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 T Comfort 630 730 System Telephone or a Comfort Pro P 100 300 500 can also access the central telephone book unless you deactivate this functionality To do this deactivate in the menu User Manager User groups the option Menu and ABC
6. Press the key to call reception oubsequently after having spoken with reception the key will no longer flash for guests with a T Comfort 830 handset or 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 99 Guide for Guests 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 manu facturer contains information whether and how this function is supported Supplement the short user guide for the guest with this data 60 Technical Data Appendix Technical Data Number of Rooms Appendix Full version 50 Hotel light version 20 Digits per Room Number D Note Field per Room Yes Guest s Check In Information 40 Characters Room Text with Attributes 40 Characters Extra Information for Check In Yes Name in System Telephone Book Yes Number of Display Languages 11 Time Format Check In Check Out DDD dd mm yy Telephone Invoice DD
7. out we recommend that you install a PDF printer driver e g Adobe Acrobat Writer M or Adobe Acrobat Distiller My For the guest print the PDF file and subsequently store the file In this way you will be easily able to access the in formation 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 If a former guest requests a reprint of their invoice or if they have questions con cerning their invoice please consult your system administrator They should be able aided by the Comfort Pro A IVE programme to provide access to this information see also Archiving Guest s Connection Data starting on page 33 Charges from the reception telephone menu using the menu item you can access the total telephone costs for the guest see also The Menu Hotel on the Reception Telephone starting on page 44 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 pro cedure is the same as creating an invoice when the guest checks out except for one difference in the dia logue 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 43 Using the Com
8. 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 guration ar Contigurator User Manager PBs Configuration NET Configuration SYS Configuration LOR Configuration LOG Configuration Phone Book Comfort Pro A IAB Comfort Pro IAM Comfort Pro Hotel Rooms Settings si ministrati ENT Firs Logout Home Mew Room Floor zZU1 Z 202 2 z203 2 301 3 302Z 3 Search Toc Delete Phone No z201 202 z203 ani 3 z Notes Double Double Single Suite Single 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 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 exist
9. D dd mm yyyy hh mm ss Room Status occupied to clean free Display Languages for Room Telephone System Tel ephone 11 Message Waiting Indication MWI on Room Tele phone Yes on system terminal and terminals of other manufacturers provide these support MWI Wake up Call Service Wake up Time Yes Yes 61 Appendix Technical Data Wake up Status Confirmation Repeat Yes Wake up not Confirmed Short message sent Yes to Reception Telephone Invoices Yes Suppressing Call Numbers Number of Digits Data Import Export Comfort Pro A IVE 0 99 Comfort Pro A IVE 62 Technical Data Notes Notes 63 Notes Technical Data Notes 64 CE User Manual for Comfort Pro A Hotel As of 01 03 2008 Publisher Deutsche Telekom AG Zentrum Endger te Postfach 2000 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 IT OMe
10. Having connected the reception telephone to an Up port configure the terminal in the PBX Configuration Ports Upn The following is an example of configuring a Comfort Pro P 500 with a key extension ENT Irs Logout Home Search Toc Configurator E Apply Cancel User Manager PRs Configuration Device SIP trunks Type Comfort Pro P500 Ports Extensions 3 Comfort Pro P 500 TM Slots Description Reception So Phone No jon 1 Upn Configuring the Upn port for the reception telephone Configure the reception call number in the Configurator menu Comfort Pro A Hotel Settings ENT Firs Logout Home Search Toc Contigurator e Apply Cancel Reception s call number User Manager FBX Configuration Reception phone ann MET Configuration Connection data Profile name Hotel SYS Configuration Waltie added ioy io Jo of LOR Configuration LOG Configuration User group BEES Book Check in Room occupied Comfort Pro 4 IAB check out Room free il Comfort Pra A IAM ds ES Room to clean gl Comfort Pro 4 Hotel Wakeup call Rooms Repeat count j2 settings Repeat pause 120 seconds Invoice header Ringing time a5 seconds System Info lt m 4 Setting the reception telephone s call number ministration 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
11. Pro A IVE Comfort Pro A Hotel IT Uu Vtt Contents Comfort Pro A Hotel Configuration and Administration 5 SOIWale FOUTE S s soda e Rp e ep ERE AER nr sees S DOOD wa BIN P MCEERTR EET EC ETT EDT 6 POOULIMIS GUICE 0 ies Us vais ae deimeenee NEN E ANE O ENA T Licensing the Activation Procedure 8 9 CHEATING Yser GUD aaiae gna a datu roqubat qud daba AL dct pis car 10 Creating Rooms and Assigning Call Numbers sssssseeenenne 11 Configuring the Reception Telephone cc cece eee eee e eee es 13 Configuring a Function Key for Room Check in cee eee 17 Configuring a Reception Team ccc ccc cece emen 18 Configuring the Room Telephones 0 ccc eee eee eee e eens 19 Installing Black Lists and Call Filters for Hotel Guests 0 eee 25 Configuring the Authorisation for Room Telephones sss 26 Programming the Wake up Gall 25 23 e e e EO eee ee ME Y XX Rema 28 Configuring Connection Data Recording for Telephone Invoices 29 Configuring Telephone INVOICES 6 ccc eect n 30 Designing an Invoice Header cece eee e 32 Archiving Guest s Connection Data ee 33 Using the Comfort Pro A Hotel Programme 30 Guide for Guests Starting and Ending the PrograMMe 0 ccc cece eens 95 Room OV CLUE WE ab Rosales tnum lutto etd OE era s atu ol tuts 36 Registering a Guest Check In ccc ccc cece teen eee eee eens 38 When the Guest Departs Check Out 0 0 0
12. Search Toc Contigurator Change User Manager i eT Configuration Connection data Profile name for room telephone Value added tax SYS Configuration usage LOR Configuration User group Check in Room occupied LOG Configuration Check out Room free Phone Book to clean Room to clean Comfort Pro 4 IAB Wakeup call Comfort Pro 4 14M Repeat count 2 Comfort Pro 4 Hotel Repeat pause 120 seconds Ringing time 45 seconds Rooms Settings Configuring the authorisation for the room telephone 21 Contiguration an ministration 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 tele phone rings and the delay between multiple calls Repeat pause m E l Note If the guest repeatedly does not answer the call then a message is sent to the re ception telephone and the guest may if necessary be woken by a member of the staff ad La zm Logout Home Toc Contigurator chang User Manager PEs Configuration Reception phone anu Connection data Profile name Hotel MET Configuration 3 Value added t
13. User Manual Konfigurator Comfort Pro S pis T F2 Logout Home Search Toc Help Configurator Rooms u M Here you can manage hotel rooms and room phones The floor is important for the graphical view ger manager You can enter special properties of the room as note PBX Configuration F Settings NET Configuration Here you can manage common settings for the hotel SYS Configuration Invoice header LCR Configuration Here you can create a header for the invoices of guests LOG Configuration Phone Book Comfort Pro 4 IAB Comfort Pro 4 IAM Konfigurator Comfort Pro S Comfort Pro 4 Hotel s T oe Logout Home Search Toc Help Rooms Settings Invoice header Configurator Apply Cancel User Manager PBX Configuration Reception phone 30 System Info Notes Costs i Bn Book NET Configuration Connection data Profile name Hotel A r SYS Configuration value added tax 19 o Telefonie Assistent 2 LCR Configuration Comfort Pro A IVE i sea LOG C ti Comfort Pro A Hotel dba Chiedi EE TE Phone Book eck in oom occupie z Comfort Pro A IAB Check out Room free xz Comfort Pro A IAM to clean Room to clean E Comfort Pro A Hotel Wakeup call Rooms Repeat count 2 Settings Repeat pause 120 seconds I ce heade pe nvoice header Ringing time 45 seconds System Info Notes Costs Phone Book Telefonie Assistent Comfort
14. arch Toc Configurator Settings for a telephone invoice User Manager PBs Configuration Re ceotion oboe Connection data Profile name NET Cont t ongar aa value added tax j SYS Configuration LOR Configuration User group Check in Room occupied LOG Configuration Check out Room free Phone Book to clean Room to clean 4 IAB Comfort Pro Wakeup call Comfort Pro 4 14M Repeat count 2 Comfort Pro 4 Hotel Repeat pause 120 seconds Ringing time 45 seconds Rooms Settings Telephone invoice configuration Connection data and value added tax Configuring Telephone Invoices For the settlement of telephone 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 PBX Configuration System 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 o
15. ax 19 0 95 SYS Configuration LCR Configuration User group l i Check in Room occupied LOG Configuration Check out Room free Phone Book tn clean Room ta clean Comfort Pro IAB Wakeup call Comfort Pro IAM Repeat count 2 Comfort Pro 4 Hotel Repeat pause 120 seconds Ringing time 45 seconds Rooms Settings 3 l l 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 PBX Configuration 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 28 Configuration and Administration 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 SYS Configuration 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 type T Comfort 630 730 System Telephone and 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 displa
16. can create a list of which telephones is in which room see also Overview of the connected room telephones starting on page 20 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 T Comfort 930 DSL 48 Guide for Guests The Keys of your Room Telephone for guests with a T Comfort 630 System Telephone Keys on a T Comfort 630 System Telephone 49 Guide for Guests for guests with a Comfort Pro P 100 Comfort Pro Keys on a Comfort Pro P 100 50 Guide for Guests for guests with a T Comfort 730 System Telephone 9 9 9 9 9 9 E LB 0 E MESS Em MERE 08 1 2 ABC 3 DEF BC EL P LC ES K NE SHEER pede y mE Trans emw Gwez q 1 Arrow keys pu c US Pam pe TEE t NEN L0 Jj ELA 8 OK key Keys on a T Comfort 730 System Telephone 91 Guide for Guests for guests with a Comfort Pro P 300 Comfort Pro C 1 OK key Cx Jie ILEA CEJ 2 Arrow key Keys on a Comfort Pro P 300 De for guests with a T Comfort 830 handset eu t a o Q Qo T Comfort Keys on a T Comfort 830 handset Guide for Guests 53 Guide for Guests
17. ccc cee eee 40 ROOITEOIGAHBIPIgs e im actuar io n a iE AE anita ee AN AA 4 Activating a Wake up Call fora Guest 0 ccc ccc a 4 When a Guest has Received a MesSage cece cece cece eee nnn 42 Creating a Telephone Invoice for the Guest 42 The Menu Hotel on the Reception Telephone 0 00 cece eee eee 44 Modifying the Occupation Status of the Room via the Function Key 46 Modifying Room Status using the Code Number Procedure issus Af 48 The Keys of your Room Telephone sic ces x rr E DR ERA 49 CAMO RECEP ON aaah as tence Backs era aces atc Sue Surg a e i IE or nates areas B5 Making External Telephone Calls dtr o ORE E RT Cd 595 Blocked Cal NUMPENS d aoo sd enaa t rep orb dnd 56 Telephone Charges cua iva wk a eb o C RC e o e C a 56 You wish to Call Another Hotel Guest 0 cece cece eee e eee e nena 56 Recco ad UNT EET TEE OR ED 58 Appendix m You would like to be Woken m You have a Waiting Message at Reception Technical Data c svete dei b dco PE Mead Comfort Pro A Hotel Comfort Pro A Hotel The programme package Comfort Pro A Hotel has been specially developed for hoteliers Using this pro gramme package hotels can incorporate their guests into the Comfort Pro T Comfort 930 DSL system Every guest can then use the system through their room telephone At departure the costs are added to the guest s account To calculate the telephone costs the Comfo
18. ctly Note Cordless system terminals may only be used if the Comfort Pro T Comfort 930 DSL has the necessary interface cards that support DECT applications 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 PBX 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 Programming the reception key Each T Comfort 630 730 System Telephone and Comfort Pro P 100 300 can have a function key pro grammed 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 PBX Configuration Devices System phones this is not possible directly on the system terminal 20 onfiguration lt ENT Firs Logout Home Search Toc Contigurator User Manager Apply Cancel PBR Configuration SIP trunks Type Feature Ports E none Devices Dial in Messages Connections Connectio
19. d Please press Apply to activate SIP trunks Select to copy the configuration to another system phone Ports l Select to print a label strip Devices VoIP Phones Change Select to change the configuration of the system phone CECT Phones Message ringtone Volume Melody Audio Volume l Short Message 1 10 Loudspeaker 2g Settings E mail 1 1 Handset e Syst h Pickup 1 10 Headset 2 EI HI Voicebox 1 10 Headset microfone 2 Hot Desking Ringtone Default volume Melody Settings Ext calls 2 1 En block dialing X Device ID Int calls 2 ii Charges Charging Info CAPI ISDN VIP call e i Language Deutsch Door call 2 1 Contrast 4 Operator p Pd auto call pee ees Call Distribution BOT etam Trunks pres System i Groups B T Lists B cum MET Configuration SYS Configuration LCR Configuration m a il LOG Configuration og CU hh Phone Book ELA i EL i Comfort Pro 4 IAB 3E cai a Comfort Pro A IAM k b TUS m Comfort Pro 4 Hotel Key Type Trunk Ph Ma 202 Acoustic Call on Time 0 Call protection off Call System Info waiting protection off Priority 1 Notes 2 Feature Reception i ES none r Costs 4 Feature Reception Rezeption Reception key on 5 1 Me Book _ ee a system telephone E Telefonie Assistent gt 3 pone Em 8 none m Printing label strips Locking keys on the guest s system telephone So that guests with a system terminal have no access to the sy
20. e 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 first name 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 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 33 Configuration and Administration m Regularly store the configuration of the Comfort Pro T Comfort 930 DSL menu SYS Configuration 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 info
21. e programme opens in a new window and you see a room overview This room overview is the starting point for all functionality 35 Using the Comfort Pro A Hotel Programme 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 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 member 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 EEE 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 36 Using the Comfort Pro A Hotel Programme Comfort Pro Hotel Microsoft Internet Explorer TBR Comfort Pro Hotel WakeuPResidence duration Double Smith Patricia
22. es standardised ISDN telephones to be used Please refer to the manufacturer s guide for details 24 Configuration and Administration Installing Black Lists and Call Filters for Hotel Guests 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 PBX Configuration Lists Black lists in the Configu rator 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 PBX Configuration 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 m
23. f 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 30 Configuration and Administration ENT Irs Logout Home Search Toc Connection data Send incoming connections to E m Configurator SOM i Send outgoing connections to User Manager COM U Recording incoming connections ser Recording outgoing connections User groups Number of suppressed digits E Mail accounts Incoming basic amount In onn Fax boxes Outgoing basic amount 0 0000 PBX Configuration 4 Cost factor 100 of E gt NET Configuration v 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 m The Outgoing basic amount for each outgoing call that the guest makes This amount is added to the total cost of an outgoing call If the room telephone can receive external calls then the Incoming basic amount is added to the tele phone costs for each incoming call accepted m The Cost factor is a multiplying factor with which the total telephone costs of the guest are multiplied Example the value 200 96 would double the total number call units thus doubling the total cost of the call ENT gr Logout Home Search Toc Co
24. f the room telephone For guests with a T Comfort 630 730 System Telephone or a Comfort Pro P 100 300 the system adminis trator must have configured a reception key see also Programming the reception key starting on page 20 The LED of this key flashes if you have notified the guest The guest calls reception back by pressing the key Guests with a T Comfort 830 handset or 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 the guest s room telephone is indicating that a message is waiting 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 pro gramme 42 Using 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
25. field Log in Via the Web console log in as a user with administrator rights On delivery the default values are User Administrator 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 SYS Configuration Components You will find them in form of an zip archive on the Comfort Pro T Comfort 930 DSL product CD Start programme for the Hotel application With a specifically for the Comfort Pro T Comfort 930 DSL designed 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 T Comfort 930 DSL You will find further information in the user guide Mounting and Commissioning in the chapter PC Software Configuration Creating User Groups The Comfort Pro A Hotel extends the features of the Comfort Pro T Comfort 930 DSL 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 a
26. fort Pro A Hotel Programme Room 202 Status Change Microsoft Internet Explorer DEK Check out Connection data amp Check out Q Connection data Check out ak 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 has been extended to include the menu At the reception telephone the menu Using this menu you can access all the features 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 tel ephones then this menu is only available at the telephone where this call number is as signed to the Trunk Key 1 see also Configuring a Reception Team starting on page 18 followed by the A Press the MenuCard key and select the Enter the desired room number You can only enter a room number that was defined during the configuration ofthe Comfort Pro A Hotel programme see also Creating Rooms and Assigning Call Numbers starting on page 11 The menu s options vary according to the occupation status of the room 44 Using the Comfort Pro A Hotel Programme The room is empty If the room is empty then you can now occupy i
27. 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 58 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 41 Using the Comfort Pro A Hotel Programme If the guest does not pick up the wake up call During the configuration the system administrator 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 Prerea uisite 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 o
28. he desired room number and then store the settings 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 res taurant then combine these employees into a team see menu PBX Configuration 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 PBX Configuration Groups Team keys a Ll erm Logout Home Search Toc Configurator Team 01 z User Manager PBS Configuration Upn Of2 Upn 0 3 Key Reception Restaurant E SIP trunks E Trunk Trunk Ports 1 an0 210 Devices Operator Team e 900 Call Distribution Trunks 3 4 System 5 Groups 6 Team members f Reception s call number 8 E Team kews g Hi B oM 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 tel ephone for every trunk key and team key a different ringer tone see menu PBX Configuration Devices System phones You can also do this directly at the telephone via the MenuCard for the key f Configuration and Administration ENT Irs Logout Home Search Toc Help Contigurator User Ma
29. i m t TE Hotel SYS Configuration Incoming Call waiting p Hotel i message list rotection LOR Configuration Outgoing p message list g onora TEE Hotel key assigned to CSTAmenu C B B Book Mikaa z the reception telephone CSTA key Comfort Pro A IAB E mail lt gt Fax i a Programming a function key as the hotel key guration ar ministration The reception telephone is assigned to a user who is a member of the Reception user group The corre sponding 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 al Le zm Logout Home Search Toc Contigurator User Manager User User groups E Mail accounts Fax boxes PRS Configuration NET Configuration SYS Configuration LOR Configuration LOG Configuration Phone Book Comfort Pro 4 IAB Comfort Pro IAM s Mew User name 201 z202 203 301 anz Administrator Guest HSmith Delete ABCDEFGHIIJKLMNOPORSTUYWHY2 First nam Name User group zimmer frei zimmer frei zimmer frei zimmer frei zimmer frei Administratars Guests Henry Smith Reception Search Ph No Voicebox Device D 701 new 202 new Comfort Pro P 300 203 neuw 301 new 302 new 900 new Comfort Pro P 500 F x User with the reception s call number s The reception user who receives the calls fr
30. ing call numbers Whether this is reasonable depends on the existing configuration of the system An clear assignment might be room number call number Pantinrratinan and AA minictratinan Configuration and Administration ENT Irs Logout Home Search Toc Help Contigurator Apply Cancel User Manager PRs Configuration Room 204 a NET Configuration Elec 2 SYS Configuration ahane Na o LOR Configuration Notes Dauble WC Shower LOG Configuration Phone Book Comfort Pro A IAB Comfort Pro IAM Comfort Pro Hotel Rooms Settings s s Adding a new room Configuring the Reception Telephone You should use a T Comfort 830 System Telephone or a Comfort Pro P 500 as 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 These keys can be occupied in three levels A T Comfort 730 System Tele phone or 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 T Comfort 630 730 830 System Telephone or Comfort Pro 100 300 500 System Telephones user guide
31. ir 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 cor responding 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 Pressthe 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 T Comfort 630 730 System Telephone or a Comfort Pro P 100 300 see also Programming a function key for telephone book dialling starting on page 24 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 T Comfort 630 730 System Telephone or a Comfort Pro P 100 300 use the description that applies to all guests for guests with a T Comfort 830 handset or a Comfort Pro CM 300 handset
32. 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 Comfort 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 pro gramme 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 tele phone in the PBX Configuration 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 T Comfort 930 DSL also supports the MWI feature on ISDN telephones This procedure for signalling messages requir
33. m Message Waiting Indication function m The system administrator 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 m Foreach guest a separate telephone invoice can be prepared The current costs can be viewed at any time Scope of Delivery The scope of delivery of the Comfort Pro Hotel IVE or Comfort Pro Hotel light IVE programme packages includes m thelicence 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 T Comfort 930 DSL Comfort Pro A Hotel About this Guide This user guide encompasses information for all users of the Hotel application and this guide is split accordingly The system administrator is provided with all information relating to commissioning and maintenance in Configuration and Administration starting on page 9 m Forthe hotel staff in particular the reception staff the chapter Using the Comfort Pro A Hotel Pro gramme starting on page 35 is of most interest m Finally the guests who require guides on using their room telephones The chapter Guide for Guests sta
34. mple 0615 3 Pressthe Down arrow key 4 Selectthe menu entry on 5 Pressthe OK key Your telephone will ring at 6 15 am Pick up the receiver in order to turn off the wake up call 98 itn Be naala Guide for Guests 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 T Comfort 630 730 System Telephone or Comfort Pro P 100 300 If no function key has been configured then for guests with a T Comfort 630 730 System Telephone or 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 Ooi 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 You have a Waiting Message at Reception for guests with a T Comfort 630 730 System Telephone or 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
35. nager Apply Cancel PBs Configuration SIP trunks Type Team I Ports Name Devices Phone Wo ann L VoIP Phones 7 Acoustic Call lon DECT Phones We D EE ungs Call protection aff ka System phones Call waiting Hot Deskin protection 3 Ringtone key Volume Melody Device ID Ext calls z 1 CAPI ISDM Int calls oF 11 Operator a WIP call 2 v 1 ww 13 Door call 2 1 e lt Setting the ring tone for the team key Please observe the following when configure a reception team is only shown on the telephone on which the call number of the m The menu reception telephone was programmed to be on trunk key 1 On other trunk keys or team keys the menu is not displayed m Itis 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 For room telephones you may use various terminals m Comfort 630 730 System Telephone or Comfort Pro P 100 300 corded system terminal T Comfort 830 handset or Comfort Pro CM 300 handset cordless DECT system terminal Terminals from other manufacturers analogue telephones ISDN telephones or cordless DECT GAP CAP telephones Configuration and Administration 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 dire
36. nd Hotel guests Room checked in to create new user groups in the Configurator menu item User Manager User groups ad Le zx Logout Home Search Toc Configurator New Delete User group Reception User Manager User Change Copy User groups E Mail accounts Applications Configurator Personal Fax boxes Costs PR Configuration Phone Book Telefonie Assistent MET Configuration Busy lamps bb UE ag Authorisations for the LOR Configuration a Comfort Pro Hotel Ir aril ISP application user group Rezeption kS B Courtesy Service e User group Reception The user group Reception must have the authorisation Comfort Pro A Hotelactivated 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 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 as
37. ned 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 same functions as would be possible via the A menu of the reception telephone see also The Menu Hotel on the Reception Telephone starting on page 44 46 Using the Comfort Pro A Hotel Programme 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 EXER EAT 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 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 a Il Comfort 630 730 System Telephone or a Comfort Pro P 100 300 corded system terminal m a Comfort 830 handset or 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
38. ned 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 different 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 26 a Ki van awexda mm a A Configuration ar Ad m In G1 AQMIMNIS 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 to clean The guest has evacuated the room and it needs to be cleaned For the room states Check out and to clean 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 al Le em Logout Home
39. ng 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 T Comfort 930 DSL The system administrator must allocate users those who are to undertake reception duties the corre sponding 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 may 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 Tele phone starting on page 44 and Modifying the Occupation Status of the Room via the Function Key starting on page 46 are important for you Starting and Ending the Programme Starting the programme 1 Log in on to the Web console of the Comfort Pro T Comfort 930 DSL using your user name and password 2 Onthe home page click on the programme symbol Comfort Pro A Hotel Th
40. nnection data Send incoming connections to gt Configurator a coM Send outgoing connections to User Manager CoM Seer Recording incoming connections Recording outgoing connections User groups Number of suppressed digits E Mail accounts Incoming basic amount Fax boxes Outgoing basic amount PRs Configuration s Cast factor lt E NET Configuration Settings for the telephone invoices of hotel guests 31 ministration 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 Contigurator User Manager PRs Configuration NET Configuration SYS Configuration LOR Configuration LOG Configuration Phone Book Comfort Pra A IAB Comfort Pro IAM Comfort Pro A Hotel Rooms Settings Invoice header System Info Notes Costs Phone Book Telefanie Assistent Comfort Pro A IVE Comfort Pro A Hotel ad Le zm Logout Home Search Toc zIDOCTYPE HTML PUBLIC zoftQuad DTD HoTMetal PRO 4 0 19971010 extensions ta HTML 4 0 EN hmproad dtd gt zHTML xHEAD xTITLE x TITLE HEAD lt BODY gt zl The image files must be stored on the PC from which the invoice is printed Spaces in
41. ns WoIP Phones Missed E Dates Unpark call CC Toggling DECT Phones Accepted Messenger Intercom C Transfer C Settings Substitution 6 Bundle state t Phone Book C Mute C System phones Charges fi Route state 0 Notes C On Hold C Charges for Phone Reject Hot Desking Ph Mo settings Call Device ID Auto call m En block P connection dialing deflection CAPI ISDM Call Headset Yoicebou L Operator forwarding Headset Voicemail m 2v M Follow Me unes D message Call Distribution ume Voicemail call Trunks Incoming microfone s Hotel message list BISCEDEIOR A System Outgoing p Groups message list Wakeup call C n Icd E Reception key on CSTA ESERE huh es menu EF NET Configuration y E mail C a system telephone CSTA key A Fax r 3 Programming a function key as the reception key Printing label strips For some system telephones e g a Comfort Pro P 300 you can print a label strip in the Configurator PBX Configuration Devices System phones menu The label strip identifies the behind the display for a T Comfort 30 System Telephone for a T Comfort 630 System Telephone the keys below the display If you have assigned the reception key to one of these keys print the label strip 21 Configuration and Administration ENT Firs Logout Home Search Toc Contigurator Choice 202 202 Comfort Pra P 300 User Manager PR Configuration Configuration has change
42. nternet Explorer Check in Name First name Language English Check out 1 Y Trade fair visitar Notes Cancel 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 38 Using 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 A Comfort Pro amp Hotel Microsoft Internet Explorer DER Comfort Pro A Hotel amp ERB I WakeuPResidence duration hmidt Angelika ne 00Mon 07 0 Ex E Smith Henry GB ST Mon 07 05 07 Fri 11 05 07 Trade fair visitor smith Patricia P E Won 7 05 07 Tue 08 05 0 301 E Er Milli aames GB Man 07 05 07 Wed 09 05 07 s 2 d Single The new guest s data Logout 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 Calling the guest You are able to call
43. ntry of predial code is only necessary if the system administrator has configured this menu PBX Configuration Trunks Route of the Configurator On delivery the Comfort Pro T Comfort 930 DSL has a preconfigured code of 0 for an external line The code can be multiple digits long 29 Cinco for Ciracte uulae for wuests 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 spe cific 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 25 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 30 You wish to Call Another Hotel Guest for guests with a T Comfort 630 730 System Telephone or a Comfort Pro P 100 300 Pick up the receiver and dial the call number of the other guest s room telephone You can enquire at reception for the call number 56 Guide for Guests Using the telephone book During the
44. om 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 the reception call number in the Call Distribution Incoming menu Call Distribution Incoming PTP on a system access Dnatirariveatian anal Acliminiateatiann vonriguraton an d Administration ENT Irs Logout Home Search Toc Help Contigurator Delete User Manager PBs Configuration Phone Na SIP trunks 12345678 900 ill Reception s call number Ports Call forwarding Devices Parameter Operator Call Distribution Incoming MSN on a 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 T Comfort 830 DSL System Telephone or 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 PBX Configuration Devices System phones If you programme the keys on the reception telephone select in the MenuCard the menu entry First enter t
45. onfigurator s SYS Configuration 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 T Comfort 930 DSL 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 A Hotel IVE or Comfort Pro A Hotel light IVE pro gramme package is then reactivated Note If it is necessary to exchange the Comfort Pro s T Comfort 930 DSL s module board a new activation key must be generated by the Deutsche Telekom Technical Service for the new serial number 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 T Comfort 930 DSL 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 T Comfort 930 DSL Using the Comfort Pro T Comfort 930 DSL 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
46. re 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 m Reception staff register guests with the system and unregister them Check in and Check out Comfort Pro A Hotel m The reception telephone allows the comfortable management of rooms and guests via a special Hotel menu Either a system telephone T Comfort 830 System Telephone T Comfort 730 System Telephone Comfort Pro P 500 or Comfort Pro P300 may be used as the reception telephone m Foreach room a function key can be configured on the reception telephone Reception staff can modify the room occupancy using this key m Each hotel room may have a telephone These room telephones may be of any type corded or cordless terminals from the T Comfort product family and the Comfort Pro product family DECT GAP CAP tele ohones ISDN telephones or analogue telephones m he system administrator can limit the functionality of a guest s room telephone To do this the familiar Comfort Pro T Comfort 930 DSL 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 m Reception can inform guests when messages have arrived for the
47. rmation 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 M so that the invoice can be first saved as a PDF file 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 con nection data For this purpose 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 34 Comfort Pro A Hotel Programme Usi
48. rt 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 T Comfort 930 DSL using the Comfort Pro A Hotel package This package is integrated into the Web console as a separate application oimultaneously 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 T Comfort 930 DSL 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 SYS Configuration Licences menu For further details see the online help for this menu Software Features With the Comfort Pro A Hotel the features of the Comfort Pro T Comfort 930 DSL are extended by the fol lowing m All hotel rooms a
49. rting on page 48 contains text passages allowing hotel staff to create specific operational guides for their guests The screenshots depict the settings for the Comfort Pro A Hotel programme using an Comfort Pro The con figuration and usage of Comfort Pro A Hotel is identical for the communications system T Comfort 930 DSL Further resources Along with the information presented in this guide you will also find context specific information in the Comfort Pro T Comfort 930 DSL 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 T Comfort 930 DSL Information relating to the programming and usage of the system terminals is available in the T Comfort 630 130 830 System Telephones T Comfort 830 Handset Comfort Pro 100 300 500 System Telephones and Comfort Pro CM 300 Handset user guides These user guides are also available as PDF file on the product CD delivered with the Comfort Pro T Comfort 930 DSL Comfort Pro A Hotel 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 T Comfort 930 DSL The licence confirmation you received with the programme package contains detailed information To activate the programme package 1 Inthe C
50. signed However the option Dial out External should be set to Inter national thus not limiting guests in telephoning externally Further settings that are relevant for this user Configuration and Administration group are found under the sections System phones and Connection data These settings are described in Configuring Telephone Invoices starting on page 30 and Locking telephone book dialling for guests starting on page 24 1 J Note Please consult the online help when configuring the user groups there you will find detail information concerning all settings ad Le zm Logout Home Toc Configurator Apply Cancel User Manager User User groups User group Room occupied e E Mail accounts Applications Fax boxes Configurator View 3 Casts E FBX Configuration TE E NET Configuration Telefonie Assistent E i Busy lamps B SYS Configuration Comfort Pra 4 IVE E LER Confi ti Comfort Pro 4 Hotel E yd a E ISP application E LOG Configuration Courtesy Service off Phone Book Phone Book Comfort Pro A TAB Ent ies personal In Edit central E Comfort Pro 4 Hotel External Incoming only EB Inf xi Immediate External line seizure SE External line seizure over E amp operator 23 User group for hotel guests Room occupied 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
51. stem 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 menu 22 Configuration and Administration 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 Onocorded 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 Onthe cordless system terminals e g 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 tel ephone lock on and off again EN zr Logout Home Search Toc Help System phones All keys locked Contigurator Program function keys Menu and ABC key Phone book with Menu Preset User Disconnect ISP connection User groups Connection data Send incoming connections to E Mail accounts g CoM
52. t 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 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 In the room overview of the Comfort Pro A Hotel programme the status of the room will be set to occupied At 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 nd 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 sta
53. 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 r Je cv a ii You can programme a function key of the reception telephone to be ENT Firs Logout Home menu in menu PBX Configuration Devices System phones Contigurator User Manager PBR Configuration Apply Cancel SIP trunks Type Feature Ports none Devices Dial in Messages Connections Connections WoIP Phones Missed Dates E Fickup CC Toggling DECT Phones Accepted Messenger rau Transfer gt selective ituti Bundle Settings Substitution f pnis P TERRE M system phones SIEGE Route state CO Announcement 6j Mute z Hot Desking EE DO g E IPTHENRENE SN On Hald settings Device ID Auto A C ERI 5 Door opener Intercept C connection M CAPI ISDN Call dialing HE Reject C forwarding Heaget Call C Operator Call Headset amp Notes 5 deflection Call Distribution ia valime r3 EIE Park call Ca ISP Bro forwarding microfons C Transmit suse t Syst MEM Protection i P Call Call m LCR off CRBS Groups forwarding protection Booking o P E donor call Phone lack Number g l Fallow Me C incom Callback Voicemail call 6 MET Configuration Messages z
54. the file or directory name must be replaced by 3520 x TABLE WIDTH 100 BORDER 1 RULES NONE CELLPADDIMN G O CELLSP4CING 0 BGCOLOR d8ded8 gt zTR z TD ALIGN LEFT gt lt IMG SRCz file c Dacuments az and sz settings Allss 20Users Hotel Hotel Logo git WIDTH L00 HEIGHT 100 SLT The Green Post Office Hotel lt TD gt lt TD 4LIGN CENTER Bs FONT COLOR 008000 SIZE 5 FACE 4rial gt The Green Post Office Hatel FOMT B zBR 4 Smith Street lt BR gt Underworth 4321 lt BR Tel 1 125 456 0 Fax 1 123 456 99 lt TD gt lt TD 4LIGN RIGHT gt lt IMG SRC file Ch Documents z 0andt z0 Settings llt zu sers Hatel Hotel Lago gif WIDTH L00 HEIGHT 100 SLT The Green Post Office Hotel gt lt TD lt TR gt lt TABLE gt lt Po lt cl Gap z P lt BODY gt lt HTML gt maximal 1024 Example of an invoice header entered as HTML The following is the resulting invoice header 32 Configuration and Administration A Comfort Pro A 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 Miller James Residence duration 20 01 2007 05 30 35 bis 21 01 2007 01 20 36 Page 1 Begin External Duration Units Amount Aio enirp present Archiving Guest s Connection Data Connection data archive After a guest has checked out it is not possible to access their telephon
55. the guest by dialling the call number of their room telephone Alternatively you can search for the guest s name in the central telephone 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 T Comfort 930 DSL Consult your system administrator if you have questions relating to the usage of the central telephone book and to your access rights 39 Using the Comfort Pro A Hotel Programme 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 out in the room overview The dialogue box Room Status Change Check out will then open Room 202 Status Change Microsoft Internet Explorer EBX Check out 9 Connection data amp Check out Connection data Check out Ok Cancel Dialogue box Check out If the guest used their room telephone then generate their invoice see also Creating a Telephone Invoice for the Guest starting on page 42 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 Note You can also unregister a guest using the reception telephone see also The Menu Hotel
56. tus 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 45 Using the Comfort Pro A Hotel Programme You can configure a wake up call for the guest Press the OK key and enter the time in hours and minutes for example 06 15 for 6 15 am Confirm the entry with the OK key and activate the wake up call with the On option With the option Of you can deactivate the wake up call however the entered time remains stored The room needs cleaning d is invoked Immediately the After a you have checked out a guest the menu item 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 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 clea
57. ust be repeated for each new provider we recommend instead that you configure the option Call Distribution in the menu PBX Configuration appropriately Call distribution on system access PTP In the Call Distribution Incoming PTP 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 20 ministration guration ar Search Contigurator User Manager Apply Cancel PR Configuration Ph No Time grou SIP trunks E p Port Direct Ports Ph No Devices 12345 Operator Call Distribution 12345 Reception s call number C 12345 Incoming Incoming PTP 12345 Outgoing 1245 Outgoing PTP 12345 CLIP na screening 12345 Virtual 12345 Trunks 12345 Ern 12345 Groups System access Associating receptions call number with room extension numbers oimilarly in the Call Distribution Outgoing PTP 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 multi terminal 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 assig
58. y language of the terminal You programme the key in the Configurator in the PBX Configuration 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 Connection Data Recording for Telephone Invoices The basis for telephone invoices in the Hotel application is the programme Comfort Pro A IVE This pro gramme 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 setthis 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 29 ENT Irs Logout Home Se
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