# General

The basic settings of Hospitality Manager are configured here.

Table 1. Reception/front desk
Parameter | Explanation
Reception/front desk call number | Enter here the internal call number of the reception. This number is used as destination for room phones with activated DND (Do not Disturb) function.

Table 2. Hospitality Manager screen layout
Parameter | Explanation
Show each floor in a separate tab | Room arrangement in the Hospitality Manager representation. The rooms on a floor are presented in a separate tab. All rooms are presented in a view. Each floor is a line with the corresponding rooms.
Enable icon 'Click to call' | clicking the phone symbol of a guest will open a application (e.g. Mitel Dialer) and call the room phone. The room phone is not called.
Display call charges | The call charge symbol in floor view, the call charge value in list view and the call charge journal is showed in the Hospitality Manager.

Table 3. Room settings
Parameter | Explanation
Delete Guest details at | You can specify here whether the recorded guest details are deleted at check-out or only when the next guest checks in (Check-in setting).
Check-in Room-to-Room | You can specify here the standard permission settings for calling from one room to another. This setting is assigned during check-in, and can be manually overwritten using Hospitality Manager.
Permission set if room is occupied | The selected permission set is active when a guest room is occupied.
Alternative permission set if room is occupied | The selected permission set is active when a guest room is occupied and the alternative permission set was selected in Hospitality Manager (Advanced Room Settings / Use Special Permissions ).
Permission set if room is vacant | The selected permission set is active when the guest room is vacant.
Voice mail: Play room number | If a caller reaches the mailbox of a occupied room, where no personal greeting is activated, the system texts of the audio guide are played. The caller is asked to leave a message or to call later. The room number is played, before the caller is asked to leave a message or to call later. You find more information about some specialities for room mailboxes in the focus topic "Hospitality voice mail features" and in the user guide “MiVoice Office 400 Voice Mail System”.
Tip: Permission sets ( =cb) contain settings which regulate user permissions. They are configured by the administrator and assigned to the individual users. You can specify here which permission sets should be used for the guest rooms, depending on the room status.

Table 4. Room cleaning
Parameter | Explanation
Room cleaning service | The display of the cleaning status in the Hospitality Manager is activated. The status can be set by authorised personnel.
Reset to 'not cleaned' after check-out | When checking out, the cleaning status is automatically set to Not cleaned.
Reset to 'not cleaned' every night | The cleaning status is set to Not cleaned daily at 03:00.

Table 5. Room cleaning
Parameter | Explanation
Room cleaning service | The display of the cleaning status in Hospitality Manager is activated. The status can be set by authorised personnel.
Room cleaning state mode | Standard: There is a choice of three room maid states: Not cleaned Clean Inspected (without icon) Enhanced: Lets you define the available room cleaning states yourself.
Reset to 'not cleaned' after check-out | When checking out, the cleaning status is automatically set to Not cleaned.
Reset to 'not cleaned' every night | The cleaning status is set to Not cleaned daily at 03:00.

Table 6. Wake-up settings
Parameter | Explanation
If busy, wake-up call remains active for | If the guest is busy on the phone at the time of the wake-up call, the wake-up call cannot be put through. However it does remain active for a certain amount of time and is put through as soon as the line is free. Here you can specify the amount of time during which the wake-up call remains active (in minutes). Once that time has expired, the active wake-up call is cancelled, and Reception obtains a message stating that the wake-up call could not be put through.
Wake-up announcement | You can specify here what the guest hears when they answer the wake-up call. Tip: If you have set up a PMS system, use the PMS wake-up service as master. The wake-up calls entered in Hospitality Manager are then deleted or overwritten. Note: Configure the wake-up calls in PMS in a way that they are transferred to the communication server not earlier than 23 hours before the wake-up time.

Table 7. Call charging
Parameter | Explanation
VAT | Enter the current applicable VAT rate here.
Print bill at group checkout | If you have set up a network printer, the invoice is automatically printed out on it during group check-out. Yes: The invoice is always printed out. When charges have accrued The invoice is printed out only when charges have accrued. The network address can be specified by the WebAdmin administrator under Network printer.
Exchange ratio for alternative currency | If the invoice amount is also to be listed in a different currency, you can enter the exchange rate you want here. In the billing form you then also need to insert the placeholder for the alternative call charge total (%AlternativeCurrencyTotalCost%).
Default surcharge calculator | This is where you assign a surcharge calculator to be used for room phones. A surcharge can be applied to call charges using a surcharge calculator. You can configure the surcharge calculator in the Charges / General view. The call charge display on the phone always indicates the call charges incl. the calculated surcharge.

Table 8. Call charging
Parameter | Explanation
VAT | Enter the current applicable VAT rate here.
List incoming calls | The incoming calls are also listed on the bill.
Print bill at checkout | This setting is only relevant if you have set up a network printer. The bill is printed out automatically on the preset network printer when checking out. This setting is unaffected by the possibility of printing out the bill individually in Hospitality Manager. The network address can be specified by the WebAdmin administrator under Network printer.
Exchange ratio for alternative currency | If you wish to make the bill out in a different currency, you can enter the exchange rate you want here. Make sure the correct currency is indicated on the bill. You can configure this in the Charges / General view.
Default surcharge calculator | This is where you assign the surcharge calculator to be used for room phones. A surcharge can be applied to call charges using a surcharge calculator. You can configure the surcharge calculator in the Charges / General view. The call charge display on the phone always indicates the call charges incl. the calculated surcharge.
Monthly bill | The monthly bill is used to calculate the call charges of long-term guests. The call charges are totalled up at the end of the month in a monthly bill and sent as .zip file to the relevant e-mail destinations.
E-mail destinations for monthly bill | Enter here the e-mail addresses to which the monthly bill will be sent. Separate the individual e-mail addresses with a comma.

Table 9. Virtual charges
Parameter | Explanation
Route | The administrator can set up a virtual charge payment for exchange line circuits that carry no charge information (such as SIP). You can see in which routes the payment is set up here.
Charge impulse interval (in seconds) | This shows you the interval for the set charge pulses in seconds as specified by the administrator in the route configuration.

Table 10. Authorisations
Parameter | Explanation
Remote access | Lets you open the remote maintenance access generally (Access allowed) or for a one-off access only (One time access). If remote maintenance access is closed, adjustments to be configuration can only be made locally. Note: Only leave the remote maintenance access open for as long as necessary.

Table 11. Maintenance notes
Parameter | Explanation
Send as text message to user | The maintenance notes are displayed as a text message on the user's phone. Requirement: The user is using a system phone.
Send to e-mail address (destination 1) | You can also send maintenance notes as an e-mail. You have the possibility of configuring two e-mail destinations. Enter the first e-mail address here.
E-mail subject (destination 1) | You can configure the text of the subject field. The maintenance note itself is entered in the body of the e-mail. Enter the subject for the first e-mail address here.
Send to e-mail address (destination 2) | Enter the second e-mail address here.
E-mail subject (destination 2) | Enter the subject for the second e-mail address here.
Send to property management system (PMS) | Maintenance notes are forwarded to the connected Property Management System (PMS).

## Network printer

The network printer is used to print out the call charge invoices via a reception phone. It is activated via the Mitel 400 Print Spooler. Install the print spooler on a computer with maximum availability within your IP network and on which the printer you want is set up.

The print spooler provides three ports, allowing you to activate up to three printers independently of one another. It processes both print orders for TXT and HTML templates. For TXT orders you can also specify format properties such as page borders and fonts.

You can download the Mitel 400 Print Spooler from the Mitel Software Download Server or source it from your distribution partner.

As an alternative to the Mitel 400 Print Spooler, you can also connect a serial printer directly to the communication server via an IP adapter and a switch for small businesses without IT infrastructure. For example: Epson thermal line printers combined with IP adapters manufactured by AK-Nord, Germany, are suitable for this purpose. The serial printer must support the UTF-8 or WPC1252 codepage.

Table 12. Network printer
Parameter | Explanation
Network printer address and port | Enter here the IP network address of the computer with the installed Mitel 400 Print Spooler and the port configured on the printer spooler. Use the following syntax: <IP address>:<Port>.
Printer name | Here you can give the network printer a name if you so wish (optional).
Print format | Select here the print format for the network printer.

## Guest room's DDI numbers

You can assign a fixed DDI number to the internal call numbers of guest rooms. An assigned fixed DDI number remains unchanged during check-in and check-out. Configuration takes place in the same was as assigning DDI numbers to other internal users.

You can also assign DDI numbers dynamically. With this option the system automatically assigns a guest room an available DDI number, meant for dynamic DDI allocation, during each check-in. The DDI numbers with the longest idle time are used respectively.

While the guest room remains unused, i.e. during the interval between check-out and the next check-in, the calls are routed to a separate call destination specially configured for this.

In the background, calls are routed via dynamic DDI allocation as follows:

As long as the guest room is unoccupied, the connected call distribution element routes the call to the user defined under DDI destination after check-out as general call destination.

With check-in, the call destination is changed on the call distribution element to the guest room's call number. This is not visible in the configuration.

Note:

Only the call destination of switch position 1 is changed. Switch positions 2 and 3 can be set to a central call number, for instance, for night service.

Table 13. Dynamic DDI (DID) allocation
Parameter | Explanation
Allocate DDI (DID) numbers dynamically | During check-in the guest room is automatically allocated an available DDI number. The allocated DDI number remains the same even when the guest is changed.
DDI (DID) destination after check-out | If Dynamic DDI allocation is enabled, the DDI number is enabled again after check-out. To prevent other calls via this DDI number from being lost, define a call destination here. The call destination is set automatically as soon as a DDI number is set aside for dynamic DDI number allocation. Note: If you change the call destination set here, you must also change it in the DDI numbers already set aside for dynamic DDI allocation in the call distribution elements.

Table 14. Property management system (PMS): FIAS
Parameter | Explanation
PMS interface | The PMS interface is used to connect a PMS system via the FIAS (Fidelio Interface Application Specification) protocol. The PMS interface is enabled.
IP address and port of the PMS interface | Enter here the IP network address or the host name of the PMS interface and the port. Use the following syntax: <IP address>:<Port>.
FIAS room number | Choose here the entry to be used as FIAS room number.
Call charge posting method | Select here which data should be posted to the PMS for the further processing of the call charges.
Send call charges of | Rooms only: Transfer only room call charges to the PMS. All users: Transfer all user call charges to the PMS.
FIAS code page | Select the codepage used by the PMS. If the codepages do not match, individual characters may not be output correctly.
PMS pool (EP) for dynamic DDI allocation | Enter here the number of the PMS pool to be used for dynamic DDI allocation (default value is 1)
Unasnwered wakeup call indication always on reception | To make this checkbox active, enable PMS checkbox.

Table 15. Property management system (PMS): SX-200
Parameter | Explanation
PMS IP address range | Define the IP address range.
Hotel management system protocol | Enable Hotel management system protocol
TCP port for hotel management system connection | Choose here the entry to be used for TCP port.
Voice mail management system protocol | None: Voice mail management is switched off Hyatt Encore HIS
TCP port for voice mail management system connection | This field is enabled when Hotel management system protocol is enabled and Hyatt Encore or HIS is selected for Voice mail management system protocol.

## Setting up Dynamic DDI allocation

To set up the dynamic DDI allocation, proceed as follows:

1. Define the call destination to which calls should be routed when a guest room is unoccupied (setting DDI destination after check-out).

2. In the =w0 view, define the DDI numbers to be used for dynamic DDI allocation. For this, proceed as described in the instructions, in the Online help part.

See also...

## Focus topic

"Hospitality"

Parent topic: Hospitality and hotel solution
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