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Comdial GCA70-33, User Manual

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Comdial GCA70-33 User Manual Download Page 40

Using the Administrative Telephones

Administrative telephones can perform most of the functions that the Concierge PC performs.

During a room view you can use the Feature Access buttons (described in

Feature Access

Button Locations,

beginning on page 31) to check or set any of the room settings.

To view a guest room from an idle telephone,

1. Press the

Login/Logout

button (see

Feature Access Button Locations

, beginning on page

31, for the button locations on your telephones). Depending on system programming, the

display may change immediately to the

Enter

display (step 3).

2. Press the

Select Room

button.

3. Enter the number of the room you wish to view.
4. Press the

Enter

softkey (softkeys are located under the LCD).

5. The display shows the room number and, in the upper right, the room’s DID number if it

has one.

6. Use the Feature Access buttons to view or change guest room settings (refer to

Feature

Access Button Functions

, beginning on page 34).

7. Press the

Login/Logout

button to return to normal telephone operation, or press the

Select

Room

button to view another room.

To view a guest room while on an intercom call with the guest,

NOTE: To view a guest room while on a call, the administrative telephones must be set to

automatic or semi-automatic mode by the installer.

1. If your telephone is programmed for Automatic mode, you don’t need to do anything to

access guest room features—they will automatically be active when you receive a call from

a guest telephone.

If your telephone is programmed for Semi-Automatic mode, you will have to press the

Login/Logout

button to access guest room features when you receive a call from a guest.

You do not need to select a room because Concierge automatically selects the current

extension.

2. Use the Feature Access buttons to view or change guest room settings (refer to

Feature

Access Button Functions

, beginning on page 34).

3. Press the

Login/Logout

button to return to normal telephone operation, or press the

Select

Room

button to view another room.

36 – Front Desk Attendant's Guide

Administrative Telephone Interface

GCA70–334

Summary of Contents for GCA70-33

Page 1: ...Impact Concierge Front Desk Attendant s Guide GCA70 334 10 12 01 printed in U S A ...

Page 2: ...Concierge software 4A or above FXII systems with software 17A and later Telephone Models Impact 8324S Rev A and later Impact 8312S Rev A and later Impact 8024S Rev A and later Impact 8012S Rev A and later Contact your Comdial dealer for updates of this as well as other Comdial publications ...

Page 3: ...Check Out 6 Room Type 7 Credit Limit 8 Direct Inward Dialing 9 Do Not Disturb 10 Condition 11 Message Waiting 13 Call Access 15 Wakeup Call 17 Telephone State 19 Room Status Condition Grids 20 Calls Dialog 21 Directory 22 Printouts 23 Housekeeping 24 Daily and Yearly Maid Statistics 25 Alarms Display 26 Contents i GCA70 334 Contents ...

Page 4: ... 37 4 Staff Use of Room Telephones 39 Room Telephone Functions for Hotel Staff 39 Remote Answering of Attendant Station 39 Transferring a Call 40 Logging In to a Room 40 Logging Out of a Room 40 5 Guest Telephones 43 Guest Use of Room Telephones 43 Placing an Outside Call 44 Placing a Call within the Hotel 44 Placing a Speed Dial Call 44 Placing Calls to the Attendant 44 Setting a Wakeup Call 45 A...

Page 5: ...s e g do not disturb a directory of guests and their room numbers wakeup call status call access etc Chapter 3 discusses the administrative telephones which can be used to perform most of the functions that the front desk terminal can perform Chapters 4 and 5 discuss the use of the guest room telephones Hotel staff can use room telephones for remote answering of attendant stations and for transfer...

Page 6: ...Notes ...

Page 7: ...creen 3 When the Concierge main screen appears click on the login button in the upper left corner of the screen Type your password and press Enter the default password is user you must type it in lower case The main Concierge Front Desk screen appears Caution Impact Concierge is a real time application in constant communication with the telephone switch Any other programs running on the Concierge ...

Page 8: ...ll bring up a Room Summary dialog The Room Summary dialog allows you to view and make changes to the settings for a particular room Check In Check Out Condition Do Not Disturb Message Waiting Call Access Wakeup Call Credit Limit Telephone State Room Status Condition Grids The number of the room you are viewing appears in the upper left hand corner of the dialog The Room Summary dialog also display...

Page 9: ...op row The intersection of these two points is Room 174 3 Click on the box of the room you have selected The room summary dialog appears Check the room number in the upper left hand corner of the dialog to make sure it is the room you want 4 To check a guest into a room the Condition box in the room summary dialog must display Made If using maid codes you may continue with check in if room is unma...

Page 10: ...eft column then locate 4 in the top row The intersection of these two points is Room 174 3 The room summary dialog appears Check the room number in the upper left hand corner of the dialog to make sure it is the room you want 4 To print the guest s bill click on the Telephone Bill tab Click on the Print button to print the guest s phone bill 5 Clear the Telephone Bill tab by clicking the Clear but...

Page 11: ...room descriptions might be Poolside Non smoking Smoking Suite Single Double etc To view the Room Type 1 Go to the Rooms drop down menu and select Room Type The Room Type grid appears displaying a room description in each box OR if you are looking at the Room Summary dialog check the Room Type box to see the room description Front Desk Attendant s Guide 7 GCA70 334 Computer Interface Room type box ...

Page 12: ... limit for each room An N A indicates the room is vacant 2 Select the room for which you want to set or change the credit limit To locate a room number on the grid find the intersection of the room number in the left column with the room number in the top row For example To find Room 174 first locate 170 in the left column then locate 4 in the top row The intersection of these two points is Room 1...

Page 13: ...rectory number can still be transferred to the guest room in the usual manner Upon check out the system clears the DID number for that guest so Concierge can assign it to another guest To identify a DID number 1 From any of the room summary dialogs click on the room whose DID number you want to identify To locate a room number on the grid find the intersection of the room number in the left column...

Page 14: ...om number in the left column with the room number in the top row For example To find Room 174 first locate 170 in the left column then locate 4 in the top row The intersection of these two points is Room 174 3 Click on the box of the room you have selected The room summary dialog appears Check the room number in the upper left hand corner of the dialog to make sure it is the room you want 4 Turn D...

Page 15: ...om telephones When using a Property Management System PMS interface such as the Hitachi PMS additional room condition settings are available for use by the PMS In the case of the Hitachi PMS these condition settings consist of the following Made Unmade Maintenance Maid in Room Inspection Required Out of Order Reserved Front Desk Attendant s Guide 11 GCA70 334 Computer Interface ...

Page 16: ... the room number in the top row For example To find Room 174 first locate 170 in the left column then locate 4 in the top row The intersection of these two points is Room 174 3 Click on the box of the room you want to select The room summary dialog appears Check the room number in the upper left hand corner of the dialog to make sure it is the room you want 4 Click on the Condition drop down dialo...

Page 17: ...he room number for which you want to set or clear Message Waiting To locate a room number on the grid find the intersection of the room number in the left column with the room number in the top row For example To find Room 174 first locate 170 in the left column then locate 4 in the top row The intersection of these two points is Room 174 3 Click on the box of the room you have selected The room s...

Page 18: ...14 Front Desk Attendant s Guide Computer Interface GCA70 334 Message Waiting toggle Inn09 Message Waiting Dialog ...

Page 19: ...g other guests Local Access Calls made within the local dialing area Direct Access Direct long distance access Allows a guest to place a long distance call from the room without having to go through an operator or a desk attendant Operator Access Allows a guest to make a long distance call only with assistance from an operator Room Block When enabled prevents the guest from calling other guests Fr...

Page 20: ...row For example To find Room 174 first locate 170 in the left column then locate 4 in the top row The intersection of these two points is Room 174 3 Click on the box of the room you have selected The room summary dialog appears Check the room number in the upper left hand corner of the dialog to make sure it is the room you want 4 Click on the Telephone Service tab 5 Select either Allow or Deny fo...

Page 21: ...akeup Call dialog box appears Each rectangle will display one of the following wakeup states Ringing Wakeup call is in progress Waiting System is waiting between wakeup call attempts Not answered None of the wakeup call attempts were answered Answered The wakeup call was answered None No wakeup is set hh mm am pm Wakeup time that is set 2 Find the room number for which you want to set a wakeup cal...

Page 22: ...ant to set another wakeup call use the arrow buttons to select Wakeup Call 2 and then repeat steps 5 7 9 Click on Close NOTE Concierge only records information about wakeup calls set using Concierge s Wakeup Call feature If you use the voicemail s wakeup call feature Concierge will not record or display any wakeup call information 18 Front Desk Attendant s Guide Computer Interface GCA70 334 Wakeup...

Page 23: ...0 in the left column then locate 4 in the top row The intersection of these two points is Room 174 3 The Telephone States that the system displays are as follows Disabled Guest telephone is disabled or removed Idle Guest telephone is on hook and not on any type of call intercom number Guest telephone is on an intercom call L line number Guest telephone is on an outside call using the line that is ...

Page 24: ...iew the Room Summary dialog for a particular room click on the box of the room you want Check the number in the upper left hand corner to make sure it is the room you want To locate a room number on the grid find the intersection of the room number in the left column with the room number in the top row For example To find Room 174 first locate 170 in the left column then locate 4 in the top row Th...

Page 25: ...he Calls dialog click the Print button 4 If you wish to clear the screen click the Clear button Doing this will eliminate all current call information NOTE If the Manager Password feature is enabled you will not be able to clear the Calls dialog without entering a manager password The default manager password is man 5 Click the Close button when you are finished with the Calls dialog Front Desk At...

Page 26: ...og To view the Directory 1 Click on Directory in the toolbar at the top of the screen The Directory dialog box appears At default the directory is sorted by room number but clicking on the Name label at the top of the dialog sorts the directory alphabetically by guest name 2 You can scroll through the list or use the Find button to locate a specific name or room number Double clicking on an item b...

Page 27: ...d Prints the daily maid report same as printing from the Daily Maid Statistics Dialog Room Status Prints room status and condition of all guest rooms The installer can set up Concierge to print this report automatically once a day The installer can set up Concierge to print the reports automatically on a daily basis To print the reports 1 Go the Printouts drop down menu and select the report you w...

Page 28: ...maid to the list click the Add Maid button The Add Maid dialog appears 3 Enter the maid s name and ID number each maid must receive a unique ID number between 1 and 999 by positioning the cursor in the appropriate box and entering the new information 4 Click the OK button to enter the maid s name up to 20 characters and identification number in the system Each time you wish to add a new maid to th...

Page 29: ...n 3 Click the Print button if you wish to print the statistic report for all maids 4 Click the Clear button and enter your password when prompted if you wish to clear statistics for all maids 5 To enter or remove a maid from a room using the Concierge PC a Click on the Room Status button The Maid Room Status dialog appears b Enter the maid s ID and room extension in the appropriate boxes c Select ...

Page 30: ...art of the Concierge screen or press F2 2 If you want to display previous Alarm log files click the Open button then double click the log file you want to view Note that Concierge will only show real time updates if you are viewing the current day s log file 3 You can Close Print Clear or Confirm by clicking on the corresponding button NOTE If the Manager Password feature is enabled you will not b...

Page 31: ...akeup call nor will the wakeup call appear in the Concierge logs Vacant Room Call Attempt Outgoing call attempt from a vacant guest room Credit Limit Exceeded Guest bill exceeds the guest credit limit This alarm occurs after a call has been completed and will not disconnect a call in progress Telephone Off Hook Guest telephone is off hook for extended period of time as programmed by the installer ...

Page 32: ...e the alarm through the Alarm dialog If the alarm dialog is closed or minimized without being acknowledged it will reopen periodically until it is acknowledged When programmed by the installer an alarm set to Repeat mode also rings the Message Waiting administrative telephone and displays an alarm message in its LCD Popup The Popup setting is exactly like the Repeat setting except that it only occ...

Page 33: ...ure Concierge will not display any wakeup call information To view the Wakeups dialog 1 Click on the Wakeups button at the top of the Concierge screen 2 If you want to display previous Wakeup log files click the Open button then double click the log file you want to view Note that Concierge will only show real time updates if you are viewing the current day s log file 3 You can Close Print or Clea...

Page 34: ...Notes ...

Page 35: ...till on the call with the guest Use the installer programmed Feature Access buttons to access the following features Log In Log Out Select Room Check In Check Out Message Waiting Do Not Disturb Wake Up Credit Limit Local Access Long Distance Access Operator Access Room Condition Bill Room Block Alarms Adding An Extension Heartbeat Feature Access Button Locations The Comdial telephones pictured bel...

Page 36: ...ot Disturb Wake Up Credit Limit Local Access Long Distance Access Operator Access Room Condition Bill Log In Log Out Impact 8012S LCD Speakerphone MUTE SHIFT SPEAKER INTERCOM TRNS CNF TAP HOLD OPER TUV PRS WXY DEF ABC QZ MNO JKL GHI INN01 Select Room Check In Check Out Message Waiting Do Not Disturb Wake Up Credit Limit Local Access Long Distance Access Operator Access Room Condition Bill Log In L...

Page 37: ...stance Access Local Access Credit Limit Do Not Disturb Message Waiting Check In Check Out Select Room Wake Up Impact 8324S LCD Speakerphone INN25 R Log In Log Out Bill Room Condition Operator Access Long Distance Access Local Access Credit Limit Wake Up Do Not Disturb Message Waiting Check In Check Out Select Room Impact 8312S LCD Speakerphone ...

Page 38: ...Out button toggles between the Check In feature and the Check Out feature The system will only allow Check In to a room that is made and vacant Check Out can only occur with a room that is occupied During Check Out the system prompts the user to print the guest bill and notifies the user if the guest telephone is not idle Green LED Checked in Clear LED Nobody checked into room Message Waiting Duri...

Page 39: ... Operator Access During a room view pressing the Operator Access button allows or denies operator access to the room telephone Green LED Operator access allowed Room Condition During a room view pressing the Room Condition button displays the current Room Condition made or unmade The user may also change the room condition by using the Room Condition button to toggle between made and unmade Green ...

Page 40: ...page 34 7 Press the Login Logout button to return to normal telephone operation or press the Select Room button to view another room To view a guest room while on an intercom call with the guest NOTE To view a guest room while on a call the administrative telephones must be set to automatic or semi automatic mode by the installer 1 If your telephone is programmed for Automatic mode you don t need ...

Page 41: ...ust be checked in to the room The wireless extension you are assigning to the room must not be identified as any other extension type To add a wireless extension to a room 1 From an enabled administrative telephone select the room 2 Press OAI 15 3 Press the Add soft key 4 Enter the extension number you want to assign to the room 5 Press the Enter soft key Heartbeat Feature This installer programme...

Page 42: ... from room telephones remote answering of administrative station transferring a call maid log in log out of room enter room status Remote Answering of Attendant Station To answer a call ringing at an administrative telephone from a room telephone 1 Lift handset 2 Dial S 4 3 Dial extension number of ringing telephone Front Desk Attendant s Guide 39 GCA70 334 Staff Use of Room Telephones 4 ...

Page 43: ...aid identification number 3 Hang up the telephone Logging Out of a Room To log out of a room and enter the room status 1 Lift the guest telephone handset and dial maid system code default code 04 2 Dial your maid identification number 3 Press the S key to indicate the room is clean or press the to indicate the room is unmade and hang up 4 If Concierge is integrated with a PMS press the appropriate...

Page 44: ...lowing table lists the room status codes for the PMS systems currently supported by Comdial Room Status Hitachi Default Value Encore Value Made 1 4 Unmade 2 1 Maid in Room 3 2 Inspection Required 4 3 Maintenance Required 5 5 Out Of Order 6 6 Room is Reserved 7 7 Front Desk Attendant s Guide 41 GCA70 334 Staff Use of Room Telephones ...

Page 45: ...Notes ...

Page 46: ...nformation in this chapter will help you to assist guests if they have questions about operating their telephones Guests can perform the following functions from their room telephones place outside calls place inside calls place speed dial calls call the attendant answer calls retrieve a message acknowledge a wakeup call set a wakeup call answer a call waiting tone Front Desk Attendant s Guide 43 ...

Page 47: ...within the Hotel To place a call within the hotel 1 Lift handset and listen for dial tone 2 Dial extension number Placing a Speed Dial Call To place a speed dial call 1 Lift handset and listen for dial tone 2 Press S01 and then dial system speed dial number 000 999 NOTE Earlier systems have only S100 S299 or S100 S599 as system speed dials NOTE See the system installer or the attendant s guide tha...

Page 48: ...OLD to retrieve the message To retrieve a message from an IST telephone 1 Observe blinking message waiting light 2 Press INTERCOM voice mail code default code 00 to retrieve the message Setting a Wakeup Call To set a wakeup call 1 Dial the feature code default code S04 2 Enter the wakeup time in 00 00 format 3 Wait for the confirmation tone and hang up To cancel a wakeup call 1 Dial the feature co...

Page 49: ...f the guest does not answer the first wakeup call the system issues two more wakeup calls at one minute intervals If the guest does not answer the third wakeup call the system issues an alarm To answer a wakeup call 1 Lift and replace handset when telephone rings 46 Front Desk Attendant s Guide Guest Telephones GCA70 334 ...

Page 50: ... Room 15 C Call Access 15 Call Display 21 Calls Dialog 21 Check In 5 Check Out 6 Condition of Room 20 Condition Room 11 Credit Limit 8 Credit Limit Exceeded 27 D DID Extension 4 5 9 Viewing from an admin phone 36 Direct Access 15 Direct Inward Dialing 4 5 9 36 Directory 22 DND 10 Do Not Disturb 10 E Emergency Number Dialed 27 F Feature Access Buttons Functions 34 Locations 31 G Guest Directory 22 ...

Page 51: ...st Use of 43 Calling the Attendant 44 Inside Calls 44 Outside Calls 44 Speed Dial Calls 44 Wakeup Call Answering 46 Wakeup Call Canceling 45 Wakeup Call Setting 45 Room Telephones Staff Use of 39 Logging in to a Room 40 Logging out of a Room 40 Remote Answering Attendant Phone 39 Transferring a Call 40 Room Type 7 S SMDR Connection Lost 27 Starting Impact Concierge 3 Status of Room 20 Switch Conne...

Page 52: ...Types of Alarms 27 U Using the Administrative Telephones36 V Vacant Room Call Attempt 27 W Wakeup Call 17 Wakeup Call Not Answered 27 Index 49 GCA70 334 Index ...

Page 53: ...lems arise which are not covered sufficiently for the purchaser s purposes contact Comdial Inside Sales Department P O Box 7266 Charlottes ville Virginia 22906 Comdial strives to design the features in our communica tions systems to be fully interactive with one another However this is not always possible as the combinations of accessories and features are too varied and extensive to insure total ...

Page 54: ...GCA70 334 10 12 01 Printed in U S A ...

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