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Proximus Forum 5004, User Manual

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Creating User Groups

Configuration and Administration

7

For this the start programme must be installed on the corresponding 
workplace computers. The programme is available on the product CD of the 
Forum 500 / Forum 5000. You will find further information in the chapter 
“PC Software Configuration” of the guide entitled “Mounting and 
Commissioning” (Forum 523/524, Forum 525/526, Forum 550/560, 
Forum 5004/5008/5012) resp. “Commissioning and Maintenance” 
(Forum 5500). 

Creating User Groups

The 

Forum Hotel

 extends the features of the Forum 500 / Forum 5000, 

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)” and “Hotel guests (Room – checked in)” to create 
new user groups (in the 

Configurator

, menu item 

User manager

: 

User 

groups

).

User group “Reception”

The user group “Reception” must have the authorisation 

Forum Hotel

activated. Only users with this authorisation may access and use 

the 

Forum Hotel

 Web console. The user group can (is not required) also be 

assigned 

Forum Count

 rights. Connection data recording is required for 

connection summaries and telephone invoices, however the telephone 
invoices for guests are normally generated directly via the 

Forum Hotel

 

programme.

Summary of Contents for Forum 5004

Page 1: ...Forum 500 Forum 5000 Hotel Application Forum Hotel User Guide ...

Page 2: ...eople to ask are your system administrator or retailer Internet www proximus be pabx Forum 5000 and Forum 500 This user guide applies to the Forum 5000 and Forum 500 product families The Forum 500 product family comprises the Forum 523 524 Forum 525 526 and Forum 550 560 communications systems The Forum 5000 product family comprises the Forum 5500 Forum 5004 Forum 5008 and Forum 5012 communication...

Page 3: ...ing the Room Telephones 15 Installing Black Lists and Call Filters for Hotel Guests 19 Configuring the Authorisation for Room Telephones 20 Programming the Wake up Call 21 Configuring Connection Data Recording for Telephone Invoices 23 Configuring Telephone Invoices 24 Designing an Invoice Header 27 Archiving Guest s Connection Data 28 Using the Forum Hotel Programme 30 Starting and Ending the Pro...

Page 4: ...m Status of the Room using the Code Number Procedure 41 Guide for Guests 42 The Keys of your Room Telephone 43 Calling Reception 50 Making External Telephone Calls 50 Blocked Call Numbers 51 Telephone Charges 51 You wish to Call Another Hotel Guest 51 Receiving a Call 53 You would like to be Woken 53 You have a Waiting Message at Reception 55 Appendix 56 Environmental Information 56 Technical Data...

Page 5: ...of the Hotel application via the reception telephone In order to use the Forum Hotel programme package it is necessary to obtain a licence with which the package may be activated Demo versions The Forum 500 Forum 5000 system software includes demo versions usable for 60 days of the Forum Hotel and Forum Count programme packages These demo versions can be activated in the Configurator under the Sys...

Page 6: ...um 5000 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 configu rations are not necessary Reception can inform guests when messages have arrived for them Message Waiting Indication function The system administrator can configure basic features of the wake up call service The individual wake u...

Page 7: ...e configuration and usage of Forum Hotel is identical for all Forum 523 524 Forum 525 526 Forum 550 560 Forum 5004 5008 5012 and Forum 5500 communications systems Further resources Along with the information presented in this guide you will also find context specific information in the Forum 500 Forum 5000 online help You will find information on connecting terminals in the Mounting and Commission...

Page 8: ... online help for each dialogue There you will obtain a detail description for each dialogue 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 System Components You ...

Page 9: ...tentially 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 and Hotel guests Room checked in to create new user groups in the Configurator menu item User manager User groups User group Reception The user group Reception must have the authorisation Forum Hotelactivated Onl...

Page 10: ...minimal authorisation assigned However the option Dial out External should be set to International thus not limiting guests in telephoning externally Further settings that are relevant for this user group are found under the sections System phones and Connection data These settings are described in Configuring Telephone Invoices starting on page 24 and Locking telephone book dialling for guests st...

Page 11: ...you register in the assignment table are available in the Forum Hotel Web console for reception staff to occupy with guests Tip When you wish to configure a large number of rooms you can import their configuration data together instead of configuring each room individually on the Web console Viewed from the perspective of the communications system each room is a user with the room number being the...

Page 12: ...as a large number of programmable keys with function display it is thus well suited for duties requiring operator functionality A Forum Phone 525 526 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 u...

Page 13: ...t the reception The system telephone with this call number is now the reception telephone This telephone s main menu will be extended with the menu item 9 Applications 2 Hotel 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 39 Tip You ca...

Page 14: ...w receives the calls from guests and can use the Forum Hotel programme via the Web console see also Creating User Groups starting on page 7 The reception user who receives the calls from guests So that external callers can reach reception assign the reception call number to one of your external call numbers To do this enter the reception call number in the Call distribution Incoming menu Call dist...

Page 15: ...ion telephone or in the Configurator in the menu Telephony Devices System phones If you programme the keys on the reception telephone select in the Main menu MenuCard the menu entry 9 Applications 2 Hotel First enter the desired room number and then store the settings Configuring a Reception Team If several hotel employees need to be reachable via the reception s call number e g in the office in t...

Page 16: ...m phones You can also do this directly at the telephone via the MenuCard for the key Setting the ring tone for the team key Please observe the following when configure a reception team The menu 9 Applications 2 Hotel is only shown on the telephone on which the call number of the reception telephone was programmed to be on trunk key 1 On other trunk keys or team keys the menu is not displayed It is...

Page 17: ...523 524 Forum 525 526 Forum 550 560 Forum 5004 5008 5012 resp Commissioning and Mainte nance Forum 5500 guide Overview of the connected room telephones In the menu System Info Telephony 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 t...

Page 18: ...y Printing label strips For some system telephones e g a Forum Phone 525 you can print a label strip in the Configurator Telephony Devices System phones menu The label strip identifies the keys beside the display If you have assigned the reception key to one of these keys print the label strip Printing label strips ...

Page 19: ...ith the exception of the number keys and the trunk key call key 1 On the cordless system terminals e g a Forum Free 575 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 On a terminal whose keys are locked a user after entering the ...

Page 20: ... 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 programme 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 li...

Page 21: ...enu 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 p...

Page 22: ...reception If this is not the case and an MSN has been assigned 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 ...

Page 23: ...llowed to dial internal call numbers Configuring the authorisation for the room telephone 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 Applications Forum Hotel Set...

Page 24: ...up the wake up call You can upload the file in the Configurator menu System 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 Forum Phone 515 525 535 and Forum Phone 516 526 536 you can configure a function key for the wake up call Via this function key the guest can ...

Page 25: ...ecorded information remains in the system it is simply not completely shown For the Forum 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 Forum Count profile and set this ...

Page 26: ...per minute charge for each cost zone These charges are calculated per minute begun A per minute rate dependent on connection destination is stipulated by law e g in Germany for calculating telephone charges in hotels e g this is stipulated by law in Germany The Create costs option has to be activated for all bundles and SIP lines used to establish external connections for hotel guests so that thes...

Page 27: ...Activating connection data recording for hotel guests Factors for calculating charges The User Manager User groups menu is still where you enter the factors for calculating telephone invoices of hotel guests 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 Incom...

Page 28: ...Configuring Telephone Invoices 26 Configuration and Administration Settings for the telephone invoices of hotel guests ...

Page 29: ... Hotel Invoice header menu you can also enter a standard text which is printed on each invoice in the invoice header e g the heading Telephone Charges The Applications Forum Hotel Invoice header menu is where you can also apply text and graphic elements e g a logo to make your header more attractive To do so you have to enter the invoice header in HTML format The graphics used in the invoice heade...

Page 30: ... the room number To recreate a telephone invoice using Forum Count you must have the following information Which room did the guest occupy 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 re...

Page 31: ...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 connection 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 ...

Page 32: ... telephone see also The Menu Hotel on the Reception Telephone starting on page 39 This is ideal for situations were you need to manage the rooms but have no access to a hotel PC Starting and Ending the Programme Starting the programme quick access 1 In the address line of the web browser enter http ip adr app hotel asp The character string ip adr represents the IP address of the communi cations sy...

Page 33: ...he 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 w...

Page 34: ...n icon a new dialogue box is opened When working with the Forum Hotel programme each window has an online help The online help describes in detail all possible input for each dialogue box 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 No wake up call has b...

Page 35: ...oom Status Change Check in you enter the details of the guest and complete the registration by clicking OK 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 Forum Hotel programme Note You can also register a guest via the reception telephone see also The Menu Hotel on the...

Page 36: ... 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 Forum 500 Forum 5000 Consult your system administrator if you have questions relating to the usage of the central telephone book and to your access rights When the Gues...

Page 37: ...n the room overview click on the to clean icon Now the room can again be occupied Alternatively you can modify the status of the room via the reception telephone see also The Menu Hotel on the Reception Telephone starting on page 39 or the cleaning staff can do this themselves using the room telephone see also Modifying Room Status of the Room using the Code Number Procedure starting on page 41 Ac...

Page 38: ...all The wake up call is terminated when the guest picks it up and also if the guest ignores the call does not pick it up If the guest likes to be woken again e g the next day a new wake up call has to activated 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 ...

Page 39: ...ne 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 Forum 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 Check out Confirm the selection with OK Th...

Page 40: ... for the guest see also The Menu Hotel on the Reception Telephone starting on page 39 Creating an interim invoice for the guest If desired you can create an interim invoice for the guest via the Forum Hotel programme The procedure is the same as creating an invoice when the guest checks out except for one difference in the dialogue box Room Status Change select the option Connection data This mean...

Page 41: ... was defined during the configuration of the Forum Hotel programme see also Creating Rooms and Assigning Call Numbers starting on page 9 The menu s options vary according to the occupation status of the room The room is empty If the room is empty then you can now occupy it 1 Select the option Check In and confirm your selection by pressing the OK key 2 Name and First name enter the surname and fir...

Page 42: ...iven to the guest at any time during their stay 4 Message You can notify the guest that there is an available message for them option On Depending on the device type this is signalled acoustically or optically on the guest s room telephone You can deactivate the signalling of a message using the Off option 5 Wake up call You can configure a wake up call for the guest Press the OK key and enter the...

Page 43: ... current occupation status of the room You can carry out the same functions as would be possible via the 9 Applications 2 Hotel menu of the reception telephone see also The Menu Hotel on the Reception Telephone starting on page 39 Modifying Room Status of the Room using the Code Number Procedure When the cleaning staff have prepared the room for the next guest they can modify the new status from t...

Page 44: ...6 536 corded system terminal a Forum Free 565 575 cordless DECT system terminal a terminal from another manufacturer standard terminals analogue tele phone ISDN telephone or cordless telephone The system administrator can create a list of which telephones is in which room see also Overview of the connected room telephones starting on page 15 Take the following texts as a basis for the creation of ...

Page 45: ...om Telephone Guide for Guests 43 The Keys of your Room Telephone for guests with a Forum Phone 515 Keys on a Forum Phone 515 ABC C ESC OK 0 1 2 ABC 3 DEF 4 GHI 5 JKL 6 MNO 7 PQRS 8 TUV 9 WXYZ R i 2 1 Arrow keys 1 OK key 2 ...

Page 46: ...he Keys of your Room Telephone 44 Guide for Guests for guests with a Forum Phone 516 Keys on a Forum Phone 516 i 3 DEF 2 ABC 1 6MNO 5 JKL 4GHI 9WXYZ 8TUV 7 PQRS 0 R ABC C OK ESC 2 1 Arrow keys 1 OK key 2 ...

Page 47: ... Keys of your Room Telephone Guide for Guests 45 for guests with a Forum Phone 525 Keys on a Forum Phone 525 ESC OK 0 1 2 ABC 3 DEF 4 GHI 5 JKL 6 MNO 7 PQRS 8 TUV 9 WXYZ R ABC C i 1 2 Arrow keys 1 OK key 2 ...

Page 48: ...he Keys of your Room Telephone 46 Guide for Guests for guests with a Forum Phone 526 Keys on a Forum Phone 526 i 3 DEF 2 ABC 1 6MNO 5 JKL 4GHI 9WXYZ 8TUV 7 PQRS 0 R ABC C OK ESC 1 2 Arrow keys 1 OK key 2 ...

Page 49: ... Keys of your Room Telephone Guide for Guests 47 for guests with a Forum Phone 535 Keys on a Forum Phone 535 0 1 2 ABC 3 DEF 4 GHI 5 JKL 6 MNO 7 PQRS 8 TUV 9 WXYZ R ABC C i ESC OK 2 1 Arrow Keys 1 OK Key 2 ...

Page 50: ...he Keys of your Room Telephone 48 Guide for Guests for guests with a Forum Phone 536 Keys on a Forum Phone 536 i 3 DEF 2 ABC 1 6MNO 5 JKL 4GHI 9WXYZ 8TUV 7 PQRS 0 R ABC C OK ESC 2 1 Arrow keys 1 OK key 2 ...

Page 51: ...s 49 for guests with a Forum Free 565 575 Keys on a Forum Free 565 Forum Free 575 for guests with a standard terminal This section can be ignored for those guests with a standard terminal which have no special keys SOS 1 Receiver key 1 Info key 2 2 ...

Page 52: ... hotel then first dial the digit s 2 Subsequently dial the call number for guests with a Forum Free 565 575 1 Do you 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...

Page 53: ...ck Lists and Call Filters for Hotel Guests starting on page 19 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 Invoi...

Page 54: ...ration 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 Forum Phone 515 525 535 or a Forum Phone 516 526 536 see also Programming a function key for telephone book dialling starting on page 18 In this way guests can easily call each other e g tour groups...

Page 55: ...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 Forum Phone 515 525 535 or a Forum Phone 516 526 536 Switching on a wake up call 1 Press on the key la...

Page 56: ...5 525 535 or Forum Phone 516 526 536 If no function key has been configured then for guests with a Forum Phone 515 525 535 or a Forum Phone 516 526 536 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 5 5 now the digits for the time 0 6 1 5 Your telephone will now ring...

Page 57: ...t reception then you will be informed of this via your room telephone On the telephone the Info key will flash 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 roo...

Page 58: ...r environment and to diminish the pressure on the natural resources we encourage you to use the appropriate take back systems Those systems will reuse or recycle most of the materials of your end life equipment in a sound way The crossed bin symbol invites you to use those systems If you need more information on the collection reuse and recy cling systems please contact your local or regional wast...

Page 59: ...phone Invoice DDD dd mm yy DDD dd mm yyyy hh mm ss Room Status occupied to clean free Display Languages for Room Tele phone System Telephone 13 Message Waiting Indication MWI on Room Telephone Yes on system terminal and terminals of other manufacturers provide these support MWI Wake up Call Service Yes Wake up Time Yes Wake up Status Confirmation Repeat Yes Wake up not Confirmed Short message sent...

Page 60: ...Notes 58 Appendix Notes ...

Page 61: ...Notes Appendix 59 Notes ...

Page 62: ...Notes 60 Appendix Notes ...

Page 63: ...airs SMEs and residential customers Large companies in Dutch 0800 22 500 0800 22 200 in French 0800 33 500 0800 33 200 in German 0800 44 500 0800 44 200 in English 0800 55 500 0800 55 200 SMEs and residential customers Large companies in Dutch 0800 22 500 0800 14 888 in French 0800 33 500 0800 14 888 in German 0800 44 500 0800 14 888 in English 0800 55 500 0800 14 888 ...

Page 64: ...Subject to changes Status 11 2016 For more information Visit us in the Internet at www proximus be pabx Contact your Proximus dealer ...

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