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Proximus Forum 5004 User manual

Manual is about: Forum 500 series; Forum 5000 series. Hotel Application. Forum Hotel

Summary of Forum 5004

  • Page 1

    Forum™ 500 forum™ 5000 hotel application forum hotel user guide.

  • Page 2: Welcome To Proximus

    Welcome to proximus thank you for choosing a proximus product that stands for the best in quality matched with high design standards. Forum hotel the following operating instructions will assist you in using your forum hotel and answer most of the questions that may arise. If you need any extra info...

  • Page 3: Contents

    1 contents forum hotel. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3 software features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 scope of delivery . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ....

  • Page 4

    2 when a guest has received a message . . . . . . . . . . . . . . . . . . . . . . . . 36 creating a telephone invoice for the guest. . . . . . . . . . . . . . . . . . . . . 37 the menu “hotel” on the reception telephone . . . . . . . . . . . . . . . . . 39 modifying the occupation status of the room...

  • Page 5: Forum Hotel

    Software features forum hotel 3 forum hotel the programme package “forum hotel” has been specially developed for hoteliers. Using this programme package, hotels can incorporate their guests into the forum 500 / forum 5000 system. Every guest can then use the system through their room telephone. At d...

  • Page 6: Scope Of Delivery

    Scope of delivery 4 forum hotel ● the reception telephone allows the comfortable management of rooms and guests via a special hotel menu. Either a system telephone forum phone 535/536 or a forum phone 525/526 may be used as the reception telephone. ● for each room a function key can be configured on...

  • Page 7: About This Guide

    About this guide forum hotel 5 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 administratio...

  • Page 8: Configuration and

    Licence 6 configuration and administration configuration and administration the following description assumes that the telephones, which are to be used, are already connected to the forum 500 / forum 5000. You will find detail information on connecting terminals in the “mounting and commissioning” (...

  • Page 9: Creating User Groups

    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...

  • Page 10

    Creating user groups 8 configuration and administration 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 t...

  • Page 11: Numbers

    Creating rooms and assigning call numbers configuration and administration 9 creating rooms and assigning call numbers using the forum hotel application, it is possible to manage up to 200 rooms. Each of these rooms can have its own room telephone (with its own call number). You manage the rooms and...

  • Page 12

    Configuring the reception telephone 10 configuration and administration 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 existing call numbers. Whether this is reasonable depends on the existing con...

  • Page 13

    Configuring the reception telephone configuration and administration 11 configuring the u pn port for the reception telephone configure the reception call number in the configurator menu applications: forum hotel: settings. Setting the reception telephone’s call number enter the internal call number...

  • Page 14

    Configuring the reception telephone 12 configuration and administration programming a function key as the hotel key the reception telephone is assigned to a user who is a member of the “reception” user group. The corresponding staff member now receives the calls from guests and can use the forum hot...

  • Page 15

    Configuring a function key for room check-in on the reception telephone configuration and administration 13 adding the reception’s call number to the incoming call distribution configuring a function key for room check-in on the reception telephone on the reception telephone you can configure a func...

  • Page 16

    Configuring a reception team 14 configuration and administration 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 telephone, for every trunk key and team key, a different ringer tone (see menu ...

  • Page 17

    Configuring the room telephones configuration and administration 15 configuring the room telephones for room telephones you may use various terminals: ● corded system terminals, e. G. Forum phone 515/525/535 and forum phone 516/526/536, ● cordless (dect) system terminals, e. G. Forum free 565/575, ●...

  • Page 18

    Configuring the room telephones 16 configuration and administration programming a function key as the reception key 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 i...

  • Page 19

    Configuring the room telephones configuration and administration 17 locking keys on the guest’s system telephone so that guests, with a system terminal, have no access to the system configuration you should lock the interface of the terminal. This is done with the setting all keys locked in the user...

  • Page 20

    Configuring the room telephones 18 configuration and administration 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. Lockin...

  • Page 21: For Hotel Guests

    Installing black lists and call filters for hotel guests configuration and administration 19 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 ...

  • Page 22: Room Telephones

    Configuring the authorisation for room telephones 20 configuration and administration system access: associating receptions call number with room extension numbers similarly, in the call distribution: outgoing ddi menu you can associate the room extension numbers with the call number of reception. W...

  • Page 23: Programming The Wake-Up Call

    Programming the wake-up call configuration and administration 21 ● 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. ● check-out: the guest has checked out and the room is ...

  • Page 24

    Programming the wake-up call 22 configuration and administration 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 telephony: devices: syst...

  • Page 25: Configuring Connection Data

    Configuring connection data recording for telephone invoices configuration and administration 23 configuring connection data recording for telephone invoices the basis for telephone invoices in the hotel application is the programme “forum count”. This programme records all connection data (telephon...

  • Page 26

    Configuring telephone invoices 24 configuration and administration 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. Cost zones and per-minute costs the calls made by the hotel guests can be calculat...

  • Page 27

    Configuring telephone invoices configuration and administration 25 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 telephony: settings. This setting applies to ...

  • Page 28

    Configuring telephone invoices 26 configuration and administration settings for the telephone invoices of hotel guests.

  • Page 29: Designing An Invoice Header

    Designing an invoice header configuration and administration 27 designing an invoice header the applications: forum hotel: settings menu is where you define the height of the invoice header for printing out telephone invoices. This means you can use, e. G. The hotel stationery with the corresponding...

  • Page 30

    Archiving guest’s connection data 28 configuration and administration archiving guest’s connection data connection data archive after a guest has checked out, it is not possible to access their telephone invoice via the forum hotel programme. However, their connection data remains stored in the syst...

  • Page 31

    Archiving guest’s connection data configuration and administration 29 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 information can be found in the in the chapter e...

  • Page 32: Using The “Forum Hotel”

    Starting and ending the programme 30 using the “forum hotel” programme using the “forum hotel” programme the following usage information is designed for hotel staff. The forum hotel programme is used via the web console of the forum 500 / forum 5000. The system administrator must allocate users (tho...

  • Page 33: Room Overview

    Room overview using the “forum hotel” programme 31 the character string “” represents the ip address of the communi- cations system on your lan. You can also use the host name of the communications system instead of the ip address. The log-in mask opens. 2. User name, password: enter your user name ...

  • Page 34

    Room overview 32 using the “forum hotel” programme room overview in the “forum 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...

  • Page 35: Registering A Guest

    Registering a guest (check-in) using the “forum hotel” programme 33 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 “c...

  • Page 36: Out)

    When the guest departs (check-out) 34 using the “forum hotel” programme after you have registered the guest, the system will, for the duration of the guest’s stay, manage them as a (temporary) user. ● the telephone costs that the guest generates, are recorded and can, at the latest when the guest ch...

  • Page 37: Room Cleaning

    Room cleaning using the “forum hotel” programme 35 if the guest used their room telephone, then generate their invoice (see also creating a telephone invoice for the guest starting on page 37). If no telephone invoice needs to be created, then check the check-out option and confirm with ok. This upd...

  • Page 38: When A Guest Has Received A

    When a guest has received a message 36 using the “forum hotel” programme the settings for the wake-up call (length of call and how often the call is repeated) are configured in forum hotel programme by the system administrator. These settings are the same for all guests. To activate the wake-up call...

  • Page 39: Guest

    Creating a telephone invoice for the guest using the “forum hotel” programme 37 for guests with a forum phone 515/525/535 or a forum phone 516/526/ 536, the system administrator must have configured a reception key (see also programming the reception key starting on page 15). The led of this key fla...

  • Page 40

    Creating a telephone invoice for the guest 38 using the “forum hotel” programme note: f a former guest requests a reprint of their invoice or if they have questions concerning their invoice, please consult your system administrator. They should be able – aided by the forum count programme – to provi...

  • Page 41: Telephone

    The menu “hotel” on the reception telephone using the “forum hotel” programme 39 the menu “hotel” on the reception telephone at the reception telephone, the menu main menu has been extended to include the menu 9 applications: 2 hotel. Using this menu you can access all the features of the hotel appl...

  • Page 42

    The menu “hotel” on the reception telephone 40 using the “forum hotel” programme 1 check-out + invoice (displayed using a coin symbol): using this option you can check-out the guest and view the total of their telephone invoice. Note: the telephone invoice for the guest must first be printed via the...

  • Page 43

    Modifying the occupation status of the room via the function key using the “forum hotel” programme 41 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 comfo...

  • Page 44: Guide For Guests

    Modifying room status of the room using the code-number procedure 42 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: ● a forum phone 515/525/535 ...

  • Page 45

    The keys of your room 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

    The 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 6 mno 5 jkl 4 ghi 9 wxyz 8 tuv 7 pqrs 0 * r abc c – + ok esc 2 1 arrow keys 1 ok key 2.

  • Page 47

    The 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

    The 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 6 mno 5 jkl 4 ghi 9 wxyz 8 tuv 7 pqrs 0 * r abc c – + ok esc 1 2 arrow keys 1 ok key 2.

  • Page 49

    The 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

    The 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 6 mno 5 jkl 4 ghi 9 wxyz 8 tuv 7 pqrs 0 * r abc c – + ok esc 2 1 arrow keys 1 ok key 2.

  • Page 51

    The keys of your room telephone guide for guests 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...

  • Page 52: Calling Reception

    Calling reception 50 guide for guests calling reception … for guests with a forum phone 515/525/535 or a forum phone 516/ 526/536: to call reception, press the key labelled “reception”. … for guests with a forum free 565/575: to call reception, press the info key. To end the call, press the receiver...

  • Page 53: Blocked Call Numbers

    Blocked call numbers guide for guests 51 blocked call numbers call numbers which begin with the following digits can not be dialled: ………………………… you can not be called by callers whose call number begin with the following digits: ………………………… background information to blocked call numbers the system adm...

  • Page 54

    You wish to call another hotel guest 52 guide for guests using the telephone book during their 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 menu...

  • Page 55: Receiving A Call

    Receiving a call guide for guests 53 receiving a call … for guests with a forum phone 515/525/535 or a forum phone 516/ 526/536: 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. … fo...

  • Page 56

    You would like to be woken 54 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 ...

  • Page 57: Reception

    You have a waiting message at reception guide for guests 55 you have a waiting message at reception … for guests with a forum phone 515/525/535 or a forum phone 516/ 526/536: when a message is available for you at reception, then you will be informed of this via your room telephone. The key labelled...

  • Page 58: Appendix

    Environmental information 56 appendix appendix environmental information ● the equipment that you bought has required the extraction and use of natural resources for its production. It may contain hazardous substances for the health and the environment. ● in order to avoid the dissemination of those...

  • Page 59: Technical Data

    Technical data appendix 57 technical data number of rooms 200 digits per room number 5 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 13 time f...

  • Page 60: Notes

    Notes 58 appendix notes.

  • Page 61: Notes

    Notes appendix 59 notes.

  • Page 62: Notes

    Notes 60 appendix notes.

  • Page 63: Support

    Support 61 support you can contact our support on the following telephone numbers: for configuration changes of your forum™ 500 or forum™ 5000 communications system for repairs smes and residential customers large companies in dutch: 0800 22 500 0800 22 200 in french: 0800 33 500 0800 33 200 in germ...

  • 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.