Set up Hotel Service on Yeastar P-Series Cloud Edition

This topic describes how to enable and set up hotel service on Yeastar P-Series Cloud Edition.

Step 1. Enable hotel service

  1. Log in to PBX web portal, go to Hotel Management.
  2. Turn on the switch Enable Hotel Management.

Step 2. Configure basic hotel settings

Go to Hotel Settings tab to configure currency preference, guest information fields, staff privilege for room operations, guest room policy, and hotel information.

Currency Preference
Currency Unit is required and will be used in all billing and invoicing transactions.
You need to enter currency unit in the Currency Unit field.

Refer to the following table to see how the currency unit setting on PBX is presented on the guest bill.

Setting Effect
Guest Information Field
Guest Information Field is used to collect additional information from guests during check-in.
By default, the following basic information can be collected when a guest checks into your hotel:
Category Item
Guest Information
  • First Name
  • Last Name
  • Certificate ID
  • Mobile Number
  • Email Address
Guest Address
  • Zip Code
  • Street
  • City
  • State
  • Country
If you want to collect more guest information, enable Custom Guest Information Fields, then click Add to add the desired fields.
Note: A maximum of 10 custom fields are supported.
Refer to the following table to see how the guest information field settings are reflected in the check-in form.
Setting Effect
Staff Privilege for Room Operation
Client Configuration Permission for Hotel Management enables you to grant specific room operation privileges to staff members (e.g. front desk). The authorized staff member(s) will be able to perform these operations on their Linkus Desktop/Web Client.
You can click Add to add permission rule(s).

Note:
  • A maximum of 10 permission rules are supported.
  • This doesn't grant the management permission of hotel service to staff member. To achieve this, you can assign the Hotel Manager role to the desired member. For more information, see Grant Hotel Management Permission.
Refer to the following table to see how the authorized staff members can access and perform operations on Linkus Desktop/Web Client based on their assigned privileges.
Permission Description
Room Panel

The authorized staff member can access Room Panel on Linkus Desktop/Web Client (Path: Hotel Management > Room Panel) to perform operations such as check-in, move rooms, set Do Not Disturb (DND), change room status, add wake-up calls, check out, etc.
Wake-up Service

The authorized staff member can access Wake-up Service (Path: Hotel Management > Wake-up Service) on Linkus Desktop/Web Client to perform operations such as schedule wake-up tasks and review the wake-up log.
Call Service
The authorized staff member can manage guest calls from Operator Panel on Linkus Desktop/Web Client.
Tip: Refer to Call Management Permission to learn more.
Stay History

The authorized staff member can access Stay History on Linkus Desktop/Web Client (Path: Hotel Management > Stay History) to review guest stay history.
Delete Check-in History

The authorized staff member can access Stay History on Linkus Desktop/Web Client (Path: Hotel Management > Stay History) to delete guest stay history.
Guest Room Policy
Guest Room Policy is required, where you need to configure the general settings for guest rooms.
Setting Description
Default Check-out Time Set the default check-out time.
Service Number

Service Number is the extension number assigned to hotel services, such as 24-hour front desk, laundry service, restaurant, etc. All guests can call this number from their room phones, regardless of check-in status.

Select one or more service numbers from the drop-down list to allow guests to call.
Use Room Name as Caller ID Name

By default, when guests make internal calls from a room phone, the guest name registered at check-in is displayed as the Caller ID name, according to the name display format set in PBX Settings > Preferences > Basic > Name Display Format.

To display the room name (as configured in Hotel Management > Room Management > Room Name) as the Caller ID name, enable the option Use Room Name as Caller ID Name.
Configure Guest Rooms Call Rules

By default, guests are NOT allowed to make internal calls between rooms. You can configure internal call permission for guest rooms as needed.

Note:
  • For Yeastar PBX, internal call permission is associated with extension visibility. After you configure the internal call permission, PBX will create the corresponding extension visibility rules on Extension and Trunk > Client Permission > Extension Visibility.

  • If Organization Management (Path: PBX Settings > Preferences) is enabled on Yeastar PBX, this feature is DISABLED by default. To configure internal call permission, see Enable internal call permission (Department-based structure).
  • Deny Calls Between Guest Rooms
  • Only Allow Internal Calls between the Group Guests
  • Allow Calls Between Guest Rooms
Note: When internal calls are enabled on room phones, only guests in checked-in rooms can make calls. Otherwise, only the emergency number, service number, and housekeeping feature code can be dialed.
Room Type Set room types.
Note: A maximum of 10 room types are supported.
Hotel Information
Hotel Information will be used in all billing and invoicing transactions.
You can fill in the hotel information in the Billing Information section.

Step 3. Set up guest room

Go to Room Management tab to set room status and add guest rooms.

Add Guest Room
Add guest rooms in bulk or one by one as needed.
Scenario Instruction
Add guest rooms in bulk

  1. Click Add > Bulk Add.
  2. In the pop-up window, configure the following settings:
    • Room Type: Select a room type.
    • Create Number: Set the number of guest rooms that you want to create.
      Note: Enter a value between 1 and 99.
    • Room Name: Set a prefix and a suffix for the room name.
      • Prefix: Any letter or number.
      • Suffix: A number between 0 and 9999.

      For example, set prefix as "Room" and suffix as "1000", the room name will be Room1000.

    • Starting Number for Associated Extensions: Select an extension from the drop-down list. PBX will automatically assign available extension numbers to the created guest rooms, starting from the number you specify here.
  3. Click Save.
Add guest rooms one by one

  1. Click Add > Add.
  2. In the pop-up window, configure the following settings:
    • Room Name: Set the room name.
    • Room Type: Select a room type.
    • Associate with Extension: Select an extension from the drop-down list to associate with the guest room.
  3. Click Save.
Set Room Status
Yeastar provides 6 built-in room status - Dirty, Clean, Inspected, Repairing, Available, and Unavailable, along with feature codes to facilitate housekeeping management. You can also customize desired room status as needed, as shown below.
  1. Click Customize Room Status.

    The default 3 room status rules are displayed on the list.

  2. Add room status.

    1. Click Add.
      A feature code is automatically generated for the room status, allowing housekeepers to dial the code from room phone to change room status.
      Note: The feature code consists of a default room status code (*63) followed by a sequential number. To use a different room status code, go to Call Features > Feature Code > Hotel Management > Room Status to change it.

    2. In the Room Status drop-down list, select an existing status or click Create New to create a room status.
      Note: A maximum of 26 room statuses are supported, including 6 built-in statuses and 20 custom statuses.
  3. Set the default room status and specify the scenario for resetting room status to default.

    1. In the Set as Default Status column, select the default room status.
    2. Optional: In the Effective Time of Default Status drop-down list, select another scenario where room status will be reset.
      • At Check-In: Reset room status to the default when guests check in.
      • Automatically Reset Every X Days: Periodically reset room status to the default.

        If you choose this option, select the interval (in days) from the drop-down list.

    3. Click Save.

Step 4. Set up wake-up service

Go to Wake-up Service tab to configure wake-up number and wake-up rules.
Wake-up Number
Wake-up Number is an internal number that guests can call to set wake-up calls.
You can use the default wake-up number, or enter a desired number in the Wake-Up Number field.
Note:
  • You can enter any number, as long as it doesn't conflict with existing numbers in the PBX.
  • Once you save the number, it can NOT be changed.
Wake-Up Rule
Customize the rule for wake-up calls.
Setting Description
Ring Timeout (s) Set the time for a wake-up call to ring before it times out (Unit: Second).

Valid value: 5-300
Snooze Set the number of times to repeat the call if guests don't answer the wake-up call, and the interval between each repeat.
Voice Prompt Select the voice prompt to be played when guests answer wake-up calls.
Note: Prompts in the drop-down list are synchronized from PBX Settings > Voice Prompt > Custom Prompt.
Failover Destination Set the failover destination in case guests don't answer the wake-up call.
  • Hang Up
  • Extension
  • Ring Group

Result

  • Hotel service is set up on Yeastar P-Series Cloud Edition.
  • An extension group Hotel Room Group is created, and all extensions assigned to guest rooms are automatically added to the group for centralized call management.