BusinessPhone Communication Platform 4.0
Facilities

## Reception Extension

## Definition

A reception extension is used to check guests in and out.

## Use

The function is employed in all types of hotel systems, both with and without a hotel computer connected.

Via the telephone the receptionist can:

- check in guests
- check out guests
- order WAKE-UP on behalf of guests
- open and block guest-room telephones
- alter the status of guest-rooms
- bypass “do not disturb”

## Operation

The function can be handled from both the reception telephone and a connected hotel computer.

### Check-in via EXECUTIVE telephone

The check-in function is activated by entering a code or, if it has been stored on a programmable key, by pressing this key.

1. * 31 #
2. Enter relevant room number and press #.
3. Press menu key vacant and the menu text changes to occupied.
4. Press #
5. Enter the guest’s name by using the key pad.
6. Press #
7. If the date is correct, press #.
8. To alter the check-in date: Enter new date, press #.
9. Enter planned check-out date.
10. Press #
11. Enter the language preferred by the guest, with a maximum of four characters.
12. Press #. The abbreviations for languages are used by the system for selecting the correct greeting.
13. Enter type of credit card if the guest has one, with a maximum of four characters, press #.
14. If the entered data is correct, press #. Press the menu key change to revise the guest data.

If no more guests are to be checked in, press menu key clear to revert to idle mode.

With the check-in procedure the latest WAKE-UP order that has been activated before in that room’s telephone will be deleted.

### Options during a check-in procedure

During the check-in procedure the user may select menu options.

back |  | The check-in procedure is finished. The entered check-in data is stored and the system is prepared for another check-in. |
clear |  | The check-in procedure is interrupted and the entered data is erased. The display shows idle information. |
return |  | Will step the check-in procedure backwards by one step with each key depression. |

### Check-out via EXECUTIVE telephone

1. Key code *31# or press programmed key.
2. On check-out press menu key occupied. If there are unanswered messages in the message system of the guest. After clearing or reading the messages, the menu text changes to vacant.
3. Press #. The display shows the accumulated cost. “ATS” is an example for a currency identifier. This currency identifier can be placed before or after the accumulated cost (this depends on system programming for call metering).
4. Press the menu key check-out. The display shows that the room is free, by erasure of the name.
5. The menu keys give you the choice to return to idle or to check-out the next guest room.

- Return to idle: Press clear.
- Check out next guest room: Press next.

After the check-out of the guest’s room the latest WAKE-UP order at this room’s telephone will remain active:

- up to a new check-in in this room, or
- during the next 24 hours.

### Options during a check-out procedure

During the check-out procedure the user has the following menu options.

check-out |  | Use this menu key to clear the guest name and the accumulated cost. |
clear |  | The check-out procedure is interrupted. The display shows idle information. |
return |  | Will step the check-out procedure backwards one step on each key depression. |
next |  | This menu key offers a quick access for check-out of the next guest room. |

### To open and block guest-room telephones

A guest-room telephone is opened automatically for external traffic on check-in.

The guest-room telephone is then blocked automatically on check-out with the exception that the WAKE-UP information will be active for the next 24 hours, or until a new check-in will be done for that room.

The reception extension has the possibility to manually open or block guest-room telephones.

When the guest-room number is dialled, the display shows whether the extension is open or blocked.

1. The alteration is made by pressing menu key open. Menu text changes to barred.
2. Press #

### To order WAKE-UP for guest rooms

See Wake-Up Facility of this document.

### To read and update room status

See Room Status of this document.

### To bypass “do not disturb”

See Diversion Direct (165/155 34 ASB 150 02 Uen).

## Capacity

All users who possess a facility category that permits check-ins/-outs can undertake the various functions.

This means that several persons can help each other to deal with check-ins/-outs.

## Limitations

Only one extension at a time can influence data for a certain guest-room.

## Programming

### To assign a category to the Reception telephone

Those extensions that are to participate in reception duties are to be assigned a facility category with the required categories set.

3060 |  | Room status view

3061 |  | Check in/out

3062 |  | Wakeup ordering

3063 |  | Wakeup for others

0101 |  | Facility COS

To simplify handling it is advisable to store the call codes for WAKE-UP and check-in on free name selection keys.

This can be done directly via individual programming. See chapter Individual Programming in document Facility Description (155 34-ASB 150 02 Uen).

This can also be achieved via system programming. See Name Selection (360/155 34-ASB 150 02 Uen).

## Equipment

The function requires an EXECUTIVE telephone or OPERATOR console.

Revision: F © Ericsson Enterprise 2003