Property Management System is a software application used in the hospitality industry to automate some hotel functions such as guest booking, guest details, etc…
The system can be divided into three parts:
- PMS (Property Management System)
- PMSI (Property Management System Interface)
Grandstream UCM6XXX series have integrated HMobile Connect PMSI which supports a large variety of PMS software providing the following hospitality features: Check-in, Check-out, set Room Status, Wake-up call, and more.
The following figure illustrates the communication flow between the PBX (Grandstream UCM6xxx Series) and PMS software, which is done through a middleware system (HMobile Connect) acting as the interface between both parties.
The following list includes all PMS systems that are compatible with Hmobile:
For more information about Hmobile you can visit their website below:
The UCM6xxx supports the following features using HMobile PMS Systems.
Do Not Disturb
The Check-in feature is used to store information such as Room Number, Extension, Username, Guest Account, Guest Credit Money, Maid Code, Arrival/Departure Date upon guest arrival.
Guest language can also be received from PMS to customize phone system prompts (if possible).
The check-out feature is used upon guest departure to clear stored data at check-in and restore the extension’s default settings including language, privileges, and deleting all voicemails on that extension.
The “Room Status” will be set to “checkout”.
When an update is needed for an entry, in case of an error, for instance, PMS sends an Update command to the UCM6XXX containing Name, Surname, and Language to update according to modifications made on the PMS side.
The room Status feature is used to update the status of the room.
Three statuses are available:
- Cleaning Repair finished.
*23XXXX is the feature code to update the Room Status, where XXXX is the Maid Code.
When dialing *23XXXX, the room status (Cleaning, Repairing, or Cleaning Repair finished) should be selected by the maid using the corresponding status code.
When a guest changes or moves to another room, the Room Move command is sent by the PMS through “H-Mobile Connect” to notify a guest room change, and all stored information will be moved to the new room.
In the figure below, all data in room 4000 is moved to room 2000.
Wake-up feature is used to make the extension ring upon the PMS signal.
The UCM sends a notification message to the PMS including the time and date of the answered call in order for the system to repeat (or not) the wake-up call.
- When setting up a Wake-up call on the PMS, UCM6XXX initially sets “Action Status” to Programmed.
- Once the call is made, UCM6XXX sets “Action Status” to Executed.
- Programmed Wake-up calls can be Cancelled from the PMS, the UCM will update the Action Status to Cancelled as shown on the following figure.
Two types of wake-up calls are available:
The call will be made once at the programmed time.
The call will be repeated each day at the programmed time.
Three Answer Statuses are available in response to the Wake-up call:
If the guest answers the wake-up call, UCM6XXX will set “Answer Status” to Answered.
If the guest rejects the wake-up call, UCM6XXX will set “Answer Status” to Busy.
If the guest doesn’t answer the wake-up call after the timeout, UCM6XXX will set “Answer Status” to No Answer.
If an error occurs during the wake-up call, UCM6XXX will set “Answer Status” to Error.
Sent by PMS through HMobile Connect to notify the existence of a new message
for the guest (in Reception, voicemail, etc.)
When Do Not Disturb is activated on an extension, all calls to that extension will get busy treatment.
This command is sent by PMS through “H-Mobile Connect” to enable/disable DND status.
Mini-Bar feature is used by the maid to monitor the consumer’s goods.
Users need to create first a minibar and the maid code in order to consult the goods, please refer to Mini Bar for more details.
The following configuration is based on UCM6XXX with firmware 220.127.116.11. The configuration may vary using higher firmware versions.
To configure the UCM6XXX with a PMS Server, users need first to create some extensions on the UCM6XXX that will be associated with guests’ rooms.
To create or modify existing extensions, login to the UCM6XXX’s by typing its address on a browser, then go to Extension/Trunk🡪Extensions.
To use all PMS features, make sure that the following feature codes are configured from UCM6XXX Web GUI🡪Call Features🡪Feature Codes:
- Update PMS Room Status
- PMS Wake Up Service
Navigate to Value-added Features🡪PMS🡪Basic settings, the following table explains the fields needed to be configured to set the connection for the PMS system.
Select HMobile to use HMobile PMS system features.
Wake Up Prompt
Choose the prompt to be played upon Wake-Up call request, users can click on Prompt to upload a custom prompt to the UCM6XXX.
Enter the server’s URL address (i.e 192.168.6.185:8081/soap).
Enter the UCM6XXX’s port to use when communicating with H-Mobile Server.
Enter the Username for PMS system authentication.
Enter the Password for PMS system authentication.
Enter the Site ID to identify the hotel on the PMS server.
Back-Up Voicemail Recordings
Used for backing up voicemail recordings to external storage after check-out.
Users can then create and manage Rooms from Value-added Features🡪PMS🡪Room Status:
- Click Create Add Room to Create a new room for a guest.
- Click on Delete Selected Rooms to delete any selected room.
- Click on Batch Add Rooms to create multiple rooms at the same time.
- User can also click on next to a room to delete it, or click on to edit the room’s options.
Users can create a New Wake Up service for Rooms from Value-added Features🡪PMS🡪Wake Up Service.
Click on Create New Wake Up Service, the following window will pop up:
Please refer to the following table for fields description of Wake-Up Service:
Select the room number where to call.
Set the time of the wake-up call.
Show the status of the call:
The following figure shows the status of the wakeup call once the call is made at the specified time.
To create a new minibar, click on “Add Mini Bar” under UCM WebGUI🡪Value-added Features🡪PMS🡪Mini Bar, the following window will pop up:
Enter a non-existing extension number to be dialed when using the minibar feature.
Enter a name for the minibar.
Select the Prompt to play once connected to the minibar.
Skip Maid and Password Authentication
If enabled, the default maid code will be 0000, no authentication is required.
Enter 0000 followed by # to access the consumer goods
Enable Continuous Multi Goods Billing
If enabled, please separate the goods’ codes by * (star).
To create a new prompt please refer to CREATE CUSTOM PROMPT
Once the Mini Bar is created, a new maid needs to be created to consult the consumer goods.
To create a new maid, click on Add under UCM WebGUI🡪Value-added Features🡪PMS🡪Maid Code, the following window will popup:
Enter a code to identify the new maid. Only digits accepted.
This code is required to identify the maid when checking consumer’s goods.
Enter a password associated with the maid. Only digits accepted.
User could either edit the “Maid” secret by clicking on , or delete a maid by clicking on to remove the selected maid.
Create then the consumer goods and set associated prompts to them.
- To create a new consumer goods, click on under UCM webGUI🡪Value-added Features🡪PMS🡪Mini Bar, the following window will popup:
Enter the Goods Code.
Enter the Name of the Goods
- Users could edit the created consumer goods by clicking on , The name can be changed while the consumer goods “Code” cannot:
- To delete a consumer goods user could click on to remove the item.
The Minibar page shows as following:
To use the Mini Bar feature, follow the steps below:
- Make a call to the Mini Bar extension (4000 in this example), a voice prompt will be played.
- Enter the Maid Code followed by star and the password followed by pound (example: 1100*123456#).
- Type the consumer’s code that the Maid wants to check followed by pound (example: 101#).
Prompts on PMS can be customized/personalized at the customer’s convenience by either recording or uploading new prompts. Click on the “Prompt” option as shown on the following figure to be redirected to the “Custom Prompt” page, or go to Web GUI🡪PBX Settings🡪Voice Prompt🡪Custom Prompt page directly.
Once the PMS prompt file (created/uploaded) is successfully added to the UCM6xxx, it will be shown in the prompt list options to select in different PMS scenarios.
In the UCM6xxx web UI🡪PBX Settings🡪Voice Prompt🡪Custom Prompt page, click on and follow the steps below to record new prompt.
- Specify the custom prompt file name.
- Select the format (GSM or WAV) for the prompt file to be recorded.
- Select the “Extension” to receive the call from the UCM6xxx to record the prompt.
- Click the “Record” button. A call will be initiated to the selected extension.
- Pick up the call and start the recording following voice prompts.
- The recorded file will be listed in the Custom Prompts page (see figure 30). Users could select to rerecord, play or delete the recording.
If the user has a pre-recorded prompt file, click on in Web GUI under PBX Settings🡪Voice Prompt🡪Custom Prompt page to upload the file to the UCM6xxx.
Following are PMS prompt requirements to be accepted by the UCM6xxx series:
- PCM encoded.
- 16 bits.
- 8000Hz mono.
- In .mp3 or .wav format; or raw/ulaw/alaw/gsm file with “.ulaw” or “.alaw” suffix.
- File size under 5M.
Click on the button to select an audio file from the local PC and click on it to start uploading it. Once uploaded, the file will appear in the “Custom Prompt” web page.