INTRODUCTION

Grandstream IP PBXs includes an integrated on-premise Property Management System (Local PMS) that provides core hotel-operations features without requiring third-party PMS integration. Hotels can manage room lifecycles, guest check-in/check-out, billing, wake-up services, reservations, and housekeeping tasks directly from the PBX web interface.

The Local PMS automates several functions that typically require manual work, including clearing guest data at checkout, sending notifications, and backing up guest voicemail recordings. This simplifies hotel operations while keeping all data managed locally on the PBX.

SUPPORTED PMS FEATURES

The Grandstream IP PBX Local PMS provides the following core features for hotel management:

Basic Settings

To use the Local PMS service on your PBX, the PMS Module needs to be defined and set to “Local PMS”, this configuration can be done on the Basic settings tab as shown in the screenshot below, to access the PMS settings, Click on Other Features, and Choose PMS on the drop-down menu:

The configuration parameters available on the local PMS basic settings are explained in the table below:

Room Management

The Room Management service allows administrators to add, configure, and maintain rooms within the Local PMS. Rooms can be added individually or in batches. Each room must be assigned a room type, and optional room groups may also be configured to support organizational or operational grouping.

Add Room Manually

This section explains how to create a single room entry, assign extensions, select a room type, and configure call privileges.

The PMS→Room Management table provides visibility into each room’s configuration and current occupancy status.

To add a room manually, please refer to the instructions below:

1. Click on the “Add” button in the local PMS room management tab.

2. Provide the Address, Room Number, and assign up to two extensions associated with the room (Extension 2 may be set to None if the room requires only a single extension).
3. Set the call privilege for the room to one of the following: Internal, Local, National, International.

4. Choose the appropriate Room Type from the list. Room Types are configured separately under Room Management→Room Type.

Batch Add Rooms

Batch room creation allows the administrator to create multiple rooms at once with sequential numbering for addresses, room numbers, and extensions.

To create room in batch, please refer to the steps below:

1. Click on the “Batch Add” button in the local PMS room management tab.

2. Enter the Start Address, Start Room Number, and Start Extension Number.
3. Select Number of Extensions per Room. Selecting 2 will automatically generate two extensions for each room.

4. Enter the Create Number, which defines how many rooms will be generated in the batch.

5. Choose the Room Type and Call Privilege that will be applied to all rooms created in this batch.

6. Use the “Preview” button to view the generated room and extension list before confirming.

Delete Selected Rooms

Rooms on the local PMS can be deleted individually or in groups.

1. To Delete a specific room, click the trash icon and then confirm the deletion by pressing OK.

2. To delete multiple rooms, select the check-boxes for the target rooms or use the global checkbox to select all, and then click Delete.

3. Confirm the batch deletion by selecting OK.

Room Type

The Room Type feature allows administrators to define categories for rooms, including pricing, tax, and hourly rental options. When adding or editing rooms, users must select a Room Type.

1. Select Room Management→Room Type to access the configuration page.

2. Click Add to create a new Room Type.

3. Configure the parameters on this page as defined in the table below.

Room Group

The Room Group feature allows grouping multiple rooms together for easier management. This feature can be used to configure wake-up service for many rooms at once.

To create a room group:

1. Navigate to Room Management→Room Group to access the configuration page.

2. Click on Add, to create a new Room Group.

3. Set a name for the group and select the rooms you wish to assign.

Check-in Management

Once rooms are created, they will be displayed in the Check-in Management section. Each room shows its current status (either Checked-in or Checked-out) and other key tabs to provide a complete overview of all property rooms.

Check-in Procedure

This section describes the workflow used to check a guest into a room. The procedure consists of three stages: selecting the check-in type, handling existing reservations, and configuring the check-in parameters.

1. Selecting the Check-in Type

When the user clicks the Check In button for an available room, the system displays a prompt requiring selection of one of the following:

• Full-day room
• Hourly room

The selected check-in type determines the pricing model and which configuration fields are displayed in the check-in form.

2. Selecting a Reservation Order

After choosing the check-in type, the system checks whether any existing reservation orders match the selected room or room type. If matching reservations are found, the Select a Reservation Order window opens.

This page displays all relevant reservation orders along with Room Type, Estimated Check-in Time, Expected Check-out Time, Reserver Name, etc.

Each reservation line provides a Check In option that automatically loads the reservation details into the check-in configuration page.

Users can also ignore any matching reservation by selecting the Check In option at the bottom of the window.

3. Completing the Check-in

After selecting a reservation or choosing to create a new one, the Check-in page appears. This page contains all configurable parameters required to complete the check-in.

All the parameters on this page are describes in the table below.

Review the Room Fee, Actual Price, and Accounts Receivable values to ensure that the correct pricing model (daily or hourly) has been applied. Once confirmed, the room’s status changes to Checked-in, and the guest’s name and arrival/expected departure dates appear in the Room Status table.

Check-Out Procedure

The check-out process updates the room’s occupancy status, finalizes billing, and triggers any automated cleanup actions configured under Local PMS settings. A room can be checked out manually by front-desk staff or automatically through the Self-Check-Out via Email feature if enabled.

To check-out directly from the Check-in Management → Room Status page, please follow the steps below:

1. Click the Check-Out button for a checked-in room from the Room Status list.

2. If “Review Bill at Check-Out” option is enabled in the local PMS basic settings, a billing summary will automatically appear before the final confirmation. Users can print the bill from the window by clicking Print bill.

3. Confirm the Check-Out from the window prompt.

After completing the check-out, the room’s status changes to Not Checked-in and any post-checkout automation (e.g., clear call history, clear wake-up calls, reset Wave password, clear chat history) is executed based on configuration.

If Billing Notification is enabled, a second email will be sent after successful checkout which will include a detailed breakdown of charges.

Self-Service Check-In and Check-Out

The Local PMS supports optional self-service workflows that allow guests to complete the check-in or check-out process remotely using secure email links.

Self-service behavior is controlled from the Self-service Settings section under Local PMS→Basic Settings. When enabled, the PMS automatically sends emails to guests at predefined times before arrival or departure.

When Self-Check-In via Email is enabled, the PMS sends an automated pre-arrival email to the primary guest based on the configured advance sending time. Below is an example of the received email:

When Self-Check-Out via Email is enabled, the PMS automatically sends a check-out email before the guest’s expected departure time, which includes a link for the guest to use. The email shows up as such:

If “Check-out is allowed when the bill is not settled” is disabled, the system still sends the guest a check-out email, however, the self check-out link will display “Link expired” until all outstanding charges are settled.

Room Status Tab

The Room Status tab provides a centralized overview of the current condition and availability of all rooms in the property. It allows hotel staff to monitor housekeeping progress, maintenance needs, and overall room readiness at a glance.

The available attributes in this tab are:

• Room Number: Displays the Room Number.
• Room Type: Shows the assigned Room Type.
• Room Group: Lists the the Room Group this room belongs to if applicable.
• Check-in status: Displays Check-in Status, either Checked-in or Not Checked-in.
• Check-in / Check-out: Changes the Check-in state of the room.
• Room Status: Displays the current Room Status of the room, it can be set to Available, Cleaning, Repairing, Cleaned, Room dirty, or Room closed, this gives the hotel staff a global view of the current state of all Property Rooms.
• Customer name: Displays the Customer’s first and last name.
• Guest Category Code: Displays the Guest Category code, Guest codes are individualized to residents so they can be issued to their visitors.
• Arrival date: Displays the Customer’s Arrival date.
• Expected departure date: Displays the Customer’s Expected departure date.
• Options:
  
  • Click the Info icon to edit the check-in information for the room.
  • Click the House Switch icon to move the current guest to another available, non-checked-in room.
  • Click the Dollar icon to view or print the current bill for the guest during their stay.

Each of the icons under the Options column becomes available once a room is checked-in. These options provide quick access to detailed pages that are described below:

1. Edit Check-in Information

The Edit Check-in Information page allows hotel staff to view and modify guest check-in details, room assignments, and billing information.

This page displays the same configuration fields defined in the Check-In page. For detailed descriptions of each parameter, refer to the Check-In Procedure section.

2. Room Change

The House Switch page mirrors the Edit Check-in Information page in terms of displaying guest and billing information, including room pricing, guest account details, call privileges, etc.

The main differences of the House Switch page compared to Edit Check-in Information are:

• The page is designed to move a guest to another available room you cannot change the original room’s check-in and check-out time.
• Guest information, call privileges, language, and billing details are carried over automatically to the new room, and cannot be modified.
• The system only allows selection of rooms that are not currently checked-in, besides the original room, preventing double-booking.
• Daily price, taxes, and total fees are recalculated based on the new room, but payment history and accounts receivable remain linked to the guest.

3. Billing

The Billing page provides a detailed overview of all charges associated with a guest’s stay, including room fees, call charges, minibar usage, and additional costs.

The fields available on this page are explained in the table below:

Check-in/Check-out History

The Check-in/Check-out History page provides a chronological log of all completed check-ins and check-outs recorded by the PMS. This includes entries generated through manual front-desk operations as well as automated actions such as Self Check-In and Self Check-Out (if enabled).

A record is created once a guest completes a check-out, ensuring that each entry represents a fully completed stay. This page can be accessed by clicking Check-in/Check-out History from the Check-in Management→Room Status tab.

On this page, users can perform the following actions:

• View past stay records, including guest name, arrival time, departure time, and total cost.
• Search and filter entries by room number, customer name, arrival date, or check-out date.
• Open the Billing page for the selected stay to review charges.
• Open Call History to review call charges associated with that stay.
• Delete individual history entries when needed.
• Clear all history records using the bulk-delete function.

Custom Room Status Codes

The Custom Room Status Codes page allows administrators to redefine or extend the room status indicators used throughout the PMS. These codes are used by housekeeping and front-desk staff to report the current condition of each room (e.g., Available, Cleaning, Repairing, Dirty, Closed).

This configuration is accessed from Check-in Management→Custom Room Status Codes.

Each entry corresponds to a keypad “Press” number (Press 1–Press 0), which can be mapped to:

• A Status Code (numeric code associated with the status).
• A Room Status (the label shown in the Room Status table and housekeeping interface).

If you change a status code or its mapped room status, you must also update the Room Status Update Prompt (under PMS→Basic Settings) to ensure that voice prompts correspond to the new configuration.

Room status can be updated directly from the Room Status table to reflect the current housekeeping or maintenance condition of a room. To assign or change a room’s status:

1. Go to Check-in Management→Room Status.
2. Locate the room whose status you want to update.
3. Click the Room Status dropdown in the corresponding row.
4. Select one of the available status options.

Room Availability Calendar

The Room Availability Calendar provides a visual schedule of room occupancy across multiple days. It allows staff to review availability, reservation activity, and guest stays directly from a single timeline view.

For available rooms, hovering over a day shows the daily rate for that date. For checked-in rooms, the guest name, stay period, and total cost are shown. For checked-out entries, the stay summary and charges are displayed.

Clicking on an available date opens the reservation entry window for that room and day. Clicking on a checked-in entry displays the check-in information. Clicking on a checked-out entry reveals the details of the completed stay.

Reservation List

The Reservation List tab displays all active and historical room reservations created in the PMS. It provides a centralized view of upcoming check-ins, planned stay duration, and reserver information, allowing staff to manage and update reservations efficiently.

Staff can add new reservations using the Add button. Existing reservations may be cancelled through the Cancel Reservation option when selected. A search panel allows filtering by reserver name, mobile number, and estimated check-in time range to quickly locate specific entries.

There is also an option to manually send the self check-in email for a specific reservation by clicking the “Email” icon associated with that reservation.

Once a reservation is added, the guest will receive a reservation confirmation email if an email address is configured for them.

Clicking the Historical Reservations icon displays past reservations, including those that have already been checked in. Historical entries can be deleted if needed for record maintenance.

Guest List

The Guest List tab provides a centralized directory of all customers stored in the PMS. It allows staff to maintain accurate guest records.

The table displays key customer attributes, including Customer Name, Email, Mobile Number, and Guest Category Code.

The Add button allows staff to create new customer entries manually. Existing records can be edited or deleted using the corresponding options in the table. The search bar enables filtering by customer name or mobile number for rapid lookup.

Bulk management is also supported through Import for uploading customer data and Export for downloading the guest list in supported formats. These tools simplify onboarding for properties transitioning from other PMS systems or maintaining external records.

Wakeup Service

In some cases, guests will request the hotel staff to wake them up at a specific time, you can do that by configuring a wake-up time related to the room number of the guest, where the specific IP phone on that room will ring the extension related to the room number at that specific time, this option is supported on the integrated local PMS.

Pending Wake-Up

The settings can be defined as follows :

1. Select the wake-up service tab, click “Add” to create a new wake-up schedule.

2. Configure the fields as described in the table below:

3. The entry will be displayed as follows:

4. To delete a specific wake-up service, click the Trash icon and confirm the deletion by clicking “OK”

The administrator can configure to send a voicemail or an email notification in case the Wake Up call is not answered.

The parameters of the “Wake-Up Call Failure Notification” page are described in the table below:

Wake-Up History

The Wake-Up History tab allows users to easily search for past wakeup calls by room number or answer status under a specified period. It is possibe to download a CSV file containing the specific search results or a file with all wakeup call history data.

Mini Bar

The mini bar feature allows billing for the goods consumed by the guest during his/her stay. The housekeeper can dial the feature code configured for “Increase Mini Bar Usage Code” or “Decrease Mini Bar Usage Code” to bill the goods.

Add Purchasable Items

The administrator can add new purchasable items to the Mini bar by clicking the “Add Purchasable Items” button, the following window will appear:

In the example given above, the housekeeper should dial the code 01 to bill an item or 00 to remove an item from the bill. Once that number is dialed, the housekeeper will be prompted to enter his/her code along with the password, then the housekeeper can enter the code of the item to either add or retract from the bill.

When an item is added to the bill, the user can view it by navigating to Integration→Room Status, and then clicking on the Dollar icon.

Housekeeper

The cleaning services in hotels and properties can be managed using the Housekeeper service configuration option, this can be done by assigning a specific code and password to each available housekeeper.

These credentials will be used by the housekeepers to change the status of the room or track minibar usage by entering the specific PMS feature code followed by their credentials on the IP phone related to the room number.

To configure the housekeeper service on the PBX:

1. Navigate to the Housekeeper tab of the Local PMS and click “Add”.
2. Enter the housekeeper code and password.

3. Once confirmed, click save and the housekeeper credentials will be displayed on the main page.

The housekeeper credentials defined on the PBX are unique and can be linked to any available room defined on the room management with the corresponding extension, this can be done by setting up a feature code specific to each housekeeper credential.

PMS FEATURE CODES

The Local PMS service includes a pre-defined feature codes section exclusive for the PMS actions such as :

• PMS Wakeup service
• Update PMS Room Status
• PMS Remote Wake-up Service

The feature codes can be accessed from the Basic Call Features→Feature Codes→Feature Codes tab.

These feature codes are dialed from the endpoint available in the hotel room or from the reception to trigger a specific action, these actions are communicated by an IVR system in the IP phone to give the user options to choose which action to perform.

PMS Wakeup Service

The PMS Wakeup Service is accessed by dialing the feature code *35. The IVR allows users to add, update, activate, or deactivate a wake-up service. Each action is mapped to a specific IVR menu option.

For example, the IVR may prompt the user to press 1 to add a wake-up service, 2 to update it, 3 to activate it, or 4 to deactivate it.

Update PMS Room Status

The update room status feature code for a Local PMS room can be used in two ways:

1. Using the IVR prompts: Dial the room status feature code followed by the housekeeper code. After the system prompt, enter the key corresponding to the desired room status. The IVR will then request selection of either Room Cleaning service (press 1) or Room Repair service (press 2).
   
   • Example: A housekeeper with code 0001 dials *230001, listens to the available status options, and presses 1 to set the room status to Available.
     
2. Direct status update (no prompts): Dial the room-status feature code, followed by * (star), the housekeeper code, another * (star), and the room-status option key. This bypasses the IVR prompts and directly updates the room status.
   
   • Example: A housekeeper with code 0001 dials 230001*1 to set the room status to Available, assuming the housekeeper already knows the status option codes.

PMS Remote Wakeup Service

Dial this code to add, update, activate, and deactivate the PMS wakeup service for other extensions. this feature is used in the reception to manage many endpoints at the same time, to do that you can enter the Room’s Extension number followed by the Pound “#” key.

SUPPORTED MODELS

The following table describes the supported local PMS features for each Grandstream PBX.