Lucent Technologies GuestWorks And DEFINITY Enterprise Communications Server Release 8 Hospitality Operations Manual

							DEFINITY Enterprise Communication Server Release 8.2
Reports Guide  555-233-755  Issue 1
April 2000
Hospitality Operations 
27 Front Desk Operations 
Suite Check-In
Suite Check-In allows you to have the switch automatically check-in more than 
one phone, associated with the same room, with one check-in command (whether 
from your PMS or an on-switch check-in from an attendant).
When a room phone is checked in, the switch looks for a hunt-to extension 
associated with that phone. If it finds one, the switch also checks in the phone 
found in the hunt-to field. The switch also:
nremoves controlled outward restriction
nadds the guest’s name to the phone record for that extension
nstores the call coverage path
nremoves any Leave Word Calling (LWC) messages
nmarks the room as “occupied.”
If the hunt-to (second or subsequent) phone has an extension in the hunt-to field, 
that phone also is checked in. This continues until all phones in the hunt-to chain 
are checked in. You can have up to 30 phones checked-in at one time as part of a 
suite.
Your system manager programs Suite Check-In to occur automatically when you 
do the regular check-in procedures described in ‘‘Check-In’’ on page 23
. When a 
check-out is done on a suite of telephones, all telephones in the suite are checked 
out as described in ‘‘Check-Out’’ on page 28
.
Station Hunt Before Coverage
Station Hunt Before Coverage provides that when a call is made to a busy phone, 
the switch checks to see if there is a hunt-to phone assigned to the busy phone. If 
there is, the switch tries to connect to the hunt-to phone before going to coverage. 
If the hunt-to phone is busy too, the switch continues hunting down the hunt-to 
chain. If all phones in the hunt-to chain are busy, the call goes to the principal’s 
coverage.
Your system manager programs this feature to occur automatically. 
						

							DEFINITY Enterprise Communication Server Release 8.2
Reports Guide  555-233-755  Issue 1
April 2000
Hospitality Operations 
28 Front Desk Operations 
Check-Out
When a guest checks out, the room’s status changes to vacant, and the room’s 
telephone controlled restriction changes to Outward Restriction. This applies 
whether the room has one telephone or a suite of telephones. Outward restriction 
prevents unauthorized users in the room from making outgoing calls. Check-out 
also cancels any Wakeup and Do Not Disturb requests and turns off the room 
telephone’s message waiting lamp.
NOTE:
When a guest is checked out and they have wakeup calls active, the 
wakeup is canceled and the journal printer reports the event as 
canceled by PMS.
To check a guest out of the hotel, do the following:
1. Press the 
CHECK OUT button.
nThe Check Out lamp goes on.
nThe following displays:
2. Enter the room number followed by the 
# button.
nOne of the following displays:
This indicates that there are unopened messages for the guest. Access those 
messages and give them to the guest before they leave.
This indicates that there are no messages for the guest.
This indicates that you entered the wrong extension. Press the 
CHECK OUT 
button to start over.
This indicates that check-out has already been done for this room.
This indicates that something failed with the check-out procedure. Press 
the 
CHECK OUT button to start over.
nThe console returns to the normal operating mode.
CHECK OUT - Ext: 
CHECK OUT COMPLETE: MESSAGE LAMP ON 
CHECK OUT COMPLETE: MESSAGE LAMP OFF 
INVALID EXTENSION - TRY AGAIN 
CHECK OUT: ROOM ALREADY VACANT 
CHECK OUT FAILED  
						

							DEFINITY Enterprise Communication Server Release 8.2
Reports Guide  555-233-755  Issue 1
April 2000
Hospitality Operations 
29 Front Desk Operations 
Automatic Wakeup
Wakeup calls can be activated by guests from their own rooms, or by front desk 
personnel using the attendant console or a backup telephone. Depending on how 
the system is administered, a single wakeup request, two wakeup requests, daily 
repeated requests, or a special VIP request can be set.
Guest activation of wakeup calls is allowed under two conditions:
nIf the switch has a Speech Synthesizer circuit pack, guests are allowed to 
activate one wakeup call. The Speech Synthesizer circuit pack uses voice 
prompts to guide the guest through the steps required to activate or cancel a 
wakeup call.
nIf the switch does not have a Speech Synthesizer circuit pack, the guests 
can use the Wakeup Activation via Tones feature to activate or cancel their 
wakeup calls. If the Dual Wakeup feature is enabled, guests can create two 
wakeup calls. Guests cannot activate a Daily Wakeup or a VIP Wakeup.
Refer to ‘‘Automatic Wakeup’’ on page 9
 for guest procedures related to 
Automatic Wakeup.
Activation of wakeup calls from the attendant console is done the same way 
whether or not the switch has a Speech Synthesizer circuit pack. These attendant 
console procedures start on page 31
.
Depending on your switch and software, the switch can place up to 950 wakeup 
calls in one 15-minute interval, and there can be a total of 15,000 wakeup requests 
at one time. (Refer to the DEFINITY ECS System Description for further 
information.) The switch can deliver a wakeup call every two seconds. For 
example, if many guests select 6:00 a.m. for a wakeup call, some of the wakeup 
calls will arrive after 6:00 a.m.
Once a wakeup call is requested, there are several ways the wakeup call can be 
delivered:
nThe Speech Synthesizer circuit pack, with the wakeup message depending 
on the time of day.
nThe Announcement circuit pack, which provides customized wakeup 
messages. The messages can range from a very simple message to an 
elaborate message in various languages.
nMusic on hold, in which the guest hears music when the wakeup call is 
made, but hears no other special message. 
						

							DEFINITY Enterprise Communication Server Release 8.2
Reports Guide  555-233-755  Issue 1
April 2000
Hospitality Operations 
30 Front Desk Operations 
nCustomized announcements recorded on the Audichron recording device 
which delivers sales pitches for various hotel functions along with the 
wakeup call. Audichron can be equipped with time and temperature 
circuitry which enables the wakeup announcement to give the time and 
temperature. Audichron uses all four ports on an Auxiliary Trunk circuit 
pack.
nSilence, which is the least expensive method. The telephone only rings and, 
when answered, the guest hears silence. When setting up wakeup calls with 
silence, you do not select or confirm an announcement number.
Wakeup calls ring at a guest’s room telephone for 30 seconds. If the guest does not 
answer the call, the wakeup call is repeated two more times in 5-minute intervals. 
If the guest does not answer any of the three wakeup calls, a lamp on the attendant 
console and the backup telephones goes on. The attendant or backup telephone 
user presses the 
FAILED WAKEUP button, and the display shows the failed wakeup 
information. With this notification, you can contact the guests to see if there are 
any problems since they did not answer their wakeup call.
NOTE:
The FAILED WAKEUP button is administered as an Automatic Message 
Waiting extension. All failed wakeups send a message to that 
extension, and the lamp goes on at the attendant console or backup 
telephone.
The Announcement circuit pack is the most flexible of all wakeup 
announcements. With this type of announcement, it is possible for the attendant to 
select from a variety of wakeup announcements. When the attendant enters a 
wakeup time, he or she designates the appropriate message based on the time of 
the wakeup call or the language required. The Announcement circuit pack has the 
following recording time limits based on the sampling rate used:
n8 minutes, 32 seconds at 16 KHz
n4 minutes, 16 seconds at 32 KHz
n2 minutes, 8 seconds at 64 KHz.
The Announcement circuit pack also has the ability to operate in the repeat mode 
which allows the message to repeat for a fixed amount of time before the guest is 
disconnected from the call. There is also a barge-in function in which the wakeup 
announcement is connected at the point at which the message is currently playing, 
without waiting to start at the beginning of the message. 
						

							DEFINITY Enterprise Communication Server Release 8.2
Reports Guide  555-233-755  Issue 1
April 2000
Hospitality Operations 
31 Front Desk Operations 
User Operation
Wakeup requests can be entered, changed, and canceled from the console or 
backup telephone. Wakeup announcements can use a standard announcement or 
can be customized (for example, announcements that play at certain times, or 
announcements in different languages). See your supervisor for a list of the 
different announcements.
Single Wakeup
NOTE:
The following procedure is written based on the assumption that Dual 
Wakeup, Daily Wakeup, and VIP Wakeup features are not enabled. If 
any or all of these features are enabled, you will receive additional 
queries during the procedure.
To add or change a wakeup call, do the following:
1. Press the 
AUTO WAKEUP button.
nThe Auto Wakeup lamp goes on.
n The following displays:
2. If you are already on an active call with the guest requiring the wakeup 
call, the extension number displays automatically. Press the 
# button to 
select the displayed extension for wakeup.
If you are not connected to the room requiring wakeup, enter the room 
number, followed by the 
# button. (If you make a mistake, press the AUTO 
WAKEUP 
button again, and start over.)
n The following displays:
If a wakeup request already exists for the room, the time field will 
show the time of the request.
3. Enter the wakeup time in the 4-digit hh:mm format (hour:minute).
nIf you entered a time between 13:00 and 00:59, the following 
displays:
Go on to Step 5.
nIf you entered a time between 01:00 and 12:59, the following 
displays:
AUTO WAKEUP - Ext: 
AUTO WAKEUP - Ext:  Time: --:-- 
WAKEUP MESSAGE: XXXX 
AUTO WAKEUP - Ext:  Time:  -M  
						

							DEFINITY Enterprise Communication Server Release 8.2
Reports Guide  555-233-755  Issue 1
April 2000
Hospitality Operations 
32 Front Desk Operations 
4. Press the 2 button for an a.m. wakeup call, or press the 7 button for a p.m. 
wakeup call.
n The following displays:
5. The display shows the default wakeup message number. If you want to use 
the default message, go to Step 6.
If you want to use a different wakeup message, enter the wakeup message 
number.
NOTE:
You cannot specify a different wakeup message when setting 
up a wakeup call from a backup telephone. You can use only 
the default wakeup message.
6. Press the 
# button to confirm the wakeup request.
nOne of the following displays:
This indicates that the wakeup procedure was successful.
This indicates that the time entered is within 2 1/2 minutes of the 
current time.
This indicates that the maximum number of messages for this 
15-minute interval has been reached.
This indicates that the maximum number of wakeup calls has been 
reached for the switch.
nThe console returns to the normal operating mode.
WAKEUP MESSAGE: XXXX 
WAKEUP REQUEST CONFIRMED 
WAKEUP ENTRY DENIED - TOO SOON 
WAKEUP ENTRY DENIED - INTERVAL FULL 
WAKEUP ENTRY DENIED - SYSTEM FULL  
						

							DEFINITY Enterprise Communication Server Release 8.2
Reports Guide  555-233-755  Issue 1
April 2000
Hospitality Operations 
33 Front Desk Operations 
Dual Wakeup
To add or change a wakeup call when the Dual Wakeup feature is enabled, do the 
following:
1. Press the 
AUTO WAKEUP button.
nThe Auto Wakeup lamp goes on.
nThe following displays:
2. If you are already on an active call with the guest requiring the wakeup 
call, the extension number displays automatically. Press the 
# button to 
select the displayed extension for wakeup.
If you are not connected to the room requiring wakeup, enter the room 
number, followed by the 
# button. (If you make a mistake, press the AUTO 
WAKEUP 
button again, and start over.)
n The following displays:
If a wakeup request already exists for the room, the time field will 
show the time of the request.
3. Enter the wakeup time in the 4-digit hh:mm format (hour:minute).
nIf you entered a time between 13:00 and 00:59, the following 
displays if the request is accepted; if denied, see the reasons under 
step 11:
Go on to Step 5.
nIf you entered a time between 01:00 and 12:59, the following 
displays:
4. Press the 
2 button for an a.m. wakeup call, or press the 7 button for a p.m. 
wakeup call.
nThe following displays if the request is accepted; if denied, see the 
reasons under step 11:
5. The display shows the default wakeup message number. If you want to use 
the default message, go to Step 7.
AUTO WAKEUP - Ext: 
AUTO WAKEUP - Ext:  Time: --:-- 
WAKEUP MESSAGE: XXXX 
AUTO WAKEUP - Ext:  Time:  -M 
WAKEUP MESSAGE: XXXX  
						

							DEFINITY Enterprise Communication Server Release 8.2
Reports Guide  555-233-755  Issue 1
April 2000
Hospitality Operations 
34 Front Desk Operations 
6. If you want to use a different wakeup message, enter the wakeup message 
number.
NOTE:
You cannot specify a different wakeup message when setting 
up a wakeup call from a backup telephone. You can use only 
the default wakeup message.
7. Press the 
# button to confirm the wakeup request.
nThe following displays:
If a second wakeup request already exists for the room, the time 
field will show the time of the request.
8. Enter the second wakeup time in the 4-digit hh:mm format (hour:minute).
nIf you entered a time between 13:00 and 00:59, the following 
displays if the request is accepted; if denied, see the reasons under 
step 11:
Go on to Step 10.
nIf you entered a time between 01:00 and 12:59, the following 
displays:
9. Press the 
2 button for an a.m. wakeup call, or press the 7 button for a p.m. 
wakeup call.
n The following displays:
10. The display shows the default wakeup message number. If you want to use 
the default message, go to Step 11.
If you want to use a different wakeup message, enter the wakeup message 
number.
NOTE:
You cannot specify a different wakeup message when setting 
up a wakeup call from a backup telephone. You can use only 
the default wakeup message.
CONFIRMED. 2nd WAKEUP: Time: --:--
WAKEUP MESSAGE: XXXX 
AUTO WAKEUP - Ext:  Time:  -M 
WAKEUP MESSAGE: XXXX  
						

							DEFINITY Enterprise Communication Server Release 8.2
Reports Guide  555-233-755  Issue 1
April 2000
Hospitality Operations 
35 Front Desk Operations 
11. Press the # button to confirm the wakeup request.
nOne of the following displays:
This indicates that the wakeup procedure was successful.
This indicates that the time entered is within 2 1/2 minutes of the 
current time.
This indicates that the maximum number of messages for 
this 15-minute interval has been reached.
This indicates that the maximum number of wakeup calls has been 
reached for the switch.
nThe console returns to the normal operating mode.
WAKEUP REQUEST CONFIRMED 
WAKEUP ENTRY DENIED - TOO SOON 
WAKEUP ENTRY DENIED - INTERVAL FULL 
WAKEUP ENTRY DENIED - SYSTEM FULL  
						

							DEFINITY Enterprise Communication Server Release 8.2
Reports Guide  555-233-755  Issue 1
April 2000
Hospitality Operations 
36 Front Desk Operations 
Daily Wakeup
Daily Wakeup allows a guest to request a wakeup time that will be delivered the 
same time every day until canceled or changed.
To add a daily wakeup call, do the following:
1. Press the 
AUTO-WAKEUP button.
nThe following displays:
2. If you are already on an active call with the guest requiring the wakeup 
call, the extension number displays automatically. Press the 
# button to 
select the displayed extension for wakeup.
If you are not connected to the room requiring wakeup, enter the room 
number, followed by the 
# button. (If you make a mistake, press the AUTO 
WAKEUP 
button again, and start over.)
n The following displays:
If a wakeup request already exists for the room, the time field will 
show the time of the request.
3. Enter the wakeup time in the 4-digit hh:mm format (hour:minute).
nIf you entered a time between 13:00 and 00:59, the following 
displays:
Go on to Step 5.
nIf you entered a time between 01:00 and 12:59, the following 
displays:
4. Press the 
2 button for an a.m. wakeup call, or press the 7 button for a p.m. 
wakeup call.
nThe following displays:
5. Enter 9 (yes) or 6 (no).
nThe display shows a Y/N rather than a numeric entry. The following 
displays:
AUTO WAKEUP - Ext 
AUTO WAKEUP - Ext:  Time: --:-- 
DAILY:N 
AUTO WAKEUP - Ext:  Time:  -M 
DAILY:N 
DAILY:Y