Atlas InnFone Service Manual

Index

Action........................................................37

Band Definitions ........................................17

Canceling a Wakeup Call............................ 41

Check In..................................................... 37

Check Out..................................................37

Checking In A Guest .................................. 38

Checking Out a Guest.................................40

clean room code .........................................40

Clear 911 Call ............................................ 37

Clerk Information....................................... 32

Digit Match Table ......................................19

Band Assignment.................................... 20

Digit Dialed Table .................................. 19

Digits Dialed .......................................... 19

Surcharge ............................................... 20

Directory....................................................37

Maid Information....................................... 31

Main Menu Options ................................... 36

Main Screen............................................... 35

Main Screen Icons.................................. 36

PC Connections............................................ 8

Installing with KDX 500......................... 11

Installing with KSX 32/128 ...................... 9

PMS

Defining Format..................................... 26

Input Packets .......................................... 27

Output Packets ....................................... 27

PMS Interface............................................ 26

Reservation................................................ 37

Room Setup ............................................... 14

Serial Port Setup......................................... 21

Setting A Wakeup Call............................... 41

Smart Search.............................................. 44

Strip Digit Table......................................... 16

System Parameters ..................................... 25

Hotel Information....................................... 13

Logging In/Out...........................................38

Unpacking the InnFone ................................ 7

Wakeup Call ......... See Setting a Wakeup Call

Atlas InnFone Stand Alone System

If this key is attached and the system still will not work please call technical support.

Windows Starts Up, But No Messages On The Screen

This means the WAV program was not set to start with Windows. Click on Start then Programs then Key System US then InnFone. This should start the InnFone program, if it doesn’t call technical support.

Problem: InnFone Starts, But Not Working Properly

Call Records are not being posted to the rooms.

This could be caused by a couple of things. Please check all of the following before calling technical support.

1) The KSU is not sending any call record to the InnFone. a) View SMDR log file in the InnFone to see if any recent call records have

been received. (Click on FileàViewàLogsàSMDR). (If call records are

being received then skip to InnFone receiving call records but not posting.) b) Check dipswitch settings on SMDR. Refer to chapter 2 for correct settings. c) SMDR led for COM port should flicker upon hanging up on a call. If this

does not flicker then double check dipswitch settings and make sure call

lasts longer then minimum call duration in KSU programming, 10 seconds

from default. d) Double check wiring between KSU and InnFone. Make sure that the

modular cords are 6-wire type and that the DB-9 to modular connectors are

the ones supplied by Key System US. Try moving InnFone next to KSU

and use only the connectors supplied with the InnFone.

Troubleshooting and Frequently Asked Questions

This section contains troubleshooting information including the most common problems, possible causes and remedies, and references to sections of the Atlas phone system and InnFone system manuals where additional information may be found. If problems still exist please call technical support.

Problem: PC Does Not Boot (Start), No Power

A few things could cause this. Check all of the following before calling technical support.

1) Power cord must be plugged into a 110 volt AC outlet.

2) Check outlet with voltmeter or tester to make sure there is power.

3) Check power switch on the back of the PC to make sure it is on. The side with the “-“ sign should be pushed in. (May not apply to all PCs’)

4) Check voltage selector switch on back of the PC to make sure it is set for 115v. If this is wrong slide the switch from220v to 115v. (May not apply to all PCs’.)

5) If system beeps more then once on start up it is possible that a card may have come loose during shipping. Please remove the cover and check all cards to make sure they are securely fastened. Please call technical support for help with this step if you are unfamiliar or uneasy with computers.

Problem: No Display On Monitor

This could be caused by a couple of things. Check the following before calling technical support.

1) Power cord must be plugged into a 110 volt AC outlet.

2) Check cable between monitor and PC. It should be securely fastened to the monitor connection on the back of the PC. (Blue 15 pin connector.)

3) Check power light on monitor. If the light is not on there is no power to the monitor. If the light is orange the monitor is not getting a video signal from the PC, check the connection between the monitor and the PC. If the light is green the monitor is functioning correctly check the brightness and contrast settings.

4) Make sure the monitor will support 800x600 resolution.

Problem: Windows Starts, But InnFone Does Not

System Displays Sentinel Device Not Attached

Check the Sentinel key shipped with the system to make sure it is securely fastened to the printer port on the back of the PC. This key is shipped with the system in the box with the manuals.

Note:

must be defined

The room parameters

when creating rooms in order for this feature to work correctly.

Atlas InnFone Stand Alone System

8) Expiration Date is used to enter the expiration date of the credit card.

9) The Room Number field will show the number of rooms that is reserved for the guest. (If there are two rooms reserved the numbers 1 and 2 will show up.) To select the room to define double click on the room #.

10) The Room Type, # of Beds, Bed Size, Bed Type and additional fields are used to define the type of room for the reservation. Click on the box next to each option you wish to have for the selected room number.

Adding an New Reservation

To add a new reservation click on File and then New. Any information that was on the screen will now be blank. Using the previous descriptions fill in any fields that are relevant to the reservation.

Removing a Reservation

To remove a reservation from the system you must first open that reservation. To open a reservation click on File àà Select. The reservation selection screen will open. Double click on the reservation you wish to remove from the system. The selected reservation will now appear on the screen. To delete the reservation click on File àà Delete.

Atlas InnFone Stand Alone System

define different

the reservation.

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The InnFone integrates a powerful reservation system that allows the front desk to reserve rooms for guests in advance as well as taking their personal information.

The Reservation system allows you to either view the current reservations or edit the reservation system. When reservations are made the system will automatically assign rooms for the reservation thus removing those rooms from the available list on that day.

Editing Reservations

Editing reservations includes adding new reservations, changing current reservations and removing cancelled reservations from the system.

To access the Edit Reservation Screen click on Reservation and then Edit. The following screen will appear.

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Figure 28 Reservation Edit Screen

1) The Guest Name field is used to enter the name of the primary guest for the room. (This should also be the name as it appears on the credit card.)

2) The Affiliation field is used to enter the name of the company or organization the guest is associated with.

3) The Credit Card field is used to enter the guests credit card number

Note:

You may

parameters for each room for

4) The Card Type field is used to enter the type of credit card. You may select from pre-defined credit cards by clicking on Credit Card from the menu and selecting the type of card to use.

5) Number of rooms is to define how many rooms to reserve for the particular reservation.

6) Date is to define the check in date for the reservation. It should be entered in the format of DD/MM/YY where DD=day MM=month and YY=year. (Use 00 for the year 2000.)

7) Number of days is to define the number of days the guest whishes to reserve the room(s) for.

Note:

If you enter the

hour

enter am or pm.

Atlas InnFone Stand Alone System

that has already been checked in you may click on Action and then Modify Room or highlight the room by clicking on it and then right click and select modify. The Room Select screen will open. (See Figure 4-3)

Simply double click the room you wish to modify. You may also type the room number in on the keyboard and the InnFone will highlight the room you type. You will still need to double click the room to select it.

Once you have selected a room the following screen will appear:

time in 24format there is no need to

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Figure 27 Room Modify Screen

Once the Room Modify screen shows up you may enter the time in the Wake up field the guest requested. The time is entered in a regular time format of HH:MM followed by either AM or PM (There should be a space between the minutes and either the AM or PM). This is a once only alarm set in the telephone system. If the wakeup call goes unanswered the system will retry the call again in five minutes for up to three total wake attempts. You may save the changes pressing the ENTER key or by clicking on File àà Save.

Canceling a Wakeup Call

To cancel a wakeup call follow the above procedure and simply delete the time in the wakeup field and save the changes by pressing the ENTER key or by clicking on File àà Save.

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The InnFone system is equipped with a 911 emergency notification. This will notify the front desk when a room dials 911 on an outside line. The system will alert the front desk by both a message on the screen and a voice stating there was an emergency call and the room that dialed it.

To clear the emergency message the front desk can click on Clear 911 Call on the main menu.

Atlas InnFone Stand Alone System

b) Local – allows the guest(s) to be checked in for local calls. This will

restrict the guest from making long distance calls.

c) Internal – allows the guest(s) to make internal calls only. d) 0+ – allows the guest(s) to make 0+ calls and local calls without giving

them access to direct dial local calls.

e) The installer may have added more options to this menu. Please

contact them as to how these options function.

Completing the Check In

To save the check in you may either press the ENTER key or click on File and then Save. If you wish to cancel the current Check In you may either close the window by clicking on the X in the top right hand corner or click on File and the Exit.

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There are two ways to access the check out function. You may either click on Check Out from the main menu or highlight the room by clicking on it and then right clicking and selecting Check Out. (If you click on Check Out from the main menu a list of all currently occupied rooms will be displayed. (See Figure 4-3 for sample screen.) Simply double click the room you wish to check out. You may also type the room number in on the keyboard and the InnFone will highlight the room you type. You will still need to double click the room to select it.)

Once you have selected the guest to check out you will be prompted whether or not you wish to print a check out report.

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Figure 26 Print Checkout Report Form

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If you select yes the system will process the check out and print a report of any costing associated with the room. If you select no the system will only check the room out.

Once the room has been check out the status will switch to dirty. A dirty room is not allowed to be checked in. To clear the dirty status and switch it back to vacant the maid must dial the clean room code (74#) from the room telephone once they have cleaned the room.

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The InnFone allows the front desk to set a wakeup call for a room. This wakeup call will be executed by the telephone system at the time you enter. The wakeup call can either be set upon the initial check in or at any time the room is occupied. (To set a wakeup call upon check in, please refer to the Checking In a Guest section.) To add a wakeup call to a room

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Note:

The current toll

If you enter the

hour

enter am or pm.

restriction will be displayed across the top of the screen.

Atlas InnFone Stand Alone System

Once you have selected a room the following screen will appear:

Figure 25 Check In Screen

Name

These fields allow you to enter the name of the guest(s) staying in the room. The name should be entered in the format of “First Name (Space) Last Name” (for example “Jim Jones” would be a correct entry). The name entry allows the front desk to search by guests by either first name or last name.

Note:

time in 24format there is no need to

Affiliation

These fields are used to assign a company name to each guest. This company name can be used to search for multiple guests within the same company when using the directory system of the InnFone.

Location

The location field can be used to keep track of a current guest. For example if he is going to be in a conference room or at the pool that information can be entered to track the guest down if needed. This is also a function of some PMS systems and they will automatically update this field.

Wake Up

This field is used to set a wake up call for the guest. The time is entered in a regular time format of HH:MM followed by either am or pm. This is a once only alarm set in the telephone system.

Credit Limit

This field is used to assign a credit limit to the room telephone(s). Once a guest exceeds their credit limit the InnFone will restrict the room to intercom calls only until it is changed by the front desk. The credit limit is entered in whole dollar amounts only.

Room Check In Menu Items

The menu on the Room Check In form also contains information regarding the check in setup. The following is a list of options that are selectable from the menu.

File

a) Save – save the current changes and check in the room b) Exit – closes the Check In form without checking in the guest.

Toll Restriction

a) All Calls – allows the guest(s) to make any calls without toll restriction

Atlas InnFone Stand Alone System

If Smart Search

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The InnFone allows for password restriction to access certain options as well as basic functionality such as checking in/out a guest. When setup each user must log in before proceeding any further into the system. The following is an example of the login screen:

:Screen Path:

Select:

• Actionà

• Clerk(s)à

• Log In

To access the Log In screen click on Action àà Clerks àà Log In. To Log Out click on Action àà Clerks àà Log Out. If you forget to Log Out the system will

automatically log you out after five minutes of inactivity.

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Figure 23 Login Screen

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There are two ways to access the check in function. You may either click on Check In from the main menu or highlight the room by clicking on it then right click and select check in. If you select to click on Check In from the Main Menu the following screen will appear if you right click skip to the Room Check In Screen.

Note:

is enabled the room select screen will not be displayed. You will see the Smart Search screen instead.

Figure 24 Room Select Screen

Simply double click the room you wish to check in. You may also type the room number in on the keyboard and the InnFone will highlight the room you type. You will still need to double click the room to select it.

Atlas InnFone Stand Alone System

View – This menu selection allows you to view different information in the InnFone.

a) Logs – View different logs in the system. Either SMDR or PMS. b) Rooms – View the current status of all the rooms in the system. This

screen also allows you to sort the view by status. See Room Status for further details.

Initialize – This menu selection allows the InnFone to request all current room information

from the PMS system.

Reports – This menu selection allows you to run different reports on the system.

a) Rooms – Allows you to print a report on different type of room status. b) Audit – Allows you to run audit reports for either day, week, month or year.

Exit – This menu selection will close the InnFone program. Doing this will stop the system

from costing any calls.

Action

The action menu contains information regarding the user operation of the InnFone. Clerk(s) – This menu selection allows the front desk personnel to either log on or log off of

the system.

Smart Search – This menu selection opens the smart search form. This can be useful if the

smart search option is not turned on in the system.

Reserve Room – This menu selection allows the front desk to reserve a room. This is not

related to the reservation system. This would be used to reserve a room for a particular function not for a guest.

Modify Room – This menu selection allows the front desk to modify a room that is currently

check in. You can use this to set a wakeup call, change a rooms credit limit, change guest name information or any other options that can be set during the check in screen.

Change – This menu option allows you to manually change the status of a room without

having to go through the check in or check out process.

Move – This menu option allows you to move a guest from one room to another.

Check In

This menu selection will initiate the check in process. It will either open the Smart Search screen or the Room Selection screen depending on system settings.

Check Out

This menu selection will initiate the check out process.

Clear 911 Call

This menu selection will clear the emergency call message from the screen.

Reservation

This menu will give you access to the reservation system. You can choose either to edit or to view the reservation information. Please refer to the section on reservation for more detail.