Forum™ 500
Forum™ 5000
Hotel Application
Forum Hotel
User Guide
Welcome to Proximus
Thank you for choosing a Proximus product that stands for the best in quality
matched with high design standards.
Forum Hotel
The following operating instructions will assist you in using your Forum Hotel
and answer most of the questions that may arise. If you need any extra
information or support, the first people to ask are your system administrator
or retailer.
Internet:
www.proximus.be/pabx
Forum™ 5000 and Forum™ 500
This user guide applies to the Forum™ 5000 and Forum™ 500 product
families.
● The Forum™ 500 product family comprises the Forum™ 523/524,
Forum™ 525/526 and Forum™ 550/560 communications systems.
● The Forum™ 5000 product family comprises the Forum™ 5500,
Forum™ 5004, Forum™ 5008 and Forum™ 5012 communications
systems.
If individual features differ on the systems, a reference is made in this user
guide.
We hope you enjoy using Forum Hotel.
Contents
Forum Hotel. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3
Software Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Scope of Delivery . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4
About this Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Licence. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Configuration and Administration . . . . . . . . . . . . . . . . . . . . . 6
Creating User Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Creating Rooms and Assigning Call Numbers . . . . . . . . . . . . . . . . . . . .9
Configuring the Reception Telephone . . . . . . . . . . . . . . . . . . . . . . . . . .10
Configuring a Function Key for Room Check-In on the
Reception Telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Configuring a Reception Team . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Configuring the Room Telephones . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Installing Black Lists and Call Filters for Hotel Guests . . . . . . . . . . .19
Configuring the Authorisation for Room Telephones. . . . . . . . . . . . 20
Programming the Wake-up Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Configuring Connection Data Recording for Telephone Invoices . . .23
Configuring Telephone Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .24
Designing an Invoice Header . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Archiving Guest’s Connection Data . . . . . . . . . . . . . . . . . . . . . . . . . . . .28
Using the “Forum Hotel” Programme . . . . . . . . . . . . . . . . . 30
Starting and Ending the Programme . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Room Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Registering a Guest (Check-In) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .33
When the Guest Departs (Check-Out) . . . . . . . . . . . . . . . . . . . . . . . . .34
Room Cleaning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .35
Activating a Wake-up Call for a Guest . . . . . . . . . . . . . . . . . . . . . . . . .35
1
When a Guest has Received a Message . . . . . . . . . . . . . . . . . . . . . . . . 36
Creating a Telephone Invoice for the Guest. . . . . . . . . . . . . . . . . . . . . 37
The Menu “Hotel” on the Reception Telephone . . . . . . . . . . . . . . . . . 39
Modifying the Occupation Status of the Room via the
Function Key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Modifying Room Status of the Room using the
Code-Number Procedure. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Guide for Guests . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
The Keys of your Room Telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Calling Reception. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Making External Telephone Calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Blocked Call Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Telephone Charges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
You wish to Call Another Hotel Guest . . . . . . . . . . . . . . . . . . . . . . . . . 51
Receiving a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
You would like to be Woken . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
You have a Waiting Message at Reception. . . . . . . . . . . . . . . . . . . . . . 55
Appendix . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Environmental Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Technical Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .61
2
Software Features
Forum Hotel
The programme package “Forum Hotel” has been specially developed for
hoteliers. Using this programme package, hotels can incorporate their guests
into the Forum 500 / Forum 5000 system. Every guest can then use the
system through their room telephone. At departure, the costs are added to
the guest’s account.
To calculate the telephone costs, the “Forum Count” programme package is
utilised. If it is not present, then it will be activated when “Forum Hotel” is
installed.
Reception staff administrate the rooms via the Web console of the
Forum 500 / Forum 5000 using the Forum Hotel package. This package is
integrated into the Web console as a separate application. Simultaneously it is
possible to use nearly all the available functionality of the Hotel application
via the reception telephone.
In order to use the “Forum Hotel” programme package, it is necessary to
obtain a licence with which the package may be activated.
Demo versions
The Forum 500 / Forum 5000 system software includes demo versions
(usable for 60 days) of the “Forum Hotel” and “Forum Count” programme
packages. These demo versions can be activated in the Configurator, under
the System: Licences menu. For further details, see the online help for this
menu.
Software Features
With the “Forum Hotel” programme package the features of the Forum 500 /
Forum 5000 are extended by the following:
● All hotel rooms are displayed in a room overview and can be directly
managed by the reception staff from the room overview. The overview
displays the status of each room (“Check-out”, “Check-in” and “to clean”).
This feature is only available with the full version of the programme
package.
● Reception staff register guests with the system and unregister them
(“Check-in” and “Check-out”).
Forum Hotel 3
Scope of Delivery
● The reception telephone allows the comfortable management of rooms
and guests via a special Hotel menu. Either a system telephone
Forum Phone 535/536 or a Forum Phone 525/526 may be used as the
reception telephone.
● For each room a function key can be configured on the reception tele-
phone. Reception staff can modify the room occupancy using this key.
● Each hotel room may have a telephone. These room telephones may be of
any type: corded or cordless terminals from the Forum Phone product
family, DECT-GAP/CAP telephones, ISDN telephones or analogue telephones.
● The system administrator can limit the functionality of a guest’s room tele-
phone. To do this, the familiar Forum 500 / Forum 5000 use of user
group authorisation is utilised, i. e. for hotel guests a new user group, with
specific authorisation, is introduced. Modifications to existing user configurations are not necessary.
● Reception can inform guests when messages have arrived for them
(“Message Waiting Indication” function).
● The system administrator can configure basic features of the wake-up call
service. The individual wake-up calls (that is, the time when the guest will
be woken) are set by the reception staff. Additionally, the guest may deactivate or activate the wake-up call themselves using their room telephone.
● For each guest, a separate telephone invoice can be prepared. The current
costs can be viewed at any time.
Scope of Delivery
The scope of delivery includes:
● a licencelicence confirmation for the programme package Forum Hotel,
● the user guide “Forum Hotel” (included as PDF document on the product
CD of the Forum 500 / Forum 5000).
4ForumHotel
About this Guide
About this Guide
This user guide encompasses information for all users of the Hotel application
and this guide is split accordingly:
● The system administrator is provided with all information relating to
commissioning and maintenance in Configuration and Administration
starting on page 6.
● For the hotel staff (in particular the reception staff) the chapter Using the
“Forum Hotel” Programme starting on page 30 is of most interest.
● Finally: the guests who require guides on using their room telephones. The
chapter Guide for Guests starting on page 42 contains text passages
allowing hotel staff to create specific operational guides for their guests.
The screenshots depict the settings for the Forum Hotel programme using a
Forum 526. The configuration and usage of Forum Hotel is identical for all
Forum 523/524, Forum 525/526, Forum 550/560, Forum 5004/5008/
5012 and Forum 5500 communications systems.
Further resources
Along with the information presented in this guide, you will also find context
specific information in the Forum 500 / Forum 5000 online help.
You will find information on connecting terminals in the “Mounting and
Commissioning” (Forum 523/524, Forum 525/526, Forum 550/560,
Forum 5004/5008/5012) resp. “Commissioning and Maintenance”
(Forum 5500) guide. This guide is available as a PDF file on the product CD
delivered with the Forum 500 / Forum 5000.
Information relating to the programming and usage of the system terminals is
available in the corresponding user guides. These user guides are also
available as PDF file on the product CD delivered with the Forum 500 /
Forum 5000.
Licence
For the Forum Hotel programme package a licence is required with which the
programme can be activated for usage.
Forum Hotel 5
Licence
Configuration and
Administration
The following description assumes that the telephones, which are to be used,
are already connected to the Forum 500 / Forum 5000. You will find detail
information on connecting terminals in the “Mounting and Commissioning”
(Forum 523/524, Forum 525/526, Forum 550/560, Forum 5004/5008/
5012) resp. “Commissioning and Maintenance” (Forum 5500) guide. This
guide is available as a PDF file on the product CD delivered with the
Forum 500 / Forum 5000.
Using the Forum 500 / Forum 5000 Web console, administration of the
hotel application can be done in the Configurator under the menu item
Applications: Forum Hotel. During configuration you can access online help
for each dialogue. There you will obtain a detail description for each dialogue
field.
Log-in
Via the Web console, log-in as a user with administrator rights. On delivery,
the default values are:
● User: Administrator
● Password: [none set]
Loading the online help
Before beginning with the configuration, you should install the most recent
version of the online help in the menu System: Components. You will find
them, in form of an *.zip archive, on the Forum 500 / Forum 5000 product
CD.
Start programme for the Hotel application
With a specifically for the Forum 500 / Forum 5000 designed Web browser,
you can make the daily usage of the hotel application for reception staff
easier. After each restart of the workplace computer this browser can
automatically start and perform the log-in procedure. In this way is the hotel
application is always available for operation as symbol in the info area of the
taskbar.
6 Configuration and Administration
Creating User Groups
For this the start programme must be installed on the corresponding
workplace computers. The programme is available on the product CD of the
Forum 500 / Forum 5000. You will find further information in the chapter
“PC Software Configuration” of the guide entitled “Mounting and
Commissioning” (Forum 523/524, Forum 525/526, Forum 550/560,
Forum 5004/5008/5012) resp. “Commissioning and Maintenance”
(Forum 5500).
Creating User Groups
The Forum Hotel extends the features of the Forum 500 / Forum 5000,
potentially it might be the case that it is introduced into an existing system. For
a clearer administration of the hotel application is it sensible for the user circle
“Hotel staff (Reception)” and “Hotel guests (Room – checked in)” to create
new user groups (in the Configurator, menu item User manager: User
groups).
User group “Reception”
The user group “Reception” must have the authorisation
Forum Hotelactivated. Only users with this authorisation may access and use
the Forum Hotel Web console. The user group can (is not required) also be
assigned Forum Count rights. Connection data recording is required for
connection summaries and telephone invoices, however the telephone
invoices for guests are normally generated directly via the Forum Hotel
programme.
Configuration and Administration 7
Creating User Groups
Having created the user group for reception staff, now create a new user for
each member of the reception staff. Assign each of these users the user group
“Reception” (in the Configurator, menu item User Manager: User).
It is useful to extend the user group for checked in hotel guests from the predefined group “Guest” as this group only has minimal authorisation assigned.
However, the option Dial out: External should be set to International, thus
not limiting guests in telephoning externally. Further settings that are
relevant for this user group are found under the sections System phones and
Connection data. These settings are described in Configuring Telephone
Invoices starting on page 24 and Locking telephone book dialling for guests
starting on page 18.
Note: Please consult the online help when configuring the user
groups, there you will find detail information concerning all
settings.
User group for hotel guests (“Room – occupied”)
8 Configuration and Administration
Creating Rooms and Assigning Call Numbers
Creating Rooms and Assigning Call
Numbers
Using the Forum Hotel application, it is possible to manage up to 200 rooms.
Each of these rooms can have its own room telephone (with its own call
number). You manage the rooms and call numbers of the room phones in a
separate assignment table (in the Configurator, menu Applications:
Forum Hotel: Rooms).
Assignment table: Hotel room – call number of the room telephone
All rooms, that you register in the assignment table, are available in the
Forum Hotel Web console for reception staff to occupy with guests.
Tip: When you wish to configure a large number of rooms, you can
import their configuration data together instead of configuring
each room individually on the Web console.
Viewed from the perspective of the communications system, each room is a
user with the room number being the user’s name. In this way, the user “Room
Number” represents the guests (the alternating users of the system) who
occupy the room. In all programme situations, where the user name is listed or
used as criteria, a list of room numbers will be shown. The list of users in
User Manager is an example of this.
Configuration and Administration 9
Configuring the Reception Telephone
When registering rooms, you also configure the call number for the room
telephone. There are no constraints on this call number. Of course you can use
existing call numbers. Whether this is reasonable depends on the existing
configuration of the system.
An clear assignment might be: room number = call number.
Adding a new room
Configuring the Reception Telephone
You should use a Forum Phone 535/536 as your reception telephone. This
terminal has a large number of programmable keys with function display, it is
thus well suited for duties requiring operator functionality. A
Forum Phone 525/526 may also be used. Even though it has fewer
programmable keys, this device still offers ease of use and all the
functionality required by a reception telephone. Other types of telephones
(e. g. ISDN telephones) are, due to technical reasons, not suitable for use as a
reception telephone.
You will find more information on the system telephone’s features in the
corresponding user guide.
Having connected the reception telephone to an U
terminal in the System: Ports: Upn. The following is an example of
configuring a Forum Phone 535 with a key extension.
port, configure the
pn
10 Configuration and Administration
Configuring the Reception Telephone
Configuring the Upn port for the reception telephone
Configure the reception call number in the Configurator menu Applications:
Forum Hotel: Settings.
Setting the reception telephone’s call number
Enter the internal call number with which guests may contact the reception.
The system telephone with this call number is now the reception telephone.
This telephone’s main menu will be extended with the menu item
9Applications: 2Hotel. Much of the functionality of the hotel application
may be directly accessed using the reception telephone, e. g. check-in and
check-out of guests (see also The Menu “Hotel” on the Reception Telephone
starting on page 39).
Tip: You can programme a function key of the reception telephone to
be 9Applications: 2Hotel menu (in menu Te l e p h o n y : Devices:
System phones).
Configuration and Administration 11
Configuring the Reception Telephone
Programming a function key as the hotel key
The reception telephone is assigned to a user who is a member of the
“Reception” user group. The corresponding staff member now receives the
calls from guests and can use the Forum Hotel programme via the Web
console (see also Creating User Groups starting on page 7).
The reception user who receives the calls from guests
So that external callers can reach reception, assign the reception call number
to one of your external call numbers. To do this, enter the reception call
number in the Call distribution: Incoming menu (Call distribution:
Incoming DDI on a system access).
12 Configuration and Administration
Configuring a Function Key for Room Check-In on the Reception Telephone
Adding the reception’s call number to the incoming call distribution
Configuring a Function Key for Room
Check-In on the Reception Telephone
On the reception telephone you can configure a function key for each room.
Reception staff can modify the occupy of the room via this key. In order to
manage an as-large-as-possible number of rooms in this way, you should
select a Forum Phone 535/536 as terminal and extend it with as many key
extensions as required.
You can programme the functions keys on the reception telephone or in the
Configurator in the menu Te l e p h o n y : Devices: System phones.
If you programme the keys on the reception telephone, select in the Main
menu MenuCard the menu entry 9Applications: 2Hotel. First enter the
desired room number and then store the settings.
Configuring a Reception Team
If several hotel employees need to be reachable via the reception’s call
number (e. g. in the office, in the restaurant), then combine these employees
into a team (see menu Te l e p h o n y : Groups: Te a m m e m b e r s ). Each of these
employees must have a system telephone (Forum Phone 515/525/535 or
Forum Phone 516/526/536), as the team function is only supported by
these phones.
On the system telephones of the team, programme the call number of the
reception telephone to either a trunk key or a team key (see menu Te l e p h o n y :
Groups: Team ke y s ).
Configuration and Administration 13
Configuring a Reception Team
Configuring team keys for the reception team
To distinguish calls to the reception from other calls (e. g. external calls), you
should specify on each team telephone, for every trunk key and team key, a
different ringer tone (see menu Te l e p h o n y : Devices: System phones). You
can also do this directly at the telephone via the MenuCard for the key.
Setting the ring tone for the team key
Please observe the following when configure a reception team:
● The menu 9Applications: 2Hotel is only shown on the telephone on
which the call number of the reception telephone was programmed to be
on trunk key 1. On other trunk keys or team keys the menu is not displayed.
● It is sensible to assign the user group “Reception” to each team member,
thus allowing them to use the Forum Hotel programme.
14 Configuration and Administration
Configuring the Room Telephones
Configuring the Room Telephones
For room telephones you may use various terminals:
● corded system terminals, e. g. Forum Phone 515/525/535 and
Forum Phone 516/526/536,
● cordless (DECT) system terminals, e. g. Forum Free 565/575,
● terminals from other manufacturers (analogue telephones, ISDN tele-
phones or cordless DECT-GAP/CAP telephones).
System terminals provide the guest with improved ease of use. Further, there
are required settings that can be made, partly using the Configurator and
partly on the terminals directly.
Note: Cordless system terminals may only be used if the Forum 500 /
Forum 5000 has the necessary interface cards that support
DECT applications. For an overview of which interface cards are
necessary, please consult the “Mounting and Commissioning”
(Forum 523/524, Forum 525/526, Forum 550/560,
Forum 5004/5008/5012) resp. “Commissioning and Maintenance” (Forum 5500) guide.
Overview of the connected room telephones
In the menu System Info: Te l e p h o n y : Phone numbers you will obtain
information concerning which telephone is available in which room. On this
status page you will see all terminals (sorted either by call number or user
name) connected to the system. The terminal type is also displayed. This list is
useful, among other things, for the creation of the user guides for the guests
(see also Guide for Guests starting on page 42).
Programming the reception key
Each Forum Phone 515/525/535 and Forum Phone 516/526/536 can have
a function key programmed with which the guest can contact reception. The
key will also notify the guest if there is a message waiting for them at the
reception (flashing LED, “Message Waiting Indication” function).
The reception key can only be programmed via the Configurator menu
Te l e p h o n y : Devices: System phones, this is not possible directly on the
system terminal.
Configuration and Administration 15
Configuring the Room Telephones
Programming a function key as the reception key
Printing label strips
For some system telephones (e. g. a Forum Phone 525), you can print a label
strip (in the Configurator, Te l e p h o n y : Devices: System phones menu). The
label strip identifies the keys beside the display. If you have assigned the
reception key to one of these keys, print the label strip.
Printing label strips
16 Configuration and Administration
Configuring the Room Telephones
Locking keys on the guest’s system telephone
So that guests, with a system terminal, have no access to the system
configuration you should lock the interface of the terminal. This is done with
the setting All keys locked in the user group for hotel guests (in the
User Manager: User groups menu).
If you activate this option, then, with minor exceptions, all keys of the system
terminals of the users assigned this user group are locked. Via the menus of
the system terminals it is then not possible to configure or modify any system
functions, such as programming of call forwarding, viewing of call lists, etc.
Users can then only use their terminals to make calls.
● On corded system terminals (e. g. a Forum Phone 525) all keys are locked
with the exception of the number keys and the trunk key (call key 1).
● On the cordless system terminals (e. g.a Forum Free 575) all keys are
locked with the exception of the number keys and the receiver key. The
local telephone book, as it is not linked to the system telephone book, can
be used on these terminals even when the option is activated.
● On a terminal whose keys are locked, a user, after entering the terminal
PIN, can optionally switch the telephone lock on and off again.
Blocking the function keys, menu key and ABC key for a user group
The following configuration steps are only relevant if you do not wish to lock
all keys on the system terminal of the guest. You should then make the
following settings for the user group of the hotel guests.
Note: These settings only apply for corded system terminals (e. g. a
Forum Phone 525), not cordless system terminals (e. g. a
Forum Free 575). Depending on the terminals you provide
guests with, the system may not be protected from guests
configuring the system!
Configuration and Administration 17
Configuring the Room Telephones
Blocking guests from programming function keys
The ability for guests to programme function keys directly using the room
telephone should be disabled. This prevents the guest from modifying the
configuration of the telephone.
Locking telephone book dialling for guests
Guests, for the duration of their stay, are entered into the central telephone
book using their first and last names (see also Registering a Guest (Check-In)
starting on page 33). Hotel staff may then also call guests via the central
telephone book.
Guests with a Forum Phone 515/525/535 or Forum Phone 516/526/536
can also access the central telephone book unless you deactivate this
functionality. To do this, deactivate in the menu User manager: User groups,
the option Menu- and ABC key. This has the side effect, that guests can not
directly modify the language of their display. However, if the guest wishes,
this can be done by reception staff by changing the language setting of the
terminal (either via Forum Hotel or via the reception telephone).
Programming a function key for telephone book dialling
If you would like to allow your guests to access the telephone book (e. g. for
tour groups), then you can programme a function key to open the telephone
book. But remember: guests will not only be able to access the call numbers
of other guests but all entries of the central telephone book (e. g. call
numbers of suppliers and the like).
Configuring message indication for standard terminals
A number of analogue telephones support the “Message Waiting Indication”
feature, that is the notification of messages on the telephone. MWI is used as
part of the programme package “Forum Hotel” to indicate on the room
telephones that a message is wait at Reception. When configuring an
analogue telephone in the Te l e p h o n y : Ports: a/b menu, with the setting MWI
you can define the procedure which is supported by the connected terminals.
The FSK procedure, for example, is often used in Germany and Belgium.
Please review the user guide of the manufacturer to find out which mode is
supported.
The Forum 500 / Forum 5000 also supports the MWI feature on ISDN
telephones. This procedure for signalling messages requires standardised
ISDN telephones to be used. Please refer to the manufacturer's guide for
details.
18 Configuration and Administration
Installing Black Lists and Call Filters for Hotel Guests
Installing Black Lists and Call Filters
for Hotel Guests
For guests, you can block the dialling of particular call numbers by collecting
these together in a special black list. The black list can be created using the
menu Te l e p h o n y : Lists: Black lists in the Configurator. Subsequently, assign
the black list to the user group for guests (see menu User manager: User
groups).
Additionally you can define a call filter for guests. Incoming calls which are on
the list are not put through by the system to the hotel guests. Under the menu
item Te l e p h o n y : Lists: Call filter in the Configurator, you can create the call
filter. Subsequently you assign the call filter to the user group “Guest –
Checked in” (menu item User Manager: User groups).
Preventing reverse-charges calls (R-calls) connections
To hinder expensive and potentially frivolous R-call connections (e. g. call
numbers with the prefix 0800 or 00800), you can switch all calls for hotel
guests via the reception. Reception staff can then decide what to do (decline
or inform the guest).
It is also possible to block specific call numbers directly with the provider of Rcalls. For this, you will need to issue all providers with a list of destination call
numbers (e. g. the MSNs on a multi-terminal access). As this is time
consuming and must be repeated for each new provider, we recommend
instead that you configure the option Call Distribution in the menu
Te l e p h o n y appropriately.
Call distribution on system access
In the Call distribution: Incoming DDI menu you can associate the external
extension number of the room telephones with the internal call number of
reception. If the reception telephone is the hotel’s operator then enter a
star (*).
Configuration and Administration 19
Configuring the Authorisation for Room Telephones
System access: Associating receptions call number with room extension
numbers
Similarly, in the Call distribution: Outgoing DDI menu you can associate the
room extension numbers with the call number of reception. When a guest
makes an external call, the call number of reception is displayed on the
terminal of the person being called.
Call distribution: incoming on multi-terminal access
With a multi-terminal access, room telephones are normally not directly
accessible from external terminals, instead external calls are switched via
reception. If this is not the case and an MSN has been assigned to a room
telephone, then in the menu Call distribution: Incoming PTMP you must
associate the MSN with the internal call number of the reception telephone.
Configuring the Authorisation for
Room Telephones
A room telephone is accessible by different users at different times: the guest
after checking in, cleaning staff when the guest leaves and until the next
occupancy every person who can enter the room (e. g. tradesmen).
Of course it is not desirable that calls be made from the room telephone for
which nobody can be charged. Using authorisation levels for the room
telephone you can control the extent to which the telephone can be used. For
this purpose, you can associate each room status with a user group whose
authorisation have been defined accordingly.
20 Configuration and Administration
Programming the Wake-up Call
● Check-in: The room is occupied. With this status, you should associate the
user group you created for a checked in guest. Generated telephone costs
are now charged to the guest.
● Check-out: The guest has checked out and the room is unoccupied.
● clean room: The guest has evacuated the room and it needs to be cleaned.
For the room states Check-out and clean room you should create user groups
that are equivalent to the default user group “Guests”. The user group
“Guests” is, provided you have not modified it, for example only allowed to
dial internal call numbers.
Configuring the authorisation for the room telephone
Programming the Wake-up Call
The guest may request reception to wake him/her at a specific time or
alternatively be able to programme the wake-up call themselves using the
code number procedure on their telephone. The room telephone of the guest
rings for a wake-up call. In the menu Applications: Forum Hotel: Settings
you can define the basic settings. You can set how often the call is repeated in
case the guest does not answer the first time, how long the telephone rings
and the delay between multiple calls (Repeat pause).
Note: If the guest repeatedly does not answer the call, then a
message is sent to the reception telephone and the guest may, if
necessary, be woken by a member of the staff.
Configuration and Administration 21
Programming the Wake-up Call
Programming the wake-up service
The system handles a wake-up call as a VIP call. For guests with a system
telephone, this means that you are able to configure a unique ringer tone for
the wake-up call (see menu Te l e p h o n y : Devices: System phones via the
command Change). Alternatively you can configure the ringer tone for a VIP
call directly via the system telephone using the MenuCard Phone settings.
Setting the “Music on hold”
You can upload the hold music. This is the music that the guest hears when
they pick up the wake-up call. You can upload the file in the Configurator
menu System: Components. Please consult the online help for which file
formats may be used.
Configuring a function key for the wake-up call on the room telephone
On all room telephones of the type Forum Phone 515/525/535 and
Forum Phone 516/526/536 you can configure a function key for the wakeup call. Via this function key the guest can easily switch the wake-up on and
off. The entry of the wake-up time is done in the respective display language
of the terminal.
You programme the key in the Configurator, in the Te l e p h o n y : Devices:
System phones menu. There select the option Wake u p call. This function key
can only be programmed in the Configurator, it is not possible to do this on
the system telephone directly.
22 Configuration and Administration
Configuring Connection Data Recording for Telephone Invoices
Configuring Connection Data
Recording for Telephone Invoices
The basis for telephone invoices in the Hotel application is the programme
“Forum Count”. This programme records all connection data (telephone calls,
data calls) generated by the guest. At check-out time, based on this
information, a telephone invoice is generated for the guest.
Based on a predefined profile, the information shown on the invoice is
qualified (the recorded information remains in the system, it is simply not
completely shown). For the Forum Hotel programme, there is a default
profile. This profile lists, for example, the length, call units and cost of
connections. This information is printed on the guest’s telephone invoice and
they are able to check the validity of this information.
You can, if required, define your own Forum Count profile and set this in
Applications: : Settings menu. Further details relating to profile creation are
available in the online help and the user guide for the “Forum Count”
programme.
The following figure shows an Forum Hotel configuration in which the default
profile is set.
Telephone invoice configuration: Connection data and value added tax
Configuration and Administration 23
Configuring Telephone Invoices
Configuring Telephone Invoices
For the settlement of telephone costs, there are a number of settings in the
Configurator’s menus that need to be made.
Cost Zones and per-minute costs
The calls made by the hotel guests can be calculated based on cost zones
(e. g. national calls, international calls, connections to mobile phone
networks). These cost zones can be configured in the Te l e p h o n y : LCR: Zones
menu or alternatively in the Te l e p h o n y : Extended: Cost zones menu. You can
define an individual per-minute charge for each cost zone. These charges are
calculated per minute begun. A per-minute rate dependent on connection
destination is stipulated by law e.g. in Germany for calculating telephone
charges in hotels (e. g. this is stipulated by law in Germany).
The Create costs option has to be activated for all bundles and SIP lines used
to establish external connections for hotel guests so that these charges can be
recorded for billing purposes.
Activate billing (in the “Trunk group” menu)
Value added tax
In the Applications: Forum Hotel: Settings menu you need to set the value
added tax (this can be set to an accuracy of one decimal place). The telephone
invoice for the guest then includes along with the connection data, the total
cost plus value added tax.
24 Configuration and Administration
Configuring Telephone Invoices
Currency for telephone invoices and cost-per-unit fee
The currency in which the telephone costs should be deducted and the costper-unit fees are defined in, can be specified in the menu Te l e p h o n y :
Settings. This setting applies to the entire system, that is, it is not limited to
the telephone invoices of guests.
Activating connection data recording for guests
In the User Manager: User groups menu, the recording of connection data for
the user group of hotel guests must be activated. Only then will connection
data and costs be collected for calls made by guests.
Activating connection data recording for hotel guests
Factors for calculating charges
The User Manager: User groups menu is still where you enter the factors for
calculating telephone invoices of hotel guests.
● The Outgoing basic amount for each outgoing call that the guest makes.
This amount is added to the total cost of an outgoing call.
● If the room telephone can receive external calls, then the Incoming basic
amount is added to the telephone costs for each incoming call accepted.
● The Cost factor is a multiplying factor with which the total telephone costs
of the guest are multiplied. Example: the value “200 %” would double the
total number call units, thus doubling the total cost of the call.
● The Create costs option has to be activated so that charges incurred by
hotel guests are calculated according to the cost zones configured.
Configuration and Administration 25
Configuring Telephone Invoices
Settings for the telephone invoices of hotel guests
26 Configuration and Administration
Designing an Invoice Header
Designing an Invoice Header
The Applications: Forum Hotel: Settings menu is where you define the
height of the invoice header for printing out telephone invoices. This means
you can use, e. g. the hotel stationery with the corresponding logo for these
print-outs. In the Applications: Forum Hotel: Invoice header menu you can
also enter a standard text which is printed on each invoice in the invoice
header, e. g. the heading “Telephone Charges”.
The Applications: Forum Hotel: Invoice header menu is where you can also
apply text and graphic elements (e. g. a logo) to make your header more
attractive. To do so, you have to enter the invoice header in HTML format. The
graphics used in the invoice header have to be saved on the computer used for
printing out.
Example of an invoice header entered as HTML
The following is the resulting invoice header:
Configuration and Administration 27
Archiving Guest’s Connection Data
Archiving Guest’s Connection Data
Connection data archive
After a guest has checked out, it is not possible to access their telephone
invoice via the Forum Hotel programme. However, their connection data
remains stored in the system. The connection data may be accessed via the
Forum Count programme.
In this programme, the connection data is not stored under the guest’s firstname or surname, rather it is stored under the user name of the room
telephone which the guest used during their stay. The user name is the room
number. To recreate a telephone invoice using Forum Count, you must have
the following information:
● Which room did the guest occupy?
● When exactly did the guest arrive (check-in) and when did they leave
(check-out)?
Data backup
The connection data for all users of the system are stored in the main
configuration of the system, however only a maximum of 6000 entries can
be stored. If the maximum is reached, then new entries replace existing
entries. In order to archive, for example, for the accounts department, the
guest’s connection data, do the following:
● Regularly store the configuration of the Forum 500 / Forum 5000 (menu
System: Data backup).
● Regularly, for example once a month, export the connection data and store
these in separate files. To do the data export, use the Forum Count
28 Configuration and Administration
Archiving Guest’s Connection Data
programme.
As part of the export, you can specify the format in which the data is to be
stored: spreadsheet *.csv (Comma Separated Value) format or the *.zip
archive format. Further information can be found in the in the chapter
entitled “Exporting Connection Data” in the “Forum Count” user guide.
Printing and storing the invoice in PDF format
Each telephone invoice that is generated for a guest, should immediately be
stored. Possible scenario: install on the reception PC a PDF printer driver (e. g.
TM
Adobe Acrobat Writer
or Adobe Acrobat DistillerTM), so that the invoice can
be first saved as a PDF file. The PDF file can then be printed (once for the
guest and once for the accounts department).
Data security
Please observe the relevant data privacy regulations in your region when
accessing and managing connection data!
For this purpose, you should, among other things, remove, at least partly, the
call number with whom the guest was connected. To do this, in the
configuration of the user group “Guest – Checked in” use the option Number
of suppressed digits. The setting defines how many digits of the external call
number are not stored and therefore not available for further analysis. For
example, the value “3” causes the last three digits of an external call number
to be removed, that is instead of storing “4711555”, “4711***” is stored. This
setting affects all external call numbers with which the guest was connected
(dialled outgoing call numbers and call numbers of received calls). This setting
is also enforced when printing the guest’s telephone invoice.
Configuration and Administration 29
Starting and Ending the Programme
Using the “Forum Hotel”
Programme
The following usage information is designed for hotel staff.
The Forum Hotel programme is used via the Web console of the Forum 500 /
Forum 5000. The system administrator must allocate users (those who are to
undertake reception duties) the corresponding authorisation. The programme
may be used simultaneously by multiple employees (Users).
At all times, the Forum Hotel programme provides you with an overview of
the occupancy of the hotel and the essential information relating to guests.
Additionally much of the functionality of the Forum Hotel programme may
be directly accessed via the reception telephone (see also The Menu “Hotel”
on the Reception Telephone starting on page 39). This is ideal for situations
were you need to manage the rooms but have no access to a hotel PC.
Starting and Ending the Programme
Starting the programme – quick access
1. In the address line of the web browser, enter:
“http://<ip-adr>/app-hotel.asp”.
The character string “<ip-adr>” represents the IP address of the communications system on your LAN. You can also use the host name of the
communications system instead of the IP address.
The log-in mask opens.
1. User name, Password: Enter your user name and your password.
2. Keep me logged in: When you activate this option, you stay logged in for
the next 14 days, even when you terminate the programme. When you restart the programme, there is no log-in.
3. Confirm via Login.
Starting the programme – access via the web console
1. In the address line of the web browser, enter:
“http://<ip-adr>”.
30 Using the “Forum Hotel” Programme
Room Overview
The character string “<ip-adr>” represents the IP address of the communications system on your LAN. You can also use the host name of the
communications system instead of the IP address.
The log-in mask opens.
2. User name, Password: Enter your user name and your password.
3. Confirm via Login.
4. Click on the Forum Hotel menu entry in the menu tree of the web console.
The programme opens in a new window and you see a room overview. This
room overview is the starting point for all functionality.
Logging out of the programme
If you wish to log-out of the programme (e. g. to have lunch), click on the Log
out command. The programme window remains open and either another
staff member or you yourself can log-in and immediately continue working
with the programme.
Closing the programme
To close the programme, click on the command Exit.
Room Overview
After opening the application, you are shown a room overview. Here you will,
at a glance, see which rooms are occupied, which are empty and which are
being cleaned.
For the room overview, there are two possible representations.
The List View sorts the rooms according to room numbers.
The Matrix View sorts the rooms according to floors.
You may toggle between the two views at any time by using the icons located
above the overview.
Using the “Forum Hotel” Programme 31
Room Overview
Room overview in the “Forum Hotel” programme (List View)
Each room has several bits of additional information. For example, the guest’s
name, their arrival and their planned departure dates. The icons of the room
overview have the following meanings:
Icon Meaning
Room is free (check-in is possible).
Room is occupied (check-out is possible).
Room needs to be cleaned.
A wake-up call has been activated, the guest will be woken at the
requested time.
No wake-up call has been configured for this guest.
For the guest, there is a waiting message.
For the guest, there is no waiting message.
When you click on an icon, a new dialogue box is opened. When working with
the Forum Hotel programme, each window has an online help. The online
help describes in detail all possible input for each dialogue box.
32 Using the “Forum Hotel” Programme
Registering a Guest (Check-In)
Registering a Guest
(Check-In)
In the room overview, you will see the empty rooms and – if entered by the
system administrator when the rooms were configured – information about
furnishing. In the room overview, click on the icon “Check-in”. In the dialogue
box Room – Status – Change (Check-in) you enter the details of the guest
and complete the registration by clicking OK.
The room status is changed to “occupied”. If necessary, you may modify the
details entered during check-in (e. g. departure date). Further details are
available in the online help of the Forum Hotel programme.
Note: You can also register a guest via the reception telephone (see
also The Menu “Hotel” on the Reception Telephone starting on
page 39).
Dialogue box: Check-in
Details of the new guest as shown in the room overview
Using the “Forum Hotel” Programme 33
When the Guest Departs (Check-Out)
After you have registered the guest, the system will, for the duration of the
guest’s stay, manage them as a (temporary) user.
● The telephone costs that the guest generates, are recorded and can, at the
latest when the guest checks out, be settled.
● Using their name and room call number, the guest is entered, for the
duration of their stay, into the central telephone book.
Calling the guest
You are able to call the guest by dialling the call number of their room
telephone. Alternatively you can search for the guest’s name in the central
telephone book and then dial the entry. The central telephone book is
accessible at each system terminal and via the Web console of the
Forum 500 / Forum 5000. Consult your system administrator if you have
questions relating to the usage of the central telephone book and to your
access rights.
When the Guest Departs (CheckOut)
When the guest departs, cancel their system registration. At that moment, the
collection of telephone costs for the guest stops. To unregister a guest, click
on the icon “Check-out” in the room overview. The dialogue box Room –
Status – Change (Check-out) will then open.
Dialogue box: Check-out
34 Using the “Forum Hotel” Programme
Room Cleaning
If the guest used their room telephone, then generate their invoice (see also
Creating a Telephone Invoice for the Guest starting on page 37).
If no telephone invoice needs to be created, then check the Check-out option
and confirm with OK.
This updates the room overview and the icon “to clean” is displayed. Inform
the cleaning staff that the room needs cleaning.
Note: You can also unregister a guest using the reception telephone
(see also The Menu “Hotel” on the Reception Telephone starting
on page 39).
Room Cleaning
After the room has been cleaned, set the status of the room to “empty”. To do
this, in the room overview, click on the “to clean” icon. Now the room can again
be occupied.
Alternatively you can modify the status of the room via the reception
telephone (see also The Menu “Hotel” on the Reception Telephone starting on
page 39) or the cleaning staff can do this themselves using the room
telephone (see also Modifying Room Status of the Room using the Code-
Number Procedure starting on page 41).
Activating a Wake-up Call for a Guest
If the guest would like to be woken at a specific time, then you can activate the
wake-up call service for the guest. At the desired time, the system will call the
guest’s room telephone. The room telephone will ring for a time, and the call
is repeated until the guest picks up the phone. The guest then hears waiting
music (Music on Hold) that the system administrator has potentially uploaded
into the system.
Using the “Forum Hotel” Programme 35
When a Guest has Received a Message
The settings for the wake-up call (length of call and how often the call is
repeated) are configured in Forum Hotel programme by the system
administrator. These settings are the same for all guests.
To activate the wake-up call, in the room overview, click on the grey clock
symbol. In the dialogue box, enter the required time and confirm with OK. The
red clock shows that the function has been activated.
You can also set the wake-up call for a guest via the reception telephone (see
also The Menu “Hotel” on the Reception Telephone starting on page 39).
Additionally, the guest can activate a wake-up call themselves (see also Yo u
would like to be Woken starting on page 53 in the guide for the guest). In the
room overview of the Forum Hotel programme the currently activate setting
for each guest is shown, regardless of the method used to activate the wakeup call.
The wake-up call is terminated when the guest picks it up and also if the guest
ignores the call (does not pick it up). If the guest likes to be woken again (e.g.
the next day), a new wake-up call has to activated.
If the guest does not pick up the wake-up call
During the configuration, the system administrator defines how often the
wake-up call is repeated. If the guest does not pick up (repeatedly) the wakeup call, then a message is sent to the reception telephone. The Info key will
flash on the reception telephone and a message with the guest’s name will be
shown on the display.
When a Guest has Received a
Message
When a message is available for the guest, then you can signal this on the
guest’s room telephone. Prerequisite for this is that the room telephone
supports this function (also called “Message Waiting Indication”). This is the
case for system terminals). Other terminals (e. g. analogue telephones and
ISDN telephones) can also signal the availability of messages, either
acoustically or via the display or a key. Consult your system administrator if
you have questions concerning the functionality of the room telephone.
36 Using the “Forum Hotel” Programme
Creating a Telephone Invoice for the Guest
For guests with a Forum Phone 515/525/535 or a Forum Phone 516/526/
536, the system administrator must have configured a reception key (see also
Programming the reception key starting on page 15). The LED of this key
flashes if you have notified the guest. The guest calls reception back by
pressing the key.
Guests with a cordless Forum Free (e. g. a Forum Free 575) are notified by a
flashing Info key on the terminal. The guest calls reception back by pressing
the Info key.
To activate the notification in the room overview, click on the grey icon
“Message”. In the dialogue box that opens, click on OK. The flashing
“Message” icon indicates that the guest’s room telephone is indicating that a
message is waiting.
Creating a Telephone Invoice for the
Guest
When the guest checks out, you can print a telephone invoice showing the
guest’s telephone costs. The invoice is a final settlement and after check-out,
it can not be regenerated by the Forum Hotel programme!
In the room overview, click on the icon “Check-out”. The dialogue box Room –
Status – Change (Check-out) check the option Connection data & Checkout. Confirm the selection with OK. The invoice will be shown in a new
window and a print dialogue box will be opened. Select the printer on which to
print the invoice and start printing.
Tip: For the invoice print out, we recommend that you install a PDF
TM
printer driver (e. g. Adobe Acrobat Writer
TM
Distiller
store the file. In this way, you will be easily able to access the
information at a later stage.
). For the guest, print the PDF file and subsequently
or Adobe Acrobat
Close the invoice dialogue box. In the dialogue box Room – Status – Change
click the OK command. Now the guest is checked out. The status of the room
will be set to “to clean”.
Using the “Forum Hotel” Programme 37
Creating a Telephone Invoice for the Guest
Note: f a former guest requests a reprint of their invoice or if they have
questions concerning their invoice, please consult your system
administrator. They should be able – aided by the Forum Count
programme – to provide access to this information (see also
Archiving Guest’s Connection Data starting on page 28).
Charges from the reception telephone
In the 9Applications: 2Hotel menu, using the menu item 3Charges you can
access the total telephone costs for the guest (see also The Menu “Hotel” on
the Reception Telephone starting on page 39).
Creating an interim invoice for the guest
If desired, you can create an interim invoice for the guest via the Forum Hotel
programme. The procedure is the same as creating an invoice when the guest
checks out, except for one difference: in the dialogue box Room – Status –
Change, select the option Connection data! This means that the guest
remains registered in the system. The telephone costs will continue to be
calculated from the time of check-in.
Commands in the dialogue box check-out
1: Open the telephone invoice in a new window
and afterwards check-out the guest
2: Print an interim invoice
3: Check-out guest without printing a telephone invoice
38 Using the “Forum Hotel” Programme
The Menu “Hotel” on the Reception Telephone
The Menu “Hotel” on the Reception
Te l e p h o n e
At the reception telephone, the menu Main menu has been extended to
include the menu 9Applications: 2Hotel. Using this menu you can access all
the features of the Hotel application directly. The Forum Hotel programme
does not have to be active on a PC for this to work.
Note: If the call number for the reception telephone has been assigned
to multiple telephones, then this menu is only available at the
telephone where this call number is assigned to the Trunk Key 1
(see also Configuring a Reception Team starting on page 13).
Press the MenuCard key and select the Main menu, followed by the
9Applications: 2Hotel entry.
Enter the desired room number. You can only enter a room number that was
defined during the configuration of the Forum Hotel programme (see also
Creating Rooms and Assigning Call Numbers starting on page 9).
The menu’s options vary according to the occupation status of the room.
The room is empty
If the room is empty, then you can now occupy it.
1. Select the option Check-In and confirm your selection by pressing the
OK key.
2. Name and First name: enter the surname and first-name of the guest.
Confirm each entry with the OK key.
3. Language: For guests whose room telephone is a system terminal, select
the language that should be used as display language for that telephone.
Press the OK key to select a language and confirm your selection with the
OK key.
4. Complete the check-in process with the Save option.
In the room overview of the Forum Hotel programme, the status of the room
will be set to “occupied”. At the reception telephone the MenuCard for the
room is shown (see the following section).
The room is occupied
When a room is occupied, then the following options are available:
Using the “Forum Hotel” Programme 39
The Menu “Hotel” on the Reception Telephone
1Check-Out + Invoice (displayed using a coin symbol): Using this option you
can check-out the guest and view the total of their telephone invoice. Note:
the telephone invoice for the guest must first be printed via the Forum Hotel
programme, it can not be printed via the reception telephone. Before the
check-out is started, you are shown a confirmation query. Confirm the query
by pressing the OK key. The status of the room is set to “to clean” (see also
The room needs cleaning starting on page 40).
2Check-Out: Using this menu item you can check-out the guest without
having their telephone invoice total shown on the display. Before the checkout is started, you are shown a confirmation query. Confirm the query by
pressing the OK key. The status of the room is set to “to clean”.
3Charges: You are shown the current total of the guest’s telephone invoice. If
desired, this information may be given to the guest at any time during their
stay.
4Message: You can notify the guest that there is an available message for
them (option On). Depending on the device type, this is signalled acoustically
or optically on the guest’s room telephone. You can deactivate the signalling
of a message using the Off option.
5Wake up call: You can configure a wake-up call for the guest. Press the
OK key and enter the time in hours and minutes (Time (hh:mm)), for example
06:15 for 6:15 am. Confirm the entry with the OK key and activate the wakeup call with the On option. With the option Off you can deactivate the wakeup call, however the entered time remains stored.
The room needs cleaning
After a you have checked out a guest, the menu item 1 Cleaning required is
invoked. Immediately the room overview of the Forum Hotel programme
shows the room cleaning icon. If you now press the OK key then (after a
confirmation query) the room status changes to “empty”. However, since the
room still needs cleaning, leave the menu using the Escape (ESC) key.
Once the room has been cleaned, return to the menu item 1Cleaning
required and confirm with the OK key. Now the room can again be occupied.
40 Using the “Forum Hotel” Programme
Modifying the Occupation Status of the Room via the Function Key
Modifying the Occupation Status of
the Room via the Function Key
Your system administrator can configure for every room a function key on the
reception telephone. Via this function key you can comfortably modify the
occupation status of the room. The LED of the key displays the current
occupation status:
LED lit up The room is occupied.
LED off The room is free.
LED flashes The room needs to be cleaned.
Press this key to open the key menu.
● Via the menu point Dial you can call the guest. Press the OK key or pick up
the receiver.
● Further menu entries vary according to the current occupation status of
the room. You can carry out the same functions as would be possible via
the 9Applications: 2Hotel menu of the reception telephone (see also The
Menu “Hotel” on the Reception Telephone starting on page 39).
Modifying Room Status of the Room
using the Code-Number Procedure
When the cleaning staff have prepared the room for the next guest, they can
modify the new status (from “to clean” to “empty”) using a code-number
procedure via the room telephone.
To do this, they must enter on the room telephone:
*170
The modification of the occupation status is immediately displayed on the
room overview of the Forum Hotel programme and on the reception
telephone.
Using the “Forum Hotel” Programme 41
Modifying Room Status of the Room using the Code-Number Procedure
Guide for Guests
The following operating information is intended for guests. Which information
the guest requires depends, among other things, on which telephone is in their
hotel room:
● a Forum Phone 515/525/535 or a Forum Phone 516/526/536 (corded
system terminal)
● a Forum Free 565/575 (cordless (DECT-) system terminal)
● a terminal from another manufacturer (standard terminals: analogue tele-
phone, ISDN telephone or cordless telephone)
The system administrator can create a list of which telephones is in which
room (see also Overview of the connected room telephones starting on
page 15).
Take the following texts as a basis for the creation of a guide for the guest. You
will find the text passages on the Word documents (*.doc) on the
Forum 500 / Forum 5000 product CD.
42 Guide for Guests
The Keys of your Room Telephone
The Keys of your Room Telephone
… for guests with a Forum Phone 515:
ABC
C
+
–
Keys on a Forum Phone 515
1
ESC OK
1
GHI
4
PQRS
7
*
ABC
2
JKL
5
TUV
8
0
2
DEF
3
MNO
6
WXYZ
9
#
1
2
i
R
Arrow keys
OK key
Guide for Guests 43
The Keys of your Room Telephone
… for guests with a Forum Phone 516:
ABC
C
–+
Keys on a Forum Phone 516
1
ABC
1
GHI
4
PQRS
7
*
2
JKL
5
TUV
8
0
2
OKESC
DEF
3
MNO
6
WXYZ
9
#
1
2
i
R
Arrow keys
OK key
44 Guide for Guests
… for guests with a Forum Phone 525:
The Keys of your Room Telephone
ABC
C
+
–
Keys on a Forum Phone 525
1
ESC OK
1
GHI
4
PQRS
7
*
ABC
2
JKL
5
TUV
8
0
2
DEF
3
MNO
6
WXYZ
9
#
Arrow keys
1
2
OK key
i
R
Guide for Guests 45
The Keys of your Room Telephone
… for guests with a Forum Phone 526:
ABC
C
–+
Keys on a Forum Phone 526
1
1
GHI
4
PQRS
7
*
ABC
2
JKL
5
TUV
8
0
2
OKESC
DEF
3
MNO
6
WXYZ
9
#
1
2
i
R
Arrow keys
OK key
46 Guide for Guests
… for guests with a Forum Phone 535:
The Keys of your Room Telephone
ABC
C
+
–
Keys on a Forum Phone 535
1
ESC OK
1
GHI
4
PQRS
7
*
ABC
2
JKL
5
TUV
8
0
2
DEF
3
MNO
6
WXYZ
9
#
Arrow Keys
1
2
OK Key
i
R
Guide for Guests 47
The Keys of your Room Telephone
… for guests with a Forum Phone 536:
ABC
C
–+
Keys on a Forum Phone 536
1
1
GHI
4
PQRS
7
*
ABC
2
JKL
5
TUV
8
0
2
OKESC
DEF
3
MNO
6
WXYZ
9
#
1
2
i
R
Arrow keys
OK key
48 Guide for Guests
… for guests with a Forum Free 565/575:
The Keys of your Room Telephone
1
SOS
Receiver key
1
2
Info key
2
Keys on a Forum Free 565 / Forum Free 575
… for guests with a standard terminal:
This section can be ignored for those guests with a standard terminal which
have no special keys.
Guide for Guests 49
Calling Reception
Calling Reception
… for guests with a Forum Phone 515/525/535 or a Forum Phone 516/
526/536:
To call reception, press the key labelled “Reception”.
… for guests with a Forum Free 565/575:
To call reception, press the Info key.
To end the call, press the Receiver key.
… for guests with a standard terminal:
Pick up the receiver and dial the call number ………
Making External Telephone Calls
… for guests with a Forum Phone 515/525/535 or a Forum Phone 516/
526/536:
1. If you wish to make an outgoing call to someone outside of the hotel, then
first dial the digit(s) ………
2. Subsequently dial the call number.
… for guests with a Forum Free 565/575:
1. Do you wish to make an outgoing call to someone outside of the hotel,
then press the Receiver key.
2. First dial the digit(s) ………
3. Subsequently dial the call number.
… for guests with a standard terminal:
1. If you wish to make an outgoing call to someone outside of the hotel, then
first dial the digit(s) ………
2. Subsequently dial the call number.
Background information to predial code
The entry of predial code is only necessary if the system administrator has
configured this (menu Te l e p h o n y : Trunks: Route of the Configurator). On
delivery, the Forum 500 / Forum 5000 has a preconfigured code of “0” for
an external line. The code can be multiple digits long.
50 Guide for Guests
Blocked Call Numbers
Blocked Call Numbers
Call numbers which begin with the following digits can not be dialled:
…………………………
You can not be called by callers whose call number begin with the following
digits:
…………………………
Background information to blocked call numbers
The system administrator can block the dialling of specific call numbers.
Additionally, they can also filter specific call numbers so that they are not put
through by the system (see also Installing Black Lists and Call Filters for
Hotel Guests starting on page 19).
Telephone Charges
for all guests:
The basic charge for an external telephone call is ……… EUR.
One call unit costs ……… EUR.
For an interim invoice of your telephone charges, please contact reception.
Background information to telephone charges
The details of call charges are configured by the system administrator (see
also Configuring Telephone Invoices starting on page 24).
You wish to Call Another Hotel Guest
… for guests with a Forum Phone 515/525/535 or a Forum Phone 516/
526/536:
Pick up the receiver and dial the call number of the other guest’s room
telephone. You can enquire at reception for the call number.
Guide for Guests 51
You wish to Call Another Hotel Guest
Using the telephone book
During their stay, guests are entered into the hotels telephone book. Guests
may access this telephone book via their room telephone and call another
guest.
1. Press the key labelled “Phone book”.
You then see the MenuCard Phone book.
2. Use the Arrow Keys to navigate the telephone book entries until you
locate the desired surname.
You can short-cut the search by entering the initial letters of the surname.
Press the digit key with the corresponding letter (e. g. 1 for the letters A, B
and C) and/or use the arrow keys to continue navigating until you locate
the desired entry.
3. Press the OK key.
The call number of the desired guest will now be dialled.
Background information to dialling from the telephone book
For the duration of their stay, guests are entered into the central telephone
book with their first-name and surname. The system administrator can
programme a function key with the telephone book for guests with a
Forum Phone 515/525/535 or a Forum Phone 516/526/536 (see also
Programming a function key for telephone book dialling starting on page 18).
In this way, guests can easily call each other (e. g. tour groups). The system
administrator can also block dialling from the telephone book for guests. If
this is the configuration, then for guests with a Forum Phone 515/525/535
or a Forum Phone 516/526/536 use the description that applies to all
guests.
… for guests with a Forum Free 565/575:
1. Press the Receiver key.
2. Subsequently dial the call number of the guest. You can enquire at
reception for the call number.
To end the call, press the Receiver key again.
… for guests with a standard terminal:
Pick up the receiver and dial the call number of the room telephone. You can
enquire at reception for the call number.
52 Guide for Guests
Receiving a Call
Receiving a Call
… for guests with a Forum Phone 515/525/535 or a Forum Phone 516/
526/536:
When a call comes in, a key will flash on the telephone.
Press the key that is flashing (then the telephone will go into handsfree
operation) or pick up the receiver.
… for guests with a Forum Free 565/575:
1. To accept the call, press the Receiver key.
2. To end the call, press the Receiver key again.
… for guests with a standard terminal:
To accept a call, pick up the receiver. Guests with a standard terminal do not
require this section.
You would like to be Woken
You can request reception to activate a wake-up call for you. At the desired
time your room telephone will ring. You can also switch on and switch off the
wake-up call yourself on your telephone.
… for guests with a Forum Phone 515/525/535 or a Forum Phone 516/
526/536:
Switching on a wake-up call
1. Press on the key labelled “Wake-up service”.
You see the MenuCard Wake-up Call.
2. Select the menu entry Time hh:mm. Enter the time, for example, 0615.
3. Press the Down arrow key.
4. Select the menu entry on.
5. Press the OK key.
Your telephone will ring at 6:15 am. Pick up the receiver in order to turn off
the wake-up call.
Guide for Guests 53
You would like to be Woken
Switching off a wake-up call
1. Repeat the steps 1 to 3 in the section “Switching on a wake-up call”.
2. Then select the menu entry off.
3. Press the OK key.
Background information to the wake-up call function key
The system administrator can configure a function key for the wake-up call on
room telephones of the type Forum Phone 515/525/535 or
Forum Phone 516/526/536. If no function key has been configured, then for
guests with a Forum Phone 515/525/535 or a Forum Phone 516/526/536
use the description that applies to all guests.
… for all guests:
Switching on a wake-up call
For example, to be woken at 6:15 am, enter the following code-number on
your room telephone:
*55* (now the digits for the time) 0615
Your telephone will now ring at 6:15 am. Pick up the receiver to turn off the
wake-up call.
Switching off a wake-up call
To cancel a wake-up call, enter the following code-number on your room
telephone:
*55#
54 Guide for Guests
You have a Waiting Message at Reception
You have a Waiting Message at
Reception
… for guests with a Forum Phone 515/525/535 or a Forum Phone 516/
526/536:
When a message is available for you at reception, then you will be informed of
this via your room telephone. The key labelled “Reception” will flash on the
telephone.
Press the key to call reception.
Subsequently, after having spoken with reception, the key will no longer flash.
… for guests with a Forum Free 565/575:
When a message is available for you at reception, then you will be informed of
this via your room telephone. On the telephone, the Info key will flash.
Press the key to call reception.
Subsequently, after having spoken with reception, the key will no longer flash.
… for guests with a Standard Terminal:
When a message is available for you at reception, you will be connected to
reception automatically when you next pick up the receiver of your room
telephone.
Background information to message signalling on standard terminals
The signalling of messages on standard devices is varyingly realised. The user
guide of the respective manufacturer contains information whether and how
this function is supported. Supplement the short user guide for the guest with
this data.
Guide for Guests 55
Environmental Information
Appendix
Environmental Information
● The equipment that you bought has required the extraction and use of
natural resources for its production. It may contain hazardous substances
for the health and the environment.
● In order to avoid the dissemination of those substances in our environment
and to diminish the pressure on the natural resources, we encourage you to
use the appropriate take-back systems. Those systems will reuse or
recycle most of the materials of your end life equipment in a sound way.
● The crossed-bin symbol invites you to use those systems.
● If you need more information on the collection, reuse and recy-
cling systems, please contact your local or regional waste administration.
● You can also contact us for more information on the environmental
performances of our products.
56 Appendix
Technical Data
Number of Rooms 200
Digits per Room Number 5
Note Field per Room Yes
Guest’s Check-In Information 40 Characters
Room Text with Attributes 40 Characters
Extra Information for Check-In Yes
Name in System Telephone Book Yes
Number of Display Languages 13
Time Format:
–Check-In/Check-Out
– Telephone Invoice
DDD dd:mm:yy
DDD dd:mm:yyyy hh:mm:ss
Technical Data
Room Status occupied
to clean
free
Display Languages for Room Telephone (System Telephone)
Message Waiting Indication (MWI) on
Room Telephone
Wake-up Call Service Yes
Wake-up Tim e Yes
Wake-up Status: Confirmati on,
Repeat
Wake-up not Confirmed: Short
message sent to Reception
Telephone Invoices Yes
13
Yes on system terminal and terminals
of other manufacturers provide these
support MWI
Ye s
Ye s
Suppressing Call Numbers:
– Number of Digits
Data Import/Export Forum Count
Appendix 57
Forum Count
0-99
Notes
Notes
58 Appendix
Notes
Notes
Appendix 59
Notes
Notes
60 Appendix
Support
You can contact our support on the following telephone numbers:
For configuration changes of your Forum™ 500 or Forum™ 5000
communications system
SMEs and residential
customers
in Dutch: 0800 22 500 0800 22 200
in French: 0800 33 500 0800 33 200
in German: 0800 44 500 0800 44 200
in English: 0800 55 500 0800 55 200
For repairs
SMEs and residential
customers
in Dutch: 0800 22 500 0800 14 888
in French: 0800 33 500 0800 14 888
in German: 0800 44 500 0800 14 888
in English: 0800 55 500 0800 14 888
Large companies
Large companies
Support 61
For more information:
● Visit us in the Internet at www.proximus.be/pabx
● Contact your Proximus dealer
Subject to changes
Status 11.2016
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