Hotel Front Desk

Introduction

The Hotel Front Desk module (part of Chameleon > Hotel PBX) turns RingQ extensions into hotel rooms. Front desk staff can check guests in and out and schedule wake-up calls, room by room, from a single screen.

• Check in: the guest's name is written to the room extension and the room is marked Occupied.
• Wake-up call: the system automatically calls the room extension at the time you set.
• Check out: the guest name is cleared back to XXX YYY and the room returns to Vacant.
• Dashboard: live counts of occupied rooms, vacant rooms and wake-up calls set.

Before you start

• You need an administrator login to RingQ with access to Chameleon.
• Room extensions should already be created, with the room number set as the SIP UID.

Enable the Hotel Front Desk

Step 1. From the left menu, click Chameleon. On the Hotel PBX card, click the menu icon (☰) to edit it.

Figure 1: Chameleon > Hotel PBX edit menu

Step 2. In Hotel PBX Setting, turn on Show Hotel Front, then click Save.

Figure 2: Enable "Show Hotel Front"

Step 3. Reload the page. Hotel Front Desk now appears under Accounts in the left menu.

Figure 3: Hotel Front Desk menu under Accounts

Note: If the menu does not appear, refresh the browser (Ctrl+R / Cmd+R) or log out and back in.

Check In a Guest

Step 1. Go to Accounts > Hotel Front Desk. Find the room and click the Check in action button (→) in the Actions column.

Figure 4: Check-in action button

Step 2. Enter the guest's first name and last name, then click Check in.

Figure 5: Check in guest dialog

Step 3. The extension's first and last name are updated to the guest name, and the room status changes to Occupied.

Figure 6: Room shown as Occupied with the guest name

Set a Wake-up Call

Step 1. On an occupied room, click the Wake-up (alarm clock) button.

Figure 7: Wake-up button

Step 2. Pick the time on the clock (or use a quick preset such as 6:00 AM), choose AM/PM, then click Set wake-up call.

Figure 8: Wake-up call time picker

Step 3. The alarm time and countdown now show in the room list. The system will call the extension at that time.

Figure 9: Wake-up call shown in the room list

Tip: To cancel a wake-up call, open the Wake-up dialog again and click Clear.

Check Out a Room

Step 1. Click the Check out button (red ⇥) for the occupied room.

Figure 10: Check-out button

Step 2. Confirm by clicking Check out to release the room.

Figure 11: Check out room confirmation

Step 3. The extension name changes back to XXX YYY and the room shows as Vacant.

Figure 12: Room returned to Vacant

Note: Check-out only clears the guest name. The extension and room number are not changed, so the room is ready for the next guest straight away.

Dashboard

The tiles at the top of the Hotel Front Desk screen update in real time:

Use the search bar to find a room by guest name, extension or room number.

Figure 13: Dashboard tiles and room list

Quick Reference