Comdial GCA70-33 User manual

Impact Concierge®
Front Desk Attendant’s Guide
GCA70–334.10 12/01
printed in U.S.A.

This reference manual applies to the following system and telephone models:
System Models
•Concierge software 4A or above.
•FXII systems with software 17A and later.
Telephone Models
•Impact 8324S-** Rev. A and later.
•Impact 8312S-** Rev. A and later.
•Impact 8024S-** Rev. A and later.
•Impact 8012S-** Rev. A and later.
Contact your Comdial dealer for updates of this as well as other Comdial publications.

Contents
1 Impact Concierge ...................1
Introduction......................................1
2 Computer Interface .................3
The Impact Concierge Program ......................3
Guest Room Features ..............................4
Check In ........................................5
Check Out .......................................6
Room Type ......................................7
Credit Limit......................................8
Direct Inward Dialing ..............................9
Do Not Disturb ..................................10
Condition.......................................11
Message Waiting .................................13
Call Access .....................................15
Wakeup Call ....................................17
Telephone State ..................................19
Room Status/Condition Grids .......................20
Calls Dialog.....................................21
Directory .......................................22
Printouts .......................................23
Housekeeping ...................................24
Daily and Yearly Maid Statistics.....................25
Alarms Display ..................................26
Contents – i
GCA70–334 Contents

Alarm Types ....................................27
Alarm Modes....................................28
Wakeups .......................................29
3 Administrative Telephone Interface ........31
Administrative Telephones .........................31
Feature Access Button Locations ....................31
Feature Access Button Functions ....................34
Using the Administrative Telephones .................36
Adding Wireless Extensions ........................37
Heartbeat Feature ................................37
4 Staff Use of Room Telephones ...........39
Room Telephone Functions for Hotel Staff ............39
Remote Answering of Attendant Station ..............39
Transferring a Call ...............................40
Logging In to a Room .............................40
Logging Out of a Room ...........................40
5 Guest Telephones ..................43
Guest Use of Room Telephones .....................43
Placing an Outside Call............................44
Placing a Call within the Hotel ......................44
Placing a Speed Dial Call ..........................44
Placing Calls to the Attendant.......................44
Setting a Wakeup Call .............................45
Answering a Wakeup Call..........................46
6 Index .........................47
ii – Contents
Contents GCA70–334

Impact Concierge
Introduction
The Impact Concierge system provides three interfaces: the computer terminal at the front desk,
the administrative telephones, and the room telephones. This user’s guide contains chapters
discussing how to use each interface.
Chapter 2 contains instructions for accessing the Impact Concierge system through the
computer terminal at the front desk. The computer terminal allows hotel staff access to the full
range of system functions (e.g. do not disturb, a directory of guests and their room numbers,
wakeup call status, call access, etc.).
Chapter 3 discusses the administrative telephones, which can be used to perform most of the
functions that the front desk terminal can perform.
Chapters 4 and 5 discuss the use of the guest room telephones. Hotel staff can use room
telephones for remote answering of attendant stations and for transferring calls (chapter 4).
Chapter 5 contains procedures guests use to operate room telephones.
For instructions on the standard features of the Comdial digital telephones, refer to their
respective user guides.
Front Desk Attendant’s Guide – 1
GCA70–334 Introduction
1

Notes

Computer Interface
The Impact Concierge Program
The Concierge computer interface is designed for use at the hotel’s front desk. You may
perform all system functions from the PC; the PC’s visual interface makes it the quickest and
easiest way to access the Concierge system.
To start the Concierge program,
1. Turn on the PC. The Windows 2000 desktop screen appears.
2. The Concierge program should start automatically. Otherwise, you must double click on
the Concierge shortcut icon located on the Windows 2000 desktop screen.
3. When the Concierge main screen appears, click on the login button in the upper left corner
of the screen. Type your password and press Enter (the default password is user—you must
type it in lower case). The main Concierge Front Desk screen appears.
Caution
Impact Concierge is a real-time application in constant communication with the telephone
switch. Any other programs running on the Concierge PC may slow or halt the operation
of the Concierge program.
Do not load additional software onto the Concierge PC! Load only those programs
necessary for Concierge to operate properly. Loading other software programs may cause
the Concierge PC to crash!
Front Desk Attendant’s Guide – 3
GCA70–334 Computer Interface
2

Guest Room Features
You can access the guest room features (Check-In, Check-Out, Name, Status, Condition, Do
Not Disturb, Message Waiting, Call Access, Wakeup Call, Credit Limit, Guest Telephone State,
and Room Status/Condition Grids) from the Rooms drop-down menu. When you select one of
these features, the system displays a room grid. The room grid displays a feature setting for
each guest room. The button bar at the top of the dialog allows you to switch between room
grids.
Clicking on a room location will bring up a Room Summary dialog. The Room Summary
dialog allows you to view and make changes to the settings for a particular room (Check-In,
Check-Out, Condition, Do Not Disturb, Message Waiting, Call Access, Wakeup Call, Credit
Limit, Telephone State, Room Status/Condition Grids). The number of the room you are
viewing appears in the upper left hand corner of the dialog. The Room Summary dialog also
displays the amount of the phone bill, how many calls have been made from the room, the
room’s primary extension, the data extensions (if any) associated with the room, and the room’s
direct inward dial (DID) extension, if there is one.
4 – Front Desk Attendant’s Guide
Computer Interface GCA70–334
Inn23
Room Grid

Check In
Concierge’s Check In feature allows you to select an available room from a room display grid
and check a guest into that room. Remember that at Check In, credit limit and call access are set
according to the default settings as set by the installer, but you may change them at any time.
Check in may be done from the front desk PC or from any of the administrative telephones.
To Check In a guest,
1. Go to the Rooms drop down menu and select Status. A room grid appears listing the vacant
and occupied rooms.
2. Select a vacant room from the room grid.
(To locate a room number on the grid, find the intersection of the room number in the left
column with the room number in the top row. For example: To find Room 174, first locate
170 in the left column, then locate 4 in the top row. The intersection of these two points is
Room 174.)
3. Click on the box of the room you have selected. The room summary dialog appears. Check
the room number in the upper left hand corner of the dialog to make sure it is the room you
want.
4. To check a guest into a room, the Condition box in the room summary dialog must display
“Made.” If using maid codes, you may continue with check in if room is unmade.
5. Highlight the name in the Guest Name box and replace it with the guest’s name.
6. Click the Check In box in
the lower part of the Room
Summary dialog. The
Room Status will change
from “Vacant” to
“Occupied.”
7. If the guest’s room has a
direct inward dial (DID)
extension, it will appear in
the Room Summary dialog.
You will want to tell the
guest what the DID
extension is, along with the
hotel’s 3-digit prefix.
8. Click Close to enter these
new settings in the system.
Front Desk Attendant’s Guide – 5
GCA70–334 Computer Interface
Check In button
Guest Name box
Inn
0
4
Check In Dialog

Check Out
The Check Out feature allows you to check a guest out of an occupied room and print the
guest’s bill. The system will notify you if the guest’s telephone is not idle or if there are any
messages for the guest. Check out can be done from the front desk PC or from any of the
administrative telephones.
To Check Out a guest,
1. Go to the Rooms drop down menu and chose Names. A room grid appears listing the name
of each guest.
2. Select the guest’s room by clicking on the guest’s name.
(If you need to identify the room by number instead of the guest’s name, find the
intersection of the room number in the left column with the room number in the top row.
For example: To find Room 174, first locate 170 in the left column, then locate 4 in the top
row. The intersection of these two points is Room 174.)
3. The room summary dialog appears. Check the room number in the upper left hand corner
of the dialog to make sure it is the room you want.
4. To print the guest’s bill, click on the Telephone Bill tab. Click on the Print button to print
the guest’s phone bill.
5. Clear the Telephone Bill tab by clicking the Clear button. Depending on how the system is
configured, you may also have to enter a password. (If the phone bill is greater than $0, it
must be cleared before Check Out can be completed.)
6. Click on the
Check Out button
to clear all of the
current settings
for the guest’s
room. This action
changes the status
of the room to
Vacant, and
returns the call
access settings to
the Check Out
defaults.
6 – Front Desk Attendant’s Guide
Computer Interface GCA70–334
Check Out button
Inn04a
Telephone Bill tab
Check Out/Phone Bill Dialog