Proximus forum 523 User manual

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.

1
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

2
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

Software Features
Forum Hotel 3
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”).

Scope of Delivery
4ForumHotel
●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 tele-
phones.
●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 configu-
rations 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 deac-
tivate 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).

About this Guide
Forum Hotel 5
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.

Licence
6 Configuration and Administration
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.

Creating User Groups
Configuration and Administration 7
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.

Creating User Groups
8 Configuration and Administration
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 pre-
defined 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”)

Creating Rooms and Assigning Call Numbers
Configuration and Administration 9
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.

Configuring the Reception Telephone
10 Configuration and Administration
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 Upn port, configure the
terminal in the System: Ports: Upn. The following is an example of
configuring a Forum Phone 535 with a key extension.

Configuring the Reception Telephone
Configuration and Administration 11
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: 2Hotelmenu (in menu Te l e p h o n y : Devices:
System phones).

Configuring the Reception Telephone
12 Configuration and Administration
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).

Configuring a Function Key for Room Check-In on the Reception Telephone
Configuration and Administration 13
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 ph 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 le 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 [phone] or
Forum Phone [phone]), 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: Te a m ke y s ).

Configuring a Reception Team
14 Configuration and Administration
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: 2Hotelis 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.

Configuring the Room Telephones
Configuration and Administration 15
Configuring the Room Telephones
For room telephones you may use various terminals:
●corded system terminals, e. g. Forum Phone [phone] and
Forum Phone [phone],
●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 Mainte-
nance” (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 [phone] and Forum Phone [phone] 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.

Configuring the Room Telephones
16 Configuration and Administration
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

Configuring the Room Telephones
Configuration and Administration 17
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!

Configuring the Room Telephones
18 Configuration and Administration
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 [phone] or Forum Phone [phone]
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.