Yeastar Hotel App for Easy Hotel Management on S-Series VoIP PBX
Hotel owners are always looking for hospitality phone systems that facilitate automation of regular hotel operations while improving customer experience. Yeastar all-in-one hotel phone systems – S-Series VoIP PBX with the innovative Hotel App – help you with that.
Yeastar Hotel App is a value-added service delivered via the S-Series VoIP PBX App Center. It integrates rich IP PBX features with advanced hospitality functionalities to offer easy hotel management and improve operational efficiency.
Yeastar Hotel App empowers small and medium hotels to intuitively manage the booking, check-in and check-out service, arrange hotel wake up call, check the status of each room, offer mini-bar service, and run personalized billing reports and other daily operational tasks, greatly improving the customer services.
Hotel App Benefits: Easy Hotel Management
1. Rich features and user-friendly
Hotel App provides advanced hospitality features together with a rich set of telephony features to build a robust hospitality telephone system for hotels. Hotel front desk or administrators can flexibly manage room check-in and check-out, booking, and call charges, etc. simply through the Web interface.
2. Enhance guest experience and satisfactory
Guest satisfaction is the key pillar of a hotel’s success. With Hotel App, information about guests can be easily accessed. Hotels can store and retrieve guest information as well as recognize repeated guests at check-in to strengthen guest royalty.
3. Real-time business controls
The billing report will be generated automatically when checking out, showing all expenses clearly like call charges, mini bar expenses, etc, which is crucial to give you an integrated view of your hotel’s operations.
4. Cost saving and productivity improving
With all hospitality features and telephony features at one system, it will minimize paperwork and keeps up-to-date records of guests. The reduction in operational spending realized from a new Hotel App can be significant and the competitive edge of your business will be improved.
Yeastar Hotel App Features
- Check-in / Check-out
- Group Checkout
- Schedule Wake-up Calls
- Call between Room Phones
- Set Do Not Disturb
- Guest List: the Hotel App will keep the guest information if the guest has stayed in the hotel before.
- Booking List
- Email Template: for the booking (or the booking cancel) confirmation email.
- Billing Report: view, manage and download billing reports at ease.
- Call Rate: used to charge the external calls made on the room phones. It’s your decision to set different call rates for calls of different destination, time duration, and etc.
- Hourly Stay
- Holiday: set your holiday time/date range. The room price will automatically change to Holiday Price when the holiday comes.
- Mini Bar: set minibar items and record minibar consumption.
2020 Checklist Before Upgrading Your Hotel Phone System
Owning a retro car is considered a vintage luxury. Owning an old tech system? Well, not so much. In an era where communication technologies evolve and radically renovate, the voice-only legacy phone systems are increasingly losing support for its lack of functionality needed to stay competitive today. And that is especially true in the hotel sector.
Hotel phone systems are more than just wake up calls and 24h reception; It’s an integral way to differentiate your property with guest experience, boosted productivity and improved bottom line. Modern communications technologies like VoIP, Unified Communications and Cloud architectures can deliver a range of business-enhancing capabilities that legacy systems can hardly offer. From BYOD technology for workflow optimization to high-touch solutions for 5-star services, options for a modern hospitality phone system are endless.
When you decide to upgrade your phone system or adopt a new hotel communications solution, keep in mind the following 7 must-consider elements in the hospitality sector.
7 Considerations Before Upgrading Hotel Phone Systems
1. Prerequisite: User Size, Trunks, and Others
Before upgrading your hotel phone system, make sure that you are armed with the right information to help you make a wise purchasing decision. The required system size and capacity should be foremost.
Start thinking with how many extensions will cater to your hotel size and how many people are likely to be on the phone at once. It can be largely dependent on the number of staff and guest users you’ll need in 1-3 years from now. This helps to throw a basic hint on your system capacity requirement, along with some ideas of features needed.
Another important factor to consider is the external phone lines (trunk) to use. In most cases, your options will include analog lines, higher-capacity circuits like T1s or PRIs, next-generation SIP trunking, or any combinations. A typical PRI line that carries 23 voice channels might be sufficient for a smaller hotel. For larger properties, however, additional circuits or back-up lines are needed for overflow or redundancy purposes. In addition, it’s often recommended that hotels turn to VoIP technology, as calls are much cheaper, either local or international.
2. Do More with Less: Address Your Hospitality Needs
While there are many love-to-have telephony features in the hospitality industry, not every hotel needs every function. A key step is to identify what functions you will most benefit from and what is essential for your daily operation tasks. To advance guest experience and improve employee efficiency, here are a few features and technologies you should consider.
- Intelligent Call Control: a full refined set of call control features are basic for hoteliers to reduce labor costs and improve work efficiency. Reliable communications functions like call routing, IVR, speed dial and integrated wake-up calls help hotels to automate call flow direction and reduce repetitive workload.
- PMS Integration: your hotel property management system (PMS) is the key to maximize operational efficiency, and if perfectly integrated with your hotel PBX phone system, guest booking, billings, minibar arrangement and etc. will become easier than ever.
- Mobile Softphone: keep your hotel staff on a constant communication loop via their own mobile devices can fasten guest response time and improve team collaboration. Try to consider if such BYOD technology is included while evaluating a communications system.
- Multiple Offices: if you are a chain hotel or a resort with dispersed locations, consider whether you can save money by routing calls between different sites over a VPN, or select a system with comprehensive branch office solutions, which will help to unite remote offices and save costs by enabling free inter-office calls.
A comprehensive view of the hospitality features your hotel phone system should have:
3. Staff Workflow Optimization & Management
If you don’t have a property management system that can help you with daily workflow optimization and hotel management, one great option is to find a PBX system with a built-in hotel App/Module to address the issues.
Such value-added hotel applications can deliver additional hospitality features such as check-in/out, room status, billing report, minibar management, and wake-up calls, with minimal investment and without the worry of interoperability issues. On top of that, a real-time dashboard display is often provided for easy operation. For small properties with limited staff and service-related issues, this can be a game-changer, as hotel staff can improve response times, centralize management, and in turn make for a seamless guest experience.
4. Costs: Existing Infrastructure Interoperability
Budget control is often the deciding factor that can dictate whether and how to purchase a new solution. As you begin to search for a new communications solution for your hotel property, it’s important to evaluate if your existing infrastructure can be perfectly leveraged to reduce expenses. An excellent interoperability between the new solution and your existing PBX, IP Phones and analog phone set, gateways, cabling or any type of trunks will not only help you achieve best cost-efficiency, but save you much trouble on the provisioning process as well.
If you’re considering making a transition from analog to IP network, one good solution for budget-cutting is to deploy VoIP gateway(s). They help bridge the two disparate networks and cost only a fraction of what it needs to replace analog phones, fax machines, wiring, and other valuable analog assets.
5. Ease of Use and Management
The best phone systems for hotels are not only functional but easy to use. Be wary of business phone systems that leave you to service the system on your own. Reputable providers offer easy-to-use devices, strong technical support, or even managed services to keep your system running smoothly. In most cases, a user-friendly phone system should arrive plug-and-play ready and be equipped with robust built-in management features for system administrators.
A simple feature checklist for easy PBX administration and control:
- Plug and Play Capacity
- Web-based Control Panel (Online Portal)
- PBX and Resource Monitor
- Event Notification (Instant Alert)
- Business Hour Rule
- IP Phone Auto Provisioning
- Remote Management
- Firewall and IP Auto Defence
- Online Help
- Easy System Capacity Upgrade ( Scalability)
6. Disaster Avoidance and Recovery
Accidents happen. Failover solutions are always necessary for hotels of 24/7 availability, so as to minimize business downtime in case of circuit failures or phone service disruptions.
Make sure that your provider has a reliable disaster recovery plan to get your phones back up to speed in the worst-case scenario. Solutions like dual-PBX standby, 4G LTE failover, Auto Backup & Restore should be taken into considerations.
7. Think Ahead – Cloud or On-premises?
Now that you’ve got a basic understanding of your existing infrastructure and what you need, it’s time to decide which type of communications system makes the most sense for your hotel: a hosted server on the Cloud or an on-premises VoIP solution.
While cloud-based solutions are gaining momentum (and for good reasons), this is not always a straightforward decision. Both systems would work great if sufficient services are offered. From the financial aspect, hosted solutions traditionally run on an OpEx (operating expenses) model, while on-site solutions run on a CapEx (capital expenditures) model. If your hotel finances call for one model over the other, that will likely decide which type of system you’d deploy.
Grand Hotel Olimpo Migrates to Modern VoIP with Yeastar
The hospitality industry always seeks better solutions to increase staff responsiveness to customers, in order to attend enhanced customer satisfaction. And advanced VoIP solutions with rich add-on hospitality features and resilient failover can’t be even more beneficial to facilitate communications and reduce operational costs.
To achieve the highest level of efficiency and improve its customer services, Grand Hotel Olimpo, a 4-star hotel in Alberbello, Italy decided to migrate to a resilient IP system. It looked to Yeastar IP based hotel solution and found it a breath of fresh air. The transition towards VoIP was seamless. And the additional features delivered by Yeastar Hotel App has made high-level customer service easier than ever.
Grand Hotel Olimpo is a 4-star hotel in Alberbello, Italy, ideal as a basis for discovering the territory of the province of Bari and the Murge. This 31-room, 4-star hotel has two meeting rooms, two restaurants and numerous services that complete the welcoming proposal. These services include 24h reception, free wifi in common areas, airport shuttle and more.
Objective and Challenges
With a previous analog PBX nearing the end of life, Grand Hotel Olimpo wanted a new generation PBX that could tick all the boxes. To slash telephony costs, it had upgraded its PSTN line to VoIP line, but the old PBX wasn’t built for the VoIP. The new system should have the ability to integrate various phone lines and be fully compatible with its analog phones dispersed in 31 hotel rooms and offices. Besides, the Hotel owner also wanted the new system to address some hotel needs, like guest management and phone line failover, so as to help streamline hotel operations and improve work efficiency. Its minimal requirements can be summed up as follows:
- Seamlessly integrate with existing analog infrastructure
- Be equipped with additional hospitality features for hotel management
- Deliver mobility for hotel staff to remain productive anywhere anytime
- Offer resilient 4G failover to minimize business downtime
Considering the requirements, A.r.t.e. srl, Yeastar partner in Italy, introduced Yeastar IP based solution that satisfies the requirement of hospitality industry and it was soon adopted. The long lines of hospitality features delivered made the solution a perfect fit.
One Yeastar S100 VoIP PBX and 3 Yeastar TA2400 FXS gateway were deployed in the hotel to replace the outdated phone system and bridged the gap between VoIP and analog network. And to offer a solid 4G LTE failover solution, one 4G module was also configured in the Yeastar S100 to allow users to make and receive calls when fixed-line broadband is not available.
For the hospitality functionality, thanks to the Hotel App on Yeastar S-Series VoIP PBX, advanced hotel features like wake-up calls schedule and check-in & check-out service can be simply managed through the Web interface. In addition, hotel staff can also remain connected while on the move with Linkus UC softphone.
Solution Highlights, Results, and Benefits
1. Cost-effective Transition to IP Based System
The versatile Yeastar S-Series PBX utilizes analog and IP phones and provides PSTN, E1/T1/PRI, BRI, GSM/3G/4G, and VoIP connectivity to lower communication costs. Its perfect interoperability with hotel phones makes the transition process lightning fast. This also helps the hotel to save additional investment as all existing analog phones being preserved. Besides, S-Series PBX delivers a complete range of standard VoIP features without extra license fees: auto attendant, call recording, time condition and etc. All are easy to configure with intuitive web-based graphical interfaces. This helps businesses to embrace and utilize VoIP technology easier and quicker.
2. Robust Hotel App with Add-on Hospitality Features
Yeastar S-Series VoIP PBX integrates advanced hospitality features with the robust Hotel App in its App Center. Navigating through the intuitive Web GUI of the hotel app, front desk executives can now easily schedule wake-up call services with personalized greeting prompts, manage the booking, and monitor room status within clicks. They can also fetch telephony and minibar charges to run personalized billing report for customers when they check out. Besides, advanced features like call rate settings and holiday settings are also provided for customized hotel pricing strategies. More business-enhancing features of S-Series PBX Hotel App can be learned here.
3. Resilient Network with 4G LTE Failover
Accident happens. Having your network down for even a short period of time can cause your business to suffer. To avoid this from happening, a 4G LTE module that enables 4G cellular data on SIM card can be easily installed on S-Series VoIP PBX to deliver essential internet continuity option. When your primary internet connection goes down, the outages will trigger a seamless transition to the 4G LTE wireless backup. This helps minimize your system downtime and save you from unexcepted loss.
4. Enhanced Connectivity between Staff Members
Yeastar S-Series VoIP PBX with its robust Linkus UC Softphone empowers hotel staff with great mobility. With Linkus mobile client installed on the staff’s mobile phones, ever hotel workers – concierge, housekeeping, and operators, are now seamlessly connected while on the move. They are equipped with as much of the functionality that the desk phones have. Features include call transfer, call recordings, enterprise directory and etc. This allows hotel staff to stay operational anywhere and deliver an exceptional guest experience with the shortened response time.
Solution for Hotel Phone System
Making an all-around improvement to hotel communications infrastructure
Empower effective hotel businesses
Intense competition in the hotel industry drives hoteliers to pursue the high efficiency of communications and information management systems. Advanced and specialized communication solution not only facilitates hotel operations but also ensures high-quality guest experience and nourishes guest loyalty. Integrating IP communications is an indispensable aspect. With the IP communications system, guests can enjoy voice and video communications at a low expense while hotel staff collaboration is also enhanced.
The full scope of the hospitality solution includes powerful S-Series VoIP PBX or K2 IP PBX as the server, TA FXS Gateway as the bridge between VoIP and hotel analog phones, open API for PMS integration, and a wide range of compatible hotel phones for the front desk, rooms, and back office.
Typical features a modern hotel phone system should deliver
The strong compatibility of the Yeastar solution ensures easy and fast networking with existing hotel equipment without completely phasing out the traditional PBX.
Streamlined Hotel Management
PMS integration with the hotel phone system helps hoteliers streamline operations, unleash manpower, retain client data, and have timely records – easy check-in and check-out, switch room status, etc.
Guaranteed Guest Experience
Hotel staff can provide customized room services according to guests’ personal needs – schedule wake-up calls, switch to Do Not Disturb, and so on, with no extra costs.
Improved Staff Efficiency
The robust UC capacity of our solution empowers hotel staff with great mobility. Any hotel workers – concierge, housekeeping, and operators, can be seamlessly connected while on the move.
Reduced Operation Costs
Internal calls are free of charge for they are directly routing from the hotel phone system without incurring extra fees, especially expensive long-distance tolls.
Our dual-PBX Hot Standby, 4G LTE failover trunk, Auto-Backup and Restore are ready 24/7 to minimize business downtime. The Emergency Number can also help address “customer emergency” which allows the call to go at any time and trigger a notification.
Key benefits you will enjoy
- Scalability and compatibility of the system
- Respond to customer inquiries and reservation immediately and professionally
- Convenient management and maintenance
- Generate revenue by charging telephone calls, conferencing, video conferencing, etc
- Great mobility for hotel employees
- Compatible with your hotel phones from reception desk, guest rooms, back office, etc