INFORMATEC HOTEL SOLUTION

The Informatec Hotel Solution consists of the following items

Automatic answering service
Audio text
Voice mail
Faxmail *
Fax server *
Automatic alarm call
Weather forecast
Room & Minibar status
Real-time room status monitor
Email integration
On-hold Music *
Call accounting system *
Internet Broadband*
Centralized alarms
Integration with the customer's hotel software

All the modules are integrated amongst themselves and are 100% compatible with all the PABX switchboard models, which have analog extensions and ticketing.

There is no limit to the number of mailboxes and the price of the product does not depend on the number of mailboxes.

* optional items

For further details, click on the titles

GENERAL CHARACTERISTICS

The product has 5 spoken languages (Portuguese, English, Spanish, French and German) and 3 on-screen languages (Portuguese, English and Spanish).
All the sound files, spoken by the system can, without exception, be substituted if necessary (for example, to comply with a hotel network's standard announcements), without the need for Informatec's intervention.
There is no limit to the number of voicemail or faxmail boxes and the price of the product does not depend on the number of mailboxes.
There is a context sensitive online help file. .

AUTOMATIC ANSWERING SERVICE

Answers the calls received by the hotel.
Displays an options menu and enables the apartment (or extension) required to be selected.
If the selected extension (for example, an apartment) can also be contacted directly (DID), it tells this to the person that is ringing so that next time, and for their greater convenience, they can dial the number directly.
Provides complete statistics about the number of calls chosen and the number of times an extension (or menu option) has been chosen.
Accepts pulse (decadic) and tone (MF) dialling.
In the event that an apartment is occupied by more than one guest, it presents a brief menu (with the name of each guest) to enable the guest for whom the message is to be left, to be selected..

AUDIO TEXT

· presents text messages, which may or may not return to the main menu, for example listing the evening's attractions, the following day's activities, the plays currently showing at theaters in the region etc.
messages are presented in the guest's language.

VOICE MAIL

Receives messages for apartments (and administration extensions) when there is no answer or the extension is engaged.
Indicates, using an LED on the handset when there are one or more messages for the extension (if the handset does not have an LED, the telephone can ring to transmit this information. In this case, if the guest answers he will be told, in his language, that the message comes from the Voicemail Service and that he has messages: "This is the Voicemail Service. There are 5 new messages in your mailbox").
The guest can hear his messages using any telephone in the hotel. If he is using the handset in his apartment, he can program the system to ask for an access password before giving the messages.
The system keeps the messages of each guest fully confidential: there is no way that one guest can hear another guest's messages by mistake.
The guest can also receive his messages by mobile phone, automatically: whenever there is a new message in the mailbox, the system rings the guest's mobile phone and transmits the message.
The guests' extensions are dealt with in a different way to the administrative, transit (restaurant, for example) and service (reception, for example) extensions.
Administrative extensions can hear their messages directly over the computer network and / or the internet. They are told that there are messages in their mailboxes via their extension, external telephone (mobile) or email.
The system can be configured so that the guest, when he is in his apartment, does not need to input an access password to hear his messages: just access the Voicemail Service and the messages will be transmitted automatically. The system can be configured in this way for each extension individually or for all the guest extensions.
The system can be integrated with the main hotel software packages on the market in such a way that it can be controlled by them to, for example, wipe out messages when a new guest checks in.
Carries out automatic backups of databases and messages in the mailboxes
Integration with the PABX switchboard can be carried out using in-band (MF) or out-of-band (serial interface) signaling..

FAXMAIL

Receives faxes for the apartments (and administrative extensions).
Indicates, using an LED on the handset when there are one or more faxes for the extension (if the handset does not have an LED, the telephone can ring to transmit this information. In this case, if the guest answers he will be told, in his language, that the message comes from the Voicemail Service and that he has messages: "This is the Voicemail Service. There are 2 new messages in your mailbox".
The guest can pull down his faxes from any telephone in the hotel or instruct the system to retransmit the fax to:

An external fax machine (in this case the number of the fax machine will be asked for)
An internal fax machine (in this case the extension of the fax machine will be asked for)
The hotel's standard printer
The hotel's standard fax machine

Faxes can also be printed automatically (on any of the network printers) and the guest can also receive voicemails, also automatically, giving notice that his fax has already been printed and is available in (for example) reception.
This is an additional (and optional) module, sold separately.

FAX SERVER

Sends faxes from apartments (and administrative extensions).
The guest can send faxes via Web Browser and via email.
Faxes sent can be charged for (by the cost of the call, with or without a surcharge, and by the number of pages). The cost can be sent automatically to the hotel software (PMS) through the STI WINDOWS ATENAS call accounting system.
The system also has 2 other interfaces used for integration with third party systems: text files and IP socket.
Faxes can be sent to one destination only or to several destinations simultaneously.
Faxes can contain an automatically included watermark on all their pages (of, for example, the hotel's logo).
This is an additional (and optional) module, sold separately. Requires the Voicemail and Faxmail modules to be enabled.

AUTOMATIC WAKE-UP CALL

Automates the function of waking up guests, freeing up the telephone operator.
Each guest uses the telephone to program his own alarm call, which is immediately confirmed in a voice message in his own language (Portuguese, English, Spanish and French. Other languages can be included if necessary).
The telephone operator (or any other authorized hotel employee, for example, the receptionist) can program the alarm to wake up a group of extensions: for example, 50 people can be called at the same time.
The alarm service automatically rings the guest at the agreed time and alerts him, in his own language.
If the guest doesn't wake up, the system will automatically try again.
If the guest still doesn't wake up, the system notifies the telephone operator so that a messenger can be sent to the room to wake the guest up. The telephone operator can be notified in several ways (1 or more active at the same time):

via extension: the system rings the telephone operator and tells him, in a voice message, that a given apartment has not answered its wake-up call
via printer: Any printer in the hotel (local or network), can print out that a given apartment has not answered its wake-up call
via email: the system sends an email to the telephone operator notifying that a given apartment has not answered its wake-up call

If the guest does not want to program the alarm call himself, the telephone operator (or any other service extension) can program the alarm call, via telephone, so that the guest is woken up automatically.
In the event of system failure, a list of all the extensions that have activated an alarm call is generated automatically (every time period), so that the telephone operator can wake them up manually.
The system can be integrated with any hotel software so that it can be controlled by it, for example, to switch on the alarm of a given guest.

WEATHER FORECAST

Enables the weather conditions at the time to be displayed, as well as the weather forecast for the day.
The weather forecast can be determined for the system in 3 ways:

via external hotel software (PMS)
via the Central Voice System configuration screen
via pre-recorded voice file (for example, wave type).

ROOM & MINIBAR STATUS

Speeds up the chambermaid's work when closing a room's account: using the telephone, the chambermaid lists the minibar consumption, the need for maintenance of any items and the availability of the room (whether it has been tidied up, for example).
The cost of the products consumed can be automatically transmitted to the hotel administration software, so that they can be integrated into the guest's final bill.
The chambermaid receives voice feedback to avoid operating errors (example: "you are registering the consumption of two bottles of sparkling mineral water. To confirm, dial...

REAL TIME ROOM STATUS

Enables the real-time display, on as many computer terminals as required, of information about the rooms, including, amongst other things:

Guest's name
Guest's language
If the room is clean, dirty or in maintenance
If the chambermaid is in the room
The reception finds out instantly when the room was tidied up.
The management finds out instantly when a room needs to be tidied.
The maintenance service finds out instantly when a room needs technical service.

EMAIL INTEGRATION

Compatible with SMTP, IMAP and Lotus Notes (some versions).
Email access for:

Sending received voice messages (with message attached in WAVE or MP3 format).
Sending received faxes (converted to TIFF format)
Receiving external commands (so that the administrator can control the product remotely)
Sending warning messages and alarms generated automatically by the system..

ON-HOLD MUSIC

Provides on-hold music for the PABX switchboard through the computer sound interface.
Allows for an unlimited number of Music Lists to be created.
Every Music List can contain an unlimited number of sound files (MP3, WAVE or VOX).
The day and time when each Music List is presented can be defined and the system automatically changes the lists.
Music Lists can be remotely configured by email, including the sound files to be played
Product sold separately, which can be enabled together with our call accounting systems..

CALL ACCOUNTING SYSTEM (STI WINDOWS ATENAS SOFTWARE)

Allows the telephone calls made by each guest to be charged individually.
Multi-user system that functions on a network.
Issues real telephone bills, with the total for each call specified.
Hotel administration charges can be included, with different percentages for each type of call: for example, local calls are not charged, inter-city calls are charged a 50% surcharge and international calls are charged a 100% surcharge.
Allows integration with the PABX switchboard, in such a way that when the guest checks out, his extension can automatically be blocked, preventing it from being used. On check-in, the extension is automatically freed up.
The cost of telephone calls can be automatically transmitted to the hotel administration software, so that they can be integrated into the guest's final bill.
The system can be integrated into any hotel software, in such a way that it can be controlled by it to, for example, program the guest's name and language into the PABX switchboard, so that when the guest calls reception, this information is displayed on the screen..

INTEGRATION WITH HOTEL SOFTWARE (PMS)

The entire module above can be controlled from the hotel administration software.
Informatec can communicate with the customer's hotel software via:

IP
serial cable or
terminal emulation.

If integration with the hotel software is not available, it will be necessary to carry out an analysis beforehand..

TECHNICAL CHARACTERISTICS

100% Informatec software.
Operating system: Windows XP.
Minimum computer configuration: Pentium IV, 256 MB RAM, 40 GB HD, 800x600 color monitor, ethernet interface, serial interface (for PABX and / or PMS connection), sound interface (for using the On-Hold Music function).
Compatible hardware:

Voice hardware: Dialogic.
Fax hardware: conventional PC fax modem and / or Dialogic.

· Capacity:

Simultaneous voice channels: 4 to 48, in modules of 4.
Simultaneous fax channels: 1 to 4, in modules of 1..

Note: some functionalities depend on the PABX model and / or configuration.

SEE SOME HOTELS AND FLATS WITH INFORMATEC SOLUTION

For further information, please get in touch

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