# Hotel/Motel - Change the Status of a Room

## Description

Room Status mode indicates the occupancy or condition of guest rooms in the hotel. There are three types of occupancy and five types of conditions:

Occupancy | Condition
Vacant Occupied Reserved | Clean Not Clean Maid Present Out of Service To Be Inspected

The following additional condition/occupancy types are available if the Property Management System (PMS) is installed:

Occupancy/Condition

Occupied/Clean

Occupied/Not Clean

Vacant/Clean

Vacant/Not Clean

Occupancy and room condition can be changed from the attendant console when guests check-in and out of the hotel. The condition of a room can also be changed from a guest room extension by dialing an access code followed by the (optional) Maid ID code and room status code. Normally a maid, upon cleaning a room, changes the room status from Not Clean to Clean from the room extension.

You can also program the system to change the Room Status from "occupied and clean" to "occupied and not clean" at a specified time each day.

You can print Room Status reports on demand, or you can program the system to print Room Status reports at a specified time each day.

## Conditions and Feature Interactions

- To change the room condition, the room extension must be in the Guest Rooms form.

- Use the Hotel Options form to customize room status features.

- All Guest Services functions, including changing room status, are unavailable on the 5540 IP Console in a Clustered Hospitality environment.

- When you enable the Room Status – Maid ID Required" option, PMS must be turned Off or in transition from Off to On.

## Programming

1. Guest Rooms form

- Add the room extension.

2. Hotel Options form

- To change the room status from "occupied and clean" to "occupied and not clean" at a specified time each day, program an hour and minute in the "Update All Rooms with Status OCC/CLEAN to OCC/NOT CLEAN" option.

- To require entry of a Maid ID code whenever room status is updated from an extension, enable the "Room Status – Maid ID Required" option.

- (Optional) To print room status reports at a specific time, program an hour and minute in the "Hotel Reports Generation" option.

NOTES

- If "Room Status – Maid ID Required" is enabled, add an account code number for each Maid ID in the Independent Account Codes form.

- If the "Room Status - Maid ID Required" option is disabled, no Maid ID is required. Room status can be updated simply by dialing the FAC followed by the maid status code.

- Whenever a room status is updated, the system generates a notification message and sends it to the PMS. The message contains a Maid ID if the status is updated by a maid or an attendant directory number if the status is updated from a console. To prevent overlaps, make sure that the Independent Account Codes used for Maid IDs are different from the attendant directory numbers.

## Operation

Changing Room Status from the Room Extension

The maid, after inspecting or cleaning a room, can change the room status from the room extension.

1. Lift the handset and dial the Room Status Access Code.

2. Dial the Maid ID (if required) followed by #.

   NOTE: The # termination is required only if the Maid ID is shorter than the Account Code Length COS option for the device.
   For SIP phones and EHDU members, dial # only if you have enabled Disable End of Dial Character (#). Otherwise, omit #.

3. Upon hearing confirmation tone, dial a Maid Status Code:

1 - MAID PRESENT
2 - CLEAN
3 - NOT CLEAN
4 - OUT OF SERVICE
5 - TO BE INSPECTED

If the Property Management System (PMS) is installed, the following codes are also available:
6 - OCCUPIED/CLEAN
7 - OCCUPIED/NOT CLEAN
8 - VACANT/CLEAN
9 - VACANT/NOT CLEAN

4. Replace the handset.

Changing Room Status from the 5540 IP Console

1. Enter the required room number from Guest Service mode. Information for the room is displayed.

2. Press the STATUS softkey.

3. Press the CONDITION and OCCUPANCY softkeys to select the appropriate entries.

4. Press the SET softkey to save the changes.

5. Press the EXIT softkey.

Changing Room Status from IP Console Applications(MiVoice Business Console)

1. Select Guest Service.

2. Use the computer keyboard to type the room number in the Room Number box (not necessary if you are already on a call to the room).

3. Select Search.

4. Select the desired states from the Occupancy and Condition lists.

5. Select Save to save the changes.

NOTE: Depending on system programming, all "occupied and clean" rooms may automatically change to "occupied and not clean" at a specified time each day.