Lucent Technologies DEFINITY Enterprise Communication Server Release 8.2 Administrators Guide

							DEFINITY ECS Release 8.2
Administrator’s Guide  555-233-506  Issue 1
April 2000
Features and technical reference 
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Names Registration
Names Registration automatically sends a guest’s name and room extension from 
the PMS to the switch at check-in, and automatically removes this information at 
checkout. 
Detailed description 
The information provided by Names Registration displays on any attendant 
console or display-equipped phone (as might be used for example, by Room 
Service, Security, and others). The information allows hotel personnel to provide 
personalized greetings to calling guests. For example, if John Smith calls room 
service, personnel with a display-equipped phone, see John’s name and room 
extension and can answer with a personalized greeting.
The name of the calling or called party can display on display-equipped phones. 
To maintain necessary guest security, hotels do not divulge guests’ room numbers 
to other guests or callers. For this reason, do not assign display-equipped phones 
to guest rooms.
Check In
The switch performs the following procedures at check-in:
1. Information about the guest is obtained and stored in the hotel’s PMS. 
2. The PMS sends a check-in message to the switch.
3. The switch stores the guest’s name and coverage path.
4. The switch removes the outward restriction on the telephone in the guest 
room. The switch removes all LWC messages. 
5. The switch changes the status of the room from unoccupied to occupied.
At check-in, update the PBX names internal table and the call-coverage 
path for the guest phone. Name Registration automatically sends a guest’s 
name, extension (room), and preferred call-coverage path to the switch.
Check Out
1. The switch clears any previous wakeup calls. 
2. The switch clears message-waiting lamp indications. 
3. The switch activates controlled outward restriction, removes the guest’s 
name, and identifies any unopened messages. 
At checkout, Name Registration automatically changes the call-coverage path to 
the administered Default Coverage Path for Client Rooms. 
						

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Guest Information Input/Change 
Use Guest Information Input/Change to change the guest name associated with an 
extension, input a guest name after check-in, or change a call-coverage path. For 
example, hotel may check in airline personnel before their arrival to guarantee 
their reservation. However, hotel personnel may be unaware of the guests’ names 
and so wait until their arrival to update the names.
Name Registration Information Format 
For both Name Registration and Guest Information Input/Change, a guest name 
may consist of as many as 15 characters, including spaces and commas. Do not 
use periods.
The name may be in all upper case letters, all lower case letters, or a mixture of 
upper case and lower case letters. To use Integrated Directory, enter the name 
using one of the following methods.
nLast name, comma, first name (for example, Jones, Fred)
nLast name, comma, first name, space, title/middle initial/name (for 
example, Jones, Fred Mr)
nLast name only (for example, Jones)
Call Coverage
Both Names Registration and Guest Information Input/Change messages contain 
call-coverage path numbers. These numbers do not display but are used to 
configure the appropriate call-coverage arrangements for guest extensions. 
Arrangements can be for voice mail, text messages, any available coverage point, 
or no coverage at all. 
Administer call-coverage paths on the switch, and use the associated path 
numbers to establish coverage arrangements at check-in. For suites, administer 
paths to allow one room in the suite to be the coverage point for the other. To make 
customized arrangements at time of check-in (such as coverage from one guest 
room to another), manually administer the path attributes at the switch.
Considerations
nCall-coverage path numbers sent by PMS to the switch for automatic 
reconfiguration are limited to those administered in the switch and stored in 
PMS.
nA guest room extension can have a maximum of 5 digits.
nAn input in PMS of the name displayed on display-equipped phones 
updates the switch. 
						

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Interactions
nCall Coverage
Call-coverage arrangements are not limited to automatic update during 
check-in messages sent from PMS. Hotel personnel require coverage points 
other than those designated for guests. Call-coverage paths can be 
manually administered at the switch via the management terminal.
nCOS
If an extension has a client room COS, the save translation operation clears 
the station name and sets the coverage path to the default coverage path for 
client room when stored on tape. This does not affect the existing 
information in memory. However, if the translations are read in, it affects 
existing extensions until a database swap synchronizes the switch and 
PMS.
nName Character Length
The switch supports 27-character names, but the PMS interface supports 
only 15-character names.
nPMS Interface
During a Room Change/Room Swap, the name originally associated with 
the first terminal is changed or swapped to the second terminal along with 
call-coverage path, automatic wake-up entries, message-waiting status, and 
controlled restrictions.
Property Management System Interface
Property Management System (PMS) Interface provides a communications link 
between the switch and a customer-owned PMS. The PMS allows a customer to 
control certain features in a hospital and hotel/motel environments. Refer to 
DEFINITY ECS GuestWorks Server Property Management Interface 
Specifications. 
						

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Detailed description
Ta b l e  5 2
 summarizes how the hospitality features are activated when you use only 
the switch and when you use the PMS.
Table 52. PMS/Switch links
Feature Switch Only With PMS
Automatic Wakeup Activated via console 
buttonN/A
Call Coverage Activated via 
administrationActivated via PMS 
terminal — Transparent or 
ASCII mode
Check-In/Check-out Activated via console 
buttonActivated via PMS 
terminal — Normal, 
Transparent, or ASCII 
mode
Controlled 
RestrictionActivated via console 
buttonActivated via PMS 
terminal — Normal, 
Transparent, or ASCII 
mode
Do Not Disturb Activated via console 
buttonActivated via PMS 
terminal — Normal, 
Transparent, or ASCII 
mode
Emergency Access 
to AttendantActivated by guest 
actionN/A
Housekeeping 
StatusActivated via console 
buttonActivated via PMS 
terminal — Normal, 
Transparent, or ASCII 
mode
Message Waiting 
NotificationActivated via console 
buttonActivated via PMS 
terminal — Normal, 
Transparent, or ASCII 
mode 
						

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The PMS Interface provides the following:
nA communications protocol for controlling message exchange between the 
switch and a PMS
nAn application module for controlling the operation of PMS features
nStatus data on all guest/patient rooms for selected features
The protocol is full-duplex asynchronous and provides the mechanisms for setting 
up a data session with PMS, message-exchange control, error identification, and 
recovery. The interface supports standard data rates.
Two protocol modes are provided: the normal-protocol mode as described above, 
and transparent-protocol mode. Normal-protocol mode supports a character set 
that has a combination of Binary Coded Decimal (BCD) characters and ASCII 
characters. Transparent-protocol mode supports a complete ASCII-character set.
The application module of the PMS Interface implements requested features and 
provides backup if the PMS link is down. Whether or not the link is down, the 
switch always maintains the following data for each room:
nWhether the room is vacant or occupied
nWhether the phone’s message lamp is on or off
nWhether a controlled restriction is active at the phone and, if so, which one
nThe guest’s name and coverage path Names Registration Activated via 
administrationActivated via PMS 
terminal — Transparent or 
ASCII mode
Room Change/Swap 
and Guest 
Information 
Input/ChangeActivated via 
administrationActivated via PMS 
terminal — Normal, 
Transparent, or ASCII 
mode
Room Occupancy Activated via console 
buttonActivated via PMS 
terminal — Normal, 
Transparent, or ASCII 
mode
Table 52. PMS/Switch links
Feature Switch Only With PMS 
						

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When the PMS link is down, the switch automatically activates 
Check-In/Check-Out for the attendant console and front-desk terminal with 
display capability, and continues to support PMS features activated from 
guest/patient-room phones.
When the PMS link is up again, the switch sends one of the following messages to 
PMS:
nNo room-status changes occurred during loss of communications.
nRoom-status changes did occur during loss of communications; therefore, a 
data exchange is needed to synchronize the switch and the PMS databases.
nThe system failed momentarily, destroying its record of room status; 
therefore, a data exchange is needed to synchronize the switch and the 
PMS databases.
When the PMS link is down or not used, the switch maintains an audit-trail report 
of all events that are normally sent to the PMS. The audit-trail report (accessed via 
the management terminal) is a sequential listing of all PMS transactions executed 
by the switch when the PMS link is down. Included are error events that occur 
when the link is up or down.
If you have a PMS printer and the PMS link is down, the following status changes 
print as changes occur:
nRoom number
nFAC dialed
nAny additional information digits that were dialed
nReason for the entry (error message)
nTime that the error occurred
Additional reports print to the PMS Journal/Schedule printer. These include 
Automatic Wakeup activity, Emergency Access to the Attendant activity, and 
scheduled reports.
A supporting function called Room Data Image synchronizes the switch and PMS 
databases after a PMS link goes down and comes back up. Information exchanged 
includes:
nRoom extension
nWhether the room is occupied or vacant
nMessage Waiting lamp status
nControlled Restriction status 
						

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nGuest’s name
nCall Coverage path
Message Waiting Notification
Message Waiting Notification requests originate from attendant consoles, 
front-desk terminals, or PMS terminals. When a request is entered, PMS sends a 
message to the switch to change the state of the Message Waiting lamp. If the 
lamp is activated by AUDIX, INTUITY Lodging, or Leave Word Calling (LWC), 
the PMS cannot deactivate the lamp. PMS cannot turn LWC or AUDIC messages 
on or off; these are controlled by the switch.
Assign a console permissions COS to any console or terminal as part of the 
“System Wide Retrieval Stations” to retrieve requests for another station. Assign a 
client room COS to the extensions for which Message Notification is to be made.
Controlled Restriction
When Controlled Restriction is activated through the PMS, the PMS sends a 
message to the switch to assign one of the following restrictions to the phone in a 
guest/patient room:
nNo restriction
nOutward restriction
nTotal restriction
nStation-to-station restriction
nTermination restriction
nCombined outward and termination restriction
nCombined outward and station-to-station restriction
nCombined termination and station-to-station restriction
The attendant can still set Controlled Restriction for a phone whether the PMS 
link is up or down.
PMS-Down Log
The pms-down log records only those User Controller Restriction events that are 
for stations having a Class of Service (COS) where:
nthe Client Room field is y
nthe Controlled Restriction Configuration field is act-pms
nthe pms link is not up
nthe pms log extension is valid 
						

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Housekeeping Status
Your housekeeping staff enters status information from phones in guest/patient 
rooms or from designated terminals. You can assign up to 10 Housekeeping Status 
access codes within two different types:
nRoom phone access code type
Staff members dial up to six access codes that represent room status plus up 
to six additional digits for items such as maid identification.
nDesignated phone access code type
Staff members dial up to four access codes that represent room status plus 
the room extension and then up to six additional digits for items such as 
maid identification.
The switch notifies PMS when Housekeeping Status information is entered. If the 
PMS is unavailable, the switch writes this information to a log. The log is 
accessible at the switch management terminal, and is sent to the log printer, if 
administered. 
Check In/Check Out
A Check-In request deactivates the outward-controlled restriction on the phone in 
a guest/patient room. A Check-Out request deactivates any controlled restrictions 
and changes the controlled-restriction level to outward restriction, checks for any 
messages, clears the wakeup request, and deactivates Do Not Disturb.
If you do not use PMS or if the PMS link is down, the attendant can activate 
Check-In and Check-Out from an attendant console or a front-desk phone with 
display capability and console permission. This requires two buttons, Check-In 
and Check-Out. Pressing either button places the display in the respective mode 
and allows use of the touch-tone or DTMF buttons for entering data (rather than 
for placing calls).
The attendant exits Check-In or Check-Out mode by pressing any other button 
associated with the display (for example, the Normal Mode button). This restores 
the display and the touch-tone or DTMF buttons to normal operation.
A Check-In/Check-Out request sends information for Names Registration to the 
switch. This information includes the guest’s name, room extension, and 
call-coverage path. If the PMS link is down and check-in is done from an 
attendant console or display-equipped front-desk phone, the guest’s name and 
coverage-path information is not automatically updated.
If a guest/patient room has both a voice and a data extension, the checkout request 
applies only to the voice extension. 
						

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Administrator’s Guide  555-233-506  Issue 1
April 2000
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Room Change/Room Swap
Room Change/Room Swap is provided only through PMS and activated from a 
PMS terminal. With Room Change, data pertaining to the old room — including a 
pending wakeup request, the guest’s name (transparent/ASCII mode), and the 
guest’s call-coverage path (transparent/ASCII mode) — moves to the new room. 
With Room Swap, data pertaining to the two rooms swap. With either feature, if 
the occupancy status is inconsistent, the system sends an error message to PMS.
Names Registration
Names Registration automatically sends a guest’s name and room extension from 
PMS to the switch at check-in, and removes this information at checkout. The 
guest’s call-coverage path is sent to the switch during check-in and set to the 
administered Default Call Coverage Path for Client Rooms at checkout. 
Guest Information Input/Change
Guest Information Input/Change allows the attendant to enter or alter guest 
information (name or coverage path). Information changed at the PMS is sent 
automatically to the switch.
PMS/INTUITY Link Integration
PMS/I
NTUITY Link Integration allows the following PMS administrative 
messages to tandem through the switch to the I
NTUITY Lodging adjunct. This 
eliminates the need for the I
NTUITY-to-PMS voice messaging link. This does not 
remove the need for the I
NTUITY-to-PMS call accounting link.
nCheck-in
nCheck-out
nRoom-data-image (database synchronization)
nModify (guest-information)
nAdd/Remote Text/Fax Notification Message (message-waiting status)
nTransfer/Merge Mailbox (room change/swap)
When the messaging link is down and the PMS/DEFINITY link is up, the switch 
buffer holds up to 100 PMS messages. The switch updates the I
NTUITY Lodging 
adjunct once the link is up. If the buffer overflows before the link is up, the 
database resync among PMS/DEFINITY/I
NTUITY initiates by demand or by a 
routine database update from PMS. 
						

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Considerations
nYou can use Leave Word Calling (LWC) or Integrated Message Center 
Service for the hospital or hotel/motel staff and Message Waiting 
Notification for guests/patients. However, if you do not use Message 
Waiting Notification, Integrated Message Center Service is used for both.
nDo not remove an extension while the PMS link is active. 
nNormal-protocol mode allows extensions of up to four digits. 
Transparent/ASCII-protocol mode allows extensions of up to five digits.
nWhen save translations is done when transparent/ASCII-protocol mode is 
active, station names with client-room COS save as blank and coverage 
paths save as the default coverage path for client rooms.
nThe PMS link may not work correctly when multiple p-extensions have the 
same leading digit and adjacent lengths. For example, 3 and 4 p-extensions 
with the same leading digit may cause problems. The same applies to 4 and 
5, and 5 and 6. 
nA room extension may begin with 0 only if the PMS sends a prefix digit or 
a fixed number of digits.
Interactions
nAttendant Console or Front Desk Terminal
Activate Controlled Restriction, Check-In/Check-Out, and Message 
Waiting Notification at an attendant console or a front-desk phone with 
console permission. The attendant console receives visual notification of 
the status of the PMS link between the system and the PMS.
nAUDIX Interface
Message lamps activated by this feature cannot deactivate with feature 
buttons or with feature messages from the PMS.
nAutomatic Wakeup
Set or cancel an Automatic Wakeup request for a guest room as a result of 
Room Change/Room Swap or Check-Out.
nDo Not Disturb
Set or cancel a Do Not Disturb request for a guest room as a result of a 
different Controlled Restriction, Room Change/Room Swap, or 
Check-Out.