Howto:RoomStatus with XML Script
This description is limited to the "Room Status" service. The integrated wake-up service during Check-out is described separately and is typically installed in the same folder and scenario.
Enjoy reading.
Applies To
innovaphone PBX, V16 or higher
More Information
In hotels, there is an operational division between service extensions (reception, back-office, bar, kitchen, etc.) and rooms. The reception also acts as an operator console routing incoming calls and features an innovaphone IP phone with a graphic display and function keys. Hereafter, "Reception" refers to all service extensions authorized to modify the Room Status (which may also include Smartphones).
- Activation: The Room Status service can be activated by the reception on behalf of a room or set directly from the room phone.
- Extension Control: The system prevents Room Status activation on a service extension by automatically detecting whether an extension is a room or not. This is handled via a PBX setting, matching the Room Status configuration itself. Relying directly on the PBX configuration prevents misalignments and synchronization needs, ensuring all parameters are retained even after a reboot.
- Security: To prevent guests from modifying the status, the service can be protected by a PIN or code (prefix). Room phones (analog, innovaphone IP, third-party IP) can be of any type.
- Management &Monitoring: The service can be managed entirely via telephone,while the room statuses are displayed in the reception's myApps lamp field.
Service Access
Access to the service requires a dedicated prefix for the reception and a specific prefix dialed from the rooms (by service staff). The caller hears a menu listing available options. If no selection is made, the service disconnects after 30 seconds. Users do not need to wait for the main menu announcement to finish; they can select the desired option immediately.
- Reception Dialing:Receptionists must also dial the room number. If room numbers have a uniform length (e.g., strictly 2 or 3 digits), the service activatesautomatically after the last digit, followed by a confirmation and disconnection.
- Hash Confirmation:If the room number length is not configured, users must press thehash key (#) after the room number. The voice menu automatically indicateswhether the hash key is required. If no input is provided after 12 seconds, the system assumes the entered number is confirmed.
- Confirmation Prompt:Upon activation, the system repeats the room number and the service status. Users do not need to wait for the message to end since thestatus is already active; they can disconnect immediately.
Reception
The reception sets statuses for the rooms. If the selected extension is not a room, the message "Room not found" plays. This message also plays if non-configured internal extensions are dialed.
Calling the service plays the main menu: "Dial zero for check out, one for check in, two for clean room, three for dirty, four for makeup, five for maintenance request, six for out of order, seven for do not disturb, eight to cancel do not disturb, asterisk for room status, followed by the room number." If room number length is not set, it adds: "and confirm with hash."
If function keys for these services are configured on the reception phone, the menu is bypassed (as the service type is already selected). In this case, simply press the function key followed by the room number (with or without hash as described above).
Reception-Only Services
Check IN (1)
The room is opened to telephone traffic. "Open" means the room can make calls using hotel lines. Allowed destination numbers can be restricted (e.g., emergency only, national landlines only, Europe only, etc.). After a check-in, the myApps lamp field below the room displays "OCC" (occupied).
Check OUT (0)
Telephone traffic from the room is blocked. Similar to check-in, the restriction level is configurable (total, internal only, emergency only, local/national only, etc.). Check-out sets the status to "LIB" (free) and "Sporca" (dirty). After a check-out, the myApps lamp field displays "LIB-Sporca". Any active "Do Not Disturb" setting is automatically cleared, and any active innovaphone wake-up calls are removed, leaving the room ready with no active DND or wake-up calls for the next guest.
Do Not Disturb (7)
All calls to the room are forwarded to reception. Reception sees the caller and the room that attempted to call. Only reception can call the room (overriding DND). The myApps lamp field displays an "X" instead of a "-"; (e.g., "OCCxPulito").
Cancel Do Not Disturb (8)
This happens automatically at check-out but can also be manually set by reception for a room. The myApps lamp field displays a "-" instead of an "X"; (e.g., "OCC-Pulito").
Room Status (*)
Announces the current room status (Check in/out, Room status, and any active Do Not Disturb setting).
These statuses can be set by reception or directly from the room phone, regardless of whether the room is checked-in or checked-out, and with or without DND active. Dialing the service from a room plays the main menu: "Dial two for clean room, three for dirty, four for makeup, five for maintenance request, six for out of order".
Clean Room (2)
Indicates a dirty room has been cleaned. Reception sees in real-time that the room is clean and available. myApps lamp field displays "Pronta".
Dirty Room (3)
Set automatically upon check-out or manually. myApps lamp field displays "Sporca".
Room Makeup (4)
Cleaning staff can set this when starting housekeeping tasks, making staff traceable by calling the room. myApps lamp field displays "Makeup".
Maintenance Requested (5)
Indicates the need for maintenance. myApps lamp field displays "xxx-Manuten".
Out of Order (6)
Indicates a room unavailable for guests. myApps lamp field displays "xxx-NonDis".
Installation
The entire package must be installed in a folder named <code>Files</code>. If the wake-up service is also active, install it within the wake-up folder.
- XML Files: Two XML files are included: "CheckInOut.xml" (manages the reception side) and "RoomStatus.xml" (called by rooms).
- Audio Files: All audio files are located in the "AudioRS" subfolder and are provided exclusively in G.711a format to ensure high quality. Therefore, this codec must be set as exclusive in the command line, for example: http://apps.test.local/test.local/files/root/Hotel/CheckInOut.xml?$_pbxcoder=g711a
- Parameter Text Files:
- "RoomLenght.txt" Set the length of room numbers, e.g. "3" for 3-digit rooms. If set to "0", left empty, or deleted, the system requires the hash key after entering the number.
- "reception.txt" Set the reception extension number where calls will be forwarded if Do Not Disturb is activated.
- PBX Filters: The system distinguishes rooms from non-rooms using an associated filter. Ensure that all rooms are assigned either the CheckOUT or CheckIN filter in their configuration. Create these two filters (PBX > Filters) with those exact names and configure their rules for the respective states. It is convenient to configure a template for rooms and associate it with them, then assign one of these two filters directly in the user setup (this will serve as the initial system state for that user). Once functional, proceed to configure the reception function keys (direct dial).
Localization
This script is delivered with Italian prompts, but you can produce your own prompts and wordings. How see the link at the end of this page. The filename and prompts are the following:
| File Name | Content / Message |
| x.g711a | Digits 0 to 59 |
| NoRoom.g711 | "Room not found" |
| NumRoom.g711a | "Room number" |
| InvalidC.g711a | "Invalid command" |
| CheckedIN.g711a | "Check IN" |
| CheckrdOUT.g711a | "Check OUT" |
| RoomStat.g711a | "Room status" |
| MMenu.g711a | "Dial zero for check out, one for check in, two for clean room, three for dirty, four for makeup, five for maintenance request, six for out of order, seven for do not disturb, eight to cancel do not disturb, asterisk for room status, followed by the room number" |
| RoomToClean.g711a | "Dirty room" |
| RoomClean.g711a | "Clean room" |
| RoomMakeup.g711a | "Room makeup" |
| RoomMaint.g711a | "Maintenance requested" |
| RoomOOO.g711a | "Out of order" |
| InvalidNumber.g711a | "Invalid number" |
| DNDon.g711a | "Do not disturb set" |
| DNDoff.g711a | "Do not disturb cleared" |
| MroomSt.g711a | "Dial two for clean room, three for dirty, four for makeup, five for maintenance request, six for out of order" |