Grand Hotel Olimpo Migrates to Modern VoIP with Yeastar

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.

Background

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

Solutions

Considering the requirements, A.r.t.e. srl, Yeastar partner in Italy, introduced Yeasatar 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.

Room Management on Yeastar Hotel App

Figure 1. Room Management on Yeastar Hotel App

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.

Yeastar 4G LTE Failover Solution


Figure 2. Yeastar 4G LTE Failover Solution

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.

Checklist 2020 Checklist Before Upgrading Your Hotel Phone System

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User Login

Instantaneously receive user login credentials via email once the extension has been deployed by the adminstrator.

Log in conveniently via any web browser for access to the user portal.

Event Center

Determine what events and logs are to be recorded and/or have notifications sent.

Specify particular notifications to be sent to respective authorized personnel.

User Login

Access and manage user settings for softphone application and voicemail.

Manage call routing and presence status for your individual extension.

Retrieve or download your personal call logs and recordings.

User Login

Receive your log-in credentials and set-up guide via email, sent by your admin.

Log-in on any web-browser to get started with PBX set-up.

Configure contacts and personal settings from the web portal.

Auto Provision

Add, remove, or modify IP phone settings from your web interface.

Upgrade IP phone firmware conveniently from your PBX.

Upload various default setting parameters specific to respective IP phone models for greater convenience during set-up.

Contacts

Store, retrieve, and share company contact details easily on your PBX.

Have detailed contact information for your vendors and clients conveniently stored .

Bulk add a list of contacts instead of having to key details in individually.

PBX Monitor

Monitor the status extensions, whether they aren idle, in use, or unavailable.

Know whether your SIP Trunk running properly, or experiencing problems.

Monitor the number of call conferences currently running on your PBX, and their individual durations.

Maintenance

Check for and download firmware upgrades to ensure that your PBX is always up-to-date.

Perform back-ups to prevent data and settings from getting lost.

Perform troubleshooting on your own to debug.

Call Detailed Report

All call log activities are stored, with the option of having audio conversations recorded by default or for specific extensions.

Filter by date, time, or extension number to retrieve specific call logs or recordings

Playback call recordings directly from the PBX or download to store externally.

User Permission

Set up vaious groups of users for allocation to certain sets of access rules.

Determine what features a certain group of extensions can or cannot access.

Determine if users can access, play-back, or download call logs and recordings from the pbx.

Portal Login Page

Receive your administrator log-in credentials and set-up guide via email.

Log-in on any web-browser to get started with PBX set-up.

Installation Wizard will guide you through basic configurations.

Security

Restrict a general group or specific IP addresses to prevent unauthorized access to your PBX.

Determine specific the range of SIP ports for connection between your PBX and endpoints.

Restrict country codes for outbound calls either company-wide or on certain extensions.

Voice Prompt

Upload and designate customised audio recordings at multiple levels of a call journey.

Upload recorded music to fill the silence that would be heard by callers on hold.

Upload customised voice prompts to create a professional call experience.

General

Customize general call preferences either company-wide or for individual extensions.

Set-up feature dial codes for convenient user navigation to specific call features.

Determine how voicemails are retrieved, and also upload custom voicemail recordings.

Call Features

Add multiple automated responses to be played at different phases of a call journey.

Designate specific extensions to ring concurrently based on an external caller's dial pattern.

Customize messages and waiting times to keep external callers engaged when put on hold.

Call Control

Have calls received on specific SIP trunks routed to designated extensions within the PBX.

Set-up dial patterns so that outbound calls are routed to their intended destinations.

Determine how calls are routed and received at different times of a day.

Trunks

Register multiple SIP trunks on a single PBX as needed.

Provision SIP trunk settings and dedicate them to particular extensions.

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Extensions

View, deploy, add, and remove user extensions within your PBX system.

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Set-up default ring and presence status settings for individual users.

User Login

Access all company contacts made available to you by the administrator.

Create your own personal contacts list for easy reference and dialing.

Bulk import contact details for convenient data entry.

Extensions

View, deploy, add, and remove user extensions within your PBX system.

Configure default call and user settings for individual extensions.

Customize allocation of user extensions to specific ring groups.

Integrations

Integrate various CRM software for better customer service and satisfaction.

Enable transcription of audio messages into text with integration of third-party transcription service.

Enable API for integration with various third-party integrations for advanced performance such as call center and hotel reception services.

Paging and Intercom

Create different types of paging and intercom broadcast groups for selected extensions.

Set a time schedule to automatically start your broadcast.

System

Provision email SMTP and template settings for event notifications to be sent out.

Manage storage allocation and duration of various types of data being stored on the PBX.

Determine the types of event notifications to be sent out, and the parties receiving them.

IVR

Add various audio voice prompts to be played according to different call scenarios.

Add voice prompts on multiple levels for more effecient and precise inbound call routing.

Voicemail

Customize default voicemail settings for each user extension.

Add various voicemail messages for allocation to different call scenarios and users.

Provision specific rules to how voicemail messages are played over the PBX system for better caller experience.

Reports and CDR

All call log activities are stored, with the option of having audio conversations recorded by default or for specific extensions.

Use intuitive visual call reports, to check various call statistics over extensions, trunks, queues, ring groups, and more.

Call reports can be viewed and downloaded directly from the PBX, or scheduled to be sent via email to respective parties.

Security

Restrict a general group or specific IP addresses to prevent unauthorized access to your PBX.

Limit the number of otbound calls users are allowed to make within a time period to protect against toll fraud.

Restrict certain country codes for outbound calls either company-wide or on certain extensions.

User Login

Determine extension ranges for different functions.

Define use of different voice prompts depending on call scenarios or intended function.

Provision basic and advanced SIP settings to be used on the PBX.

Recordings

Record all calls made on specified trunks, including inbound and outbound calls.

Recordings

Record all calls made on specified extensions, conferences, or call queues.

Maintenance

Check for and download firmware upgrades to ensure that your PBX is always up-to-date.

Perform back-ups to prevent data and settings from getting lost.

Perform troubleshooting on your own to debug.

Trunks

Register multiple SIP trunks on a single PBX as needed.

Different types of trunks can be created, Caller ID can be customized.

Conference

Pre-set conference settings and dial-in passwords for security, and allow internal users to send conference invites to external parties.

Speed Dial

Create multiple speed dial numbers to respective external numbers frequently used for outgoing calls.

Speed dial is activated when the set prefix (default or customized) is dialed.

Ring Group

Create multiple ring groups and determine custom ring strategies and failover settings for each.

Call Queue

Create different call queues with specific ring strategies and failover settings.

Static agents permanently answer calls in queue, while dynamic agents can log in and out. Allocate different extensions to each group.

Determine what actions are to be allowed for Mangers or Agents to manage on the Queue Panel.

Call Control

Have calls received on specific SIP trunks routed to designated extensions or destinations within the PBX.

Set-up dial patterns so that outbound calls are routed to their intended destinations.

Determine how calls are routed and received at different times of a day.

Contacts

Store, retrieve, and share company contact details easily on your PBX.

Organize company contacts into dedicated phonebooks and determine accessibility rights to extension groups for each.

Bulk import a list of contacts instead of having to key details in individually.

Role and Client Permission

Pre-defined user roles within the PBX are conveniently available for allocation, or create your own set of permissions.

Restrict users from viewing specific extensions, departments, or extension groups with Extension Visibility.

Allow or resrict specific users from managing or viewing certain company contacts

Auto Provision

Pre-defined setting parameters specific to respective IP phone models are conveniently available for easy set-up.

IP Phones can be quickly provisioned to your Yeastar PBX with just the pre-defined template and device MAC address.

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