Panbil Residence Apartment Migrates to VoIP and Integrates PMS with Yeastar

Panbil Residence Apartment Migrates to VoIP and Integrates PMS with Yeastar

In today’s environment, the hospitality industry shows high demand for a comprehensive and affordable communications solution to ensure effective communication and service to clients and customers. VoIP technology can help hoteliers provide top-notch customer service by streamlining hotel daily operations and improving employee mobility, all while reducing the costs. With a wealth of features and expanded hospitality functionality, Yeastar VoIP PBX has found its way into the hotel industry, making it a perfect complete solution for hotels.

Panbil Residence Apartment Batam, a 4-star Apartment in Batam Island, Indonesia, revamped their entire voice communications infrastructure and integrated its PMS (Property Management System) with Yeastar VoIP PBX to provide new features to guests and employees alike.

Background

Panbil Residence Apartment Batam is a 4-star Apartment in Batam Island, Indonesia. The apartment has 334 rooms with Type of Room: Studio Deluxe, Studio Executive, Two Bed Room Deluxe, Two Bed Room Executive, Three Bed Room & Pent House, 1 restaurant, and numerous services that complete the welcoming proposal. These services include 24h reception, free wifi in rooms & common areas, free shuttle service to the shopping mall at weekend, and more.

Objective and Challenges

For a 334 room property, Panbil Residence Apartment Batam, who was set to open soon, required a new hotel telephone system that should have the ability to integrate different phone lines and be fully compatible with their IP phones with a very quick installation. Even if most guests do not use the hotel phones to make calls, it must still support all of the necessary functions for the small percentage that do use it.

Plus, although they had already found that VoIP PBX could bring them many economic benefits and reduce their costs, integration with their Property Management System (PMS) was an insurmountable hurdle before. Not all VoIP PBX providers have the focus or expertise needed to solve this problem.

Their main requirements include:

  • Seamlessly integrate with existing telephone infrastructure.
  • Be equipped with additional hospitality features for hotel management.
  • Deliver mobility for hotel staff to remain productive anywhere anytime.
  • Quick installation for their phones dispersed in 334 rooms and offices.
  • Reliable PMS integration with the new telephone system.

Solution

Considering the requirements,  PT. Sol One Indonesia, a Yeastar partner in Indonesia, recommended Yeastar IP based VoIP PBX system and its scalable modules which can completely meet their needs and they were adopted successfully. One Yeastar S300 VoIP PBX, one Expand System Capacity Module D30, one Expansion Board EX08 and two Telephony Modules O2 (2 FXO Ports per unit) were deployed in the apartment.

Yeastar S300 VoIP PBX with one D30 Module can support 400 extensions which are enough to be assigned to IP phones dispersed in 334 rooms and offices. With its built-in auto-provisioning feature, all the phones were installed quickly as planned, thus saving a lot of time for the copper cabling installation for Apartment. Two O2 modules that can connect 4 analog PSTN (POTS) lines were configured on the Expansion Board EX08, enabling them to use their existing analog phones.

Besides, Yeastar S300 VoIP PBX is able to fully integrate with VHP PMS, which Panbil Residence Apartment Batam is using for the hotel daily operations, to achieve advanced hotel features like check-in & check-out service, scheduling wake-up calls, setting Do Not Disturb (DND) and transferring call data records (CDR) to VHP PMS. The interoperability of Yeastar S-Series VoIP PBX with VHP PMS easily and completely solved their requirement to realize the hospitality functionality.

Results and Benefits

1. Cost-effective Transition to IP-based System

Yeastar S-Series VoIP PBX, supporting up to 500 users and providing PSTN, E1/T1/PRI, BRI, GSM/3G/4G, utilizes analog and IP phones and the existing network for voice transmission, thus eliminating the need for separate networks for phones, which will help hoteliers cut costs significantly. Aside from this, by using Yeastar S-Series PBX, internal calls and calls between connected sites (if the hotel opens a new facility in another site) are free of charge, hoteliers can lower their multi-site communication costs.

2. Perfect Interoperability with 3rd-party PMS

Yeastar S-Series VoIP PBX can be easily integrated with Hotel Management Software / Property Management System to assistant hoteliers to streamline operations and deliver exceptional services. The integration makes it possible to automate sharing important guest information and realize the features like check-in & check-out service, room status management via the room phone, wake-up call schedule, Do Not Disturb set, call data records (CDR) transfer to hotelier’s PMS and receiving voice messages, etc.

3. Quick to Install and Easy to Use

The user-friendly Yeastar S-Series VoIP PBX features intuitive Web GUI and is easy to manage with simple point-and-click configuration. Yeastar S-Series VoIP PBX system supports mainstream IP phone quickly auto-provisioning to save loads of time, which makes business communications elegant and simple to configure for administrators.

4. Enhanced Employee Mobility and Productivity

Yeastar S-Series VoIP PBX with its robust Linkus UC Softphone empowers hotel staff with great mobility. Through installing Linkus UC Softphone, the bring your own device (BYOD) solution, hotel managers and staff members can make use of their personal phones, laptops, and other mobile devices when making calls or sending messages. They can use Linkus UC Softphone to work on their tasks, answer inquiries from guests, and communicate with their supervisors or managers when they are on the go.

5. Rich Features to Improve Business Efficiency

Yeastar S-Series VoIP PBX comes packed with robust built-in VoIP features to streamline the hotel’s operations and improve business efficiency. Features include auto attendant, call recording, ring group, conference, CRM integration, call monitor, time condition, etc. All are easy to configure with intuitive web-based graphical interfaces. This helps businesses to embrace and utilize VoIP technology easier and quicker.

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.

Bulk add DDIs on each SIP trunk, for allocation to an individual or groups of extensions.

Extensions

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

Allocate and deploy specific extension numbers to respective users via email.

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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