Cloud Phone System For Modern Businesses

Yeastar Delivers Guest-centric Hospitality Solution for Seafield Hotel

Yeastar Delivers Guest-centric Hospitality Solution for Seafield Hotel

If professional service and rich guest experience are the keys for building reputation and creating a loyal customer base for hoteliers, then seamless communication and systematic hotel management may lay the cornerstone. Considering this, the luxurious Seafield Hotel & Spa Resort recently has switched to the Yeastar hospitality solution to build a communication system well-crafted for the creation of a guest-centric environment, and facilitate its regular hotel operational tasks with next-level automation.

Background

The Seafield is a luxurious 4-star hotel, spa and golfing resort resource at a seaside location near Gorey in County Wexford, Ireland. It boasts 101 luxurious bedrooms, 64 Courtyard Family Suites, and an 18-Hole Golf Course, aiming to offer its guests best-in-class accommodation, fine dining, leading-edge conference facilities and gloriously stylish weddings.

Challenge

To streamline hotel operation and slash communication costs that spiraled with the booming volume of daily calls, Seafield hotel needed to modernize its phone system to support trunking to VoIP providers while maintaining current analog infrastructure. Its 100+ existing analog phone populating the hotel bedrooms are required to be kept in place along with the existing cabling from each room. In addition, the new communication system must integrate smoothly with its existing hotel Premises Management System (PMS) provided by Hotsoft and other tools it used for its call billing and room services.

Solution

To ensure a high level of guest experience for the hotel, one 200 extension Yeastar IP PBX and four Yeastar TA3200 VoIP gateways were installed and commissioned to help funnel voice operations. The existing analog phones in over 100 rooms and offices were integrated smoothly and cost effectively to the new Yeastar IP PBX system via TA FXS Gateway, minimizing the infrastructure investment while centralizing the call management. Also, the integration with the existing PMS Hotsoft has positioned hoteliers to work faster and smarter with less effort, let alone the rich powerful functionalities Yeastar IP PBX delivers for intelligent call process and control.

Result and Benefits

Thanks to the Bytek IT Solutions – one of Multinet’s most professional and successful customer solution partners, and Multinet, Yeastar’s authorized partner in Ireland, the hospitality solution was deployed successfully. Both managers and customers at the Seafield Hotel are really happy with the outcome:

  • Retained Royal Guests with Rich Robust IP PBX Functionality

Yeastar IP PBX is built from the ground up for real-world performance, with many standard facilities including intercom, call center queue management, voicemail and voicemail to email. All these have made it easier for the hotel staffs to deliver personalized services and prompt response to guest requests, contributing to better guest experience, which eventually helps retain loyal guests.

  • Streamlined Hotel Business Processes with Excellent Interoperability

Thanks to the char utile hPMS middleware, the integration between the hotel’s existing Hotsoft PMS and Yeastar IP PBX went very smoothly, including the integration with all the current call billing and room services. The hotel staffs are now allowed to allocate resources dynamically and automate hotel business processes through centralized control and management.

  • Increased Staff Productivity and Efficiency

Yeastar Hospitality Solution enables hotel staffs to communicate effectively with advanced features like auto-attendant, call center queue management, time conditioned routing of calls, voicemail and voicemail to email. Apart from that, the intuitive user-friendly web panel and the multiple dial-to-operate PBX feature codes also help the hotel operators to reduce the time spent on administrative activities and spend more time on devising innovative guest services.

  • Minimal Infrastructure Investment and Low Communication Costs

The Seafield Hotel now enjoys all the benefits of a modern IP Telephone system with excellent flexibility and major telephony cost savings through the choice of call traffic IP carriers. Besides, all analog phones are maintained thanks to the powerful Yeastar VoIP gateway, whose arrays doubled as excellent wiring patch points from the rooms. Moreover, the scalability of Yeastar IP PBX has offered the hotel an ideal growth patch for future needs at the resource.

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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.

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.

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.

Paging and Intercom

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

Set a time schedule to automatically start your broadcast.

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.

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.

Trunks

Register multiple SIP trunks on a single PBX as needed.

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

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.

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.

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.

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.

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 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.

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.

Deal One View

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View cases created for a Deal in One View.

View cases created for a Deal in One View.

Deal One View

View cases created for a Deal in One View.

View cases created for a Deal in One View.

View cases created for a Deal in One View.

Deal One View

View cases created for a Deal in One View.

View cases created for a Deal in One View.

View cases created for a Deal in One View.