Update a Room Condition with the PBX

Update a Room Condition with the PBX

This feature requires an active PBX interface.

If your hotel utilizes an interface that links Visual Matrix with your PBX system, there is a convenient way for housekeeping staff to update room statuses directly through the in-room telephone. This integration facilitates real-time room status updates, enhancing communication between housekeeping and front desk teams, which, in turn, leads to faster room turnovers and an elevated level of guest service.

Most common codes

Most PBX systems have a built-in housekeeping feature that allows a user to update the status of a bedroom directly from the phone in the bedroom.
This information can be communicated to Visual Matrix through the interface.
When you dial a specific number on the bedroom phone, it will send a command to update the room status in Visual Matrix to one of those three statuses: Maid in Room (#1), Clean (#2), or Clean and Inspected (#3).
If you notice that the Room Number appears in bold on the Room Rack, and when you right-click on the room number, no drop-down menu options are displayed, it indicates that the "Maid In Room" code has been entered on the bedroom phone. To resolve this, you'll need to either input the release code from the telephone or wait for the Night Audit to automatically reset the status.
However, the PBX box needs an activation code to dial before dialing the Visual Matrix status update code. That code may vary depending on the phone system, so you will have to check with your phone vendor to find out what this code is.
After you dial that code, you can dial 1, 2, or 3 to set the Visual Matrix status.
For example: If the "activation code" for the phone system is *2 then you would dial *2 and the status code (ie: *21, *22, or *23).

PBX with the NEC KTS-I Format will have a different set of codes

5- Maid is in the room
6- Room is Clean
7- Clean & Inspected

    • Related Articles

    • Update a Room Condition from Room Rack (Cloud)

      If you work in the front office and don't have access to the housekeeping department in Visual Matrix, you can still update the room's condition directly from the Room Rack Summary. Path: Front Office > Room Rack > Summary Room Status and Condition ...

    • Print Room Rack by Status and/or by Condition (Cloud)

      Generating a room list by status and condition from the room rack helps hotel staff efficiently manage room assignments, cleanliness, and maintenance. It provides an overview of room occupancy and physical condition, aiding front desk operations and ...

    • Update Room Status (Cloud) 🎥

      ? Watch Video Understanding the condition of guest rooms holds paramount importance. In the PMS, we facilitate these updates through a color-coded system, ensuring precise communication of room statuses among all hotel staff members. Room conditions ...

    • How Rooms are Set to Dirty?

      Rooms in Visual Matrix can be marked as dirty through four different methods: - During the night audit: Visual Matrix automatically changes the status of every in-house room to dirty as part of the night audit process. - When a guest is moved from ...

    • Put a room on a DND Status from the PBX (Cloud)

      This feature requires an active PBX interface. To put a room on DND status means marking it as "Do Not Disturb," indicating that hotel staff should not enter for any services until the guest removes this status, ensuring privacy and avoiding ...