Managing Visual Matrix Cloud During Internet Outages
In today's digitally driven hospitality industry, a reliable
internet connection is crucial for seamless operations. However, internet
outages can occur, and knowing how to maintain your operations during these
disruptions is essential. Here are some suggestions to keep you up and running. You never know when it will happen, so it's better to be proactive than to react to the situation.
Enabling Remote Access and Alternative Connectivity Options
Incorporate Downtime Reports into Each Shift's Tasks
The Downtime Reports are a collection of Front Office reports designed to be printed at the start of each shift in case of any unexpected or planned system outage. These reports provide essential information to help the hotel continue operations when Visual Matrix access is unavailable.
Having Remote Access enabled
Make sure certain managers have remote access enabled. Since your property's access is restricted to the hardwired network, having users with remote access ensures continued PMS accessibility. This also enables them to temporarily grant remote access to other users as needed.
Alternative internet connections include mobile hotspots, cellular data & data plans and guest Wi-Fi.
Mobile Hotspot
Mobile hotspots are essential during internet outages. Simply activate the hotspot feature on your smartphone to provide a temporary internet connection for critical devices like computers and tablets, ensuring uninterrupted access to Visual Matrix for essential tasks.
Cellular Data Plans
Having iPads or tablets with cellular data plans is highly beneficial. These devices serve as backups to your primary systems, enabling you to manage reservations, check-ins, and other essential functions through Visual Matrix. Keep these devices charged and updated regularly to ensure they are ready for emergency use.
Guest Wi-Fi (If Available)
If your guest Wi-Fi operates on a separate network from your primary operational network, it can serve as a reliable backup. While it may not be suitable for long-term use due to security considerations, it provides a convenient option during emergencies to maintain system access and continue serving guests without major interruptions.
Other alternative connections include secondary ISPs, satellite internet, public Wi-Fi, and Ethernet over Power Line (EOP).
Impact of Property Network Outage on Visual Matrix Availability
Continuing Cloud-Based Operations
Despite issues with the local network, any system directly connected to the cloud will remain functional. This includes reservation systems, guest communications, and other administrative functions. If you're unable to access Visual Matrix, rest assured that Visual Matrix itself is operational and still communicating.
Two-Way Interfaces and Cloud Operations
One of the significant advantages of a cloud-based PMS is
its ability to support two-way interfaces. This means that as long as you have
an internet connection through any of the above methods, you can continue to
process credit card transactions and manage batches through a web browser.
Since these operations are cloud-based, they do not rely on your local network
infrastructure.
Limitations with EMV Devices and Physical Connections
During an internet outage, it’s important to note that EMV
devices and other hardware physically connected to your hotel's network will be
offline. This includes door locks, which will not function until the internet
connection is restored. To manage this, ensure you have a manual backup system
in place, such as physical keys or an alternative check-in/check-out process,
to accommodate guests during these periods.
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