Send a Message Alert to a Guest with the PBX (Cloud) 🎥
This feature requires an active PBX interface. 🎥 Watch Video
With an active PBX interface, VM PMS allows you to deliver a message alert directly to a guest’s room phone, letting them know the front desk has a message waiting. This helps ensure guests stay informed about important notifications, while improving responsiveness and guest satisfaction.
Path: Front Office > PBX > Messages
Instructions
1. Search for the guest by entering their name or selecting the room number.
Use the Group, Arrival, or Departure sub-sections only to search for guests. After selecting one, the system automatically returns to the Guest tab.
2. Click the green envelope icon to open the message window.
3. Enter your message and click Send.
4. After sending, the message will appear in the list as Pending. The guest’s room phone light will flash to signal a message is waiting.
5. To mark a message as read, click the envelope icon in the Mark As column.
6. Use the orange open envelope tab to view pending messages and the blue open envelope tab to view read messages.
The guest’s room-phone indicator provides visual feedback: a blinking/hard light usually means a new message is pending.
If you cannot locate the guest in the PBX module, confirm the room is currently In-House and the PBX interface is online.
Still Need Help With This Topic?
Ask Yourself:
- Did I locate the correct guest by name or room number?
- After sending the message, did the phone indicator light or message icon show the new message?
- Have I marked the message as read once the guest has seen it?
Support May Ask You:
- Which guest room number did you send the message to?
- What message did you send, and what symptoms (light indicator, icon) did you observe?
- Was the PBX interface online and functioning at the time?
- Are you unable to see the correct guest in the message list?
Related Articles
Mark PBX Messages as “Read” from the Reservation Screen (Cloud) 🎥
This feature requires an active PBX interface. ? Watch Video When your property uses an active PBX interface, message alerts are sent directly to a guest’s room phone. Marking these messages as read from the reservation keeps records accurate, ...Schedule a Guest Wake-Up Call via PBX (Cloud) 🎥
This feature requires an active PBX interface. ? Watch Video When a guest requests a morning wake-up call, you can schedule it directly through the PBX interface in Visual Matrix Cloud. This feature helps ensure timely guest wake-ups, improves guest ...Mark a Room on DND Status from the PBX (Cloud)
This feature requires an active PBX interface. The Do Not Disturb (DND) feature allows staff to mark a guest room as unavailable for service through the PBX interface in Visual Matrix Cloud. This helps front desk and housekeeping teams respect guest ...View Guest Text Requests (Cloud)
Guest text requests are messages sent by guests through the Visual Matrix Guest Texting feature—used to ask questions, request services, report issues, or communicate needs during their stay. This tool helps your team stay informed of guest ...Update/Complete Guest Texts Requests (Cloud)
The Guest Texting feature allows your property to receive and manage SMS messages sent by guests. These incoming messages appear as guest text requests, which your team can review, update, and complete directly within Visual Matrix Cloud. Updating ...