How Can a VoIP Gateway Support Hotel PMS System Integration?A Detailed Explanation of Data Synchronization

　　A hotel PMS(Property Management System)is a core operational tool,and a VoIP Gateway is a device for connecting communication terminals.The integration of the two can realize data synchronization and function linkage.For example,phone permissions for guest rooms are automatically activated when guests check in,and call functions are automatically disabled when guests check out,significantly reducing manual operations at the front desk.However,many hotels are not clear about the integration principle and implementation method of the two.This article uses the Redstone solution as an example to explain in detail the data synchronization process and key technologies of integrating a VoIP Gateway with a PMS.

　　1.Integration Core:PMSI Middleware Builds a Data Bridge

　　A VoIP Gateway and a PMS system usually cannot communicate directly and need to realize data interaction through PMSI(Property Management System Interface)middleware.As a professional integration tool,the Redstone PMSI Middleware has the following core functions:

　　-Protocol Conversion:It converts the private protocols of the PMS system(such as the Oracle protocol of Opera PMS and the API protocol of DJUBO)into standardized protocols(such as TCP/IP and SIP),enabling the VoIP Gateway to recognize and receive PMS data.

　　-Data Filtering and Verification:It filters key data sent by the PMS(such as check-in information,check-out information,and wake-up time)and verifies whether the data format is correct to avoid abnormal gateway configuration caused by incorrect data.

　　-Two-Way Data Transmission:It not only supports the PMS to send configuration instructions(such as activating phone permissions)to the VoIP Gateway but also synchronizes the call data of the Gateway(such as guest room call records)to the PMS for billing and report statistics.

　　2.Key Data Synchronization Processes to Realize Function Linkage

　　After the integration of a VoIP Gateway and a PMS,four types of key data synchronization are mainly realized to support the core service scenarios of the hotel:

　　1.Check-In/Check-Out Data Synchronization:Automatically Configuring Phone Permissions

　　-Check-In Synchronization Process:When a guest checks in at the front desk,the PMS system generates check-in information(including the guest room number,length of stay,and whether to activate long-distance calls)and sends it to the Redstone PMSI Middleware.The middleware converts the data format and sends it to the VoIP Gateway(such as the RGW Series)corresponding to the guest room.The Gateway receives the instruction and automatically activates the corresponding permissions(such as local call permissions or long-distance call permissions)for the guest room phone,and sets the guest room number and guest name(for caller ID display).For example,when a guest checks in to Room 302 of a hotel and activates long-distance calls,the PMS sends the information to the PMSI,and the middleware converts it and instructs the RGW Gateway to activate the long-distance call permission for the phone in Room 302,without manual operation by the front desk.

　　-Check-Out Synchronization Process:When a guest checks out,the PMS generates a check-out instruction and sends it to the PMSI.The middleware forwards the instruction to the Gateway.The Gateway automatically disables the phone permission of the guest room,stops the call service,and synchronizes the call records of the guest room(such as call duration and number)to the PMSI.The PMSI then transmits the records to the PMS,which generates a call bill and includes it in the guest's consumption.

　　2.Wake-Up Service Data Synchronization:Automatically Triggering Wake-Up Calls

　　-Process Explanation:The front desk sets a wake-up time(such as 7:00 the next day)for the guest in the PMS system.The PMS sends the wake-up information(guest room number and time)to the PMSI.The middleware sorts the information by time and sends an instruction to the VoIP Gateway 1 minute before the wake-up time.The Gateway automatically dials the guest room phone to realize the wake-up service.If the guest does not answer after 3 attempts,the Gateway synchronizes the"unanswered"status to the PMSI,and the PMSI feeds it back to the PMS.The front desk can then arrange for manual reminders.The Redstone Gateway supports simultaneous wake-up calls for 500 guest rooms,meeting the needs of conference teams in large-scale hotels.

　　3.Guest Room Status Data Synchronization:Linking Guest Room Services

　　-Process Explanation:The housekeeping staff updates the guest room status(such as"being cleaned","cleaned",and"to be inspected")through the PMS system.The PMS sends the status information to the PMSI.The middleware synchronizes the status to the VoIP Gateway,and the Gateway associates it with the guest room phone.When a guest calls the front desk to inquire about the progress of guest room cleaning,the front desk can check the status through the PMS or directly query the status synchronized by the Gateway through the phone system to quickly reply to the guest.

　　4.Call Billing Data Synchronization:Accurately Calculating Consumption

　　-Process Explanation:When a guest uses the guest room phone to make a long-distance or local call,the VoIP Gateway records the call data(number,duration,and time)and sends it to the PMSI in real time.The middleware calculates the cost according to the hotel's billing rules(such as 0.1 yuan per minute for long-distance calls and free local calls)and generates billing data.The billing data is synchronized to the PMS,and the PMS includes the cost in the guest's bill for unified settlement when the guest checks out.The Redstone Gateway supports detailed storage of call records,and call data within 6 months can be traced to ensure accurate billing.

　　3.Integration Advantages:Improving Efficiency and Reducing Errors

　　The integration of a VoIP Gateway and a PMS brings three core advantages to hotels:

　　1.Improving Front Desk Efficiency:It reduces the time spent on manually configuring phone permissions and setting wake-up services.The front desk staff can focus on guest reception,improving efficiency by more than 40%.

　　2.Reducing Operational Errors:It avoids manual configuration errors(such as activating incorrect long-distance call permissions and setting incorrect wake-up times),reducing the error rate to less than 0.1%.

　　3.Optimizing Guest Experience:Guests do not need to wait for the front desk to activate phone services after checking in.The bill includes clear call costs when checking out,improving service satisfaction.