Messages

HEMS - Hotel Manager

Messages

The Messages page allows hotel staff to communicate efficiently with guests and other staff members. This page includes features for sending messages, attaching documents, and exporting conversations.

Overview

• Room Number: Enter the room number to specify the recipient of the message.
• Message From: Indicates the sender of the message.
• Send As Email: Option to send the message as an email.
• Document: Attach a document to the message.
• Enter Message: Type the message content here.
• Print: Print the current message or conversation.
• Export PDF: Export the message or conversation as a PDF file.
• Submit: Send the message.

Steps to Use the Messages Page

1. Enter Room Number: Input the room number of the guest you want to message.
2. Select Message From: Choose the sender from the dropdown menu.
3. Send As Email: (Optional) Select this option if you want to send the message as an email.
4. Attach Document: (Optional) Click "Choose File" to attach a document to the message.
5. Enter Message: Type your message in the "Enter Message" text box.
6. Print or Export: Use the "Print" or "Export PDF" buttons to print or save the message.
7. Submit: Click the "Submit" button to send the message.

Example

Field	Description
Room Number	101
Message From	Front Desk
Send As Email	Yes
Document	No file chosen
Enter Message	"Dear Guest, your room service request is on the way."
Print	[Print Button]
Export PDF	[Export PDF Button]
Submit	[Submit Button]

Important Notes

• Ensure the room number is correct to avoid sending messages to the wrong recipient.
• Use the "Send As Email" option for important messages that need to be documented.
• Attach relevant documents if necessary, such as invoices or itineraries.
• Use the "Print" and "Export PDF" options for record-keeping.

By using the Messages page, hotel staff can maintain clear and efficient communication with guests, enhancing the overall guest experience.

View Messages

The View Messages page allows hotel staff to review and manage all messages sent to and from guests. This page provides a comprehensive overview of message details, including status and actions required.

Overview

• Export Excel: Button to export the messages list to an Excel file for record-keeping or further analysis.

Messages Table

The table displays the following columns:

• S/N: Serial number of the message.
• Room Number: The room number associated with the message.
• Message: The content of the message.
• Message From: Indicates the sender of the message.
• Send as Email: Shows whether the message was sent as an email.
• Message Status: The current status of the message (e.g., Pending, Delivered).
• Sent At: The date and time when the message was sent.
• Action: Options to edit, resend, or delete the message.

Example

S/N	Room Number	Message	Message From	Send as Email	Message Status	Sent At	Action
1	6	Please This Customer Is At An Event	Front Desk	YES	Pending	Jan 14th, 2020 at 2:04 pm	[Edit] [Resend] [Delete]
2	752	This Is The End Of The Message	Front Desk	YES	Delivered	May 12th, 2020 at 4:05 pm	[Edit] [Resend] [Delete]

Actions

• Edit: Modify the content of the message.
• Resend: Send the message again.
• Delete: Remove the message from the list.

Steps to Use the View Messages Page

1. Review Messages: Check the table for all messages, their statuses, and details.
2. Export Messages: Click the "Export Excel" button to download the messages list as an Excel file.
3. Perform Actions: Use the action buttons to edit, resend, or delete messages as needed.

Important Notes

• Regularly check the message statuses to ensure all communications are delivered.
• Use the "Export Excel" feature for maintaining records or conducting further analysis.
• Ensure that sensitive information is handled appropriately when editing or resending messages.

By using the View Messages page, hotel staff can efficiently manage guest communications, ensuring timely and accurate responses.