Grant Room Management Permission

Give your front desk the tools they need without handing them full access to the phone system admin portal. By assigning room management permissions to specific extensions, staff can check guests in and out, reassign rooms, schedule wake-up calls, and more, all from the Cloud Voice App.

Note

You set up these permissions in the PBX web portal. PBX (Private Branch Exchange) is the phone system that routes your calls. The staff who receive the permissions then use the features inside the Cloud Voice App, not the portal, so the person configuring this and the people using it are usually different.

Assign the permissions

1. Sign in to the PBX web portal and open Hotel Management.

2. On the Hotel Settings tab, add a permission rule.

   

   a. In the Client Configuration Permission for Hotel Management section, click Add.

   b. Open the Extension drop-down and pick the extension or extensions that should receive the permissions.

   c. Under Permission Type, select the features you want to enable. Each permission maps to a specific area of the Cloud Voice App, as described below.

   Tip

   You can turn on more than one permission for the same extension in a single rule. As good practice, grant only the permissions each role actually needs. For example, a front-desk clerk may need Room Panel and Wake-up Service but not Delete Check-in History.

   d. Click Save.

What each permission unlocks

Room Panel

Grants access to the Room Panel in the Cloud Voice App (Hotel Management > Room Panel). From here staff can check guests in, move them between rooms, toggle Do Not Disturb (DND), update room status, add wake-up calls, and check guests out.

Wake-up Service

Grants access to the Wake-up Service (Hotel Management > Wake-up Service) in the Cloud Voice App, where staff can schedule wake-up tasks and review the wake-up log.

Call Service

Lets staff handle guest calls from the Operator Panel in the Cloud Voice App.

Tip

For the full breakdown of call-handling rights, see Grant Call Management Permission.

Stay History

Grants access to Stay History (Hotel Management > Stay History) in the Cloud Voice App so staff can review a record of past guest stays.

Delete Check-in History

Allows staff to remove guest stay records from Stay History (Hotel Management > Stay History) in the Cloud Voice App.

Caution

Deleting a stay record removes it from Stay History for good. Grant this permission only to staff you trust with permanent record removal, and consider leaving it off for general front-desk clerks.

Result

The extensions you selected can now work in the Cloud Voice App according to the permissions you granted.

If you enabled Room Panel, Wake-up Service, or Call Service for any extension, Cloud Voice also creates an extension visibility rule on the PBX so those extensions can place calls to the guest rooms.

Note

You do not create this visibility rule yourself; Cloud Voice adds it automatically. Leave it in place: if it is removed, the authorized extensions lose the ability to dial the guest rooms.