What If

From Keponet Wiki
Jump to navigation Jump to search
Hello !!!
You can find all the information you need about Keponet.
  • Main Page
  • Product
  • Registration
  • Pricing
  • First Use
  • Operation
  • Subscription
  • Affiliates
  • What If
  • Contact
    • Logo with bg.png


    What if the administrator does not know what kind of items that can be handled in every single department when do setting up in item detail? And what should the administrator do?


    Sometimes, the administrator or hotel management does not know the list of item requests/ tasks for each department because there are too many data lists. The way to solve this issue is the administrator gives each "Head Of Department" access to create and edit a list of data items in the department he leads. The steps to give "Item Details" access to Head Of Department is:

    1. Click on the "Setting" menu.
    2. Click the "User Management" menu.
    3. Click "User Login".
    4. Click on the account that acts as Head Of Department.
    5. Click "Edit" button.
    6. Give access to create and edit the item details to "Head Of Department" account.
    7. Now, the "Head Of Department" account can create and edit items that correspond to his department.


    What if a hotel guest wants to void their request?

    a.
    Void The Requested Item When In New Status.

    Hotel staff who receive notice from hotel guests for request cancellations can contact the staff from relevant department (authorized staff) or Front Office staff. Items requested by hotel guests can be voided while the status of the request is still in a new status. The way to void an item is:
    1. Tap on the request item that you want to void and make sure it has a new status.
    2. Go to the "Detail Item" page.
    3. Tap the “Void” button.
    4. Type the reason why this item was voided.
    5. Tap “Yes”.
    6. This item will be voided and can’t be processed but is still recorded in the report.


    b.
    Void The Requested Item When In On Going Status.

    Items requested by hotel guests can be voided when the status of the request is in on going status. It aims to accommodate if there are hotel guests who void their request while the order has been processed by hotel staff. The way to void an item when the request status in on going status is:
    1. Tap on the request item that you want to void and make sure it has a On Going Status.
    2. Go to the "Detail Item" page.
    3. Tap the “Void” button.
    4. Type the reason why this item was voided.
    5. Tap “Yes”.
    6. This item will be voided and can’t be processed but is still recorded in the report.


    What if a hotel guests wants to update their requests?

    a.
    Update items that are already in the request list.

    Hotel staff who receive notice from hotel guests for changes in their request can contact the staff from relevant department (authorized staff) or Front Office staff. The requirement that a hotel guest order can be changed is that the request item is still in new status or has not been handled by staff on duty. Staff from the relevant departments (authorized staff) can do updating request by accessing:
    1. Tap on the request item that you want to change.
    2. Make sure you are on the "Detail Item" page.
    3. Tap the “Edit” button.
    4. In this page, hotel staff can edit quantity, note, or attachment.
    5. Tap the “Update” button.
    6. All changes will be implemented.


    b.
    Update items that are not in the request list previously yet.

    Hotel staff on duty sometimes receive notice from hotel guests who have ordered previously to add new items to their requests, even though the previous request was sent to the system. The problem is, the previous request has been sent to the system. Steps that can be taken by hotel staff to overcome this problem is to make a new request.


    What if the hotel guests want to change the details of their item request but that status has entered in the "On Going" Status?


    Hotel staff who receive notice from hotel guests for changes in their request can contact the staff from relevant department (authorized staff) or Front Office staff. When the hotel guest request status has entered "On Going" status, you can only make changes to the quantity, order notes, attachments, and notes in the attachments. Staff from the relevant departments (authorized staff) can do updating request where has "On Going" status by accessing:

    1. Tap on the request item that you want to update (On Going Status).
    2. Make sure you are on the "Detail Item" page.
    3. Tap the “Edit” button.
    4. Make a change in quantity, note, attachment, or and attachment note.
    5. Tap the "Update" buton.


    What if the hotel guests want to change the items of their request but that status has entered in the "On Going" Status?


    Hotel staff who receive notice from hotel guests for changes in their request items can take the following steps:

    a. Void Previously Items.

    Before changing new items as requested, hotel staff need to void the previous items. The steps to void an item that has been requested are:

    1. Tap on the request item that you want to void and make sure it has a On Going Status.
    2. Go to the "Detail Item" page.
    3. Tap the “Void” button.
    4. Type the reason why this item was voided.
    5. Tap “Yes”.
    6. This item will be voided and can’t be processed but is still recorded in the report.


    b.

    Create new items as requested.

    After void the previous items, the next steps must do by hotel staff is create a new request accordance with the items as requested. Step to create a new request is:

    1. Tapping create button and you will be directed to New Request page.
    2. Tap in room column and selecting room number.
    3. After that, fill guest name in the guest name column.
    4. Tap “Add Item” Button to adding guest request item and then select the items as requested.
    5. After selecting item request, staff must fill number of order in Quantity column (fill in the quantity if the quantity column is appear), notes in note column, attachment, and note of attachment.
    6. Click Add button


    What if the hotel staff want to ask for help to complete a large task?


    Users who handle large tasks and need more human resource can request assistance from other staff by inviting other staff to join in completing the intended task. Step to invite other staff to join in completing task is:
    1. Tap on request you picked up with “On Going” Status.
    2. Tap “Handled” button.
    3. Tap “Invite Friend” button.
    4. Selecting staff to join in completing the task and fill a note if necessary.
    5. Tap “Submit” button.
    6. Tap “OK”.
    7. Your invitation will be received to the relevant staff and you are just waiting for a response from them.
    8. While waiting for their response, you keep trying to complete your task.


    What if the hotel staff wants to have a chat with other staff?


    The chat feature will be active when there are specific requests that have other staff join to complete that request. The chat feature can be used by hotel staff for communication facilities related to the task they are handling. The steps for use chat feature is:
    1. Tap on the request item that you want to change.
    2. make sure you are on the "Detail Item" page.
    3. Tap the “Edit” button.
    4. In this page, hotel staff can edit quantity, note, or attachment.
    5. Tap the “Update” button.
    6. All changes will be implemented.


    What if the requested item is not in the list?


    Before discussing this issue, the hotel sides (Administrator Staff) MUST input the data of request items that are common or frequently requested by hotel guests. When making setting in the item detail section, the hotel or administrator staff MUST input the item data with the name “Other” for every single department in your hotel. This step needs to be taken so that hotel staff can resolve the problem when there is a guest who make requests to the hotel but that requested items are not in the list of hotel requests that have been inputted previously.

    If this step has been taken, the hotel can resolve this cases by following the steps as follows:

    a. Make General Items.

    Before operation activities occur, the authorized staff or administrators can enter general items data into the hotel request list for every single department. Step to add general items is:

    1. Access the Keponet via web app (https://app.keponet.com/login).
    2. Click “Setting”.
    3. Click “Item Request” menu.
    4. Click “Item Detail”.
    5. Click “Add” button.
    6. Fill in the Department column with the department that must handle the request.
    7. Select Item Category.
    8. Fill in the name of request item in name column with "OTHER (NAME OF DEPARTMENT) and please (√) the “Quantity Input” column too.
    9. Fill in the “Delegate To” form with the department and position that can handle the request item. All staff inputted in the “Delegate To” form will receive a notification if there is a new request item and by default it can void this item.
    10. Leave the "Escalation" form column blank.
    11. Click “Save”.
    12. The new item detail will be shown in the list.

    b.
    Report to the authorized staff (Administrator).

    If items requested by hotel guests are not on the hotel request list but are frequently requested, hotel staff must report to the authorized staff or the administrator so that items can be added to the hotel request list.


    What if a staff with higher level want to give a direct job to the hotel staff?


    The hotel staff can use the direct assignment feature in the Keponet. A way to use the feature directly the direct assignment feature in Keponet:

    1. Click the "Request" menu.
    2. Click the "Create a New Request" button.
    3. Select the "Location" and fill the guset name (optional).
    4. Click "Add Item".
    5. Select the item or task want to send.
    6. Select staff in the "Assign To" column.
    The staff you choose in this column will later be responsible for this task.
    7. Click "Submit" button.


    What if a staff with higher level want to re-assign a task to another hotel staff?


    The hotel staff can use the direct assignment feature in the Keponet and this feature can be access only in web apps of Keponet. In the details of each item that is inputted, staff with higher levels can directly appoint staff who must do it by:

    1. Click the "Request" menu.
    2. Click "By Item" section.
    3. Click the "Detail Items" button (Magnifying Icon).
    4. Select staff in the "Assign To" column.
    The staff you choose in this column will later be responsible for this task.
    5. Click "Update" button.


    What if my hotel uses an operator system as an operational activity inside the hotel?


    If your hotel system uses a operator user as a traffic controller for operational activities in the hotel, Keponet is an application that is compatible with that system. Keponet has supported hotel operations that are operator-based, independent-based, or both.

    On several occasions, the function of the operators are can be used if there is the hotel staff on duty of having problems with their devices. Such as: hotel staff have finished working on a specific task but before changing the status of this task to "Finish", this staff's device die out because the device is running out of battery. With the operator function, this staff can contact the operator to help him makes a change that assignment status from "On Going status to the "finish" status.


    What if the hotel staff getting trouble with their device after handle a task ? While the related staff had finshed their task but couldn't changed the task status to "finish" because there was get a trouble on their device.


    The staff who handle a task can ask the operator staff to change the status of their work from "On Going" to "Finish" status. The operator staff who will later change the status of that task. For additional information, the operator feature can only be accessed via the web app.


    What if my operational staff does not have active email?


    The administrator or authorized staff for set up each staff account can input fictitious emails in the email column when makes a settings. For more details, please following this step::

    1. Click the Setting" menu.
    2. Click the "User Management" menu.
    3. Click the "User Login" menu.
    4. Click "New" button for adding a new account or click "Edit" button to editting existing account.
    5. Fill all column.
    In the Email column, fill it with fictitious email . In the second steps, unchecked the "send generated password to email" and then fill the password.
    6. Click the "Save" button.
    7. Provide this account information to the relevant staff.
    9. The relevant staff, try to login in Keponet.
    If successful, this problem has been resolved. If it fails, please double-check the account information that you provided to the relevant staff.


    What if higher level staff want to hold meetings with their subordinate staff?


    The higher-level staff can use our features that we call with "Alert". This feature not only can be used to signal danger signs if there are unplanned conditions such as natural disasters or terror threats that occur in the hotel area but can be used by higher-level staff to announce general information to other staff when a higher level staff member wants to hold a meeting with their staff. The steps that need to be taken if a higher level staff wants to announce something is:

    1. Tap on menu bar then select "Emergency" or click "Alert" if you log in via web apps.
    2. Tap the "Create Emergency" (+) button.
    3. Select the condition type, such as: briefing or morning meeting.
    4. Select the department that will receive the notification and fill additional note if necessary.
    5. Tap the "Submit" buton.
    6. all staff in the department you choose will receive notifications.


    What if an emergency occurs in the hotel area?


    Hotel staff on duty can send an emergency alert when they find an emergency situation that occurs in the hotel area. Hotel staff can send notifications to all staff or to a relevant department, depending on the emergency that occurs. The steps that need to be taken if an emergency occurs is:

    1. Tap on menu bar then select "Emergency" or click "Alert" if you log in via web apps.
    2. Tap the "Create Emergency" (+) button.
    3. Select the emergency type.
    4. Select the department that will receive the notification and fill additional note if necessary.
    5. Tap the "Submit" buton.
    Retrieved from "http://wiki.keponet.com/index.php?title=What_If&oldid=1181"