Manual Book

Keponet is software that functions to manage all guest requests and then send these requests to related staff in real time, so that it can improve hotel service standards and manage staff performance to achieve customer satisfaction.

Keponet is available in a web version and mobile version. Keponet in web version is more functioned as a master setting and mobile version is more used for operational activities in hotel area.

Web Apps Version

A.	General Information. Before using Keponet on web apps version, users are advised to learn the Keponet layout of the web application version and make profile updates.
	1.	Navigation. The reason of studying the layout of Keponet Web Apps Version is to allow users more familiar with the layout of the Keponet, so makes user are easier to make configuration and operate this application. This is the Keponet layout: Picture a. Menubar. b. Expand / Collapse Button (Burger Button). c. Account Setting Button. d. Language Button. e. Review Page / Worksheet Page. f. Hotel Logo. g. Help Section.
	2.	User Profile. The user needs to update his profile to show the characteristics of users themselves. In profile page, users can see the personal information, change the avatar image, and find out the online status of all devices using their own account. Steps for updating the profile is: a. Click Account Setting button at top right corner of the page.
		b. c.	Click “Profile” (Initialized your name and department). In this section, you can see your personal information, detailed information about your job position, your online status with device information, and give avatar.
	3.	Getting Referral Code. This feature contains a unique code that you can share and can be use by other hotels to register on Keponet sourced from your recommendations (Affiliates Program). You can access this feature if your account has access to the "Config Hotel" menu. Steps to get referral code is: a. Click Account Setting button at top right corner of the page.
		b. c. d.	Click stripe (-) button, located under user staff position and department. Click “Copy link” button. Share that link to new user who will register to the Keponet.
	4.	Changes Password. The user must change his default password to protect his privacy. Steps to changes password is: a. Click Account Setting button at top right corner of the page.
		b. c. d. e.	Click “Change Password” button. Fill your current password. Fill your new password and confirm your new password. Click “Changed Password” button.

B.	Setting. Setting feature can only be accessed by Administrator or other authorized staff. Administrator or other authorized staff can make arrangements that will be used as basic parameters in your hotel operations. The Setting menu has sub menu such as:
	1.	Config Hotel. General information of hotel that using Keponet, has information like: Hotel Name, address, the subscription status, and active staff. In this section, user can do update hotel name, change hotel logo, and knowing the last user who changed hotel information.
		a.	Update Hotel Name. The hotel administrator can update the hotel name in a way:
			1) 2) 3) 4) 5)	Click “Setting”. Click “Config Hotel” menu. Type the latest name of your hotel in hotel name column. Click “Update” button. The changes will be implemented.
		b.	Update Hotel Logo. The hotel administrator can update the hotel logo in a way:
			1) 2) 3) 4) 5) 6) 7)	Click “Setting”. Click “Config Hotel” menu. Click “Change Hotel Logo” button. Click “Browse” button. Choose your hotel logo. Click “Upload” button. The changes will be implemented.
	2.	Subscription. This menu contains information about your hotel subscription status when using Keponet. This menu also has information about history subscriptions, maximum users, subscription types, increased subscriptions, and extend subscriptions.
		a.	Add Subscription.
			1) 2) 3) 4) 5)	Click “Setting”. Click “Subscription” menu. - - -
		b.	Upgrade Subscription.
			1) 2) 3) 4) 5) 6) 7)	Click “Setting”. Click “Subscription” menu. - - - - -
		c.	Completed Invoice With Directly Make Payments.
			1) 2) 3) 4) 5)	Click “Setting”. Click “Subscription” menu. - - -
		d.	Completed Invoice With Delay Payments.
			1) 2) 3) 4) 5) 6) 7)	Click “Setting”. Click “Subscription” menu. - - - - -
	3.	Location. This menu contains information about your hotel subscription status when using Keponet. This menu also has information about history subscriptions, maximum users, subscription types, increased subscriptions, and extend subscriptions.
		a.	Location Category. This menu helps the hotel administrator to classify the types of locations inside hotel area. Hotel administrator can create new location type, update location type information, activate / deactivate location type.
			1)	Add New Location Type. Administrator or authorized staff can add new location category according to the type of location in your hotel. Step to add new location type is:
				a) b) c) d) e) f) g)	Click “Setting”. Click “Location” menu. Click “Location Category”. Click “Add” button. Fill in the location type column with the location name in your hotel. Click “Save” button. The new location type will be shown in the list.
			2)	Edit Location Type. Administrator or authorized staff can update location type information at your hotel too. Step to edit room type is:
				a) b) c) d) e) f) g)	Click “Setting”. Click “Location” menu. Click “Location Category”. Click “Edit” button. Update the location name information. Click “Save” button. The changes will be implemented.
			3)	Activate / Deactivate Location Type. Administrator or authorized staff can change the activeness status of location type by:
				a) b) c) d) e) f)	Click “Setting”. Click “Location” menu. Click “Location Category”. Click “Inactivate or activate” button. Click "OK". The changes will be implemented.
		b.	Location Detail. The hotel administrator can manage the details of each room available in your hotel. In this menu, the hotel administrator can add new room along with location category information, update room information, activate / deactivate room.
			1)	Add New Room (Single). Administrator or authorized staff can add new single room according to the number of rooms in your hotel. Step to add new single room is:
				a) b) c) d) e) f) g)	Click “Setting”. Click “Location” menu. Click “Location Detail”. Click “Single” button. Choose “Location Type” and type the room name. You can fill in with Room Number for guest room or Room Name for meeting room. Click “Save” button. The new location will be shown in the list.
			2)	Edit Location Details (Multiple Number). Administrator or authorized staff can add new multiple rooms at the same time according to the number of rooms in your hotel. Step to add new multiple rooms is:
				a) b) c) d) e) f) g) h)	Click “Setting”. Click “Location” menu. Click “Location Detail”. Click “Multiple Number” button. Select “Location Type” of Room. Fill "Start Number" for beginning room number and "End Number" for the last room number. The "Start Number" and "End Number" column can only be filled with numbers, alphabet characters are not allowed. Click “Save” button. The changes will be implemented.
			3)	Edit Location Details. Administrator or authorized staff can update room information at your hotel too. Step to edit room details is:
				a) b) c) d) e) f) g)	Click “Setting”. Click “Location” menu. Click “Location Detail”. Click “Edit” button. Update the room information. Click “Save” button. The changes will be implemented.
			4)	Activate / Deactivate Location. General Manager or authorized staff can change the sctiveness status of room by:
				a) b) c) d) e) f)	Click “Setting”. Click “Location” menu. Click “Location Detail”. Click “Inactivate or activate” button. Click "OK". The changes will be implemented.
	4.	User Managemment. User management has the purpose to classifying each staff working in a hotel, differentiated based on the position and department set by the hotel administrator. The maximum number of users in this configuration is limited by the type of subscription package used, and can be increased by upgrade the type of subscription package.
		a.	Department. Department menu can be access by hotel administrator to manage all of department inward the hotel. Hotel administrator can create new department, update department information, activate / deactivate department.
			1)	Add New Department. Hotel administrator can add new departments as needed at your hotel. Step to add new department is:
				a) b) c) d) e) f) g)	Click “Setting”. Click “ User Management” menu. Click “Department”. Click “Add” button. Fill in the name of department in your hotel. Click “Save” button. The new department will be shown in the list.
			2)	Edit Department Information. Hotel administrator can update the name of department at your hotel too. Step to edit department name is:
				a) b) c) d) e) f) g)	Click “Setting”. Click “User Management” menu. Click “Department”. Click “Edit” button. Update department name. Click “Save” button. The changes will be implemented.
			3)	Activate / Deactivate Department. Hotel administrator can change the activeness status of department by:
				a) b) c) d) e) f)	Click “Setting”. Click “User Management” menu. Click “Department”. Click “Inactivate or activate” button in action column. Click "OK". The changes will be implemented.
		b.	Staff Position. Staff position menu has function to classify the staff position in the hotel. Besides the main position (Administrator, General Manager, Manager, Supervisor, Staff), hotel administrator can also insert complementary position (Example: Probation staff or Practical Work).
			1)	Add Staff Position. Hotel administrator can add new staff position as needed at your hotel. Step to add new staff position is:
				a) b) c) d) e) f) g)	Click “Setting”. Click “User Management” menu. Click “Staff Position”. Click “Add”. Fill the staff position name in position column. Click “Save” button. The new staff position name will be shown in the list.
			2)	Edit Staff Position. Hotel administrator can update the name of staff position at your hotel too. Step to edit staff position name is:
				a) b) c) d) e) f) g)	Click “Setting”. Click “User Management” menu. Click “Staff Position”. Click “Edit” button. Update staff position name information. Click “Save” button. The changes will be implemented.
			3)	Activate / Inactivate Department. Hotel administrator can change the activeness status of each staff position by:
				a) b) c) d) e) f)	Click “Setting”. Click “User Management” menu. Click “Staff Position”. Click “Inactivate or activate” button in action column. Click "OK". The changes will be implemented.
		c.	User Login. User login menu can be access by hotel administrator to manage all users who can login to the Keponet Application. This menu can be access by administrator or other authorized staff only. The maximum number of users in this configuration is limited by the type of subscription package used, and can be increased by upgrade the type of subscription package. Hotel administrator can create new user, update user information, delete user, activate / deactivate user.
			1)	Add Staff Position. Hotel administrator can add new staff position as needed at your hotel. Step to add new staff position is:
				a) b) c) d) e) f) g)	Click “Setting”. Click “User Management” menu. Click “User Login”. Click “New” button. Fill in all forms on this page and menu access authorization obtained by this new user. The most important thing is to input the email address correctly and validly. Click “Save” button. The new user will be shown in the list.
			2)	Edit User Information. Hotel administrator can update staff information and edit the menu access authorization for each user in your hotel. Step to edit staff information or the menu access authorization is:
				a) b) c) d) e) f) g)	Click “Setting”. Click “User Management” menu. Click “User Login”. Click “Edit” button on the user you want to update the information. Update user information and menu access authorization. Click “Save” button. The changes will be implemented.
			3)	Activate / Inactivate User. Hotel administrator can change the activeness status of each staff member or Keponet user by:
				a) b) c) d) e) f)	Click “Setting”. Click “User Management” menu. Click “User Login”. Click “Inactivate or activate” button in action column. Click "OK". The changes will be implemented.
	5.	Item Request. This menu has function to classify all request items that will be used in all rooms in the hotel area.
		a.	Item Type. This menu has function to helps hotel administrator to classify the types of item requested by hotel guests inside hotel area. The hotel administrator can create new item type, update item type information, activate / deactivate item type.
			1)	Add New Item Type. Hotel administrator can add new item type as needed at your hotel. Step to add new item type is:
				a) b) c) d) e) f) g)	Click “Setting”. Click “Item Request” menu. Click “Item Type”. Click “Add” button. Fill in the type of item requested in name column. Click “Save” button. The new item type will be shown in the list.
			2)	Edit Item Type. Hotel administrator can update the name of item requested at your hotel too. Step to edit item type is:
				a) b) c) d) e) f) g)	Click “Setting”. Click “Item Request” menu. Click “Item Type”. Click “Edit” button. Update item type name in name column. Click “Save” button. The changes will be implemented.
			3)	Activate / Inactivate Item Type. Hotel administrator can change the activeness status of item type by:
				a) b) c) d) e) f)	Click “Setting”. Click “Item Request” menu. Click “Item Type”. Click “Inactivate or activate” button in action column. Click "OK". The changes will be implemented.
		b.	Item Detail. This menu has a function to classify all item details of the request that will be used in all rooms inside the hotel area. So, the name of the item inputted by the user is free from duplicate errors.
			1)	Add New Item Detail. Hotel administrator can add new item detail as needed at your hotel. Step to add new item detail is:
				a) b) c) d) e) f) g) h) i) j) k)	Click “Setting”. Click “Item Request” menu. Click “Item Detail”. Click “Add” button. Fill in the Department column with the department that must handle the request. Select Item Category. Fill in the name of request item in name column and please (√) the “Quantity Input” if the request item has quantity. 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. Fill in the “Escalation” form column with the department and position that will receive notification if there is an unfinished request. Click “Save”. FThe new item detail will be shown in the list.
			2)	Edit Item Detail. Hotel administrator can update the detail of item requested by guest. Step to edit item detail is:
				a) b) c) d) e) f) g)	Click “Setting”. Click “Item Request” menu. Click “Item Detail”. Click “Edit” button. Update item detail. Click “Save” button. The changes will be implemented.
			3)	Activate / Inactivate Item Detail. Hotel administrator can change the activeness status of item detail by:
				a) b) c) d) e) f)	Click “Setting”. Click “Item Request” menu. Click “Item Detail”. Click “Inactivate or activate” button in action column. Click "OK". The changes will be implemented.
	6.	Set Alert. To configure all alert types that might occur in the hotel area along with advice that should be done by hotel staff if the disaster actually occurs.
		a.	Add New Alert. Hotel administrator can add new alert types that might occur in your hotel. Step to add new alert types is:
			1) 2) 3) 4) 5) 6)	Click “Setting”. Click “Set Alert” menu. Click “Add” button. Fill in the alerts types name in the name column and what should the staff hotel do if the disaster actually occurs in the to do column. Click “Save” button. The new alert will be shown in the list.
		b.	Edit Alert Information. Hotel administrator can update alerts information at your hotel too. Step to edit alerts information is:
			1) 2) 3) 4) 5) 6)	Click “Setting”. Click “Set Alert” menu. Click “Edit” Button. Update the alerts types name in the name column and what should the staff hotel do if the disaster actually occurs in the to do column. Click “Save” button. The changes will be implemented.
		c.	Activate / Inactivate Alert. Hotel administrator can change the activeness status of alert types by:
			1) 2) 3) 4) 5)	Click “Setting”. Click “Set Alert” menu. Click “Inactivate or activate” button in action column. Click “OK”. The changes will be implemented.

C.	Module / Feature. Keponet has several useful features to improve quality of service to guests in the hospitality business. The feature in Keponet is:
	1.	Request. Transmitting all requests from guests to relevant staff in real time. All staff that qualified to handle requests will receive notifications directly.
		a.	Create a New Request From Guests. The staff can make a request when there is a guest who asking for something. Steps to add new request is:
			1) 2) 3) 4) 5) 6) 7) 8) 9)	Click “Request”. Click “Add” button. Select the location of the room and fill in the name of the guest who making the request. Click (+) button to add items. Select the item request, fill in the quantity if there is have a quantity, and fill note if there is something special. Click “Add” button. Check once again in this request. If something isn't right in this request, the staff can still update or delete it by accessing the button in the action column. Click “Save” button. The new request will be shown in the list.
		b.	Edit a New Request From Guests. Staff still can make a change to a request as long as that request is yet to be handled by the staff on duty or in a new status. Steps to edit an item in new request is:
			1) 2) 3) 4) 5) 6)	Click “Request”. Click “Detail” button (Magnifying Icon). Click “Edit" button in action column (Pencil Icon). Update the note and quantity if there is have a quantity. Click “Update” button. The changes will be implemented.
		c.	Void a New Request From Guests. Staff can void a request as long as that request is yet to be handled by the staff on duty or in a new status. Steps to void an item in new request is:
			1) 2) 3) 4) 5) 6)	Click “Request”. Click “Detail” button (Magnifying Icon). Click “Void” button (Garbage Icon). Type the reason this request is voided. Click “OK”. The changes will be implemented.
	2.	Alert. Alert menu has function to give alerts the hotel staff when an emergency situation occurs. This menu has two main functions, which is: make alert status and close the alert status.
		a.	See Alert Details. In this feature, the authorized staff can see the details of alert status that has happened in the hotel area. Steps to see alert details is:
			1) 2) 3)	Click “Alert”. Click “Detail” button in action column. All alert status will be show on the list.
		b.	Make Alert. Staff can use this function when there are critical situations that occur inside the hotel area. Step to make alerts is:
			1) 2) 3) 4) 5)	Click “Alert” menu. Click “Add” button. Choose alert type, department that gets the alert notifications, and note. Click “Save”. The new alert will be shown in the list.
		c.	Clear Alert. When the critical situation has been properly handled, the authorized staff can clear the status of that alert situation. Steps to clear alert status is:
			1) 2) 3) 4)	Click “Alert” menu. Click “Close” button. Click “OK”. The changes will be implemented.

D.	Online Users This menu has function to monitor the staff who are online and those who are not, both online through the Keponet web apps and Keponet mobile. By access this menu, administrator or authorized staff can see information about staff name with their position and department, last login time, and can do force logout on an user. The steps to monitor online users is:
	1. 2.	Click “Online User”. Select “Web-app” to see user who online using Keponet web apps or select “Android & IOS device” to see user who online using Keponet mobile.
	Administrator or authorized staff can do force logout to another user with steps:
	1. 2. 3.	Click “Online User”. Select “Web-app” to see user who online using Keponet web apps or select “Android & IOS device” to see user who online using Keponet mobile. Click “Logout” button.

E.	Kepolytics Review the data of hotel operational report based of any activities inside the software. This menu only can be access by Administrator, General Manager or authorized staff. In this menu, you can analyze items that are frequently requested, locations that have made requests, categories of items requested by hotel guests, and details of user log activity. To access this menu, you can do:
	1. 2. 3. 4.	Click “Kepolytics” menu. Choose the date range. Click “Filter” button. Click on hyperlink text to see the details.

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Mobile Apps Version

A.	General Information. Before using Keponet on mobile phone, users are advised to learn the layout of the Keponet Mobile Application and do update profile.
	1.	Navigation. The reason of studying the layout of Keponet Mobile Apps Version is to allow users more familiar with the layout of the Keponet Mobile view, so user are more easier to operate this application. This is the layout of Keponet Mobile: Picture
		a.	Menu Bar Button. By tapping this button, user can: 1) Access to Emergency Alert. 2) Access to Request Page. 3) Update Profile. 4) Logout Button
		b. c. d. e.	Notification Button. Tab Page. Guest request list with request status. Create Request Button.
	2.	User Profile. The user needs to update their profile to keep users privacy and show the characteristics of users themselves. Steps for updating the profile is: a. Tapping Menu Bar button.
		b. c.	Tapping “Profile” menu. In this section, you can see your personal information, detailed information about your job position, your account status, and give avatar.
	3.	Changes Password. The user must change his default password to protect his privacy. Steps to changes password via Android mobile is: a. Tapping Menu Bar button.
		b. c. d. e. f.	Tapping “Profile” menu. Tapping “Change” button at account section. Fill your current password. Fill your new password and confirm your new password. Click “Done” button.

B.	Module / Feature. Keponet has several useful features to improve quality of service to guests in the hospitality business. The feature in Keponet is:
	1.	Request.
		a.	Create New Request. In home page, the system will display all guest request status. Staff can see new request status, ongoing request status, finish status, and their task. To make a new request, staff can follow these steps:
			1) 2) 3) 4) 5) 6) 7) 8) 9)	Tapping create button and you will be directed to New Request page. Tap in room column and selecting room number. After that, fill guest name in the guest name column. * Room column and Name column will be filled automatically if your business using Megalos system as an internet provider in your hotel. Tap “Add Item” Button to adding guest request item and then select the item desired by guest. After selecting item request, staff must fill number of order in Quantity column (fill in the quantity if the quantity column is appear) and notes in note column. Next, staff click Add button. Click “Add” button. You can adding more items with tapping “Add Item” button again and repeat the steps to add items starting from “d” point. After you do that, all requests from one guest will be show in the list. Next steps, staff must tap “Submit” button to send this request to related staff or department. After tapping “Submit”, the new requests will appear in the queue list.
		b.	Edit a New Request From Guest. Staff still can make a change to a request as long as that request is yet to be handled by the staff on duty or in a new status. Steps to edit an item in new request is:
			1) 2) 3) 4) 5) 6)	Tap on Request with New Status. Tap “Handle” Button on the item do you want to edit. Tap “Edit” Button. Edit “Quantity” and type an additional note if necessary. Tap “Edit” button. The changes will be implemented.
		c.	Void a New Request From Guests. SStaff can void a request as long as that request is yet to be handled by the staff on duty or in a new status. Steps to void an item in new request is:
			1) 2) 3) 4) 5)	Tap on Request with New Status.. Tap “Handle” Button on the item do you want to void. Type you reason for voided that item. Tap “Yes” button. The changes will be implemented.
		d.	Handle a New Request. After make a request, the Keponet will sent notification to all related staff to handle that request as soon as possible. Steps to handle a request is:
			1) 2) 3) 4) 5)	Tap on Request with New Status. Tap “Handle” Button on the item do you want to handle. Tap “Handle” button once again. Click “OK”. That item status will be change into “On Going” status.
		e.	Invite Staff. 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) 2) 3) 4) 5) 6) 6)	Tap on request you picked up with “On Going” Status. Tap “Handled” button. Tap “Invite Friend” button. Selecting staff to join in completing the task and fill a note if necessary. Tap “Submit” button. Tap “OK”. Your invitation will be received to the relevant staff.
		f.	Respond to Invitation (Join or Decline Invitations). Staff who getting an invitation to join in completing a task can choose to “Join” or “Decline” that invitation. The steps to respond to the invitation are:
			1) 2) 3) 4) 5)	Tap on Notification Section. Tap “Invitation” tab. Tap on one of the notifications; or user can tap on notification that appears on the screen. In this page, user can choose “Join” to help other partners to completing that request or choose “Decline” if they are busy and cannot to help. All choices taken by staff will be implemented and can be seen in request details.
		g.	Use the Chat Feature. The chat feature will be active when there are specific requests that have other staff join to complete that request. The steps for use chat feature is:
			1) 2) 3) 4)	Tap on request you picked up with “On Going” Status. Tap “Handled” button to see the “Detail Item”. Tap the “Chat” icon in the top right corner of screen. Start chatting with other staff.
		h.	Finish a Request. SThe Staff who handled a request should do and finish the job as requested by guest. When you finish the request, you must change status that request from “On going” to “Done” status. Steps to do it is:
			1) 2) 3) 4) 5)	Tap on request you picked up with “On Going” Status. Tap “Handled” button. Tap “Done”. Click “OK”. That item status will be change into “Done” status.
		i.	See a Request Details via Notification Section. Staff can see all notifications that entered to the cellphone by tapping the “Notification” button in the top right corner of the page (Bell Icon). In notification page, staff can choose to view information related to invitation, escalation, new request, or on going request.
	2.	Alert. This menu has a function to give alert to the hotel staff when an emergency situation occurs at the hotel area.
		a.	Create New Request. Staff can provide warnings to other staff if an emergency occurs in the hotel area so the all hotel staffs can act quickly and appropriately to handling these emergencies situation.
			1) 2) 3) 4) 5) 6) 7)	Tap menu bar. Tap “Emergency Alert” menu (Android version) or “Emergency" menu (iOS version). Tap create button. Select type of emergency that occur in hotel area. Choose department who want to receive an alert notification in “Alert to” column and type additional note if needed in “Note” column. Tap “Submit”. A new emergencies situation will be display in the list.
		b.	Close Alert. The warning notification will not be disappeared before the problem was to be properly handled and the authorized staff changes the warning status to under control. After an emergency situation it is under control, authorized staff can turn off emergency alert notification by changing status to “Closed”. Steps to “close” the alert notification is:
			1) 2) 3) 4) 5)	Tap menu bar. Tap “Emergency Alert” menu (Android version) or “Emergency" menu (iOS version). Tap “Clear” button on the emergencies situation that will be closed. Tap “Yes”. The emergencies situation will be disappear in the list.

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