SimplyVX Management Interface (SMI) - Client Manual

Formerly Communications Web Interface (CWP)

Overview and Site Anatomy

Page Layout


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A: Main Menu :: List of modules and submodule pages / actions

B: Account Number and Customer Name :: The account number within Think Simplicity and the hotel's name.

C: Service Status :: Will identify realtime status of services critical to normal operation.

D: User Impersonation :: Dropdown menu to allow the user to select another users security profile.

E: User Settings :: The logged in users dropdown menu to manager their personal profile.

F: Notification Panel :: Button to open and close the right side notification panel.

G: Main Content Page :: Based on menu selections, the main page will display the relevant information.

A. Main Menu

The Client Web Portal (SMI) is broken down by modules.  Modules will be identified in the left side of the menu.

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Each module heading in the menu will have sub sections / pages that will allow you to view, edit, create and/or delete entries within the system.

Many of the sections will provide realtime updates to the voice and data system.

The menu items will be according to the services associated with the client account as well as user permissions.










Module / Menu Definition

B. Account Number and Customer Name

The account number is also referred to as Site Code, which Think Simplicity uses to identify individual clients or properties.

The customer name shown is normally the name of the client, which is provided by the client.

C. Service Status

The icons or boxes shown are to identify the operational status of various services.  Green will indicate online while red will indicate offline.

D. User Impersonation

If the necessary permissions are in place a user will have the ability to impersonate another user within the system.  This is used mainly for troubleshooting and confirming access within the system.

E. User Settings

Dropdown menu to all allow the logged in user to manage their profile settings such as email address, password, etc.

Also, there is an option to change sites.  If the user has the ability, they can change the current site they are viewing / managing.

F. Notification Panel

The icon when clicked will open a vertical panel from the right which will show unread notification messages.  These messages are populated by the SimplyNotify system.

G. Main Content Page

This section is where the main content of the SMI will be displayed.  Based on the menu options selected, the information in this section will change accordingly.

SimplyChat

Texting module which allows users to chat internally or text with external parties using SMS

SimplyChat

Overview & Usage

Overview

The SimplyChat module allows you to send SMS text messages to phone numbers with SMS capabilities. A user must be assigned to a chat group, or a SMS DID assigned to them.

To start an SMS chat, log into the Client Web Portal (https://cwp.thinksimplicity.com). Once logged in click on SimplyChat on the left hand menu. Then choose Chat. You will be greeted with a screen with a text field similar to a chatroom or SMS phone-app screen.


SimplyChat Limitations


Terms:

Types of Conversations

Filtering SMS Conversations


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  1. Unread Conversations - Filters and shows all unread conversations for the user
  2. All Conversations - Filters and shows all the existing conversations for a user
  3. Favorite Conversations - Filters and shows only favorited conversations for a user. Favorites allow for quick reference and navigation of often used, or currently being used conversations.
  4. External Conversations - Filters and shows only External type conversations
  5. Guest Conversations - Filters and shows only Guest type conversations
  6. UI Users Conversations - Filters and shows only UI Users type conversations 
  7. Group Conversations - Filters and shows only Group type conversations
  8. Search Conversations - Allows a users to search conversations by Room, Staff or Group


Starting an SMS Conversation

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Types of New Conversations:

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  1. Existing Contact Chat: Starts a new SMS conversation with a SimplyChat User/Contact
  2. New Mobile Chat: Starts a new SMS conversation where you enter a DID (mobile number) not previously used
  3. Create Chat Group: Starts a new group conversation with participants in a group.


New Mobile 

Starts a new conversation where you enter a new DID/SMS number that has not been previously used before.

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  1. Enter the recipient's DID/SMS number you wish to communicate with (cell phone number)
  2. Select the DID you wish to use to communicate. The recipient will see this telephone number when the text message is sent, and will be replying to this telephone number.
  3. DIDs to send messages from can be assigned to individuals or groups. Such a a "Front Desk" Group where everyone in that group will be using the same DID to send messages.
  4. Click Create to start the conversation with the entered recipient phone number & selected DID 


 Existing Contact

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Create Chat Group

This option allows you to create a new Group Conversation with only the selected users you wish to be in the group.

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  1. Enter a name for the Group Conversation
  2. Click the arrow to choose your Group Conversation participants

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  1. This radio button shows list of Contacts in the list shown below the Create button
  2. This radio button toggles the list to show Contact Lists below the Creat button
  3. Search field to search for contacts or users
  4. Select All check the checkbox to select all contacts as listed below the Create button
  5. Check boxes next to the contact name allows you to select, or de-select the contact to add to the group
  6. Create button creates the group with the selected contacts


The Conversation Screen


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  1. Favorite: Favorites the conversation for an easy reference using the Favorites Filter
  2. Contact Info: Shows relevant information for the contact in the conversation such as name, email, phone number, reservations or other contact info.
  3. Received Messages: Replies to you, the user, will be in dark green
  4. Sent Messages: Messages sent to the contact twill be light gray
  5. Emoji: List of emojis that can be sent in the conversation
  6. Message Templates: Shortcut to the canned responses, or message templates, that allow for quick responses to common questions or responses.
  7. Send Button: Sens message written above to the recipient.


Chatting Party Types


Messaging Method Capability Matrix

The below tables shows which parties can communicate and available methods. Across the top are the senders who initiate a message and along the left are the receivers of the message.

There are 2 possible method of communications:

Web - users will be able to communicate using the online SimplyChat chat interface

SMS - users will be able to communicate using their SMS capable devices

Web2Web = A message is sent from the online SimplyChat chat interface and received by the party within their online SimplyChat chat interface

Web2SMS = A message is sent from the online SimplyChat chat interface and received by the parties SMS capable device

SMS2SMS = A message is sent from a SMS capable device and received by a SMS capable device

SMS2Web = A message is sent from a SMS capable device and received within the the online SimplyChat chat interface


Message Senders

Message Receivers



UIU UIUD UIUDM GU GC MV MG
UIU Web2Web

Web2Web


Web2Web Web2Web*


UIUD

Web2Web

Web2SMS

Web2Web

Web2SMS

SMS2Web

SMS2SMS

Web2Web


Web2Web*

SMS2Web

SMS2SMS

SMS2Web

SMS2SMS

UIUDM Web2Web Web2Web

Web2Web



Web2Web*


GU Web2Web Web2Web Web2Web

SMS2Web SMS2Web
GC



Web2Web

MV

Web2SMS

SMS2SMS


Web2SMS*


MG

Web2SMS

SMS2SMS


Web2SMS*




Web2Web* = User can only reply to a conversation originated by another party

Web2SMS* =  User can only reply to a conversation originated by another party


Definitions of User Types / Parties

UIU = Online Web Chat User

UIUD = Online Web Chat User with direct SMS number to receive messages from external SMS capable devices.

UIUDM = Online Web Chat User with mobile number to receive notifications. (Not for 2 way communication).

GU = Group User part of an inbound SMS group.  All group members will receive SMS messages when sent from external SMS devices to dedicated inbound SMS number (DID).

GC = Group Chat between UIU(D)(M) for internal conversations.  No external SMS messages will be sent or received.  No SMS number can be assigned to Group Chats.

MV = Visitor, External SMS device not associated to a room.  

MG = Guest, External SMS device associated with a checked in room.



SimplyChat

Chat Groups

Overview

Chat Groups are used for adding users of the CWP to a group, not SMS DIDs

Chat groups allow you to add multiple participants to a conversation. Any messages you send will be sent to all recipients you choose to make a group with. 


Creating A Group


Add Users To A Group


Remove Users From A Group


Chat With A Group

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  1. Click Chat in the left hand menu
  2. Click the New Chat sign on the page that loads
  3. Select Existing Contact to bring up a list of contacts
  4. Select the Group you wish to add. In the image below, the multiple person icon indicates a group (ex. Front Desk)

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SimplyChat

Broadcast Message

Overview

Broadcast message allows you to send a message to several contacts at once despite if they're in a group or not. Unlike group chat, the broadcast messages goes to the individual only, and their replies are not seen by anyone else besides the SimplyChat user(s).


Create a Broadcast Message

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  1. Broadcast For: Filter contacts between Staff, Guest, External or Contact List
  2. Select: Check the checkbox to the contact(s) you wish to have the message broadcast to
  3. Broadcast Message: Type the message you wish to broadcast into this field
  4. Message Template: You can also select a pre-made template to auto fill the Broadcast Message field
  5. Send: Send the message


Continuing the Conversation

You can view broadcast messages, and continue the conversation with that individual contact by going back to the Chat module by click on "Chat" located in the left hand menu


Delete Broadcast Message

You can delete the "Broadcast Message" by clicking on "Action" and then "Delete" 

Note: Deleting the Broadcast Message" does not un-send the message.




SimplyChat

Message Template

Overview

Message Templates allow you to create commonly used messages that can easily be selected to save time sending messages to others. 


Create New Message Template

 

Shortcodes

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Shortcodes (merge fields) allow you to use placeholders that will update with the relevant information automatically when sent. For example @@firstname@@ will be replaced automatically with the guest's first name, or @@room_number@@ will be replaced with the room number automatically, etc. This allows you to create personal and relevant message templates.

SimplyChat

SMS DIDs

Overview

SMS DIDs are the list of telephone numbers the SimplyChat module for your hotel can use. You can assign DIDs (telephone numbers) to specific users or groups (note: you can't assign to specific users and group(s) at the same time).

 

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  1. The DID (telephone number) being modified
  2. Description allows you to briefly describe the DID
  3. SimplyChat Group: drop down lets you select the group you wish to assign the DID to
  4. SimplyChat Subscriber: drop down lets you select the single user to assign the DID to

You can either use SimplyChat Group or  SimplyChat Subscriber you cannot use both

 

SimplyGuest

Used to view, manage and modify Guest Room extensions in the hotel.
Collection of tools to manage and view guest details

SimplyGuest

My Address Book


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Under My Address Book you can store contacts to your Personal Address Book. Here all the contacts you add will be visible to your whole organization under Guestbook. But only the contacts you add will be under My Address Book.



 

 

 

 

 

 

 

 

 

 


Create a New Contact


To create a new contact, click Create New
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External Record - Optional - (# is pulled from our system for imported external contacts)
First Name - Contacts first name 
Last Name - Contacts last name
Birthday - Contracts birthday
Phone Numbers - Contacts phone number, can categorize by Location & Tech type
Emails - Contact's email, can choose personal or business
Address - Contact's address, can choose home or office 
To Default List / To Specific List - You can choose to add this contact to your Default List or choose an already created Specific List.

Entries will look like the image below. 

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SimplyNotify

Collection of settings to manage the automated notification messages within the SMI

SimplyNotify

Overview

The SimplyNotify module allows you to setup notifications, such as missed wakeup calls, for the hotel.

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  1. Create New - Create new notification alert
  2. Currently set notification modules
  3. Notifications Enable - Indicates if notification module is enabled or not
  4. Actions - Action allows you to modify, view or delete a notification

 

Create New Notification

 

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  1. Name: Name the notification operator
  2. Module: Select the module you wish to send notifications from
  3. Notification URL: Url (webhook?) to ping with notification
  4. Enabled: enable or disable the notifiaction operator

 

Modify Notification

 

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  1. Click on "Action" then "Edit" to modify a Notifciation Operator
  2. Click on "Submit" after modifying to save changes.

 

Add Notification Recipients 

 

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To add notication recepients click on the "SimplyNotifty" link on the left of thep age, then click "Notification Recipient"

  1. Create New: Creates new notification recipient
  2. List of currently created recipients.
  3. Action: Button gives you options to modify, delete or view recipient entry

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  1. Module Operator: Choose the module the recipient will receive notifications from
  2. Notification Type: Select whether User, group or all will receive this notification type
  3. Recipient: choose who will get the notification on their page when they log into the Client Web Portal
  4. Recipient: Select yet another recipient to receive notifications
  5. Priority: Mark the notifications from this notification operator as Urgent, Important or Normal
  6. ?
  7. Enabled: Choose whether this notification will be enabled or not

SimplyPMS

Collection of PMS (Property Management System) settings and information

SimplyPMS

From PMS System

Used to view records sent from the PMS Vendor to the hotel PBX system.

 

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  1. ID: PMS Record ID
  2. Record: Record sent (ie. check in, out or maid codes status)
  3. Reference: PBX PMS Interface reference number
  4. Date: Date and time the record was sent
  5. Account: Think Simplicity account number

 

SimplyRate

Collection of call accounting settings and details

This module is to view the calling rate/transactions for phone calls

SimplyReport

Collection of reporting tools throughout the system

SimplyReport

Call Report

SimplyRun

Automate actions based on event triggers within specific modules

SimplyRun

Overview

SimplyRun is a module which will perform automated tasks based on time or other specific triggers.

 

How the Rules are Executed

A lambda function will run every minute and access a URL using a GET method to https://cwp.thinksimplicity.com/api/run/cron

This will trigger the master controller file for SimplyRun and function named 'public function run()'

SimplySupport

Initiate or manage support assistance from Think Simplicity

SimplySupport

Create Support Ticket

Overview

SimplySupport allows you to submit a support ticket to support@thinksimplicity.com via the CWP intead of your inbox.

 

Create Ticket

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  1. Title: Title of the ticket you wish to submit
  2. Category: Choose the most releveant category so support can better assist
  3. Email: Valid email, electronic communication regarding this ticket will be sent to this email
  4. Contact Person: name of the individual submitting the request, or best person to contact for further details if necessary
  5. Contact Phone: Good call back number should support need further information or testing with someone at the hotel
  6. Description: describe, in detail the reason for the support ticket. Things such as date, time, telephoen number or extension, and what troubleshootings steps have been done already are useful in this field
  7. Submit: ticket to Think Simplicty, will be sent as an email to support@thinksimplicity.com

 

 

SimplyVX

Collection of settings to manage call flow and routing

SimplyVX

Tel Extensions

Tel Extensions

Shows the status, permissions, and allows you to modify these settings for all extensions in the hotel

Extensions are categorized and separated by Guest RoomHouse Phones, and Admin Extensions

View

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  1. Name: View or Edit the current Guest name 
  2. DNDToggle Do Not Disturb on or off
  3. Status: Toggle the current occupancy status for the room
  4. Maid Status: Update the Maid Code Status of the room (also done via phone using *94+Status Code)
  5. Voicemail Email: email address that a copy of the voicemail messages will be sent to

 

SimplyVX

Feature - IVR

Allows you to see, and modify the IVR (interactive voice response, a.k.a. auto-attendant) for the hotel.

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  1. Key: The key that will be pressed to select the corresponding option (ie. Key 1 would be the same as "Press 1 for Catering"
  2. IVR: Select the IVR you wish to modify
  3. Destination: Extension or telephone number the IVR option will route to.

 

SimplyWake

Wake up call system

SimplyWake

List

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A: Row Filter Dropdown

Filter the number of rows shown in the associated table

B: Create New Wake-up Call button

Button to create a new wake up call

More information found here: https://kb.thinksimplicity.net/link/568#bkmrk-page-title 

C: Button to pop up which allows you to manage the automated wake up call report recipients

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The pop up screen will show all the users associated to the site and will allow you to select which users should receive the report by clicking on the 'Set' button beside the email address.

If a user is already set to receive the wake up report, then the icon will show "Unset".  When unset is clicked, the icon changes to "Set".

 

 

 

 

 

 

 

 

D: Search box will filter out the rows shown by any matching character strings entered in any field within the associated table.

E: Active Wake-up Calls table.  This lists all the active wake-up calls.

F: Action - Actions which can be taken upon the wake-up call entry 

G: Filter records in the associated table by date range

H: Table showing a list of Past Wake-up Calls

J: Action - Actions which can be taken upon the wake-up call entry

Viewing Past Wake-up Calls

In the image below, it represents what will be displayed when you click on the 'View' button next to the Past Wake-up Calls entry.

You will have the scheduling details listed on the left and on the right you will have the attempts listed and their results.

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      SimplyWake

      Create

      Wake-Up Call module can be accessed by clicking "SimplyWake" on the left hand menu of links. Then select "Create"

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      1. Select Date: Click on this field to select the date the wake-up call should be triggered
      2. Select Hour: Click on the corresponding box to select the hour to trigger the wake-up call
      3. Select the Minute: Select the minute (displayed in 5 min increments) for the wake-up call to be triggered.
      4. AM or PM: Choose whether the wake-up call should trigger in the AM or the PM
      5. Wake-up Method: Choose whether the wake-up call will be triggered using the automated system (default) or if the hotel staff will manually call.
      6. Repeat Wake-up Daily: Allows the same wake-up call to be scheduled for consecutive days
      7. Room ListChoose the room the wake-up call system will call/trigger for.