We are pleased to present Nhospitality to you. With the addition of Nhospitality to the telephone system, the customer is provided with the services of a central, virtual, VoIP-based middleware service specialised in the hospitality industry for the duration of the contract.
We hope you enjoy working with Nhospitality!

Subject to modifications
Version 2 / 01.2023 (en)

• Contact your sales representative.

• You will be contacted by an NFON partner who will discuss the requirements of Nhospitality for your company with you and an NFON technical consultant. Based on this evaluation, the technical consultant will determine your contract type and initiate the configuration.

• The partner will set up your extensions and telephone system with the help of the technical consultant.

• Subsequently, your telephone devices will be provisioned via the partner and connected to the PMS.

⇒ Nhospitality is now coupled with your PMS and the telephone system.

The call rates charged to the guest can be set individually. You will find a tariff table here, which can be used as it is. It is necessary to submit the tariffs in advance as an Excel spreadsheet to ensure correct billing.

In general, there are two ways to create all required extensions:

• Partners create extensions on their own and manually.

• NFON can create the extensions for unprovisioned devices via a technical consultant for an additional charge.

There are various ways in which the telephones can be provisioned for the telephone system:

An unprovisioned SIP device is a non-automatically configurable device for which the configuration of the telephone system must be installed manually. The device can be set up independently by a partner without the help of the technical consultant. NFON provides conceptual instructions for this purpose.

For configuration instructions, see Administration Portal documentation.

The partner creates a list of all extensions including the SIP credentials with the help of an Excel spreadsheet. The technical consultant will then create a config file with all the necessary data, which can be imported on site.

In this case, the configuration and commissioning, as well as provisioning, is the sole responsibility of the executing partner.

Provisioning is done via web-based management (WBM) and a file upload.

An automated upload, via a proprietary tool and a TFTP server, is profitable via the partner if the number of rooms exceeds 50. NFON provides instructions.

In this case, the configuration and commissioning, as well as provisioning, is the sole responsibility of the executing partner.

It is possible to connect analogue hotel telephones to the telephone system via a Patton or Grandstream gateway. The implementing partner takes the responsibility for configuring and commissioning.

Managing the administartor extension can be done via Cloudya, Ncontrol or the Administration portal.

For Cloudya UI, go to https://www.nfon.com/en/service/documentation/manuals.

Manage the administrator extension via Ncontrol:

1. Go to ncontrol.nfon.net

2. Enter your Customer number (K****), the Extension of the device (e.g. 601) and the Voicemail PIN assigned to the extension.

For more information on how to operate the extension through Ncontrol, click here.

You will find the corresponding Voicemail PIN for an extension in the Administration Portal:

1. Log in to the Administration Portal and open the Targets tab.

2. Search for the extension and double click on it to open the extension data.

3. Find the corresponding Voicemail PIN under the section Voicemail > Password.

The extensions can also be managed in the Administration Portal.

For more information on managing extensions, see the Administration Portal manual.

The reception set-up enables the hotelier to handle incoming calls according to a specific scheme. This makes it possible to distribute calls as required and to receive them at any time.

A queue is defined on the main number (e.g. 0) so that calls can be received one after the other. A pick-up group to different extensions can be defined in relation to the number. In addition, it is possible to set up day/night circuits for certain forwardings defined in the pick-up group.

Such a configuration allows to distinguish between external and internal calls. It allows announcements in case of no answer. A fail-safe operation can be achieved through the call forwarding and pick-up groups.

In principle, it is possible to control the administration extension via an FMC client.

For example, you can make calls or operate the service numbers, as you can with the regular desktop phone.

For more information on how to use the FMC client, see

You can redirect faxes directly to an e-mail address using the eFax function. Faxes received in this way are sent as regular e-mails to your selected e-mail account and are also visible in Ncontrol.

You can still send faxes using the fax machine.

For more information on the eFax option, see the Ncontrol manual.

The partner has activated the Nhospitality extensions including the Nhospitality room flag.

Depending on the contract type, the rooms of the extension can be linked to the Nhospitality service extensions 791–799. These are freely configurable and are listed here as examples:

Contract type Basic

• No SIP services are used

• 799: "NO GUEST" call forwarding

Contract type Standard

• 795: wake-up call

• 796: room status

• 797: mini bar booking

• ‌798:laundry booking

• ‌799: "NO GUEST" call forwarding

Contract type Pro

Additional service extensions:

• 791: record voicemail

• ‌794: check voicemail

• 793: remotely check voicemail

Service numbers can be used to query statuses or request services from the room telephone. The service numbers correspond to predefined extensions which are not additionally charged. The configuration of such extensions can be defined individually by the technical consultant or the partner.

Here is an example of how to configure a service call number:

Make sure the network cable from the wall is connected to the WAN-labelled port in the phone. The WAN port is the one nearest to the handset.

After connection, the pre-provisioned telephone purchased from NFON performs a system start-up and automatically receives the correct configuration. For correct pre-configuration, you will need the completed, extended checklist. You can download this here.

Guest check-in

This window allows you to perform guest check-in operation. Select complex (only in multi-complex version), room and enter guest’s name and company. You can also change the Guest PIN, language, room status (current status is shown below), assign a credit limit, configure one DDI, VIP attribute and external trunk access.

Guest PIN’s and DDI’s are ordered by usage, the earlier is positioned on the top of the list. Dependending on implementation, some or all of these parameters will be transferred to the PABX system after you click Validate.

Group check-in

This windows performs group check-in operation (the group must already exists – see option Groups in this menu). Select complex (only in multi-complex version), desired group, change language and room-status.

Dependending on implementation, some or all of these parameters will be transferred to the PABX system after you click Validate, affecting all rooms belonging to the group.

Guest check-out

This window allows you to check-out a guest. Select complex (only in multi-complex version) and desired room. If needed, change also room-status (current status is shown below). If there is any pending message waiting, window appearance changes slightly so it is possible to read and print message text.

Dependending on implementation, some or all of these parameters will be transferred to the PABX system after you click Validate.

Group check-out

This window performs group check-out. Select complex (only in multi-complex version) and desired group. If needed, change room-status.

After check-out no further operation is allowed on the group. You may wish to delete it – please refer to option Groups in this menu.

Dependending on implementation, some or all of these parameters will be transferred to the PABX system after you click Validate, affecting all rooms belonging to the group.

This window enables you to make modifications to several parameters in the room state, no matter its occupation status:

• Guest name

• Guest company

• Message waiting

• Language

• Room-status

• Credit limit

• DDI assignment

• Trunk access bar / unbar

• Do not disturb

In case of vacant rooms, only room-status can be modified.

Dependending on implementation, some or all of these parameters will be transferred to the PABX system after you click Validate.

This window allows you to mark an automatic wake-up service on an occupied room or lodgements group.

Wake-up time can be set to current day today or day after tomorrow.

To cancel a wake-up service, please refer to option Automatic wake-up listing in this menu.

Wake-up service will be transferred to the PABX system after you click Validate.

Choose this option to create, modify and delete lodgements groups. This kind of groups is intended to speed up several operations such as check-in, check-out and automatic wake-up mark on a set of rooms related to the same entity (company, travel agency, etc.). NHospitality does not impose any limit to the number of rooms in a group and does not control estimated check-in and check-out dates (available only for user information). One room may exist in several groups so it is up to the user checking these data.

To perform any operation in this window, select Operations in menu bar or click right mouse button in window area:

In addition to creation, modification and deletion, this menu also allows you to directly check-in or check-out groups (please refer to chapters Group check-in and Group check-out for more detailed information).

This option displays the engagement states of the phone booths. On right-clicking over a phone booth, the following context menu is popped up, allowing to bar/unbar an outside line (depending on the state), configure a room in order to charge the calls directly to the guest’s account and display the currrent booth account:

It is possible to configure the phone booth to bar outside access automatically when the call is terminated.

Guest account

This option allows you to select a room in order to display its current account. Results may appear in two distinct listings: outgoing calls and posted articles. If selected room is occupied it is possible to post articles or cancel posted articles and posted calls (see chapter Last 100 calls) and check-out guest.

To perform any operation in this window, select Operations in menu bar or click right mouse button in window area:

Group account

This option allows you to select a group in order to display current account of all its rooms, in detailed or shortened format. In the former format, results may appear in two distinct listings: outgoing calls and posted articles. If selected group is in the hotel it is possible to cancel posted articles and posted calls (see chapter Last 100 calls) and check-out group.

To perform any operation in this window, select Operations in menu bar or click right mouse button in window area:

This window allows you to perform manual posting of minibar and laundry articles into the account of an occupied room.

Select the articles and add them to the list displayed below. Click Validate to charge the room account with these postings.

In case current credit limit is excedeed, a warning appears on screen and the operation is not allowed.

This option displays three distinct listings of wake-up services records: failed (not answered), answered and marked. If any of these listings is empty, it will not be shown.

Failed and answered wake-up services are obtained according to each room’s check-in date and time and only last three records can be seen. If you intend to query older records you must use option Hotel accounts in this menu.

To perform any operation in this window, select Operations in menu bar or click right mouse button in window area:

First two options are only available on marked wake-up services listing.

This option displays a detailed lodgements list including data such as occupation state, guest name, company,  credit limit, current account and special services.

To perform any operation in this window, select Operations in menu bar or click right mouse button in window area:

Depending on the state of currently selected room, some of these options are unavailable. You can check-in or check-out a guest, post articles, open another window to display detailed account information, modify several parameters (refer to option Room data modification for more details) and search a guest. You may also filter which kind of rooms you want to be displayed: all, only vacant or only occupied.

This option lets you configure a query for room calls, posted articles and automatic wake-up services , in detailed or shortened format, within the specified period. In the later format format, it is possible to include every room even if without charges.