Small Registration Key Packet at Hampton Inn

There is new smaller, letter sized (8.5x11") version of the registration key packet stock which folds up into a small key jacket, 2 guest ID cards and a registration slip. It is an approved option for the Hampton Inn brand but could be used by any hotel.  If you are a Homewood, please see the Homewood Small Reigstration Key Packet page. Following are the steps, issues and solutions to transition into the new stock at a Hampton Inn:

1. Order the new small stock and eForms update BEFORE you run out of existing stock:

Hampton Inn hotels who choose to use the new stock may do so by contacting David Vega (1-888-337-2776,4# TakeThisOuTdv at spamefplus.com) to order the stock and the matching eForms.

2. Update the SmartBOX with the new eForms BEFORE you run out of existing stock:

After ordering the new stock, you will be contacted by your customer service representative and will be sent an email containing a link to the update program from our web server. The update program link is the one that ends in ".exe" in the email titled "EFPlus.com SmartBOX update for <Inncode> on <date>"  If you have not recieved this email, contact your customer service rep at efplus.com

The update must be performed on each workstation with a SmartBOX attached. If you prefer to avoid this update process, you can order replacement SmartBOXes, pre-programmed with the new forms for $25 per SmartBOX plus shipping and return the old SmartBOXes at your shipping cost.

The remaining steps must be completed as a group and we strongly recommend that you contact eForms support engineer James Newton (1-888-337-2776,3# TakeThisOuTjn at spamefplus.com) and schedual a time for guided installation.

3. Configure OnQ 5 to use the Small Registration Key Packet stock:

Please note, both 3a AND 3b must be completed but only once for the entire property, 3c must be done at each workstation:

3a. There is an item in Database Maintenance under "Hotel Defaults", "Receipt Printing", called "Use key packet format when printing pre-reg cards." Turn that on if you are using the Registration Keypacket stock and turn it off if you print registrations on plain white paper. note: despite the name  of the item, it applies to any registration printing, not only to pre-reg. Save the changes and get out of Database Maintenance.

3b. Enable the small version of the registration key packet

1. Click the OnQ Support Icon on the desktop of your PC or go to onqsupport.hilton.com.  You may be asked to select your position (Hotel, Corporate, etc...)

2. From the home page of the OnQ Support Website you will see the Fix it for me section.

3. Select “Enable/Disable Small Key Packet (Hampton and Homewood Brand Only)”. Note: It may not be option number 5 depending on what other items have been added since we took this picture.

4. Select the option to enable or disable the feature.

5. Run the support action. If you see “Internet Explorer – Security Warning” select “Run” also.

6. The Fix it for me will begin to run after a few moments. Follow the steps to complete the change.

If the program can not find the hotel code, it may ask you to enter it in the dialog shown here:

Now the program will tell you the CURRENT state of the setting (so it will show "disabled" the first time) and then allow you to continue or cancel. Press Continue to enable the small registration keypackets.

Now you should see the confirmation message:

Dispite the advice here please do NOT contact OnQ support if you have problems, instead, contact Electronic Forms Plus, Inc.

Please note that this Support Action simply switches between the large or small key registration packet layouts; you must ALSO turn on or off the item in Database Maintenance under "Hotel Defaults", "Receipt Printing", called "Use key packet format when printing pre-reg cards."

8. Leave the front desk program, and get back in, then try to print a registration. Check for the guest ID cards being filled out.

3c. Leave the front desk program, and get back in, then try to print a registration with just plain paper loaded. Check for the GUEST IDENTIFICATION cards being filled out. If that does not appear, something is wrong with step 3; please stop and contact us.
Note: This last step (3c) must be performed at each workstation.

4. Printer Setup:

No changes to printer driver setup is needed. You should not need to do anything under Start / Settings / Printers and Faxes.

All printers should come ready to use with the small registration key packet stock. You may need to reset the printers to factory defaults:

To Reset the IBM IP 1422 printer to factory defaults:

1. Press the Menu buttons until you see "Utilities Menu" then press Select
2. Again press the Menu buttons until you see "Reset to Factory Defaults" then press Select again.

To Reset HP printers to factory defaults:

1. Press the Green check mark.
2. Press the up/down buttons to select the "CONFIGURE DEVICE" menu and press the green check mark.
3. Press the up/down buttons to select the "RESETS" menu and press the green check mark.
4. Press select on "RESTORE FACTORY SETTINGS"

On the HP p3005d, we may need to set PAPER HANDLING, TRAY 2 TYPE to ANY TYPE instead of PLAIN. The tray sizes should then both be letter and the tray types should be any type. If that still doesn't work set PAPER HANDLING, TRAY 1 SIZE to LETTER and TRAY 1 TYPE to PREPRINTED instead of ANY TYPE.

For the 3005 with an optional second tray (purchased separately): Click to run the 2nd tray setup program. On the printer front panel, press the green check mark, followed by the arrow keys until CONFIGURE DEVICE is displayed, then press check again, and arrow to PCL, check and arrow to MEDIA MAPPING. Check and arrow to CLASSIC, and check to save the setting. Press the Menu button to return to ready. Hopefully, that will make the printer send jobs for tray 1 (the pull down) to tray 3 (the optional second pull out tray) and still send regular print jobs to tray 2 (the original under the printer tray).

5. Load Small Registration Key Packet stock:

You should now be able to load the stock in the upper, pull down tray and the plain white paper in the lower, pull out tray. Since the new stock is letter sized, it was decided to load it in the pull down tray since that allows for a more direct paper path for the stock and puts the least load on the printer. The printer will automatically pull from the correct tray once it is correctly configured.

Please print a receipt and registration and verify that they pull from the correct tray and have the correct appearance.

Start over at step 2 for the next workstation.

Known Issues:

Tray Select

Since the new stock is letter sized, it was decided that it would be best to load it in the front, pull down tray since that allows for a more direct paper path for the stock and puts the least load on the printer. The plain white paper is then loaded in the bottom tray, under the printer. Reset the printer to factory defaults (see above) to clear any previous tray size setup. This seems to be working well and several properties. However....

Plain paper reports printing on stock. The "Rate Report" and "Shift / Cash Balance Report" seem to have been programed in OnQ to print from the wrong tray, on the stock rather than on plain paper. At this point, our best recomendation is that the registration key packet stock be pulled back in the tray so that the printer will feed the plain paper when these reports are being printed.

Other, minor issues:

All workstations print the same format: There is no way in OnQ to set some workstations to print the old plain paper registration and some to print the registration key packet.

Web Access code: The actual web access code does NOT print on the key packet automatically. This is data that must come from OnQ and so Hilton development must add that feature to OnQ when possible. In the mean time, we have developed a workable solution, although it does require a high degree of technical ability on the part of the hotel personel. Please contact us for more information.

Support

Please email or call with any comments, questions, or concerns.

James Newton, Electronic Forms Plus, Inc., Engineering dept
jn@efplus.com Voice:1-888-337-2776,3# Fax:1-951-587-9744
43397 Business Park Drive, D-1, Temecula, CA 92590
http://www.efplus.com

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