Bell Log

The only complete bell desk management information system!

Learn About Bell Log

Bell Log

Welcome to the 21st century! Let Bell Log take care of all of the day to day tasks of your Bell Desk. No longer do you or your Bell Captain need to micromanage the bell desk. Bell Log manages the bell staff queue, automatically assigns fronts and lasts, tracks guest problems, and generates the metrics and reports you need to properly run your bell desk. The only thing that actually needs to be done is to enter the fronts. This can be done from any location you choose, even by the front desk agents. Your bell staff will love Bell Log! There is no more skipping fronts, cherry picking fronts, or arguments about who is next, or last.

Bell Log

Bell Log Features

What Is Bell Log?

See what Bell Log is all about.

Why You Need Bell Log

How will Bell Log help you manage your bell desk.

Bell Log Set Up

See how to set up Bell Log

Using Bell Log

Using Bell Log to manage your bell desk

DownLoad Bell Log

Download Bell Log, and set up your database!

Purchase Bell Log

Subscribe for only $9,995/Yr(Multiyear discounts available), plus $55.00 per month database access!

Download Bell Log Now!

Simply fill out the Bell Log contact form for The Bell Log Program

What Is Bell Log?

Bell a program that records fronts, prints the fronts for your bell staff, maintains the bellperson queue, monitors the bell staffs curent activities, keeps track of guest complaints and compliments, generates reports that shows you front and bell staff metrics...basically it does it all!

An Example:

  • Fronts can be entered into the system from multiple locations.
  • Once entered, the fronts appear on the main Log Book screen.
  • Notification is provided that a front is available, and who the front will be assigned to, based upon a system of fronts and lasts.
  • A countdown is started giving the bell person a set amount of minutes to swipe for the front.
  • If the bellperson does not obtain the front, they are dropped to the bottom of the queue, and a record is created.
  • Once a bell person swipes for the front, they are removed from the queue, and placed into the assignment list
  • The fronts are printed for the bellperson.

A very simple process...but very powerful. A record is created of the fronts with the time they were entered into the log book, the time they are assigned to the bellperson, and the time they are completed. A seperate record is also created that records the bellpersons activity with a start time and a finish time. This provides us with the basis for the reports that Bell Log generates. We can now see how long fronts have been waiting to be assigned and how long they take to run. The bellperson reports will show how long each bellperson takes to perform activities.

A record is created for every activity you include for your bellstaff. This way you can capture the metrics you need. You will now have reports showing start and finish times for any activity you include, such as breaks, bus groups, deliveries, anything you include as an activity. You will also have aggregate reports for these activities for your bellstaff.

Bell log also keeps a record of any guest problems, comments, or complaints.

For example, if a bag is lost, a note is recorded in the notes page. This note is composed of the person entering the note, the time it is entered, the location, guest name, and comments as to what happened. You now have a searchable record of the lost bag. If any further information comes to light, it can be entered to the note also. So if the bellperson who delivered the luggage does not remeber seeing the bag, it can also be entered into the note. The main point is that you have a record of each step along the way, so if the guest askes you what is going on, you will be able to tell them. When it is finally determined that the bag was in the guests car all along (of course), this information is recorded into the note text, the note is resolved, and there is a permanent record made of the incident.

Why Use Bell Log for your Bell Desk?

Bell Log can completely automate every task associated with the running of your bell desk.

Bell Log is the only complete belldesk management solution

As you can see, you really need this solution for your belldesk!

Bell Log

How will Bell Log help you?

Ok, now the inportant part: how does all this benefit you? After 20+ years as a bellperson, bell captain, and computer programmer I know I have a good idea of where the most common problems occur in the day to day operations of the bell desk. Some of the problems that I have solved with bell log are:

No data available for proper staffing.

It really is not possible to staff a bell desk with no data on when guests are actually waiting the longest for service. Generally you have a pretty good handle on when you are the busiest, but you do not have the data to fine tune your staffing levels. It is easy to fall into traps such as bellmen wanting an earlier or later shift, and justifying it by claiming that it is not busy during their present shift. Or bellmen wanting early outs, saying it is never busy when they want to leave. Bell Log provides you with the empirical data to help you make these decisions. If Bell Log saves you just a couple hours a week in employee salary, it more than pays for itself.

No arguments about who is front or last, or passing over fronts.

With Bell log, the bellperson queue is automatically maintained. When a bellperson swipes in, they are placed into the queue. The queue is visible to all of your bellstaff. When a front or last is available, it is automatically assiged to the proper bellperson. If the bellperson does not accept the front in a predetermind amount of time they are placed at the end of the queue. It is also possible for fronts to be assigned to a specific bellperson if there is a request for that bellperson. A very flexible system for the assignment of fronts!

No historic data for the bell desk.

It really is embarrassing having a group or convention come in, and being short staffed. Especially if it happened before. Now you have to explain why you were caught off guard. With Bell Log, you will be able to see the actual times you were the busiest when a group or convention arrived or departed before. You will also be able to adjust your staffing levels for such recurring events such as holidays and weekends.

No information on guest problems.

Lets face it...the first thing a guest wants when there is a problem is compensation. How much they end up getting usually depends on how effective you are at solving their problem. I designed an easy to use form for entering and updating guest problems. There is nothing worse than having a guest with a problem such as a lost bag and you do not have the information you need to help the guest. There are too many times when a guest explains a problem to a bell person, and the information is lost or misplaced. Now the guest comes to you, and they have to explain it all over again. Very unprofessional. With the notes form in Bell Log you now have a record of every guest problem, and the steps that are being taken to resolve it. Bell Log will reduce the amount of compensation you pay out to guests.

Bell Log can be installed on as many computers as you wish

Bell Log is designed to be installed on multiple computers in multiple locations. Each installation relies upon same database, so every installation displays the same information. You may wish to have a station where you or your bellcaptains have complete control over the day to day operation and another where the bell person will be getting their fronts. Bell Log may also be installed with only the option to enter fronts. This way you no longer need just one central location to run your bell desk. In any scenario, it is probably best to have a copy of Bell Log installed in a main location for you to be able to monitor the bell desk operation. This main installation is also where you would handle the printing of reports and the Bell Log configuration.

Some possible scenarios

Just one installation at your bell desk

In this scenario, you would simply install Bell Log at your bell desk, and allow your bell captains to manage all bell person activities. Fronts would be entered and assigned at the bell desk. You could either manually assign fronts, or allow Bell Log to assign them. The bellperson queue wolud be manage either by the bell captain or by the bellstaff entering their ids.

Just a couple of installations

It is also possible to have just a couple of installations of Bell Log. You could have a main installation where you or your bell captain would be responsible for the entering of fronts and managing the activities of the bellstaff. The second location would be in an area where the bell staff would be stationed. Here you would use the Restricted Log Book option to give your bell staff as much access to the fronts as you feel comfortable. As fronts become available, they would simply enter or scan their ids and Bell Log would take care of the assignment of fronts. To be placed into the queue when there are no fronts available, the bell staff would simply enter their ids.

Multiple installations

In this scenario, you can have installations where you and your bellcaptains can monitor the operations of the bell stand and one or more installations where the bell staff will be stationed so that Bell Log can assign their fronts. The bell staff would also be responsible for entering their ids to be placed into the queue. Again, here you would only allow the use of the Restricted Log Book option. You would also install Bell Log in multiple locations such as your VIP services or the front desk stations for the entry of fronts.

Bell Log Setup

Click on an image below to see how to setup bell Log

The first time you start Bell log, you will not be able to log in until you set up your database access! Please do that first.

To access the password system, enter your user name and password, and click "Log In". The default user name and password are admin/admin. Each user that is added to the system will have a password to access the system, and an associated user level. Their user level dictates which windows the user will be able to use. The access levels are as follows:

To Add a New User

1. Click on "Add New User". 2. Enter a User Name 3. Enter the password for the new user. 4. Reenter the password 5. Select the level of access for the new user. 6. Click on the "Save New User" button.

To Update or Delete a User

1. Select the user by clicking on their row in the datagrid. 2. You may make changes by using the textboxes and User Permission Level Combobox. 3. Click "Update User" to update the users information. 4. Click "Delete User" to delete the use

There must always be at least one user with a User Access Level of 1.

Bell Log

First Steps: How to test and save your database credentials.

When you first start Bell Log, you will not be able to log in. You will need to enter the correct database credentials to allow you to log in. Click on the "Database" button on the log in screen (it is the only available button). This will bring up the Database Window as shown below. Please enter the Database Server, the Database Name, the Database User Name, and the Database Password exactly as they have been provided to you.
Click on the "Test Database Connection" button. If you have entered the credientials correctly, the "Update Database Connection" will now be available. Simply click on the "Update Database Connection" button to save your database credentials! If you receive any error message, please try to reenter your database credentials. If you receive an error that states that there is a "Named Pipes Provider: error 40", we will need to have your IT department open a connection to the Azure SQL server.

Once we have the database connection correctly set up, it is time to move on to setting up Bell Log. Please see the steps above under Setup Bell Log.

Bell Log

Bellperson Activities

Setting up activities provides the logic used to assign fronts and maintain the queue for the bell staff. The first three activities are already set up and may not be changed or deleted. They are used to place bellperson in the Queue, list them as unavailable if they pass over a front, and to log them out at the end of shift. To enter a new activity, click on "Enter New Activity". Now, enter a description for the activity such as "Check-In". The check boxes will do the following:

You may only delete an activity until the time you use it. Once a record is made using an activity, it cannot be deleted, it may only be changed.
Bell Log Activities

How to Configure Bell Log

Click "Load Configuration" to load the default confguration file. After making changes, be sure to click on "Save Configuration" to save your changes!

The first two customizations allow you to set the number of minutes before a bellperson is dropped to the bottom of the queue when fronts are available and the maximum number of fronts that a bellperson may take at one time when Bell Log assigns fronts. You may still manually assign more than this number of fronts.

The next customization sets how many fronts will be shown in the assigned fronts datagrid on the main window. The default is to show fronts that have been assigned in the past 8 hours.

The next 2 customizations will set the refresh interval for the main window. This controls how often the program will update the main window screen by accessing the SQL database.

The second set of customizations allow you to set up how the restricted log book functions. The restricted log book can be used in a situation where you have more than one station where your bellstaff will be allowed to get fronts. You may not want your bellstaff to be able to see the availabe fronts, or to be able to delete and change fronts.

Bell Log

Adding Hotel Sections to Group Together Fronts

When the system assigns more than one front to a bellperson, we want the fronts grouped together by common areas or floors of the hotel. The Bell Log System accomplishes this by creating hotel sections that range from a low room number to a high room number. Click on "New Section Color". Add a new section by entering a section number and selecting a color for this section. To set the range of room numbers for a section, click "New Section". Select the section number you entered above and add the range of room number from the lowest room in this section to the highest. Click on "Save Section" to add your hotel section to the grid. When fronts are assigned to your bellstaff, the system will now select fronts that are in the same section as the first assigned front. You may make any changes you wish to a section by selectiong the sections row in the grid and making changes using the textboxes and buttons. You may delete a section by selecting it in the grid and pressing the "Delete Section" button.

Bell - A perfect theme

To view your bellpersons click either "Show Currently Employeed" to view your current employees, or "Show all Employees" to view all bellpersons past and present.

To Add a New Bellperson

  • Click on "Enter New Employee"
  • Emter the employees information
  • Check "Currently Employed" if the employee is currently employed
  • Click "Save New Employee" to save the employee in the system
  • The employee is added to the datagrid if they are currently employed

To Update a Bellperson

  • Click either "Show Currently Employeed" to view your current employees, or "Show all Employees"
  • Select the employee by clicking on their row in the datagrid
  • The employees information may be changed either directly in the datgrid, or by using the textboxes and buttons
  • Click "Update Employee" to update the bellpersons information
Bell Log

Using Bell Log

Click on an image below to see how to use Bell Log

Download Bell Log Now!

Fill out the contact form to get Bell Log!

How to use Bell Logs Main Window

Entering Fronts

On the top left hand side of the window, we have an area to enter, update or delete fronts. Simply enter the Location, Guest Name, Ticket Number, Front Type and Tier to enter a froont. If you check "Assign Front" the front can be manually assigned to a specific bellperson. The "Lock Front" checkbox will prevent the front from being assigned. To update or delete a front, select it in the datagrid

Assigning fronts

Fronts can be assigned by having the bellperson enter their id number, or by clicking the "Assign Fronts from Queue" button. Fronts are assigned first by the tier level, lower goes first, the by the log time. Subsequent fronts are assigned first by fronts in the same section of the hotel, then by tier level.

Fronts waiting to be assigned

Below the fronts entry area, we have a datagrid that shows you all fronts that have been entered into the system, but not yet assigned.

Assigned Fronts datagrid

Just below the fronts waiting datagrid, we have a datagrid that shows you all fronts that have been assigned.

The Bell Staff Queue

On the right hand side we have the queue for your bell staff. As bell persons are entered into the queue they are placed at the bottom. Fronts are assigned to the first available bellperson in the list. Bell persons can be entered into the queue by swiping their id, entering their id number, or by manually selecting the bellperson from the drop down list and selecting "In Queue".

Bell Staff Assignment Datagrid

Below the bell staff queue datagrid, we have a datagrid that shows you what actvivities the bell staff is currently assigned to. As bell persons are assigned fronts, put on break, or any other activity, they are automatically netered into this datagrid along with the time the activity was started.

Refresh interval for window

There are 2 radio buttons that are used to select the refresh interval for the window. Theses intervals are set in the configuration window. The regular interval in in second, with a minimum of 5 seconds. The monitor rate in set in minutes. Using the monitor mode will reduce the resources used by the database. It is recommended that you use the monitor mode where you will just be watching the activity of the bell desk.

Bell - A perfect theme

How to View and Search Assigned Fronts

The Assigned Fronts window is used to view and search for fronts. You begin by selecting the date range from the two date pickers. This will bring up all fronts in the time period selected. To narrow down your results, you may select a bellperson to see all fronts run by the bellperson. You may also filter the results by entering the fronts location, the guests name, or the ticket number.

Bell Log

Reports: How to Create, and the Types of Reports

There are several types of reports in two main categories. To generate reports, simply select the starting and ending dates for the reports. Select the type of reort from the reports dropdown box, and click the appropriate button. The bellperson dropdown box is used to select a single bellperson to view a report for just that bellperson.

Bellperson Reports

Bellstaff Time on Activities

This report is used to view the total average time spent on activities, both for the bellstaff as a whole, and for each member of the bellstaff. It is used to compare each bellperson performance to the bellstaff as a whole and to each other.

Detail Bellperson Activity Report

This report is used to show each bellpersons daily activity log. It contains each activity the bellperson engaged in with the statring time, the enging time, and the totol time to complete it. The rorort is in chronological order, and can be used to show the entire bellstaff or just one bellperson for the time period selected.

Bellperson Fronts by type

The fronts by type simply shows you each bellpersons total fronts run in the selected time period, totaled by the type of front.

Bellperson fronts by day

The fronts by day report shows you each bellperson total fronts totalled by the day of the week.

Fronts Reports

Fronts Logbook

The Fronts Logbook is simply a report showing you a chronological listing of each front run for the selected time period. For each front, it includes the bellperson, the front type, the location of the front, the time it was logged, assigned, completed, and the fronts tier level.

Fronts Time Charts

This report simply contains chats showing you the average wait time for fronts, the average time to run fronts, the total time for a front to be completed, and the total fronts logged per hour for the selected time period.

Average Time for Fronts

The average wait time for fronts reports shows you how long fronts have been waiting to be assigned for each hour of the day for the selected time period. This is useful tosee when guests are waiting the longest to get their luggage. The average time to run fronts shows you the average time to run fronts, i.e. from when they are assigned until they are completed. This is useful to see when fronts are being delayed by such problems such as roomservices using elevators to bring down tables. The average total time for fronts shows when it is taking the longest for fronts. It is the average time from when the fronts are logged until they are completed for each hour of each day for the selected time period.

Total Fronts per Hour per Day

This is simply the total number of fronts logged per hour per day for the selected time period

Using the Notes Window

The Notes window is where you will be able to keep track of any problems or guest complaints. To enter a new note, simply click "New Note", and fill in any any fields you need to. The note is automatically entered into the datagrid when you click "Save Note". To add any new information to the note, you may add the information directly into the datagrid, or simply select the note in the datagrid and make changes using the textboxes. just be sure to click "Update Note" to save your changes. To search thru notes, use the controls at the bottom of the window to filter by date, Guest Name or Location.

Bell Log

How to Download and Install Bell Log

Before you can use Bell Log, you will need to fill in the form below so that your Bell Log database can be set up. I will contact you very shortly thereafter with the database credentials that you need to get started with Bell Log. I will also provide you with the download link for the Bell Log installation file.

The download file is named Bell Log.msi. The install program will check the version of the .net Framework that is intalled on your computer. If your computer does not have the minimum requiered version, it will be downloaded and installed automatically from Microsofts website. You have a 30 day free trial during which you may use all of Bell Logs features. After this time you will no longer have access to Bell log until you purchase the program.

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Bell Log: Yearly subscription Fee of $9,995 (Multiyear discount available), monthly charge of $55.00 for database access.

After you install the Bell Log program, you have a 30 day free trial. You will no longer have access to the program after the 30 day trial. To continue using the program, fill out this contact form and you will be emailed the purchase invoice. Once I receive this form, the program will be activated for another 30 days. If the invoice is not paid within this 30 day period, the program will be deactivated until it is paid. There is also a monthly charge of $55.00 to maintain the database used by the Bell Log program.

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Contact Us

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