What is Apex Intelligent Guest (IG)?

What is Apex Intelligent Guest (IG)?

As from Version 2.48 Revision 0828 guests can access their reservation via the Intelligent Guest App from their mobile device or PC, by accessing a link sent to them via an automated email when their reservation is first saved.
This functionality allows for check in on the day of arrival provided that the check in time set in the IG Interface configuration, has been reached and the room has been allocated.
It allows express check out on the day of departure provided that the guest’s bill has been settled.

At check in, guest details are presented, and they may be edited if necessary. Terms and conditions must be accepted, and a signature is required. The guest details, terms and signature are saved as a registration card and may be retrieved from cloud storage by the hotel if necessary, at a later stage.
Details updated by the guest during this process will update the booking itself, so reception staff won't need to capture these changes manually.
 
The setup consists of two interfaces, the IG Interface for the interaction between the guest's device and Apex, and the Quick-Email interface to send the link to the guest.
 No additional Licensing is currently required.

Please Note
In order to configure the below Interface please ensure that you have the relevant Rights to access the Interface configuration and System Codes as described below. 

1. Interface Configuration
Navigate to Administration  -> General Administration ->  Interface Configuration, see screen shot below. Click on the "Add" button to add a new Interface and complete the settings.

Please see the below example of settings:
  1. ID: The system will automatically assign a unique I.D. number to the new interface.
  2. Description: The user can type in the description / name of the new interface i.e. IG. PLEASE NOTE Don’t use a hyphen (–minus character) or any other symbol in the description field.
  3. Type: The Type is hard-coded in the system select IG from the drop down list.
  4. Controller: This number will correspond to the “IntfController=1” setting example in the ApexInterface.ini file that is located in the same folder as the interface application.
  5. Load with ApexInterface: When ticked the interface will open if the ApexInterface.exe is opened.
  6. Display Warning: It is an Interface “Off-Line” warning system that will when ticked sends a warning when the interface is down for 30 minutes. Should be activated both in the interface and under workstation menus.
  7. Sequence: The sequence in which the interfaces listed that use the FTP will connect to our FTP site, this should be 0.
  8. Last Date: The date displayed will indicate the last day the interface received or sent information.


1.1 Settings Table
  1. Host= Will be itrack.hti.app.
  2. SiteCode= Ideally the Site code should be left blank throughout this setup so that the iTrack code is used. If, for some reason, it is necessary for a Site code other than the iTrack code to be used, it will have to be added wherever a Site code is available in this setup.
  3. WaitTime= Can be left as default 00:00:10.
  4. Checkin Start Time= The check in start time will determine from what time guests check in on the app will be allowed.
  5. Delay between Poll= Can be left as default 00:00:03.
  6. Debug On=No: This should be set to “No”. Please remember do not leave debug on once your interface is up and running. When the Debug setting is left as “Yes” it will create a text file for every message sent in the Interface Controller’s folder. Only switch to “Yes” should there be an issue with the Interface.
Once these settings have been completed select the "Save" button.

2. System Configuration
  1. Navigate to Administration -> General Administration -> System Defaults and Policies -> Support.
  2. Click on the "Change" button.
  3. Use CloudTrack should be ticked and the host URL should be: https://apex-nar-q7s444rv3q-ew.a.run.app/rest/uploadtogooglecloud/pdf


  1. Next navigate to Administration -> General Administration -> System Defaults and Policies -> Logo.
  2. Please ensure that a logo has been added to Apex, should a logo not be present click on the “Add logo” button to load the property/hotel logo.
  3. The logo will be used on the documentation and displayed in the App when accessed by the guest, therefor it needs to be published by clicking on the "Publish Logo" button.

  1. Thereafter, navigate to Administration -> Reservation Codes -> Room Codes -> Property Codes -> Terms and Conditions.
  2. Please configure the Terms and Conditions, these terms and conditions will be displayed on the Registration Card.

3. Quick-Email Interface
The Quick-Email Interface needs to be configured as this interface is responsible for sending the emails the guests will receive to access Apex IG.
  1. When adding a Quick-Email Interface, you will notice that a new section with the IG Settings has been added.
  2. Please note before configuration can take place a License is required for this Interface.
  3. Click on the "Add" button to add a new Quick-Email Interface, should this interface not exist, and complete the settings.
  4. The Authentication and SMTP settings as explained in the Quick-Email and Gmail application password manuals/articles are essential.

  1. IG Email= This will be set to Yes to send emails.
  2. IG SiteCode= Ideally the Site code should be left blank throughout this setup so that the iTrack code is used. If, for some reason, it is necessary for a Site code other than the iTrack code to be used, it will have to be added wherever a Site code is available in this setup.
  3. IG URL= Will be https://nebulapms.hti.app/ig/htm
  4. IG From Name= Please enter the Hotel/Property name here.
  5. IG From Address= Enter the from email address which will display on the email to the guest.
  6. IG Subject= Enter the subject of the email for example “Self Service or Self Check-In”.
  7. IG Body= Enter the body of the email, for example “Please click on the attached link to check-in and access online services”. 
  1. After the Interface has been configured and saved the user can proceed to open the Interface Controller by clicking on the ApexInterface.exe. Please see the below example of the Controller displaying the email being sent.


  1. As soon as a reservation has reached the Check-in date an email will be sent using the Quick-Email interface. The email example can be seen below. Note that a valid email address is required when making a reservation.


4. Intelligent Guest
  1. When the link is selected in the email, the guest will be redirected and the below Login screen will be displayed.


  1. Once the guest has logged in using their Confirmation number the below options will be displayed on the screen.


4.1 Bookings
  1. When the Bookings option is selected, the guest’s bookings will be listed as seen below.

4.2 Personal Details
  1. On the Personal Details option, the guests can edit and update their personal details.
  2. Guests can edit their First Name, Last Name, ID number, Car Registration, Cell Number, Email address, Date of Birth and Address.
  3. Remember to select the “Update” button at the bottom of the screen to save the changes.


  1. The below success message will be displayed once the details have been updated.


4.3 Check-In
  1. Please note before Self Check-In is attempted a Room number needs to be assigned to the reservation and the Room status need to be "Clean or Ready". When the Check-in button is selected the system will display the Property and Room Type. 


  1. As soon as the arrow below the Room number is selected, the Personal Details of the guest will be displayed. If all the details are in order the guest can select the "Continue" button at the bottom of the screen.
  2. Thereafter the Signature and Terms and Conditions will be displayed and the guest will need to sign and accept the Terms and Conditions as stipulated.

  1. The signed Registration Card can be retrieved on Apex by accessing the reservation and clicking on the "Attachments" button on the reservation.

  1. When downloaded from the Attachments the Registration Card will display as seen below.

4.4 View Bill/ Check Out
  1. On the day of departure with the bill settled, the guest can select the Check Out option. The billing information will be displayed as seen below.


5. Resend Email Link
  1. To resend the email that contains the link to the Intelligent Guest App, the button below, found in the Control menu on the reservation, should be used.



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