Policy & Procedure
You can begin to plan on buying replacement walkie talkies if you are currently using other models, however, this cost will be from your operating budget, and prior to purchase, the following must be done: 1. A valid need must exist, i.e. hotel needs 20 walkie-talkies, and current inventory is 10 due to lost or broken devices 2. There are legal or statutory reasons walkie-talkies should be replaced. 3. An ROI must be completed and approved by your VPO and subsequently by the SVPO Radio replacements are now being coordinated through Operations. You will need to discuss with your VPO, complete the attached template with the quantities of product you require, and submit the template to Brian Allen for an ROI assessment. 4. If your VPO and Joe Kelly approve: Send completed template to Virginia Benner vbenner@relaypro.com with a copy to Zach Burnett zburnett@relaypro.com. The worksheet must be completed which will show your cost to purchase along with recurring costs, compared to costs of repair/replacement costs to your existing radios. 5. Relay will prepare a Sales Order for JK’s digital signature and will ship product when the order is signed. 6. Relay will schedule training with hotel staff for installation/implementation and programming devices and the dashboard. 7. While Relay communication devices do not require Legal Department approval, all other brands of two-way radios must be approved by Legal before purchasing due to potential FCC licensing and fees. If you are not ordering Relay product, submit the proposed equipment request (make, model, wattage/frequency) to Cindy Bobbitt for approval . PROCEDURE: The Chief Engineer will assign the devices to various hotel departments based on need. The Relays are to be programmed into groupings (housekeeping, engineering, F&B, etc.). The devices have a translation feature that is a very useful tool for associates. To access the Translate channel, press the Assistant button (between the + and the -) until the device says “Now on Translate” or press and hold the Assistant button and say “Translate”. Once on the Translate channel, press and hold the talk button and say the message. The device will say the same message in the opposite (pre-determined) language. To switch to another Language simply press the center talk button twice and the device will announce the next language. Note: The Translate channel is a useful tool for each personal device and will not send a message to other devices as it would during normal group communication. • The Relay devices should be stored and charged in one area. Larger hotels may utilize several locations, such as one in housekeeping and one in engineering. • A sign out sheet is to be kept in each storage area. When signing out a master key at the start of the shift, pick up a Relay device from the appropriate charger slot and write the name of the Relay device name on the sign out sheet. Tip: Verify the device name by pressing the Assistant button once. The Relay will announce the device name and current channel. • At the end of the shift, verify the device name (using the Assistant button), place the Relay in Do Not Disturb and place the device back in the designated (labeled) charging slot. The device should show the LED lights in a circle of blinking white lights as it starts charging. The device name should be notated on the sign-out sheet after it is placed on the charger and verified as charging. Click here for additional tips on charging Relay devices. • Inventory of devices is to be taken weekly by the chief engineer or their designee. Click here for troubleshooting help during inventory checks. • Headsets should be purchased and used in all guest areas. • Confidential information should never be given out over a Relay device. • All conversations are to be professional, assuming a guest may be listening at any time. • When a lengthy conversation is necessary and multiple associates are on the same channel, consider taking the discussion offline.
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