Grand Estancia — Telephony Discovery Questionnaire¶
Please fill this out and return to the Astradial team before we schedule the integration. The answers let us plan the work, price it accurately, and avoid disrupting your current phones during the migration.
Estimated time to complete: 15–20 minutes with someone who knows the phone system.
Send to: hari@astradial.com Questions? Reply to this email — happy to jump on a 10-minute call.
Section 1 — Contact & stakeholders¶
| Field | Your answer |
|---|---|
| Hotel name | Grand Estancia |
| Primary contact (name, role) | |
| Phone / WhatsApp | |
| Best time window to reach you (IST) | |
| IT vendor / AMC provider, if any | |
| Facilities / electrical maintenance contact |
Section 2 — Your telephony provider¶
Which of these describes how outside calls currently reach your property? Tick one (or "other" if none fit):
- [ ] (A) SIP trunk from a telecom provider — the PBX connects to the internet and registers to your provider's server. No dedicated phone line from the street.
- [ ] (B) PRI / E1 line — a thick dedicated digital line from the street into a wall-mounted network-terminating box, then into the PBX.
- [ ] (C) Analog phone lines — 2 to 8 physical copper phone wires into the PBX (you'd recognise them as regular landline phone cables).
- [ ] (D) GSM / mobile-based — SIM cards plugged into a gateway box.
- [ ] (E) Other — please describe: __________
- [ ] (F) I don't know — that's fine; please send photos of the rack per Section 6.
Provider details:
| Field | Your answer |
|---|---|
| Provider name (e.g. BSNL, Airtel, Tata, Jio) | |
| Plan / product name (e.g. "BSNL NGN SIP Trunk", "BSNL PRI E1") | |
| Number of channels / simultaneous calls your plan supports | |
| Approximate monthly bill (INR) | |
| Are you under a contract? If yes, when does it end? | |
| Are you satisfied with call quality and reliability? | |
| Would you consider switching providers if it saves cost? |
Section 3 — Phone numbers guests see¶
We need to make sure every number you publish continues to ring after the migration.
What phone numbers are printed on your website, Booking.com / MakeMyTrip listings, guest confirmation emails, business cards, or signboards?
| # | Phone number | Where it is published | What it rings (e.g. front desk, manager) |
|---|---|---|---|
| 1 | |||
| 2 | |||
| 3 | |||
| 4 | |||
| 5 |
(Add more rows as needed.)
Do you have a toll-free / 1800 number? If yes: ____
Section 4 — Your current phone system (PBX)¶
We already know you use asTECS based on photos, but need a few specifics:
| Field | Your answer |
|---|---|
| asTECS model / version (look at the label on the box) | |
| Approximate age of the asTECS (install year) | |
Web admin URL (usually http://192.168.1.3:10000 or similar) | |
| Admin username / password (send separately via secure channel) | |
| SSH / root access available? | Yes / No |
| AMC (annual maintenance contract) with asTECS vendor? | Yes / No |
| asTECS vendor contact, if any |
Section 5 — Extensions and phones¶
| Field | Your answer |
|---|---|
| Total number of phones currently installed | |
| Number of guest room phones (analog) | |
| Number of back-office / reception phones | |
| Any phones that are NOT analog (IP phone, softphone, mobile app)? | |
| Extension numbering scheme (e.g. 1xx for rooms, 2xx for staff) |
Attach or list your current extension directory (room number → extension number → phone location) if you have it as a spreadsheet.
Section 6 — Photos we'd like (helps enormously)¶
Please send clear photos of:
- Rear / side of the asTECS box showing which cables plug in where.
- Any wall-mounted box in the server room labelled BSNL / PRI / NTU / network terminating unit.
- Any green-LED gateway device near the rack that isn't the phone-extension gateway.
- Cables entering the rack from the building (the trunk / carrier side, not the extension-to-room side).
- Close-up of any PCI / plug-in cards inside the asTECS chassis if accessible.
- The whole rack, front and back, for context.
Phone photos are fine. Please don't disassemble anything for this.
Section 7 — Current call features you use¶
Tick all that apply — we need to make sure nothing breaks.
- [ ] Call transfer (warm / blind)
- [ ] Conference calls (3-way or more)
- [ ] Hunt groups / ring groups (several phones ring at once)
- [ ] Automatic attendant / IVR ("Press 1 for reservations…")
- [ ] Voicemail
- [ ] Night mode / different routing after hours
- [ ] Call queuing (hold music while waiting)
- [ ] Intercom / paging
- [ ] Music on hold
- [ ] Call recording — if yes, how is it configured today? ______
- [ ] Guest wake-up calls
- [ ] Room-to-room direct dial
- [ ] Do-not-disturb per room
- [ ] Caller ID display on phones
- [ ] Outgoing caller ID restriction (hide number)
- [ ] Call barring (block certain numbers / types)
- [ ] Call forwarding to mobile
- [ ] Any integration with your booking system / PMS? (see Section 8)
Anything else you use that's important: _________
Section 8 — Software systems that need to talk to phones¶
Does your phone system currently connect to any of these?
| System | Do you use it? | Name / vendor | What's it connected to? |
|---|---|---|---|
| Property Management System (PMS) | Yes / No | ||
| Online booking engine (Booking.com / MMT / direct website) | Yes / No | ||
| CRM / guest database | Yes / No | ||
| Housekeeping / maintenance ticketing | Yes / No | ||
| Accounting software | Yes / No | ||
| WhatsApp / SMS automation | Yes / No |
Section 9 — What you want from Astradial (free-text)¶
Please describe, in your own words, what you want the new setup to do that your current one doesn't.
(Examples: "Record every call for quality training", "Click-to-call guests from our PMS", "Auto-send booking confirmation SMS", "See missed calls on a dashboard", "AI voice bot for after-hours enquiries", etc.)
Section 10 — Network basics¶
| Field | Your answer |
|---|---|
| Internet provider (ISP) | |
| Approximate internet speed (upload / download in Mbps) | |
| Static public IP address on your internet connection? | Yes / No |
| Is there a firewall / router between asTECS and internet? | Yes / No / don't know |
| Firewall model, if known | |
| Do you have a separate network (VLAN) for phones? | Yes / No / don't know |
Section 11 — Migration preferences¶
| Question | Your answer |
|---|---|
| Preferred day / time for the migration cutover | |
| Is there a period when phone downtime would be catastrophic? (e.g. wedding season, conferences) | |
| How much notice do you need before the cutover window? | |
| Who should be onsite during the cutover? | |
| Should we train specific staff on the new system? Who? |
Section 12 — Anything else¶
Anything we haven't asked that you think matters:
What happens after you return this¶
- Astradial reviews your answers (1 business day).
- We send back a proposed architecture + migration plan + timeline + quote.
- You approve or request changes.
- We schedule a kick-off call.
- Discovery visit (if needed) — 1 engineer, half-day onsite.
- Implementation per the agreed plan, with zero-downtime cutover strategy.
Expected end-to-end timeline: 3–6 weeks from your approval, depending on trunk type and provider involvement.
Questionnaire version: 1.0 — 2026-04-20 Prepared by: Astradial Engineering