Front Desk: Check-In Guide

• Simple how to guides for Front Desk use

Check In

• Located in the Front desk tab
• Arrivals section
• Search for the guest by name or use the search function to display all arrivals
• Highlight the reservation upon finding it
• Click the check-in button, or use the "I want to" function
• Review the reservation details at the top and verify them with the guest
• Check the notes under the Notification title
• Add/review the packages if needed
• Confirm that the inspected room is selected
• Review payment details with the guest
• Full balance is found by clicking the Rate or selecting Daily Details under reservations title
• Pre-authorize the full payment, add £50 per night if required (Payment type CP)
• Select the registration card button if one is required
• Click the complete check-in button
• A payment authorization box will then appear
• Once payment is complete, it will return to the "check in res window."
• The status should then read "Checked in"
• Update or review reservations, or go to arrivals or billing

Check Out

• Front desk section
• Departures- search guest or click search to bring up all
• Highlight the reservation
• Click the arrow on the left of the reservation number to access the options
• Select "Billing"
• Enter pin
• The billing window will open; review the bill with the guest
• The folio settlement window will appear with all windows that need settlement
• Inform the guest of the settlement figure
• Folios are printed by selecting 'information folio' on the window you wish to print or email to the guest
• Check that the payment method field is correct with the 'post payments' on each window with the guest
• "Settle & send" will process payments and email folio
• Press "print receipt" to issue the guest with a receipt
• Select the "check out" button

Quick Check Out

• Front desk
• Front desk workspace
• Select Quick check out
• Check out all guests with zero balance, or highlight one
• A check-out dialogue box appears for each reservation if multiple are selected
• Select the "check out now" button

Check Multiple Bills

• Open the billing screen for any reservation
• On the right hand side, select "Other reservations"
• Select "add reservation"
• When conducting a morning check of multiple bills, keep the search fields blank and select "reservation status"
• Filter by either "departures" or "in-house"
• Select the box with the bills you want to check, or the top box to select all - then click "select"
• They will be listed on the right for you to click into one by one

Scheduled Check Out

• Highlight reservation
• Select "Check out" window
• Select "payment details"
• Select "Check out" button
• Ensure balance is settled before scheduling a check-out date
• Select the "Schedule check out" button
• Select the requested time
• The reservation will stay in departure status until that scheduled time
• A further charge made to the reservation AND the reservation has an outstanding balance when the time arrives, prevents check out

Early Departure

• Access through the reservations billing window
• Select "I want to"
• Select "check out early"
• A dialogue box will detail any penalties for early departure that need settlement
• Inform the guest of the charges detailed
• Any penalties to be posted or not must be authorized by a manager
• The billing window will open
• Settle & send folio
• Payment is processed, returning you to the original dialogue box
• Select "Check out"
• If required, reinstate the folio to resolve any issues or make corrections

Adding a Pre-Auth

• This is for in-house guests who did not leave a card on arrival
• Search for guests in house
• Open the 'payment instructions' section
• Convert Window 1 to CP
• Select the 3 dots
• Credit Card authorisations
• Add a pre-auth amount
• The PMS connects to the PDQ for the pin entry

Batch Registration Cards

• Assign the rooms first
• Select front desk tab
• Select front desk workspace
• Select registration cards
• Select batch reg cards feature
• The arrival date defaults to the next day, but amend using the calendar
• Check "select all"
• Select the "process reg card button"
• Preview
• Print/Process

Running the Night Audit

• Go to: Financials
• Manage End of Day
• Select 'Manage'
• This will start the end of Day
• If the print does not automatically download/print, reports are found in End of Day reports
• Print/send the reports by selecting the reports you require (or 'select all')
• After selecting reports, select the 3 dots
• Select 'send to'
• Change destination for all the reports
• Select print or email
• Process

Availability Check

• On your dashboard, create a Room availability tab using the Rooms Availability tile - this shows availability for the coming 3 days
• Easiest way to see current weekly availability
• Future individual booking or a group must be accessed through: Inventory -> Rooms Availability
• Select the date and room type (if required)
• Top line shows overall availability. It does not consider any tentative bookings with a 'non deduct status'
• If a number is red, that date/room type has overbooked
• To create a reservation from the availability check page, don't select date, instead select 'I want to' on the top right

Checking Restrictions

• Access through: Inventory> Room Availability
• To look at a specific date's restrictions, select that date.
• All restricted rates for the selected date will be listed Restrictions Continued
• Rate codes with existing restrictions will be in red. Restrictions like maximum stays will be in green
• You can change the view to day/week/month/list
• Specific rate types or cide restrictions searched from here
• Helpful to view over a full month when helping guests to understand restrictions for their rates