By the end of this training article you will be able to:
- Check-in a room booking.
- Check-in a group booking.
- Understand the tabs on the arrival screen.
To check in a room booking
Go to Reception > arrivals
Ensure the date on the right-hand side is for the correct day and you will see the following information from this screen.
- Room No: displays the room numbers allocated to the booking.
- Type: displays the room type allocated to the booking.
- Guest name: displays the guests name.
- VIP: shows if the guest is a VIP.
- Group: shows if the booking is inside a group and displays the group name.
- Company: shows if the booking is part of a company.
- Agent: shows if the booking is part of an agent booking.
- Departure: shows the departure date.
- Status: displays the status of the booking.
- Cond: displays the condition of the room.
- ID: displays the reservation ID numbers.
To check in a room booking
Option one
Edit the booking you wish to check-in, by either highlighting and pressing edit on the right-hand side or double-clicking on the ID number.
The arrival booking screen appears this is similar to the room booking screen, but with additional buttons on the right-hand side. Press Check-In and you will be asked if you wish to proceed with check-in, click Yes if wish to continue. Your booking status will now change to checked in.
Option two
From the arrival screen, highlight the booking you wish to check-in, and under the check-in section press the select button. You will again be asked to confirm the check-in process.
Option one is the preferred check-in process of most of our customers, as this enables you to see all the room reservation information.
| HART TIP: If your reservation is part of a group the group booking is automatically checked in as soon as the first individual room booking check-in |
Understanding the tabs on the arrival screen
On the bottom part of the arrival screen, you can see any functions that are due to arrive that day and the following information.
- Function name: the name of the function.
- Guest name: the guest name if there is one on the function booking.
- Company: the company name is there is one on the function booking.
- Host: the host if there is one on the function booking.
- Status: the status of the function booking.
- ID: the ID of the function booking.
Reservation buttons.
- Date: if you wish to see an arrival on a different date, using the drop-down box change the date and press the search button.
- Filter: pressing this button allows you to filter the arrivals.
- Edit: pressing the edit button brings up the arrival screen for the highlighted room.
- Profile: pressing the profile button brings up the highlighted guest’s profile
Assignment.
- Manual: pressing this button brings up the room allocation wizard for the highlighted room.
Please see how to allocate a room
- Auto: pressing this button will auto allocate all your rooms.
- Clear: clears the room from the highlighted arrival.
Check-in
- Selected: checks in the highlighted arrival.
- All: checks in all reservation arrivals on the screen. If you filter (ie by group) before.
- Function: checks in the highlighted function.
Other
- No show: turns the highlighted arrival into a no show.
- Exit: closes the arrival window
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