How to check in a booking and the Arrivals screen

Modified on Wed, 21 May at 10:07 AM

At the end of this information article you will be able to:

Pull up your arrival window
Understand the arrival screen
Check in a booking from the reservation screen

To pull up todays arrivals window navigate to;

Reception > Arrivals, the below screen appears.

The date on the right hand side defaults to today date and the room arrivals can be seen in the middle window.

Room No: Displays the allocated room, if this is blank then no room has been allocated
Expect: Displays the expected time of the guest
Type: Displays the room type booked
Guest Name: Displays the guest name
VIP: Displays the VIP code, if there is not one assigned this will be blank
Group: Displays if the reservation is part of a group
Company: Displays if the reservation has a company assigned
Agent: Display is the reservation has a agent assigned
Departure: Displays the departure date
Status: Displays the status of the reservation
Condition: Displays the condition of the room
ID : Displays the reservation ID

Note: This screen is interactive clicking anywhere on the reservation arrivals field will bring up the reservation window .

The bottom part of the window shows any function arrivals.

On the right hand side there are several buttons

Reservations section

Search: Press this button if you wish to search for arrival on a different date, first change the date then press the search button
Edit: Press this button if you wish to edit the reservation, ensure you have the reservation highlighted in pink that you wish to edit
Actual Box: Tick this box to show all arrivals regardless of their status
Filter: Press this button if you wish to filter you arrivals, a filter option will appear
Profile: Press this button if you wish to go to the guest profile, ensure you have the reservation highlighted in pink that you wish to edit
CXL/Lost: Press this button if you wish to cancel or lose the reservation ensure you have the reservation highlighted in pink that you wish to change

Assignment section

Manual: Pressing this button brings up the room allocation window so you can allocate the rooms manually for each reservation that is highlighted
Clear: Pressing this button, will clear any room allocation for the reservation that is highlighted
Auto: Pressing this button will automatically allocated room for each reservation.

Note: it is important to know the system will only look for available rooms to auto allocate and does not take into account any requests.

Check in section

Selected: Pressing this button will check in the reservation that is highlighted
Function: Pressing this button will check in any function arrival
All: Pressing this button will check in all of the rooms in bulk
Keys: Depending on your organisation and configuration this button configures the Door keys

Note: HART recommends that you edit the reservation to ensure you can check the booking prior to checking in.

Other

No Show: Pressing this button changes the highlighted reservation to a No show status
Exit: Pressing this button exits you out of the screen

Unit selection

If your properties has units you can tick to show to certain arrival per unit then press the select button

Checking in a booking

From the reservation screen press the check in button that is located on the right hand side, you will be asked if you wish to proceed with the check in.