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Skyware Systems provides different search methods for finding guest and stay information, depending on where you are in the system.
Many of the screens in Skyware require you to select a guest, group, reservation, or other item from a list before executing whatever feature has been selected. A Guest Information record (also sometimes called a guest account) contains detailed information for an individual and needs to exist within the system in order to create a Stay record - stay information begins with a reservation, continuing on with in-house information and then historic information after the stay has ended. All stay information is gathered together by Skyware Systems into a "Folio" screen. Whilst the list of guest accounts for your Property may be viewed and searched using the Guest Information (Accounts) screen, (reached via the Full Menu), and the Stay information may be searched via the Modify Folio command, the Action Bar on the main screen in Skyware Systems contains a Search Text Box that allows you to search the system (via the Select Folio screen) for any guest with a stay record, whatever status the stay has - be it an in-house guest or a reservation, a cancellation or historic information. This Search Text Box is available no matter which Skyware screen you are currently viewing and is therefore often the swiftest method of finding the information you desire.
Search using the Search Text Box:
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The search may be based on room number, confirmation number or guest name.
Note: If using guest name, you may choose to use the first few letters of the name, it is suggested you do not search using the whole name as it may be too specific. For example, if the name has been entered incorrectly, you may get no results even though you DO HAVE a reservation or other Stay information within Skyware.
Press return/enter after entering information into the Search Text box field OR click the magnifying glass to be taken to the Select Folio screen with the search results shown.
ALL results for the search will be displayed, with the field information for each guest/group displayed left to right. Not all fields must have entries, but confirmation number, guest last and first name, room type, number and how many rooms are associated with the guest, the rate plan type, the folio status, arrival and departure dates and the folio balance will always be shown, as well as guest ID and stay ID.
You may organize the search results alphabetically or numerically by field category entry, by clicking on the field category TITLE (not the information entry field below it). The current sort column will be indicated by the presence of the A-Z symbol.
Narrowing the Search:
Note: Entering NO terms in the search area before clicking the magnifying glass will open the Select Folio screen, with no search results yet shown. This screen may also be reached via the Modify Folio command in the Action Bar. By default, the Show options In-House and Reservations will be selected, and the <<Press to Search>> will list how many results are available to retrieve. This allows you to use the fields on the Select Folio screen to search.
Depending on the type of folio you are looking for or the screen in Skyware from which you entered the search screen, the generated list of guest/group folios may be extremely large. You may narrow the search by filtering the results.
To begin the search, first use the checkboxes across the top (in the "Show" section) to generate a list of the types of folios you wish to retrieve. Then click the magnifying glass at the end of the Show list or the <<Press to Search>> link located below the text boxes to activate the search.
Note: As the "In-House and "Reservations" options are automatically selected by default when the screen is first opened, clicking the <<Press to Search>> link on arrival at the search screen is often a fast way to display ALL possible results without editing the search parameters.
If the list provided is still too large, or you wish to search for ONE specific guest or group, you can use one (such as Guest ID Stay ID BEO # Function ID), some, or all the category fields listed below to restrict the list of items retrieved by the system. When finished, re-click the <<Press to Search>> link to generate the filtered list.
| Field Name | To restrict the results, enter the following into the corresponding field: |
|---|---|
| Confirm # | The confirmation number of the guest/group you want. |
| Last Name | Some or all of the last name of the guest/group you want. |
| First Name | Some or all of the first name of the guest/group you want. |
| Room Type | The room type of the guest/group you want. |
| Room # | The room number of the guest you want. |
| Rate Plan | The Rate Plan associated with this folio/stay. |
| Status | The current status of the guest (for example, In-House for a guest who is checking out). |
| Arrive | The arrival day, month or year, using one of the following formats: Month Day, Year, MM-DD-YYYY, M-D-YYYY, MM-DD-YY, or M-D-YY. |
| Depart | The scheduled departure day, month or year, using one of the following formats: Month Day, Year, MM-DD-YYYY, M-D-YYYY, MM-DD-YY, or M-D-Y |
| Nights | Number of nights in the stay. |
| Stay Date | The guest stay falls on this date (including arrival or departure) |
| Current |
The current balance, if any, associated with this folio/stay. |
| Projected | The projected balance, if any associated with this folio/stay. |
| Booking Name | The name of the booking agent for the guest/group. |
| Phone | Part or all of the telephone number for the guest. |
| Attached Company | The name of the company associated with the guest/group folio. |
| City | The city from the guest's address. |
| State | The state from the guest's address. |
| Guest Type | The Guest Type associated with the guest/group. |
| Origin | The country of origin from the guest's address. |
| Key Words | Any key words associated with the guest/group. |
| Guest ID | The ID automatically assigned to the guest/group. |
| Stay ID |
The ID automatically assigned to the folio/stay. |
| BEO # | The BEO number assigned to the group. This field is only available on the group search screen. |
| Function ID | The ID assigned to a function associated with the group. This field is only available on the group search screen. |
Note: Information is also shown on the guest status, whether the stay has a package associated with it, and if an electronic guest signature is on file (see Tool Bar Icons for more details), however the results may not be searched by these.
Guest Status will be shown, indicated by the guest status icon (next to the confirmation number):
Green, smiley face: This Status icon indicates everything is good with this particular Guest. 
Yellow, unsmiling face: This icon indicates that there is a complaint associated with the particular guest. If the status icon is displayed as part of a list, hovering over the icon will pop up a quick link indicating what the complaint is and when it was made. 
Red, frowning face: This icon indicates a severe issue with the guest and that this guest should NOT be rented to (i.e. the Guest has a DNR against them). Again, hovering over this icon in a list will pop up with why. 
Electronic Signature:
(Once Electronic Document Signing has been enabled at your Property), any reservations that have been confirmed electronically (the stay has an electronic signature associated with it) will be indicated by the appearance of the electronic signature icon (an envelope with a pen and signature), between the guest status icon and the guest name, on any of the search functions screens - such as the modify folio screen, or the check-in screen.
If this icon does NOT appear, no electronic signature has been completed. This is intended as a quick visual way of indicating if an electronic signature has been received or not for the stay in question.
Package/Amenities Attached:
If your Property has Package Plans or amenities for attaching to a reservation (see also Package on a Stay and Packages by Day screen) then any reservation that has a package or amenity added to it (packages should INCLUDE the room revenue. Amenities do NOT) will be indicated by the appearance of the Package/Amenities attached icon (a wrapped gift), between the guest status icon and the guest name, on any of the search functions screens - such as the modify folio screen, or the check-in screen.
If this icon appears, a package/amenity is currently associated with the stay in question.
Click on the desired entry in the search list to be taken to the Folio in question.
When a guest or group Folio is open, the default tab that appears is the Stay Info tab. This tab allows you to manage basic guest information. There is a toolbar across the top of the screen containing command buttons that provide access to the available functionality. Hovering the mouse over each button will show a tool-tip containing the name of that button.
The tool bar icons across the top of the Folio screen provide the following functionality:
In addition, you can use the different tabs on the Folio screen to view or access the following:
Date Updated January 13, 2026