Searching for Guests/Groups

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:

 

Guest Search field in Action bar ORSearch Text Box example, NEW look for Skyware

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.

Select Folio screen example with 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.

Area of Select Folio screen shown with Category name and sort symbol highlighted

 

 

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.

Select Folio screen when opened from guest search bar on Skyare screen

 

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.

Select Folio example with search "Categories" section highlighted

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.

 

Multiple different Search Screen specific icons also allow you to see relevant details at a glance.

Note: Be aware, Search Screen icons, similar to Activity icons (but unlike the Tool Bar icons shown on many screens within Skyware which give quick access to various functions), are NOT click-able and therefore CANNOT be used to open any associated screens. Search Screen icons are VISUAL AIDS only.

Area of the Select Folio screen shown with tool bar infomation icons highlighted

 

 

Guest Status will always be shown, indicated by the Guest Status icon (next to the confirmation number). The Guest Status icon is as a quick visual indication of the particular Guest's current standing, appearing as different versions depending on the guest status (which indicates at a glance any guest that has made a complaint or has a complaint against them).

The Guest Status icon may be shown as one of three different versions:

Example of the Guest Status Icon - green

Green, smiley face: Everything is good with this particular Guest.

Example of the Guest Status Icon - yellow

Yellow, unsmiling face: There is a complaint associated with the particular guest.

Example of the Guest Status Icon - red

Red, frowning face: 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).

Select Folio search screen example with Guest Status icon section highlighted

Note: The Guest Status icon is also found in the local toolbar of any account screen (such as the Main Folio screen, Guest Information screen, or Group Account screen), and clicking on this icon there will open the Complaints screen for that particular Guest account, where you can view any existing complaints, or enter in any complaints against the guest or by the guest against your Property.

 

 

Guests that have previously stayed at your Property will be indicated using one of two stars, shown next to the Guest Status icon. Silver, showing a returning guest with 1-4 stays, and gold, indicating a frequent guest with 5 or greater stays.

Example of the 1-4 Previous Stays Icon

If this icon appears, the relevant guest has stayed at least once before.

Example of the 5 or more Previous Stays Icon

If this icon appears, the relevant guest has stayed at least five times before.

Search Screen example with Icon section highlighted and one each of the silver and gold stay icons highlighted

Note: Hovering the mouse over the star will give you the actual number of previous stays associated wit the guest name.

 

(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.

Electronic Signature icon example

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.

Search screen example showing a stay with an electronic signature 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.

Package/Amenity attached icon

If this icon appears, a package/amenity is currently associated with the stay in question.

Folio search screen example with stays that have a package attached highlighted

 

 

If your Property has any Activities attached to a reservation this will be indicated by the appearance of the Activities icon (a clock face), between the guest status icon and the guest name, on any of the search functions screens.

Activities Icon example

If this icon appears, an activity is currently associated with the stay in question.

Folio search screen example with stay that has an activity attached highlighted

Note: The Activities icon does NOT specify what activity is attached, only that there is one. The attached activities may be viewed after clicking the specific guest/stay on the search screen (via the Activity Schedule section of the Add'l Names/Services tab on the Folio screen or the Activities for this Guest section on the Contacts tab of the Guest Information screen).

 

Click on the desired entry in the search list to be taken to the Folio in question.

Select Folio screen example with entry selected

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.

tool bar icons

In addition, you can use the different tabs on the Folio screen to view or access the following: 

 

Date Updated July 21, 2026