Transfer Stay

The Transfer Stay feature allows you to transfer a Stay from one guest or group to another directly from the Stay information screen.

You can transfer a Stay from one guest to another using the Transfer to another guest icon located in the local tool bar at the top of the Folio screen.

 

Modify Folio

Select Modify Folio from the Action Bar

Action Bar for Skyware Systems with words

OR

Click Modify Folio from the Registration section of the Full Menu.

Click the icon on the left for the Full menu.

Full Menu Icon

This will display the Full menu in a tabular form, with four sections, Registration, Status, Cashier and Other.

Full Menu Table

The section on the top left here is the Registration section.

Registration section of Full Menu

Click on Modify Folio.

Registration section of the Full Menu with Modify Folio option selected

 

Select Folio screen

Currently the screen has no (Stay Information) Folios displayed. There are various options for you to select from.

Note: The default setting for the screen is to have the In-House option box checked. If the Folio you wish to search is in this group, you need only click the <<Press to Search>> link to activate the search.

Depending on the folio you are looking for, use the checkboxes across the top to generate a list of the types of Folios indicated.

In-House: Folios of Guests who are currently occupying your property.

Reservations : Folios of Guests who are not currently occupying your property but have a reservation to do so.

Groups (In-house): Folios of Guests from a group booking that are currently occupying your property.

Groups (Reservations): Folios of Guests from a group booking that are not currently occupying your property but have a reservation to do so.

Cancellations: Any Folios from Reservations made that have subsequently been canceled.

History: Any Folios for stays that have already taken place.

No Shows: Any Folios from Reservations made that never took place but were not officially canceled.

Wait List: Any Folios from Reservations made that were placed on the Wait List for some reason (for example the Guest requested a King bed, or a Group rate, that was not currently available).

Note: You DO NOT have to click <<Press to Search>>, checking any box will automatically display the list of Folios.

Note: Clicking the small "All" button will automatically select all possible options AND display the search results.

If the list provided is very large, use the search fields to enter information and limit the search results. See Searching for Guests/Groups for more details.

Then click the <<Press to Search>> link. This will display the results below the <<Press to Search>> link, with a list of how many Folios were retrieved, and the option to display the list in a new window.

Note: When entering information into the search fields, you do NOT need to hit return or enter - if you do so, this is the equivalent of clicking the <<Press to Search>> link and will generate the search.

 

From the search results, click the row of the Folio you want to view or modify.

Select Folio screen with available options listed to select from

 

Main Folio screen with Transfer icon selected

While viewing the Stay that you wish to transfer, click the Transfer to another guest icon in the local tool bar of the Folio screen to open the Select/Create Guest TO Transfer screen (as it is assumed that you wish to allocate the charges FROM the Guest currently associated with the Folio you were viewing).

You can see that the Select/Create Guest TO Transfer screen is very similar to the Select Guest (Guest Account) screen seen in the Reservation Wizard.

 

When selecting the Guest to transfer the charges to, you can search for and select the guest from all of the guests that have been entered into your system, or you can create a new guest record. See Guest Information and Searching for Guests/Groups for more details.

It is recommended if you are not sure if a Guest is in your system to search for them first.  You want to avoid creating multiple guest records for the same person.

 

Previous Guest Search screen

To search for a Guest, enter the search criteria (last name, first name, phone number, etc). 

Remember that entering less information will give you a broader search (for example entering "THA" in the last name field will show all of the last names that begin with Tha).  It is recommended that you use no more than three letter or numbers in the search field in case of errors inputting the data.

Then click the <<Press to Search>> link located below the text boxes to activate the search.

If the system finds the appropriate Guest, click the entry line of the guests name.

This will AUTOMATICALLY return you to the Main Folio screen for the Stay, now with the newly selected Guest identified with the Stay.

 

 

Create new Guest Account on Wizard Guest account screen

To create a new Guest record (if your search did not find the guest or you are confident that the guest does not exist in your database) complete the fields in the New Guest section of the screen.

Fields with a name highlighted in red are required. Skyware Systems requires Last Name and Guest type only; your property will have chosen any others required.

Most fields in the guest information top section are self-explanatory, such as last name, first name or address fields.

Guest Type: This is a drop-down menu of available options. Choose one.

This field is used to determine (for marketing and reporting purposes) what "type" or "Market code" this guest would be categorized under. Some examples of Guest Types are: Transient, Corporate, Government, Social, etc. Guest types may be configured in any manner you choose, but remember they are required fields on the guest stay record. Therefore, they should work together in a logical manner. Guest types can also be linked to Segments types at the segment level's "Parent guest type" field. For example the Guest Type "Group" could be used with the Segment Type "Wedding".

NOTE: Guests can be automatically marked as tax exempt based on the guest type associated with the guest/stay record.

Segment: This is a drop-down menu of available options. Choose one.

This is a property-defined list that can be used for marketing and reporting purposes. Segment types and origins are used with Guest Types to further define your guests. Individual guest types lead to different segment types.

Origin: This is a drop-down menu of available options. You may choose one or leave this blank.

Origins are marketing codes that are located on both the group and individual level that can work together to define your guests and provide you with a meaningful marketing analysis for your property. These may include how a customer found the property, how they booked, or where the guests are coming from.

An Origin code refers to where the business came from (Advertising, Repeat Business, Sales Team, etc). Origin codes are very property specific.

VIP: This is a drop-down menu of available options. You may choose one or leave this blank. Guests marked as VIPs will be noted as such on Arrivals, Departures and Housekeeping Reports. They are generally used with returning guests.

A guest can be marked as a VIP with the ability to select different types/levels of VIPs when entering a reservation.

These selections available are configured in the Property and System Configuration area of Skyware. See Property and System Configuration Overview for more details. These categories can enable you to track guests for purposes such as marketing.

Advanced Profile: This orange button can be clicked to take you to a new screen where even more information about the Guest can be entered.

Guest Account Advanced Information Screen

Note: This can be useful for Guests who are repeat customers or VIPs, but it is not necessarily important to have this information for ALL Guests. The Advanced Profile can also be accessed from the Guest Stay Record at any time to make additions or changes. Click on the Guest Record icon at the top of the page.

NOTE: The private check box is to indicate that the guest's address should be private (i.e., they do not wish to receive any mailings from you) which can be used when creating custom reports.

 

When complete, click the orange button Finish.

 

Once you have selected a Guest to transfer the charges to, the Main Folio screen will open once more, and the original Stay or booking and all of it's associated information will have been transferred to the new Guest or company.

Main Folio screen with new guest associated

 

Note: A Stay Transfer can also be performed by using the Modify Folio button in the local tool bar of the Folio or the Modify Folio command found in the Action bar or Full Menu to enter the Reservation screen, where you can then either edit the guest information area of the Stay, or enter the Reservation Wizard and open the Guest Account Screen to edit the guest information there.

The Transfer to another guest icon is simply a DIRECT route to allow you to transfer the stay.

 

Date Updated May 06, 2021