Batch Check In and Batch Auto Room Assign

Batch Check in allow you to search/filter for a list of specific reservations and then automatically check in the guest (convert the RESV status to FOL (folio) status). This is a particularly useful function for checking in groups en masse, such as any tour groups coming in together. This screen may also be used for batch auto room assignments, to automatically assign room numbers (based on the room type and availability for the length of the guest's stay), or to do both (assign room numbers and check in simultaneously); however other methods for room assigning within Skyware (such as the Assign Rooms command found in the Reservations menu) usually mean that the room assignments have already been completed by the time of check in.

It is also possible to use this screen to batch print the registration cards for all selected guests/groups, via the button Print Only (instead of using the command found on the Night Audit menu).

 

 

 

Select Batch Check In / Auto Room Assignments from the Other section of the Full Menu.

 

Open the Full Menu (Click the icon on the left for the Full menu, or the breadcrumb link at the top right of the screen for 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

From the Other Section, select the Batch Check In / Auto Room Assignments command.

Other section of the Full menu with Batch Check In / Auto Room Assignment command selected

 

When selected, the Batch Check In / Auto Room Assignments screen will open.

Batch Check In / Room Assignment screen example

By default, the options "Show today's arrivals only?" and "Groups" are selected for display. Changing any display options will AUTOMATICALLY update the displayed list of reservations shown on the screen.

 

Show todays arrivals only?: This check box may be checked or unchecked. It allows you to select just the reservations for guests expected to arrive today, or to show ALL guests with upcoming reservations in the list displayed. As this screen is used for checking guests in, by default it will be checked.

Groups or All Guests: This is radial button option, meaning you may pick one OR the other option. By default Groups is selected, but you may pick All Guests to display a list of all reservations, rather than just the group reservations.

Allow assignment to dirty rooms: This check box allows the system to auto assign a room that is unoccupied but still has the housekeeping status of "dirty".  This check box is NOT enabled by default, meaning you will not allow rooms to be blocked together into dirty rooms. If you wish to include the dirty but unoccupied rooms during room assignment, check this box.

 

Once you have selected the desired display options (guests arriving today, group masters, all guests, etc.) there may be a large number of reservations shown. You can therefore if necessary use the search filters based on arrival date, booking name, etc to reduce the number of results shown on the screen by searching for a particular term (for example, a specific room type). This process is NOT automatically updated on screen, you must then click the Press to Search >> option.  The system will now update to show only the guest stays based on the filter criteria.

 

Note: By default, any reservation results displayed on the screen will be automatically selected (check box is marked on the left of the result). Individual results may be de-selected by clicking anywhere within the cell of the result EXCEPT the check box itself; once de-selected the check mark will be removed from the check box, and the displayed result will NOT be included in whatever subsequent action is taken using the screen buttons at the top.

Batch Check In / Room Assignment screen example with schematic of de-selecting a displayed stay for further action

ALL results may be de-selected or selected by clicking ON the check box positioned to the left and next to the list of search filters.

Batch Check In / Room Assignment screen example with schematic of de-selecting ALL displayed stays for further action

 

Once you have the specific stays you wish shown and selected on the screen, you may use the buttons at the top of the screen to perform the desired function.

 

The orange Assign ALL Rooms for SELECTED Groups button assigns room numbers to all guests on the list that do not have room numbers assigned.  This button assigns room numbers ONLY. Room numbers are assigned but the guest is NOT checked in.

Batch Check In / Room Assignment screen example with Assign ALL rooms for SELECTED Groups button highlighted

The orange Assign and Check In ALL Rooms for SELECTED Groups button assigns the room numbers for the selected stays that do not already have rooms assigned, AND checks the guests into the system - including guests with rooms already previously assigned. After using this button, ALL the selected guests will be checked in.

Batch Check In / Room Assignment screen example with Assign and Check In ALL rooms for SELECTED Groups button highlighted

The orange Print Only button generates registration cards for all the selected guests that have assigned rooms (and will include the guest name, dates of stay, room number, room type, rates, adults/children, credit card, company/group, and address). It is suggested that this button be used AFTER using one of the other two buttons on the screen, but it is not essential.

Batch Check In / Room Assignment screen example with Print Only button highlighted

The cards are generated in HTML format and open in a separate browser window. From there you can select to print them using your browser's File menu commands.

 

Date Updated November 03, 2022