The Advanced Check In process uses a wizard to walk you through all of the steps necessary to check a guest in.
When checking in a guest with a reservation, you are initially taken to the Quick Check In screen, from which you can click the Advanced Check-In button to access the wizard.
To open the Advanced Check In wizard, you have two choices:
Select Walk-In from the Action Bar and then click the Advanced Check-In button located at the top of the screen;
OR
Click Advanced Walk In from the Registration section of the Full Menu.
The buttons across the top of the form (Dates, Room Types, Room Numbers, Rates, Guest Search, Payment, Finish, and Payment) show what screen you are currently on and what screens are next/previous as you are taken through the wizard. When these buttons are grayed out, they are not active until you go to the next step(s) in the wizard. If they are active, you can click on them at any time to go straight to that area without following the exact steps of the wizard.
The sections below cover what information is requested on each screen of the wizard.
Select the Arrival Date, Departure Date, number of Adults, Youths, and Children that will be associated with this reservation. Select the appropriate Rate Type (Tariff), Building (if your property has building logic set up), attach a Package if appropriate, and select a Default Room Type if desired. You can also attach a Company if the guest is associated with company that has a Negotiated Rate.
The default room type is used if the same room type will be blocked for all days of the guests stay. selecting a default room type will load the room type screen faster.
At this point If you do not wish to take the reservation, or if they decide not to book at your property you can enter it in as Denied Business by clicking on the "Deny" button in the upper right.
When walking in a guest, it is not necessary to go to the room types screen (If you selected the default room type on the first "Dates" screen). But if you wish to review or select multiple room types, click on the small "Room Types" button. In this screen, the Tariff selected on the previous screen will appear at the top, but can be changed if you wish to view/select a different tariff/rate type. The first column displays the room types available in the building that you selected. The next column displays the date(s) of the reservation and the rate (based on tariff). To select a room type, click on the room type button (from the available/oversold column). The room type will be highlighted in yellow.
To select multiple rooms of that room type, you can either click on the room type again (which will increase the number of rooms selected for all days) or enter a number in the "Rooms" column and click on "Set". You can enter a different number of rooms per night by clicking in the number of rooms blocked per day field.
NOTE: A camera icon indicates there is a digital picture of the room available by clicking on the camera icon.
This screen displays all of the room numbers that match the room type selected in the previous screen. You can change the room type in the "Change Room Type" field to display new room numbers. The first column shows the room numbers available based on the room type selected. The next column displays the room type. The next column(s) allows you to select the appropriate room number per day. To select a room number for all days of the stay, click on the room number button (Grey room number button from the select all column).
A Room Number that is grayed out indicates that room is already assigned/occupied on that date. A Room Number listed in Red indicates that the room is available but is "dirty".
Provided rates have been set up at your property for the date range of the stay, this screen will display the rates by day, based on the room type selected. The rates can be modified by day, or enter a rate in the Set All column and click Set to update all days with that rate.
When selecting the guest for this stay, 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.
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.
To search for a previous Guest:
To search for a guest, enter the search criteria (last name, first name, phone number, etc) and click on the <<Search>> button. Remember that entering less information will give you a broader search (for example entering "TH" in the last name field will show all of the last names that begin with Th). If the system finds the appropriate guest, click the Select button to the left of the guests name.
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) click on the Create New Guest button. Fill out all of the name address and information fields and go to the next screen.
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 in Query Builder.
This screen allows you to enter how the guest will be paying for their changes and enter a deposit request that will trace (remind you) that a deposit is due for this guest. If your property has a credit card swipe interface, with your cursor resting in the Enter Card Swipe field, swipe the credit card (special hardware is required for this feature) and the appropriate card information will be populated in the credit card fields.
NOTE: When entering a credit card number do not include any spaces, slashes, or dashes.
The posting screen allows you to view charges that have been posted and post new charges. Select the Folio on the far right (the system will default to the Main Folio), select the posting department and post type within the department, add the amount, reference and comment, and click the Post Amount button. The amount will then be posted to the folio and appear in the lower right.
Click Finish and your walk in will be complete.
The Stay screen for the guest appears. Use the buttons at the top to perform necessary actions on the folio, such as:
In addition, you can use the tabs on the Folio screen to view or access the following: