Modify Folio

The Modify Folio command allows you to search for and select a stay record to modify for a guest, via the Select Folio screen. You may use the fields on the screen to select for, filter and sort the relevant stays, then select the stay record of the Guest that you wish to change. The system will then open the selected Stay Information record and allows you to modify it as needed. See also Searching for Guests/Groups.

 

 

Action Bar

Action Bar for Skyware Systems with words

Note: In the NEW look for Skyware, the Action Bar appears slightly different but retains the Modify Folio button.

Action Bar NEW skin look

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 OR Full Menu option when viewed using the modern light look of Skyware

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

Full Menu Table OR Full Menu popup version seen in Modern Light look of Skyware

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

Registration section of Full Menu OR Registration section of the Full Menu in the NEW skin look for Skyware

Click on Modify Folio.

Registration section of the Full Menu with Modify Folio option selected OR Registration section of the Full Menu with Modify Folio option selected, NEW skin look for Skyware

 

When you select Modify Folio, the Select Folio screen will open.

Select Folio screen example

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 for 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: The screen does NOT automatically update after changing any of the folio type options. A search icon appears at the end of the list of options.

Select Folio screen in the NEW look Skyware with the search icon highlighted

This icon may be clicked to update and display the list of Folios. This allows you to select multiple options at once, rather than having the screen update every time different options are selected. You may also click the <<Press to Search>> link to activate the search.

Note: Clicking the small "All" button will automatically select ALL possible options AND display the search results (meaning EVERY folio).

 

 

If the list of folios provided is very large, or you wish to search for ONE specific guest or group, you can use the category search fields to enter information and limit the search results. See alsoSearching for Guests/Groups for more details on the search criteria you can use to narrow your search.

Categories include:

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). Enter any date within the stay to search by this criteria.
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.

 

When ready, click the <<Press to Search>> link to generate the filtered list. 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.

Select Folio screen with available options listed to select from OR Select Foilo screen NEW look example with search generated results shown

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: 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.

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

 

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

The selected Folio will open.

Main Folio screen

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: 

 

From the selected Folio you can click on the Modify Stay button in the toolbar of the screen to go to the Reservation page where you can modify the stay records. Also see Check-In with Reservation for further information. If you need it, use the Wizard to walk through the reservation and modify the stay record (including dates, rate type, packages, room type, room numbers, guest, guarantee, and deposit information). See Advanced Check-In (Check-In Wizard).

When the changes have been made, click Finish to apply them to the selected reservation. The Stay Information screen (Folio) reappears with the updated information.

 

Date Updated January 13, 2026