Checking in a guest from a reservation

Once a reservation has been made, it will remain in the system until it is used for check-in or cancelled. When a guest arrives who has a reservation, from the Front Desk Menu, select Reservations or press F5.

Using one of the sorting options, position the select bar on the desired reservation.

There are two ways to select a reservation for check-in.

1. Right click on the selected reservation, and then select CheckIn.
2. Select Change Reservation and then select CheckIn.

Once you select the reservation you wish to checkin ...

1. Verify the room type the guest desires in the Check in Wizard.
2. Select a room number to use for the guest. If no room number appears, this means there is no room available for the particular room type.
3. At this point, the reservation information is copied into the guest ledger properties screen. Verify and change any information. Information changed on this screen will not affect the original reservation record.
4. Select CheckIn or CheckIn/Guest Ledger
5. The reservation record is marked as "CheckedIn"

If a reservation has an advance deposit, you are then prompted to transfer the amount from the reservation to the guest folio. You do not have to transfer the full amount if the reservation is for more than one room.

Once a guest has checked in, the reservation record is no longer used. Charges are then made to the guest folio on a daily basis. If the guest pays cash up front, you can post a cash transaction to the guest folio.

If the guest is paying cash, select Checkin/Guest Ledger, then click CheckIn on the Confirm CheckIn window. The guest folio will appear. Click Insert and enter the amount of cash they are paying. If you do not know how much the guest should pay, press the Total Stay button which will show you the total amount including all charges and taxes. Once you post the cash transaction, the folio will show a negative balance indicating the guest has a credit with you. As each day passes and room charges are posted (using auto-post), the balance will move towards zero until it is time for the guest to checkout.

If the guest is paying by credit card, and you have the Credit Card Processing interface, select CheckIn, then click Get Approval on the Confirm CheckIn window. Press F12-Pinpad and follow the instructions on the EMV device to get an authorization. (See Credit Card Approvals for more information). As each day goes by, room and tax is posted and when it is time for the guest to checkout, they will have a positive (debit) balance. At this point, charge the guest's credit card and enter a credit card transaction bringing the balance to zero.

If the guest is paying by credit card, check in the guest by pressing CheckIn, then CheckIn again. Do not forget to get an authorization for the amount of the guests stay through what ever means you use to process credit cards. As each day goes by, room and tax is posted and when it is time for the guest to checkout, they will have a positive (debit) balance. At this point, charge the guest credit card and enter a credit card transaction bringing the balance to zero.

Note: If you have the Signature Capture option enabled for authorizations at check in, the signature capture pad will activate after the authorization is obtained. Once the signature is obtained, the guest does not need to sign at checkout.

If a reservation is for multiple rooms...

Follow the same procedures described above to check in each room of the reservation. After the first room is checked in, the ledger icon on the Reserve screen will change colors, indicating there are pending rooms to be checked in. Once all rooms on the reservation are checked in, the checked in icon will appear.

The charges from all rooms on the reservation can be rerouted to one room using the Automatic Charge Routing option after all the reservations have been checked in..

For more information, see Adding charges to a guest folio.