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Checking in a guest without a reservation

When checking in a guest without a reservation, which is also known as a "Walk-In", you can select either the Walk-In by Room Type or Walk-In by Available Room option. Please note: if you do not assign rooms to all reservations, you should check availability before going to the checkin screen.

Assuming you have a magnetic strip reader, here are step by step instructions for checking in a guest that we recommend:

  1. Ask the guest for their driver's license and credit card.

  2. Select Walk-In (Suitcase icon) or Front Desk > Walk In by Room Type (F2). The CheckIn Wizard will appear, prompting you through much of the information required to check in the guest.

  3. Ask guest what type of room - Select the room type the guest is asking for and press Next.

  4. Ask guest when they will be checking out - Select the checkout date the guest is requesting and press Next.

  5. roomMaster will automatically choose a room or click the magnifying glass to manually select another room (See Auto Location to create automatic room assignments). Click Finish and the Guest Ledger Properties screen appears.

  6. Enter the rate code for the rate negotiated with the guest.

  7. Press F12 and scan the driver's license to enter the guests name and address information.

  8. Press Shift + F6 to print sign-in sheet and hand to guest to complete. While they are doing that, make the keys to the room.

  9. Verify and update any information from the sign in sheet to the guest record and then press F11 for a total stay. Tell the guest their total stay amount.

  10. Press CheckIn if the guest is paying by credit card or CheckIn/Guest Ledger if the guest is paying by cash

If the guest is paying cash, select Checkin/Guest Ledger, 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 revenue is posted (using auto-post) and 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.