Use the front desk to check guests in and out
Work from today's arrivals, in-house guests and departures, and check a guest in or out.
The front desk page
Open Front Desk. At the top you see four numbers: Occupancy (occupied rooms out of rooms in service), Arriving today, Leaving today and Guests in house. Below are three lists:
- Arriving today: Booked or Confirmed guests due today.
- Leaving today: guests checked in whose departure date is today or earlier.
- In the house: everyone currently checked in, each with Open folio.
The buttons New booking and Room rack sit above the lists.
Check a guest in
- Under Arriving today, find the guest and click Check in. (You can also open the booking and click Check in there.)
- A green message confirms "Checked in ... to room ...".
You need the Hotel "Edit" permission. Check-in works only when:
- the arrival date is today or earlier, and the stay's dates have not already passed;
- the booking has a room;
- the room is Ready or Inspected. A room that is Dirty, Being cleaned, in Maintenance or Blocked is refused until housekeeping fixes it (see housekeeping);
- the room type still has a nightly rate.
Checking in marks the room Occupied and opens the guest's bill (the folio) with the room nights at the agreed nightly rate. A Booked reservation is confirmed automatically at check-in.
Check a guest out
- Under Leaving today, click Check out. This opens the stay.
- Review the folio, then click Check out on the stay page.
- Choose the account in Paid into, optionally enter Cash given (optional), and click Confirm payment.
The page then shows "Checked out" with the invoice number and total, and the change to give back if you entered cash. The room goes to housekeeping as Dirty. The full billing steps are in Bill a stay.
Good to know
- The Check out button on the stay page only appears if you have both the Hotel "Edit" permission and the Point of Sale "Create" permission, because checking out creates an invoice and a payment.
- Check out is disabled while the folio has no live charges.
- If a guest stays longer than planned, open the stay and use Change dates before checking out.