Check In

Check In procedure for Front Desk HQ and directly within RoomBoss

Guest Check In with Front Desk HQ

To check in a guest:

1. Navigate to Operations → Front Desk HQ

2. Select today's Date.

3. Select Property type.

4. Click Arrival.

5. A list of bookings will be shown, identify the guest and find the booking.

6. Under Update Status click on the green Check In button to check the guest in.

7. View Notes will show important information regarding the guest's booking.

8. If the Financial section does not have two green ticks, click the Payment button.

   • This will show the outstanding balance and gives the guest the option of paying the Uninvoiced Balance or Pay Entire Outstanding Balance.

9. Clicking on the Booking ID will log into RoomBoss for more functionality (if required).

10. Where necessary, ask the guest to sign check in documentation, and present passport for copying.

    • Registration forms can be downloaded and printed out prior to a guest’s arrival. This can be done for individual bookings using the Registration Forms button, or all forms for one day can be downloaded by using the Download all registration forms button.

Alternatively, check in can be be performed directly within RoomBoss.

Each room is assigned a housekeeping room status:

• Dirty

• Cleaned

• Inspected

This is displayed under the Latest Housekeeping column on the Arrival page. Please ensure the status is Inspected when checking a guest in.

Guest Check In via Operations Report

To check in a guest:

1. Navigate to Operations → Operations Report.

2. Make sure today's Date is selected.

3. Check the Include Arriving Bookings option and click Generate Report.

4. Identify the guest checking in. The Status of the booking will be Not Checked In. Click the status link to change it to Checked In.

5. Read the Booking Notes for important information.

6. If the Financial section does not have two green ticks, click the Booking ID to open the booking and confirm whether payment is due on check in.

7. Where necessary, ask the guest to sign check in documentation, and present passport for copying.

If you have a case with more than one check in per booking, and wish to manage them separately:

• Reservations team adds a task to the booking with Activity set to "Check In" for the later arrival.

• For Step 3 above, Include Tasks with Activity "Check In".

  • For the earlier arrival set the accommodation booking Status as Checked In.

  • For the later arrival set the "Check In" task as Completed.

Housekeeping is integrated into the check in page of Front Desk HQ. Once a Housekeeping task has been Set as Completed, this will be displayed in the room details on the check in page (date and type of last completed task).

The check in page has a feature that allows you to Filter by guest name, agent name or Booking ID.

Reservations team should add arrival times to bookings. Check ins will be listed in proper order if the arrival time has been set.