Adding a trace, alert, or locator to a guest stay

Use the Traces tab to add traces, alerts and locators to a guest stay. Traces, alerts and locators can also be added to multiple guests and group delegates by using the Add Traces and Alerts option. A trace alert will be added to the guest stay if one exists on the rate plan assigned. See Adding a trace, alert, or locator to multiple guest stays and Adding a trace, alert, or locator to group delegates

  1. Select Front Desk > Guest Stay.
  2. Select the guest stay record that you want to add a trace to.
  3. Click the Traces tab.
  4. Select a trace in Defined Traces or create a trace. If you select a defined trace, the trace details are shown. To create a trace, specify values in the remaining fields that you require. See additional details about these fields:
    Guest Name
    Select which guests in the room to apply the trace to.
    Note: This field only displays in the Traces tab of the guest stay record.
    Trace Delivery Method
    This field controls which Trace Delivery Options become active.
    Option Description
    Alert Selecting this option will cause an alert pop-up to display to specfied users when the reservation is accessed. The alert pop-up can be set to occur during the check-in or check-out process, or when the guest stay is in Reserved or Inhouse status or for all statuses.
    Alert and lock at check-out Selecting this option will cause an alert pop-up to display to specified users during the check-out process and will prevent the user from completing the check-out of the guest until the alert's trace status is Completed.
    Email / User Select this option to deliver a trace to the user's specified email address. An End of Day process delivers a trace if an email address is specified as the recipient of the trace. The trace is delivered on the date according to the selection made in the Trace Delivery Options field:
    • Date: Selecting this option will deliver the trace on the date specified in the Delivery Date field.
    • Immediately: Select this check box to deliver the trace immediately using the specified email address.
    • Offset From: Selecting this option will set the Delivery Date field according to the option selected in the Offset From field along with the number of days specified in the Days field. The Offset From field options are:
      • Days Before Start Date: Delivery Date is set to the number of daysprior to the guest stay arrival date.
      • Days After Start Date: Delivery Date is set to the number of days after the guest stay arrival date.
      • Days Before End Date: Delivery Date is set to the number of days before the guest stay departure date.
      • Days After End Date: Delivery Date is set to the number of days after the guest stay departure date.
      • Days after Created Date: Delivery Date is set to the number of days after the guest stay reservation date.
    Note: When the guest arrival or departure date is changed the Delivery Date is re-calculated.
    Locator Selecting this option will cause an alert pop-up to display to specified users and sets the locator indicator in the Guest Directory for guest stays in any status during the specified delivery date range.
  5. Click Submit.
    Note: If the Incognito check box is selected for a guest, the user must have Incognito Authorization to view the Guest Name and the Account details. See Incognito Functionality