Walk-In

Use the Walk-In screen to check in a guest who arrives at the property without a reservation. You can navigate to the Walk-In page from the following menu in the application:

  • Select Front Desk > Walk-In.
  • Select Front Desk > Availability > Room Type and Rate Availability.
  • Select Front Desk > Availability > Rate Plan Availability.
  • Select Front Desk > Room Plan .

To create the reservation for a walk-in guest:

  1. In the Check-In Details section, specify the information that you require. See additional details about these fields:
    Property
    Specify the property in which you want to create the guest reservation.
    Children
    Specify the number of children between the range of 1 - 9. The scenario in which only one child category is active, the number of children is recorded in the Children field. If more than one child category is active, each category is a field on the screen and the Children field is filled with the combined total of all the categories.
    Adults
    The number of adults present in the reservation.
    Rate Plan
    The rate plan code. The information is displayed for the room type with the specified rate plan.
    Room Type
    The room type to view the availability information.
    Note: 
    • The room type must be in inventory for the guest stay duration.
    • You must select a room type for which the Run of House check box is not selected in the Room type screen.
    Room PIN
    The code that allows the guest to access the room. The code is created after the key generation process is complete and is displayed in this field. The code is printed on the invoice.
  2. Specify information in the Guest Details section that you require. See additional details about these fields:
    Last Name
    The last name of the guest. This field contains a guest directory look up.
    First Name
    The first name of the guest.
    Alternate First Name
    Specify an alternate first name of the guest.
    Alternate Middle Name
    Specify an alternate middle name of the guest.
    Alternate Last Name
    Specify an alternate last name of the guest.
    Alternate Title
    Specify an alternate title of the guest.
    Alternate Suffix
    Specify an alternate suffix of the guest.
    Personal Number
    The unique identification number of the guest.
    Note: The value is retrieved from the Guest Profile screen.
    Auto Email Folio

    Select this check box to automatically E-mail the folio to the guest when the folio is generated. If Auto Email Folio is checked, you must specify the email address. The folio E-mail includes tax invoices as an attachment.

    Market Segment
    Specify the market segment applicable to the guest.
    Channel
    Specify the channel. The default is the Hospitality Management Solution.
    Source of Business

    Specify the source of business. You can create the source of business codes on the Maintain Global Codes page.

    ID Number
    Specify the number on the identification document provided.
    Note: This value is masked if the value of the property parameter MASKPASSPORTIDNUMBER is set to ID.
    Service
    Specify the branch of the armed forces to which the guest belongs to. For example, Air Force, Navy, Army. This field is used by US Military only.
    Rank
    Specify the rank of the guest. This field is used by US Military only.
    Pay Grade
    Specify the pay grade of the guest. This field is used by US Military only.
    Rating
    Specify the guest rating. The guests are limited to room types within their rating. This field is used by US Military only.
    NRG
    If this checkbox is selected, the guest is identified as Non Registered Guest for the Hotel. The guest is checked in with the prefix NRG.
    Note: 
    • If this checkbox is cleared, the NRG prefix is removed from the Guest profile (name caption).
    • The information related to this guest is not disclosed at any given point of time.
    • The application displays a confirmation message for accessing the NRG guest.
  3. Click Room Assignment.

    See Assigning a guest room.

  4. Specify the settlement details. See additional details about these fields:
    Settlement Type
    The mode of payment settlement such as Cash, Cheque, Credit Card and so on.
    Guarantee Type
    The value is defaulted from the property parameter WLKINGTD. You must use this property parameter to set up the guarantee type.
    No Post
    If this check box is not selected, all postings are allowed from any source such as interface outlets, posting directly on the folio, fast post, EOD and auto-transfers.
    If the check box is selected, the following postings are allowed:
    • Posting directly on the Folio
    • Posting by EOD.
    Post All Charges
    If this check box is selected, you can post all future charges to the guest account. This check box is displayed when ALLOWADVANCECHARGEPOSTING parameter is enabled.
    Save to Profile
    If this check box is selected, the settlement information is saved to the Billing Profiles tab of the Guest Profile screen.
    A green sign indicates that folio settlement details are successfully specified. A payment authorization page is displayed after you click Check In. If a credit card or debit card payment is declined, you must click Settlement to start a new payment authorization process. You can swipe or manually enter the card or settlement information.
  5. Click Check In to check in the guest in the property. If the property parameter CKINPCKUPSTATUS is checked and the room assigned has the room status of Pick Up, a message is displayed to the user that states the room has a status of Pick Up and also includes the last date and time the room was cleaned. After you click Check In, the following process is carried out by the system:
    • Payment Authorization
    • Registration Card is displayed. Print or export the registration card.
      Note: You must generate a registration card for the guest to complete the guest check-in if Registration Card Required at Check-In is selected for your property as a part of the property configuration.

      See Printing a guest registration card.

    • Key Generation page is displayed showing the guest details for the selected guest.
      Note: You must generate a key for the guest to complete the guest check-in if Require Key Generation is selected for your property as a part of the property configuration.

      See Generating room keys.

  6. Alternatively, use the Edit Guest Stay to enter more guest information or to make a reservation.
  7. Optionally, click Preferences to add guest preferences. Do one of these steps then click Close:
    • Add a preference individually: Click the Preference Search button in the Preferences field and select a preference code, then click OK. If the preference code selected has associated descriptors the Descriptor field is required and you must select a descriptor code, then you can optionally specify Descriptor Details. Click Save.
    • Add multiple preferences at once using the Select Preferences pop-up: Click the Actions button and select the Select Preferences option. The Select Preferences pop-up will display allowing you to select one or more preferences at once. Preference codes with associated descriptors will display a selection for each preference/descriptor combination. Click Submit. You can optionally specify Descriptor Details for a preference by selecing the preference row, then specifying the details in the Preference Details section and clicking Submit.
    Note: Select the Save to Profile check-box to save the preference to the guest profile. This option is available when adding a preference individually, or when adding multiple preferences at once. When the preference is saved to the guest profile, any future reservations or walk-ins using the profile will automatically contain the preference.
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