There are multiple functions that you can perform that all deal with checking guests in. If you receive additional information about a guest's stay before the guest arrives, you can enter a comment in HMS to relay that information to other hotel employees. Once the guest arrives, you can, of course, check the guest in via the normal check in process. However, you may encounter situations that require you to overflow a guest to another hotel. You may also have to process a guest walk if the guest opts to go to another hotel. Finally, you can also easily undo any check in processed in HMS.
Click a topic below to view a step-by-step tutorial:
Click <Check In> to check in an employee. The Guest Check In window appears.
Assign the guest a room number in the Room Number field.
If the guest had to wait for a room to be prepared enter the amount of time the guest had to wait in the Hotel Lobby Wait Time field. Use the first text box for the number of hours the guest had to wait, and use the second text box to enter the number of minutes the guest had to wait.
Enter any comments regarding the Hotel Lobby Wait Time in the Comments field.
UP Employees should always present their UP IDs at check. If they do not, check the check box next to Employee Did Not Present UP ID.
Finally, click <Check In>. The guest is now checked in and has moved from the Incoming Guests list to the Outgoing Guests list.
To add or edit information on an incoming guest, select Edit from the Actions dropdown list. The Edit window appears.
Enter any comments regarding the edits in the Comments field.
Click <Save> to save the edits.
If a crew member arrives at a hotel, but the hotel is at capacity, the guest will be transferred to a secondary hotel. The guest will need to be processed as an Overflow.
To perform an overflow, select Overflow from an incoming guest's Actions dropdown menu. The Guest Overflow window appears.
Select a secondary hotel from the Hotel drop down menu. As a best practice use the first hotel in the Hotel dropdown menu.
Select the most appropriate reason for the overflow move from the Overflow Reason dropdown menu.
No Vacancies
Requested by UP Management
Other
Enter any comments regarding the overflow move in the Overflow Comment field.
Check the boxes next to the Crew Members that were sent to the secondary hotel.
Click <Save> to complete the overflow event.
A Walk occurs when a UP employee on the incoming list arrives at the front desk but chooses not to check into the primary hotel because of an inconvenience at the hotel or because the hotel cannot provide reasonable accommodations for the guest. Instead, the guest chooses to walk to a secondary hotel. Processing a Walk in HMS will generate the appropriate notification to the secondary hotel, so they are prepared to check in the UP employee.
Select Walk from the guest's Actions dropdown menu. The Guest Walk window appears.
Select a secondary hotel from the Hotel drop down menu.
Select the most appropriate reason from the Walk Reason dropdown menu.
Enter any comments regarding the overflow move in the Walk Comment field.
Click <Save> to complete the walk.
You can undo a check in for any guest in the Outgoing Guests list. To undo a check in, simply do the following:
In the Outgoing Guests list, locate the guest, and select Undo Chk In from the guest's Actions dropdown menu.
The guest will then be moved from the Outgoing Guests list to the of the Incoming Guests list.
If an employee has a status of No Show, but wants to be checked in, you must undo the no show before you can check in the guest. To undo the no show follow the process below:
For an employee listed as a No Show, select Undo No Show from the Actions dropdown list.
The employee's status changes from No Show to Arrived at Destination, allowing you to continue with the check in process.