Though you'll normally use the Actions menu in the Outgoing Guests lists for checking out guests, you can also complete many other processes using the Actions menu in the Outgoing Guests list and the Checked Out Guests list.
Click one of the following to read more about it:
Checking out guests will move them from the Outgoing Guests list to the Checked Out Guests list.
To check out a guest, find the guest in the Outgoing Guests list, and select Chk Out from the Actions dropdown menu. The guest will then be moved to the bottom of the Checked Out Guests list.
The Edit function allows the hotel desk to change an existing room number, lobby wait time, or the comment. If an employee returns to the hotel after being checked out and requires a room, the Undo Check Out will return the employee to the active outgoing list. From there, the returning employee’s stay can be edited so that if his original room is no longer available, he can be given another room without incurring expense of a double stay. The check in function will generate an event history record.
The user can modify the effective check in time for employees who are currently checked in. If the employee is not a managed stay, the user can set the effective check in time back to the time the employee arrived at the away from home station. An error message will result if the user attempts to set the time back too far. If the checked in employee is a managed stay, the user can set the effective time back as much as 12 hours from the scheduled check in time. The user may not set the effective check in time to a future time. The adjustment of the check in time is considered an exception process.
The adjustment of a check in or check out time is considered an exception process. A comment is required if the check in or check out time is modified. If the adjustment affects an existing invoice or the guarantee process, a billing adjustment may be created.
To edit an employee’s check out information, select Edit from the Actions drop down menu. The Edit window appears.
Edit the Check In Time. You may update the date and time. Use the Calendar icon to select a date.
If needed, select the correct time zone from the time zone dropdown menu.
Add a comment in the Comments textbox to describe why the edit was made.
Edit the time a crew member waited to be checked out in the Hotel Lobby Wait Time (HH/MM).
Click <Save> to save the edits.
If an employee was checked out, the hotel can undo the check out from the Checked Out Guests list. The employee will be returned to the regular Outgoing Guest list. Use the Undo Check Out option if the guest can get his or her old room back. If that room is unavailable, you would use the Check In Again option.
If you wish to undo a crew member’s check out, select Undo Chk Out from the Actions drop down menu. The Undo Check Out window opens.
Enter a comment in the Comments text box.
Click <Save>.
If a guest needs to return to the hotel because the crew management office decided to bust his/her call but the employee cannot get back into his/her previous room, the guest will incur charges for a second billable stay. In these situations, you will perform the Check In Again process.
To check a guest in again, identify the guest in the Checked Out Guests list, and click Chk In Again in the Actions dropdown menu. The Guest Check In window appears.
Enter a new room number in the Room Number field.
Enter any wait time the guest incurred in the Hotel Lobby Wait Time field.
Enter any comments about the check in again in the Comments field.
Check the box next to Employee Did Not Present UP ID if the employee did not show a Union Pacific ID when checking in.
Click <Check In>. The guest is now checked in again.