There will be times when an employee shows up, but the employee does not have a reservation in HMS. For these employees, HMS will allow authorized users to enter Manage Stays, stays created manually in HMS by hotel personnel. These stays will appear on the incoming list until check in and will appear on the outgoing list until check out.
Create a managed stay only when you are sure that the employee isn't scheduled to another location and hotel in HMS. Also, in rare occurrences, an employee may be restricted from staying at your hotel. In these instances, a warning message will alert you in the managed stay for the employee. However, the data entered on the managed stays screen should take precedence over any data passed in HMS.
Move your mouse over Managed Stays in the HMS menu.
Then select Manage Stays from the dropdown menu that appears. This will open the Manage Stays window.
Click the Create New Stay link in the upper right corner of your screen. This will open the Create New Stay portlet in the Manage Stays window.
Check that your location and hotel have been automatically imported.
Then the name or employee ID of the person you're creating a managed stay for and select his or her name from the type-ahead text dropdown menu that appears.
Once you have entered the names of the employees for which you are creating the managed stay, enter the Scheduled Check In Time.
Select Single Stay from Stay Type dropdown menu.
Check the Count Towards the Guarantee check box if it has not already been checked.
Though not required, you can enter the train ID in the Train text boxes.
You can also enter any extra information about the managed stay in the Comments text box.
If you do not need to check the guest in, click <Save>. The managed stay will now appear on your Incoming Guests list.
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If the guest is at the hotel and ready to be checked in as you create the managed stay, you can check the Perform Actual Check In check box. The portlet will expand, allowing you to enter the appropriate check-in information.
Use the calendar function and time text box to enter the Actual Check In Date Time information.
Enter the Room Number to which the guest will be assigned.
If necessary, document the guest's Hotel Lobby Wait Time.
If the guest did not present his or her UP employee ID, select the Employee Did Not Present UP ID check box.
Finally, click <Save and Check In> to save the managed stay and check the guest into the room number you noted. The guest will appear in the Outgoing Guests list.
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