The HMS dashboard displays important information including statistics for your hotel's Union Pacific guest flow as well as specific information for each incoming, current, and recently checked out Union Pacific guest. The HMS dashboard shows the UP employees who are destined for a hotel within the number of hours stored in the dashboard Incoming List window. It also shows every UP employee who is currently checked into the hotel.
The dashboard quickly allows the hotel manager or clerk to see if the hotel will be able to accommodate all the UP employees destined for the hotel and to take action in the case that there aren’t enough rooms available. The text below identifies and explains the various sections of an HMS hotel's Dashboard page including the following:
The Roles dropdown menu displays a job title such as "Commercial Desk Clerk" or "Commercial Hotel General Manager". Your role will determine the features you have access to in HMS. In most cases, your role will automatically be set based on the user ID you enter upon sign in.
The Filter section displays the location (City, State Abbreviation) and the Hotel for which HMS is currently displaying information. Both the Location and Hotel will be automatically set for you when you sign in. You can collapse the Filter window by clicking the twistie (-) next to the word Filter.
If the Statistics window is not opened when you sign in, click on the twistie (+) next to Statistics. This will show a number of tables that house guest statistics for your hotel.
The dashboard includes a display of current statistics that will help hotel management allocate rooms to UP.
Daily/Monthly Statistics
Average Stays for Last 7 Days.
7 Days Average Stay Length.
Guarantee Type - Displays Monthly, Daily, or None.
Guarantee Stays Set At – Displays the value of the monthly or daily guarantee. If the daily guarantee has been overridden or capped, the override will be displayed.
Actual Guaranteed Check Ins to Date – Displays one of the following:
a) The number of employees who have checked in today if the hotel is a daily guaranteed hotel (excluding managed stays) or
b) The number of employees who have checked in so far this month if the guarantee type is monthly (excluding managed stays).
c) “Not applicable” for hotel with no guarantee.
Scheduled Check Ins Today – The number of check ins scheduled for that day including regular and managed stays.
Actual Check Ins Today - Number of employees who have checked in for the day.
Total Currently Checked In – All checked in employees, including managed stays and regular stays.
Guarantee Override Tomorrow - If a guarantee override exists for tomorrow, the override value displays.
Average Stays for Last 30 Days - Displays the average number of stays for the past 30 days.
Total Currently Checked Out - Number of employees who have checked out that day.
Total Double Stays Count - Total number of double stays over a period of time.
Managed Stays - Today/Yesterday/MTD - The number of managed stays made shown as today/yesterday/month-to-date format.
Walks & Overflows - Today/Yesterday/MTD - The number of walks and overflows shown in today/yesterday/month-to-date format.
High Demand Events - The High Demand Event chart lists any major upcoming event that may impact hotel room availability. Submit requests for High Demand Events to Travel & Transport to have them added to your HMS dashboard.
Check Ins table - Below general stay statistics table, displays regular, deadhead, and managed stay (MS) check in estimates for the next 2, 6, 12, and 24 hours.
Check Outs table - Next to the Check Ins table, displays the number of scheduled and deadhead checkouts over the next 2, 6, 12, and 24 hours.
Guarantee Stays Vs. Actual Stays Graph - A line graph that compares guarantee stays vs. actual stays over the past seven days.
Click <Refresh Statistics> to update the statistic review.
A list of employees scheduled to check in appears below the Statistics. The employee’s name, scheduled check in time, and HMS status will appear on the list. The default view of the incoming list will show employees sorted by the expected check in time, starting with the next scheduled check in, so that employees who arrive at the check in desk at the hotel will normally be at the top of the incoming list.
The dashboard incoming guest list window defines how many hours into the future the incoming list will look to show incoming employees. The accuracy of the employees on the incoming guest list will increase as the time of arrival approaches. The Status section of the Incoming Guests list acts as an indicator of how accurate the time in the Sch Chk In column will be.
If an employee's status is Arrived at Destination, that employee has arrived and tied up at the destination station and will very likely be in route to the hotel for check in.
If an employee is En Route, he or she has been called by the origin station and is on a train heading for your location. Because the train has not reached its destination, the estimate may end up being off because the crew may encounter unscheduled work that it must perform, or the crew may arrive earlier than scheduled if the tracks are clear and minimal work needs to be done before the train reaches its destination station.
Less information is available for guests with Scheduled Arrival Time status. It is likely that crews for these reservations have not yet been called at their origin stations, making accurately predicting their arrival time at the destination particularly difficult.
Incoming guests who have missed their scheduled check in times may have a No Show status. If they show up later wanting to be checked in, you'll have to click Undo No Show from the Actions dropdown menu before you can check the guest in.
Incoming Guest Column Descriptions
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Use the orange left or right arrows to search for Incoming and Outgoing Guests.
Click on the dropdown list to the right of the arrows to determine the amount of incoming Guests you wish to view. You can view 30, 100, 200, 300, 400, or 500 guests.
You may export the list of incoming or departing guests to a WordPad, Excel, or Acrobat PDF document. Click on the WordPad, Excel, or Acrobat PDF icon to export the list.
You can filter your search by entering information in the gray fields above the columns.
To view an employee’s current information, move your mouse over their name. The details shown in the information bubble that pops up includes the following:
Employee Name
Employee Name ID
Room Number
Status
Schedule Check In Time
Inbound Train Number
Schedule Checkout Time
Outbound Checkout Time
Comments
The Outgoing Guests list is an inventory of employees that are currently checked into the hotel. The employee’s name, room number, expected check out time, and status will appear on the list. The default view of the outgoing list will show employees sorted by the expected check out time so that employees who are ready to check out next will normally be at the top of the outgoing list.
Outgoing Guest Column Descriptions
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Use the orange left or right arrows to search for Incoming and Outgoing Guests.
Click on the dropdown list to the right of the arrows to determine the amount of incoming Guests you wish to view. You can view 30, 100, 200, 300, 400, or 500 guests.
You may export the list of incoming or departing guests to a WordPad, Excel, or Acrobat PDF document. Click on the WordPad, Excel, or Acrobat PDF icon to export the list.
You can filter your search by entering information in the gray fields above the columns.
To view an employee’s current information, move your mouse over their name. The details shown in the information bubble that pops up includes the following:
Employee Name
Employee Name ID
Room Number
Status
Schedule Check In Time
Inbound Train Number
Schedule Checkout Time
Outbound Checkout Time
Comments
The Checked Out Guests list is below the Outgoing Guests, and is usually collapsed by default. Click the list name to expand the Checked Out Guests list to view the guests who have been checked out over the previous 24 hours. The information the Checked Out Guests list reveals is similar to both the Incoming and Outgoing Guests lists, but the actions you can perform are different.
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