Ulyses Suite understands room check-in as a process in which the arrival of a reservation is confirmed and assigned to a physical room. Some of the steps that are part of the check-in process are configurable and can be shown or hidden according to the needs of each property; you can see how to do this in the article Visual Configuration in the Check-in section.
If all steps are configured, the check-in process consists of the following steps:
- STEP 1 - Room Summary
- STEP 2 - Guest Identification
- STEP 3 - Vehicles (Optional)
- STEP 4 - Services (Optional)
- STEP 5 - Room Assignment
- STEP 6 - Reservation Guarantees (Optional)
The check-in process can be initiated from different points in the application, specifically:
Likewise, we can revert the check-in process for those reservations that were completed by mistake.
STEP 1 - Room Details
This first step shows a summary of the room to be checked in, organized into several sections:
- Accommodation Details: main stay data (dates, product, occupancy, rate, etc.).
- Guests: list of guests associated with the stay.
- Services and Vehicles: summary of services and vehicles added to the stay.
- Preferences: preferences registered for the stay.
- An economic summary with accommodation amounts, services, board, taxes (if the parameter to include taxes in the balance is active in property preferences), total stay, total paid, and balance.
From this step, it is also possible to directly access the stay record or its billing.
STEP 2 - Guest Identification
In this step, Ulyses Suite shows the client data form. It is possible to determine which fields are mandatory from property preferences. Additionally, based on the data received, Ulyses Suite will automatically calculate possible matches.
At this point, we can link our guest with a previously lodged client. The established link and the client’s history will be displayed as a result.
For the other guests in the stay, it is possible to copy the address already entered for the first guest using the option Use the same address as [guest name], thus avoiding manual entry when all reside at the same location.
STEP 2.1 - Guest Age Validation
If the client’s age is outside the configured limit for their occupancy, an alert will appear in the form of an exclamation mark for this occupancy. The alert is informational only and will not block client registration.
STEP 3 - Vehicles (Optional)
This is the next step if enabled, although it may not appear in the check-in process as it is not enabled by default.
In this step (if shown), all vehicles already associated with the reservation are displayed in tabs, if the reservation has any. From here, it is possible to add new vehicles using the Add Vehicle button, as well as edit or delete existing vehicle data.
STEP 4 - Services (Optional)
Like the previous step, this step is not enabled by default and may not appear in the check-in process depending on the chain’s configuration.
This step shows services already associated with the stay, if any. From here, it is also possible to add new services, as well as edit or delete existing ones.
Additionally, there is an extra tab for service packages, which works the same way as the services tab but allows adding them as packages.
STEP 5 - Room Assignment
In this step, we select the free room where we want to assign the arrival. Ulyses Suite allows filtering rooms as needed.
In this step, we can also know
- Which rooms any of the guests have previously stayed in
- The sum of room and health preferences of any of the guests
- Change the room status
- Whether it is free or occupied
STEP 6 - Reservation Guarantees (Optional)
Before completing the check-in process, this step allows managing the client’s guarantee, divided into three sections:
- Guarantees: allows viewing if there is already a guarantee in the form of a credit card or adding a new one using the Add Guarantee button if none of the existing ones match.
- Deposits: shows deposits available for the reservation or stay, allowing creation of a new deposit or adding a quick deposit associated with the stay.
- Authorizations: shows currently active authorizations for the reservation or stay, allowing creation of a new authorization for the stay.
Once completed, Ulyses Suite informs us whether the check-in was successful and, if so, allows printing the registration form, going to the room account, as well as several additional actions.
Check-in from the Dashboard
To start the check-in process from the dashboard, simply have the Daily Reservations widget activated, as shown below:
Check-in from Reservation Planning
To do this:
- Go to Frontdesk>Reservation Planning
- Click the option
on stays with arrivals that day pending check-in
- Click on the Check-in option
Check-in from the Reservation Itself
To do this, access any stay with a pending arrival on the day and click the check-in option:
Revert Check-in Process
If you mistakenly want to undo the check-in process for a room, you can do so from the reservation record on the same day the check-in was done. You can do this through:
- Reservation Record>Select Stay>Options>Revert Check-in
Or from Reservation Planning as follows:
- Frontdesk>Reservation Planning
- Click
- Select Revert Check-in