The Front Office Arrivals Report keeps your front desk ready for the day ahead. It lists every guest scheduled to arrive — whether individual or part of a group — so your team can prepare rooms, confirm details, and welcome each guest smoothly.
This report includes two sections: the Guests Arrival List for individual reservations and the Group Arrivals List for group blocks. Together, they provide a complete picture of all arrivals expected for the selected period, making it a key daily tool for managing check-ins and ensuring no arrival is overlooked.
Path: Front Office > Reports > Front Office > Arrivals
Only arrivals scheduled for today or future dates appear in this report by default. Guests who have already checked in but remain in-house will also display if their arrival date is included within the date range selected in the report filters. This ensures the report gives you a clear and flexible view of current and upcoming arrivals — and, when needed, lets you include recent check-ins still active at the property.
Generating the Report
1. Use the filters along the top of the report to refine your results:
- Date/Period: select a specific day or date range for the report. By default, both the “From” and “Through” fields are set to the current audit date, showing only today’s scheduled arrivals.
- Groups: choose how to handle group bookings using the drop-down options: Include, Exclude, or Groups Only. Then, select a specific group from the list or keep All to view every group that matches your filter settings.
- Include Check-Ins: Include rooms already checked in to view all arrivals within the selected period.
- Exclude Rates: Hides rate details for printed or shared copies.
- Ex CRS Comments: Removes external reservation comments.
The following filter options are available only for Best Western properties. They relate to pre-registration functions and can help refine arrival details for guests who have completed the Best Western pre-check-in process:
- Central Reservations Only: View only reservations made through your connected channel manager.
- Excludes Pre-Reg Notes: Excludes any notes or comments added by the guest during the pre-registration process for pre-registered reservations.
- Pre-Reg Only: View only pre-registered reservations.
2. After adjusting filters, click Refresh to generate the report.
Guests Arrival List
Each line in the Guests Arrival List represents one reservation.
Guest Details
- Guest Name / Confirmation # / Status: Lists the guest’s name, confirmation number, and reservation status (HLD or GTD). Comments or special requests appear just below the name and confirmation number.
Stay Information
- Arrive / Departs / A/C: shows the guest’s arrival and departure dates, and the number of adults and children on the reservation.
Room & Rate Details
- Type / Rate / PKG: indicates the room type, nightly rate, and package code if applicable.
- MOP / ADV DEP: shows the payment method and any advance deposit received.
Room Assignment & Sharing
- Share / Room: shows whether a room number has been assigned to the reservation and indicates if the folio is shared with another guest in the same room.
Groups Arrival List
The Group Arrivals List provides a summary of each group arriving within the selected period. It helps front desk and sales staff track arrival dates, room allocations, and pickup progress at a glance.
Group and Event Details
- Group / Event / Status: lists the group name, associated event, and reservation status (HLD or GTD).
Stay Information
- Arrives / Departs: shows the group’s arrival and departure dates.
Guest and Room Totals
- A/C / Total Rooms / Pending: displays total numbers of adults and children, total rooms allocated, and rooms still pending pickup.
Notes and Comments
- Comments: includes any additional information or special notes about the group.
Tips & Use Cases
Tips
- Review the Arrivals Report at the start of each shift to prepare for expected guests and confirm all rooms are ready.
- Keep the Groups filter set to Include so you can see both individual and group arrivals together when planning check-ins.
- Use the Pre-Reg Only filter (for Best Western properties) to identify pre-registered guests and ensure welcome materials are ready before they arrive.
- If a reservation appears in the Arrivals Report but is still marked No Room Assigned, allocate a room in advance to avoid front desk delays.
- When printing or sharing the report, use the Exclude Rates option to hide rate details for privacy.
Use Cases
- Front Desk Preparation: Run this report during the morning meeting to confirm the number of arrivals, pre-arrival room assignments, and VIP guests.
- Housekeeping Coordination: Use the report to inform housekeeping about early arrivals or late check-ins so room priorities can be adjusted.
- Group Management: The Group Arrivals List section helps track blocks and pickups for large groups arriving that day.
- Front Office Handover: Outgoing shifts can use the report to brief the next shift on expected late arrivals or unconfirmed reservations.
Still Need Help With This Topic?
Ask Yourself:
- Did I select the correct Date/Period range for the arrivals I’m trying to view?
- Are my Group and Pre-Reg filters set appropriately for what I need?
- Did I click Refresh after adjusting filters?
- Am I viewing the correct list — Guests Arrival List or Group Arrivals List — for my purpose?
Support May Ask You:
- What date range and filter selections were used when generating the report?
- Are you viewing the report for a specific group or all arrivals?
- Can you confirm whether the issue occurs for all users or just your login?
- Have you tried re-running the report or logging out and back into Visual Matrix Cloud?
