FAQ - Front Office / Reports
How can I view the history of who has stayed in a specific room, such as a report for the past month on a particular room number?
You can use the Room History Report, available in the Front Office Supervisor Reports section, to view this information.
What does the Arrival report show?
The Arrival report provides a list of all guests expected to arrive on a specific day, including both individual and group reservations.
How can I identify which guests booked special packages?
Use the Packages report to view in-house or pending arrivals that include a package. It highlights any associated amenities or services and includes a Group Arrivals List for more details.
Where can I see which guests are checking out today?
The Departure report lists all scheduled check-outs, their remaining balances, and their payment methods on file.
How do I view all current in-house guests?
The In-House Guests report gives a complete summary of all guests currently staying at the property, including groups and any guests who have checked out but still owe a balance.
Can I see how often a guest has stayed with us before?
Yes, the In-House History Frequency report shows current guests and their historical stay data.
Is there a way to see which companies guests are associated with?
Use the In-House Company Listing report to see all current guests and the companies linked to their reservations.
How do I manage vehicle information for in-house guests?
The In-House Parking Lot report lists all occupied rooms and includes any vehicle details added to those reservations.
Where can I verify charges for current guests?
The In-House Charge Verification report details all charges, payment methods, and credit card authorizations for checked-in guests.
How do I check which extras or add-ons guests have selected?
Use the In-House Extra Locator report to find all current guests with additional services or extras on their reservations.
Can I analyze current guests by marketing data?
Yes, the In-House Market Segment report provides data on market segment, reservation source, and discount codes.
Where can I find driver’s license details for current guests?
The In-House Driver’s License report lists room numbers and the corresponding guest’s driver's license info.
How do I know if a reservation is over the allowed credit limit?
The Over Credit Limit report flags reservations with insufficient payment or credit card authorization to cover the current balance.
How can I predict occupancy for the next two weeks?
The Two-Week Forecast report estimates upcoming occupancy and totals based on existing reservations from the selected start date.
Where do I track daily payment activity by users?
The Operator Cash Out report summarizes all payment activity for the current day, viewable by user, payment type, or globally.
How can I see a record of transactions by a specific user?
Use the Transaction Log report to view all postings by a specific user on a selected date, filtered by category or accounting code.
What reports are available if the system goes down?
Downtime Reports should be printed at the beginning of each shift. They ensure the front office can continue operating during outages.
How do I track airport shuttle schedules?
The Airport Schedule report provides a list of scheduled pick-ups or drop-offs for reservations on particular days.
Is there a report for guest activity schedules?
Yes, the Activity Schedule report outlines activity schedules linked to guest reservations, filtered by date or range.
What information does the Hotel Status tab provide?
The Hotel Status tab gives a real-time summary of daily hotel operations, including occupancy rates, available rooms, and other key statistics. It also includes data from the previous day and can be refreshed or printed for reference.
What qualifies as a special request from a guest?
A special request refers to any specific preference or need expressed by a guest to enhance their stay—such as extra pillows, a crib, or dietary requirements. These are recorded in the PMS to ensure staff can accommodate them appropriately.
Can I view text message communication with guests?
Yes, the Guests Texts section logs all text messages sent to and received from guests through the PMS, along with the delivery status of each message.
How can I track lost business opportunities?
Use the Loss of Business – Regrets feature to view a list of dates and reasons when reservations were not completed, helping your team analyze why potential guests decided not to book.
Is there a way to see how often guests check out early?
Yes, the Loss of Business – Early Check Outs feature reports on guests who checked out before their scheduled departure, providing valuable insights into guest behavior and potential areas for improvement.
What is the Reason for Stay report used for?
The Reason for Stay report tracks custom reasons entered when a reservation is marked with "Other" as the reason for stay. This helps in capturing and analyzing non-standard motivations behind guest bookings.
What does the Reservations by Operator report show?
The Reservations by Operator (Res by Operator) report provides a detailed breakdown of reservation activity—bookings, modifications, cancellations, walk-ins, overrides—performed by each employee. It concludes with an Operator Summary that shows total reservations handled, revenue generated, and more, helping managers evaluate staff performance.
How can I see changes made to existing reservations?
The Reservation Modification Logs (Res Mod Log) report allows you to track all changes to reservations within a specified date range, including edits to past reservations, pending bookings, and cancellations.
How do I track rate overrides by staff?
The Rate Override report shows each instance where a staff member manually adjusted a rate from the preset values. It lists the override details and the employee responsible.
What information does the Marketing Arrivals report provide?
The Marketing Arrivals report lists upcoming reservations within a selected date range, categorized by market segment. This helps with analyzing the effectiveness of marketing strategies and guest sources.
What’s the purpose of the Yield Management Forecast report?
The Yield Management Forecast gives a 2-week projection of reservations and Average Daily Rate (ADR) by rate tier. It includes rates from base to tier 5 and only displays dates with at least one reservation.
How is the Occupancy Forecast different from the Yield Forecast?
The Occupancy Forecast focuses on expected occupancy levels based on current bookings and rate codes, whereas the Yield Management Forecast emphasizes rate trends and ADR across rate tiers.
How do I monitor pre-paid reservations?
The Advance Deposit report shows reservations with deposits or pre-payments, helping hotels track financial commitments tied to future bookings.
What does “Group Delinquent Deposit” mean?
A Group Delinquent Deposit refers to group reservations that have missed their deposit deadlines. This may trigger follow-up actions from the hotel to avoid financial risk.
How can I analyze booking lead time?
The Advance Sellout report shows how far in advance guests are booking their stays. This helps identify trends and refine pricing and availability strategies.
What does the Room History report track?
The Room History report offers a detailed view of each room’s activity, including charges, early checkouts, extras, and any no-shows that were checked in. It can be filtered by individual room or as a summary.
Where can I find records of guest no-shows?
The No-Shows report (Cloud only) logs all reservations flagged as no-shows through the Night Audit Pre-Audit Checklist, giving hotels a history of missed arrivals.
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