FO Downtime Reports (Cloud) 🎥
The Downtime Reports are a collection of Front Office reports designed to be printed at the start of each shift in case of any unexpected or planned system outage. These reports provide essential information to help the hotel continue operations when Visual Matrix access is unavailable.
Path: Front Office > Reports > Front Office > Downtime Reports.
Generating the Report
Because this is a bundle of several reports (Arrivals, Departures, In-House Guests, Room Rack Summary, Availability Screen) all in one print set, the focus is on pre-printing rather than filtering live data. The key action is to generate and print the set before a planned or expected outage.
Understanding the Reports Bundle
This bundle includes multiple reports covering arrivals, departures, current in-house guests, room rack status, and availability. Each section is designed for offline/manual reference when system connectivity is lost.
Included Reports & Primary Purpose
- Arrivals Report: lists all scheduled arrivals for the day, helping prepare front-desk and housekeeping.
- Departures Report: lists today’s scheduled departures and room balances to assist check-out workflows.
- In-House Guests Report: provides a snapshot of current guests and groups, including room numbers and folio status.
- Room Rack Summary: shows all occupied rooms by number, helping front-desk/housekeeping track without live system access.
- Availability Screen Report: lists room availability status (clean/dirty/inspected) or at least capacity overview, supporting manual room assignments.
Store printed sets in shift binders and mark the date/time of print. In the event of system outage, staff should use the latest print-set and annotate manually until digital access returns.
Tips & Use Cases
- Print at every shift change (morning, afternoon, night) so each shift has a fresh copy.
- Place the printed bundle in a manual operations binder at the front desk.
- Use the sheets to manually check in/out guests, assign rooms, and manage departures when your system is offline.
- When connectivity is restored, reconcile any manual entries with system updates to avoid discrepancies.
- Review printed vs actual room status once live system access returns to ensure no missed assignments or errors.
Still Need Help With This Topic?
Ask Yourself:
- Was the downtime-report printed during the last shift?
- Is the print-set placed in the manual operations binder or accessible from a backup location?
- Has any guest check-in/out or system interruption occurred since the print that would require a new set?
Support May Ask You:
- Date/time the downtime-report bundle was printed.
- Whether the printed set includes all five reports (Arrivals, Departures, In-House Guests, Room Rack Summary, Availability).
- Any manual entries made during downtime and how they were reconciled in the PMS afterward.