In House Guests & Groups Report (Cloud) 🎥
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Managing who is currently staying at your property — and ensuring their folio information is accurate — is essential to smooth front-office operations. The report displays three distinct sections, each designed to highlight a specific part of current or recent guest activity. The In-House Guests & Groups Report provides a complete view of all active in-house guests, current group blocks, and any checked-out folios with remaining balances. Use this report throughout the day during shift changes, group arrivals, and audit preparation to keep occupancy and folio data accurate.
Path: Front Office > Reports > Front Office > In-House Guests > In-House (default)
Generating the Report
Use this section to define what the report will display, including which guests, groups, or folios should appear based on your selected criteria.
1. Select the Report Type. Choose In House from the Report dropdown.
2. Adjust the Filters to Refine Your Results. Use the filters to control which guests, groups, and folio details appear in the report.
- As Of: Select the date the system should use to determine which guests are currently in-house.
- Sort By: Choose how the report should be ordered, such as by Guest Name or Room Number.
- Groups: Use the two group-related dropdowns to control how group reservations appear. Choose Include, Exclude, or Groups Only, and select a specific group if you want to view reservations for only one group.
- Inc Guest Comments: Check this box to display reservation comments directly within the report results.
- Include C/O w/Bal: Select this option to include checked-out guests who still have an outstanding folio balance.
For an accurate review, always enable Include C/O w/Bal in the filters. This reveals checked-out folios that still carry a balance — important to clear before audit to avoid ledger discrepancies.
3. Refresh the Report. Click Refresh to load the results based on your filter choices.
In-House Guest List
This table displays all guests who are currently checked in on the selected date, along with key stay details and folio information. Columns are organized into functional groups to help you read the report more quickly.
Guest & Stay Details
- Room: Assigned room number for the guest.
- Guest Name: Primary guest registered to the room.
- Arrive: Scheduled arrival date.
- Depart: Scheduled departure date.
- A/C: Number of adults and children on the reservation.
Rate & Folio Information
- Rate: Nightly rate for the selected date (if no rate shows, then the guest is on their departure date).
- Balance: Current folio balance for the guest.
- Incid: Indicates whether this specific folio is an incidental folio (Y = Yes).
- MOP: Method of payment associated with the folio.
- PKG: Package code applied to the reservation.
Group & Guest Preferences
- Group: Name of the group the guest belongs to, if applicable.
- DND: Shows whether the guest has set Do Not Disturb (set up in Front Office > PBX - requires PBX interface).
- Wake-Up: Scheduled wake-up call time (set up in Front Office > PBX - requires PBX interface).
The guest ledger balance will only match the Daily Report immediately after the audit, before any activity occurs that could change the balance (such as check-outs or payments).
Groups In House
This section displays reservations tied to group blocks for the selected date. Although the table uses the same full column layout as the main in-house list, only a specific set of columns contains information for group records. All other columns will always remain blank.
Group Guest Details
- Guest Name: Name of the contact listed under the group reservation.
- Arrive: Arrival date for the group.
- Depart: Departure date for the group.
Rate & Folio Information
- Balance: Current folio balance associated with the group reservation.
- Incid: Indicates whether the reservation has an incidental folio attached (Y = Yes).
- MOP: Method of payment assigned to the group folio.
- PKG: Package code applied to the reservation.
Group Information
- Group: Name of the group.
Checked Out Folios with Balance
This section lists guests who have already checked out but still show a remaining folio balance. These folios should be reviewed and resolved before running the audit.
Guest & Reservation Information
- Conf #: Confirmation number associated with the folio.
- Guest Name: Name of the guest who checked out.
- Arrive: Original arrival date.
- Departs: Actual departure date.
- Room: Room number occupied during the stay.
- Type: Room type assigned to the reservation.
Folio Balance
- Room Balance: Remaining balance for the checked-out folio.
Totals
- Total: Combined balance of all checked-out folios
No folios should appear in this section. Any checked-out folio that still carries a balance can create inconsistencies in the Daily Report, particularly if the folio is purged. Be sure to resolve these balances promptly.
Ledger Summary
This section gives the overall guest ledger impact across all parts of the report—individual in-house guests, group reservations, and checked-out folios with remaining balances. These totals help validate the financial accuracy of the day and identify discrepancies before the audit.
The guest ledger total will only match the Daily Report immediately after the audit, before any new activity takes place (such as check-outs, payments, or folio adjustments). After the audit, the two reports naturally begin to differ as transactions occur.
Tips & Use Cases
- Shift Change Accuracy: Review all in-house guests to ensure departures, extensions, and room moves are accounted for.
- Pre-Audit Cleanup: Clear the “Checked-Out with Balance” section to avoid ledger discrepancies.
- Group Event Monitoring: Verify group charges, arrivals, and balances during multi-day events or conferences.
- Spot Potential Issues: Missing rates, unusual balances, or unexpected empty fields can signal reservations that need correction.
Still Need Help With This Topic?
Ask Yourself:
- Did I select Include C/O w/Bal so checked-out folios with balances are visible?
- Is the guest appearing in the correct section (In-House, Groups In House, or Checked-Out with Balance)?
- Is the Checked-Out with Balance section empty, as it should be?
- Do the balances align with today’s expected activity (right after audit)?
- Are the correct filters applied for date, sorting, groups, and comments?
Support May Ask You:
- What date and filter settings were used, including Include C/O w/Bal?
- Was the guest fully checked in or fully checked out at the time?
- Does the reservation have an incidental folio (Incid)?
- Did the issue occur before or after the audit?
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