Hotel Front Desk

Common Tasks

How to Open the Front Desk (Front Desk, Arrivals and Departures)

Open the front desk view to see who is arriving, in-house, and departing.

1. In the left sidebar, click Hotel Front Desk
2. The page title is Front Desk with subtitle "Manage guest check-ins and check-outs"
3. Four summary cards show: Arrivals, In-House, Departures, and Completed Today (check-ins + check-outs today)
4. Use the chevron left/right buttons and the date display to change the selected date; use the refresh button to reload data
5. Three tabs below the cards: Arrivals, In-House, Departures — click a tab to see that list

Result: You see counts and lists of reservations for that date. Click a reservation row to expand it and see guests and actions.

How to Check In a Reservation (Check In All, Group Check-In)

Check in all pending guests for an arrival reservation at once. Guests must be assigned to rooms before check-in.

1. Go to Hotel Front Desk and select the date
2. Open the Arrivals tab
3. Find the reservation and click the row to expand it (or use the chevron) to see the guest list
4. If the reservation has no room allocations, you must allocate rooms first (e.g. from Reservations → open reservation → Itinerary or Logistics). Return to Front Desk after that
5. Click the Check In All button on the reservation card (green button; only shown when there are pending guests)
6. A dialog opens titled Check In: [reservation reference] with description "Review room assignments and check in guests"
7. Under Allocated Rooms you see the rooms for this reservation. Use the Guest Room Assignment section to assign each pending guest to a room (drag or select). Ensure every guest has a room
8. Click the green Check In N Guests button (or Checking In... while loading)

Result: All pending guests are marked as checked in and the reservation moves from Arrivals to In-House for that date.

Note: If there are no rooms allocated, the dialog shows "No Rooms Allocated" and the message "Please allocate rooms to this reservation before checking in guests." The Check In button is disabled until rooms are allocated and every guest is assigned to a room.

How to Check In a Single Guest (Per-Guest Check-In)

Check in one guest when the rest of the party is already in or when doing staggered check-ins.

1. Go to Hotel Front Desk → Arrivals (or In-House if some guests are already in)
2. Expand the reservation to see the guest list
3. Find the guest with status Pending and click the green Check In button next to that guest
4. A dialog opens titled Check In Guest with the reservation reference. The guest name and type (Primary/Adult/Child) are shown; you can click View Details for full guest info
5. If there is one allocated room, it shows Assigned Room; if multiple, choose under Select Room — click the room (e.g. room name and code) to select it
6. Click the green Check In button

Result: That guest is marked checked in; the reservation may remain in Arrivals until all guests are in, or move to In-House.

Note: If no rooms are allocated, the dialog shows "No Rooms Allocated" and "Please allocate rooms to this reservation before checking in." The Check In button is disabled.

How to Check Out a Guest (Guest Check-Out)

Mark a guest as checked out when they leave.

1. Go to Hotel Front Desk and select the date
2. Open the Departures tab (or In-House for guests still in-house)
3. Expand the reservation and find the guest who is checking out
4. Click Check Out next to that guest
5. Confirm if prompted

Result: The guest is marked as checked out. When all guests on the reservation are checked out, the card may show "All Checked Out".

How to Undo a Check-In (Revert Check-In)

Correct a mistaken check-in (e.g. wrong room) so you can check the guest in again with the correct room.

1. Go to Hotel Front Desk → Arrivals or In-House
2. Expand the reservation and find the guest who was checked in by mistake (status Checked In)
3. Click the gray Undo button next to that guest

Result: The guest returns to Pending check-in status. You can then check them in again (e.g. after selecting a different room in the single-guest Check In dialog or using Change Room).

How to Change a Guest's Room (Change Room, Reallocate Room)

Move a checked-in guest to a different room within the same reservation's allocated rooms.

1. Go to Hotel Front Desk and expand the reservation (Arrivals or In-House)
2. Find the guest with status Checked In and click the gray Change Room button next to that guest
3. In the Change Room dialog, select the new room by clicking one of the allocated rooms (room name and code). The selected room is highlighted
4. Confirm or save (exact button may be "Save" or "Change Room" depending on implementation)

Result: The guest is now associated with the new room. If you need a room that is not yet allocated to the reservation, add or adjust allocations from Reservations → reservation → Logistics or Room Allocations first.

How to Mark a Reservation as No-Show

Record that an arrival did not show up.

1. Go to Hotel Front Desk → Arrivals tab
2. Find the reservation (with pending guests)
3. Click the gray No Show button on the reservation card (next to Check In All)

Result: The reservation is marked as no-show and is removed from the arrivals list (or shown with no-show status depending on configuration).

How to View Guest Details (Guest Detail Sheet)

Open full guest information (name, contact, check-in status, room, dates) without leaving the Front Desk.

1. On the Front Desk, expand a reservation (click the row)
2. For any guest, click the View button (blue, with eye icon) next to that guest

Result: A guest detail sheet opens showing check-in status, check-in/check-out date and time, room, and other details.

Key Concepts

Arrivals, In-House, Departures

Arrivals are reservations whose check-in date is the selected date; guests may be pending or partially checked in. In-House are guests already checked in whose stay spans the selected date. Departures are reservations whose check-out date is the selected date; guests may be partially or fully checked out.

Room Allocation Before Check-In

Each guest must be assigned to a room (allocation) before they can be checked in. Room allocations are created when building the reservation (e.g. adding accommodation and assigning rooms in Reservations → reservation → Guests / Logistics). If a reservation has no allocations, the Front Desk will prompt you to allocate rooms first. You can also use Room Allocations to see and manage room assignments by date.

Per-Guest Check-In Status

Check-in is tracked per guest: Pending, Checked In, Checked Out. A reservation can have a mix (e.g. two guests in, one pending). Group "Check In All" checks in all pending guests for that reservation in one step.

Troubleshooting

"Please allocate rooms to this reservation before checking in"

Cause: The reservation has no room allocations, or not all guests are assigned to a room.

Fix: Go to Reservations, open the reservation, then Guests or Logistics (or Room Allocations) and assign each guest to a room. Save, then return to Front Desk and try check-in again.

Wrong Room After Check-In

Cause: Guest was checked into the wrong room.

Fix: Use Undo Check-In for that guest, then Change Room (or adjust allocation) and check them in again with the correct room. Alternatively use Change Room directly if the correct room is already allocated to the reservation.

Reservation Not Showing on Front Desk

Cause: Date filter, or reservation status/dates not matching (e.g. cancelled, or check-in/check-out dates outside the selected date).

Fix: Confirm the selected date on the Front Desk is correct. Check the reservation in Reservations to ensure it is confirmed and the check-in/check-out dates align with when you expect it to appear (arrival date for Arrivals, checkout date for Departures).