Registration Management

CONFIDENTIAL
IFCA MSC BHD
<Front Desk>
DOCUMENT ID: <Registration>-<XXX>
VERSION: XX-XX
CONTENTS
Revision History.................................................................................................iii
Glossary .............................................................................................................iv
1. Purpose and Scope ....................................................................................1
2. Responsibility .............................................................................................1
3. Description ..................................................................................................1
4. List of Procedures ......................................................................................1
5. Adding Charges ..........................................................................................3
6. Charges Routing .........................................................................................7
6.1. Routing On Individual Folio........................................................................ 7
6.2. Routing to Other Guest’s Folio ................................................................ 11
7. Communication Management ..................................................................16
7.1. Entering and Performing a Follow Up.......................................................... 16
7.2. Enter a Guest Message ................................................................................. 20
8. Deposit Management................................................................................23
9. Transportation Management....................................................................28
10. Adding Facilities .......................................................................................32
11. Custom Field .............................................................................................35
12. Packages Forecast ...................................................................................38
13. Scheduled Action......................................................................................40
14. Selecting Room Features .........................................................................44
15. Room Assignment ....................................................................................47
15.1 Manually Assigning Room by Double Clicking Room No ........................ 47
15.2 Manually Assigning Room by Using Room Assignment Button............. 50
15.3 Automatically Assigning a Room ................................................................ 54
15.4 Assigning to Different Room Type .............................................................. 57
16. Transferring Of Rooms.............................................................................61
17. Splitting Charges ......................................................................................65
18. Activate Key Card .....................................................................................67
19. Registration Card Management ...............................................................67
19.1 Printing Registration Card Individually....................................................... 67
19.2 Printing Multiple Registration Card............................................................. 67
20. Extending / Shortening a Guest’s Stay ...................................................68
i
21. Upgrading or Downgrading Of Rooms ...................................................72
22. Changing Principals Of Room .................................................................77
23. Cancel Check In ........................................................................................81
24. Registration Related Report ....................................................................84
25. See Also.....................................................................................................84
ii
REVISION HISTORY
Version Date of Prepared By Role Remarks and List of Changes

No. Release
Note – Role abbreviations:
C Creator
A Append
M Modify
V Verify
R Review
AP Approve
iii
GLOSSARY
Item Acronym/Abbreviation Description

No.
iv
CONFIDENTIAL DOCUMENTID : <XXXX>-<XXX> <XX-XX>
1. PURPOSE AND SCOPE

The purpose of this document is to provide steps to users in the management of Registration in
the registration component of the application. A user of this component should achieve
competency in performing registration creation operations after studying this document.
2. RESPONSIBILITY
To be used by hotel reservations and/or front desk department
3. DESCRIPTION
This document describes all processes and windows involved in the modification of a registration
4. LIST OF PROCEDURES
• Adding Charges
• Charges Routing
− Routing On Individual Folio
− Routing to Other Guest’s Folio
• Communication Management
− Entering and Performing a Follow Up
− Enter a Guest Message
• Deposit Management
• Transportation Management
• Adding Facilities
• Custom Field
• Packages Forecast
• Selecting Room Features
• Room Assignment
− Manually Assigning Room By Double Clicking On Room No

− Manually Assigning Room By Using Room Assignment Button
− Automatically Assigning a Room
− Assigning to Different Room Type
• Transferring Of Rooms
• Splitting Charges
• Activate Key Card
• Registration Card Management
− Printing Registration Card Individually

− Printing Multiple Registration Card
• Extending / Shortening a Guest’s Stay
1
• Upgrading or Downgrading Of Rooms
• Changing Principals Of Room
• Cancel Check In
• Registration Related Report
2
5. ADDING CHARGES
Steps
1 Click on Front Desk Button to open Front Desk Main Menu
2 Select a guest to add additional schedule charges to
3
Steps
3 Click Edit Registration button
4 Select Charges folder
4
Steps
5 Click New button to add a new schedule charge to the guest
6 Select a charge to be added and determine the duration of the schedule charge by determining the
start date and the duration of the schedule charge. Then, key in other relevant information including
the transaction amount and the quantity to complete the entry. Click OK Button to Save.
5
Steps
7 Adding Additional Schedule Charges is now complete
6
6. CHARGES ROUTING
6.1. Routing On Individual Folio

Steps
2 Select a guest for transaction routing setup by highlighted
7
Steps
3 Click Edit Registration button to open registration profile screen
4 Click on Routing folder
8
Steps
5 Select Personal Routing folder to choose the
6 Determine the Transactions that are to be routed to each of the folios in the Routing Tab by clicking
on the relevant transactions
9
Steps
7 Select Routing Instruction folder to check Routing on Individual Folio is now complete.
10
6.2. Routing to Other Guest’s Folio

Steps
2 Select a guest for transaction routing set up by highlighted
11
Steps
3 Click Edit Registration button to open Registration Profile screen
4 Click on Routing folder
12
Steps
5 Select Guest Routing folder
6 Select a guest from Route from Guest folder
13
Steps
7 Select a guest from To Guest folder by insert other guest button
8 Select the Transactions that are to be routed by clicking on the relevant transactions
14
Steps
9 Select Routing Instruction folder to check the Routing to another Guest Folio is now complete
15
7. COMMUNICATION MANAGEMENT
7.1. Entering and Performing a Follow Up

Steps
2 Select a guest to key in a follow up from In House Folder by highlighted
16
Steps
4 Select Follow Up folder
17
Steps
5 Click New button to insert a new follow up for the guest
6 Select a date for the follow up action to take place. Determine which department is to perform
the follow up by selecting the department from the drop down list box and then complete the entry
by keying in the subject, remarks and estimated completion date of the follow up.
Click OK Button to Save.
18
Steps
7 Click Copy Followup button to insert a follow up for other guest using the same follow up subject.
Select the Guest Name and Click OK button.
8 Entering a follow up is now complete
19
7.2. Enter a Guest Message

Steps
2 Select a guest to key in a Message from In House Folder by highlighted
20
Steps
4 Select Message folder
21
Steps
5 Click New button to insert a new message for the guest. Determine message from, contact person
and also message detail. Click OK Button to save.
6 Entering a message is now complete
22
8. DEPOSIT MANAGEMENT
Steps
2 Select a Guest at the Front Desk option by highlighted
23
Steps
4 Select Deposit folder
24
Steps
5 Click New button to key in a deposit for the guest
6 Only Authorized users are allowed to key in deposit. Hence, a valid user name and password is
required to continue with the entry
25
Steps
7 Click the OK button
8 Key in the deposit details including the deposit amount and the method the deposit is paid. Click
OK to Save
26
Steps
9 Entering a Guest Deposit is now complete with the information show at Deposit folder
27
9. TRANSPORTATION MANAGEMENT
Steps
2 Select a guest to key in the transportation schedule
28
Steps
4 Select Transport folder
29
Steps
5 Click New button to key in a new transport schedule for the guest
6 Determine whether the schedule that is being keyed in is for arrival or departure, the date the
transport is required for, the mode of transport and other necessary information. Click OK to
Save
30
Steps
7 Click Edit to make amendments to the transport schedule keyed in previously
8 Updating Guest Transportation Schedule is now complete
31
10. ADDING FACILITIES

Steps
2 Select a guest by highlighting the reservation.
32
Steps
3 Select Facilities Folder
4 Select the facilities requested by guest from the red highlighted tick box
33
Steps
4 Click on the Save Button
5 Adding Facilities now complete
34
11. CUSTOM FIELD

Steps
2 Select the guest by highlighted
35
Steps
3 Next, Click on Edit Registration Button to open the registration screen
4 Select the Custom Field Folder
36
Steps
5 Adding the Guest information into value column Ex: Allergic peanut, then click Update button to
save the information.
6 Update Custom Field is now complete
37
12. PACKAGES FORECAST

Steps
2 Select the guest by highlighted
38
Steps
3 Next, Click on Edit Registration Button to open the registration screen
4 Select the Package Forecast Folder and the Package information display is based on the Rate
Code from the guest reservation profile.
39
13. SCHEDULED ACTION

Steps
2 Select a guest from the In House Tab to enter scheduled actions
40
Steps
3 Scheduled actions can be pre-defined in advance and the system will automatically perform the
action when the schedule is matured. Click Edit Registration button.
4 Select Actions folder
41
Steps
5 Click New to enter a scheduled action for the guest Scheduled Actions can be entered for changes in
drop down Menu: Source, Segment, Rate Code, Occupancy Type, Number of Adults, Child or
Infant and Discount. Enter the Action Date, Old value, New Value and Reason for the actions.
6 Click OK Button
42
Steps
7 Performing a Scheduled Action is now complete
43
14. SELECTING ROOM FEATURES

Steps
2 Room Features are selected prior to room assignment so that when auto room assignment takes
place, only rooms matching the features selected would be assigned to the guest. Select a guest to
key in room features from Reservation Tab
44
Steps
4 Select Features folder
45
Steps
5 Click on the check box to select a particular room feature and Selecting Room Features is now
complete.
46
15. ROOM ASSIGNMENT
15.1 Manually Assigning Room by Double Clicking Room No

Steps
2 Select a guest from the Reservation or Due-In folder by highlighted
47
Steps
3 Double Click on Room No of the selected guest
4 Select a room to be assigned to the guest from the list of available rooms based on the room type of
the guest selected
48
Steps
5 Click OK to update the room assignment
6 The guest is now assigned a room and Performing Room Assignment Manually by Double
Clicking on Room No is now complete
49
15.2 Manually Assigning Room by Using Room Assignment Button

Steps
2 Next, Click Room Assignment button to open Room Assignment screen
50
Steps
3 Some criteria are available in order to search for the rooms for room assignment. Either by Room
Type or Room No. You may select the Room Type to only show a selected Room Type or All Room
Type for room assignment.
4 You can also View the availability of the rooms by matching the number of nights only (match
nights) for the reservation or matching the number of nights of all room types (match nights across all
room types).
51
Steps
5 Select a Room Type booking by the guest from the drop down menu.
6 Drag and Drop the guest to the room selected in the Gantt Chart
52
Steps
7 The guest now assigned to a room and Performing Room Assignment Manually using the Room
Assignment button is now complete
53
15.3 Automatically Assigning a Room

Steps
2 Click on Room Assignment button to open the Room Assignment screen
54
Steps
3 Select a Room Type for automatic room assignment
4 All rooms that have not been assigned a room for the room type selected will be displayed
55
Steps
5 Click on Auto Assign Room(s) button
6 All rooms of the room type selected are now assigned to rooms and Automatically Assign a Room
is now complete
56
15.4 Assigning to Different Room Type

Steps
2 Click Room Assignment button to open the Room Assignment Screen
57
Steps
3 Some criteria are available in order to search for the rooms for room assignment. Either by Room
Type or Room No. You may select the Room Type to only show a selected Room Type or All Room
Type for room assignment
4 You can also View the availability of the rooms by matching the number of nights only (match
nights) for the reservation or matching the number of nights of all room types (match nights across all
room types)
58
Steps
5 Drag and drop the selected guest into an available room of different room type (i.e from Superior
King to Deluxe Twin)
6 The system will prompt the user for a reason on the change in room type while assigning room and
Select a suitable reason
59
Steps
8 Click OK to update the reason selected and Assigning to Different Room Type now Complete
60
16. TRANSFERRING OF ROOMS

Steps
2 Select Room Gantt Chart folder
61
Steps
3 You may search for the guest in this folder either by room number or room type to display the
availability room.
4 Select a few other rooms of the same room type so that you can transfer the guest to one of these
rooms. Drag and drop the guest to the new room that the guest is to be transferred to.
62
Steps
5 The system will prompt for the user to select a reason for the room transfer. Select a suitable reason
6 Click OK to update the changes made
Steps
63
7 Transferring of Rooms is now complete
64
17. SPLITTING CHARGES

Steps
2 Select a guest to split room charges
65
Steps
3 Splitting room charges can be set once a guest has checked in and provided that there are at least
2 guests for the room. Click Split Charges button
4 Splitting room charges can be evenly divided amongst the guests in the room, the room charges can
be split by percentage, Manual Amount or UnSplit, Splitting Room Charges is now complete.
66
18. ACTIVATE KEY CARD

Steps
19. REGISTRATION CARD MANAGEMENT
19.1 Printing Registration Card Individually

Steps
1 Select a guest to print registration card
2 Click on Edit Registration button
3 Click on Registration Card button to print the registration card of the registration profile selected
4 Print Registration Cards Individually in Edit Registration is now complete
19.2 Printing Multiple Registration Card

Steps
1 Select a guest or multiple guests in Reservation folder, In-house folder, Due In folder or Due-Out
folder to print the Registration Card.
2 To select multiple guests, use the Shift Key or Ctrl Key to select.
3 Click on Registration Card button and all selected guests' registration cards will be printed.
4 Print Multiple Registration Card in Edit Registration is now complete
67
20. EXTENDING / SHORTENING A GUEST’S STAY

Steps
2 Select Room Gantt Chart folder
68
Steps
3 You may search for the guest in this folder either by room number or room type.
4 Once you have found the guest whom you want to perform the extension or shortening of stay, click
on the bar and drag the length of the bar accordingly
69
Steps
5 Then the system will prompt for the user to select a reason for the change in the length of stay for the
guest. Select a suitable reason
70
Steps
7 Extending / shortening a Guest's Stay is now complete.
71
21. UPGRADING OR DOWNGRADING OF ROOMS

Steps
1 Upgrading / downgrading of rooms at reservation are done by Changing the room rate and / or
room type at reservation. For in-house guests, upgrading / downgrading of rooms can be done
using the Gantt Chart Folder of the Front Desk Option. Click on Front Desk Button to open Front
Desk Main Menu
2 Select the Room Gantt Chart folder
72
Steps
3 Select filtering by Room No
4 Click Open to list all rooms for selection
73
Steps
5 Select the room which is to be upgraded/downgraded and also rooms which the guest can be
upgraded / downgraded to.
6 Click Close to retrieve all the rooms selected
74
Steps
7 Click on the guest name and drag and drop the guest to the upgraded / downgraded room.
8 The system will prompt the user to select a reason for the upgrading / downgrading of room. Select a
suitable reason
75
Steps
9 Click OK to update the reason code selected and also to complete the upgrading / downgrading of
room
10 The in-house guest has been transferred to a room of a different room type. Upgrading /
downgrading of Rooms is now complete.
76
22. CHANGING PRINCIPALS OF ROOM

Steps
2 To change a principal of a room, select a room in Reservation Tab, In-house Tab or Due-In Tab
77
Steps
3 Click Edit Reservation button to open the Reservation Entry screen
4 Select a sharer in the room to be promoted to a principal
78
Steps
5 Click on the Principal (P) checkbox. The system will request for confirmation to promote the sharer
to be the principal of the room. Click Yes to confirm
6 Click Save to update the changes
79
Steps
7 The sharer is now promoted to be the principal of the room. Changing Principals of a Room is
now complete.
80
23. CANCEL CHECK IN

Steps
2 Should you accidentally check in a guest, you will have to cancel the check in by selecting the guest
from the In-House folder
81
Steps
3 Select a guest from in house Tab by highlighted
4 Click Cancel Check In button
82
Steps
5 The system will prompt the user to select a reason for the check in cancellation. Select a suitable
reason
83
Steps
7 Select Reservation folder and the guest is now back under Reserved status and you may check-in
the guest later. Performing a Cancel Check In is now complete
24. REGISTRATION RELATED REPORT

Steps
25. SEE ALSO

Links to other related topics to the procedure described in this document
END OF DOCUMENT
84

Registration Management

Uploaded by

Document Information

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Registration Management

Uploaded by

Copyright:

Available Formats

CONFIDENTIAL

IFCA MSC BHD

DOCUMENT ID: <Registration>-<XXX>

Version Date of Prepared By Role Remarks and List of Changes

Note – Role abbreviations:

Item Acronym/Abbreviation Description

1. PURPOSE AND SCOPE

• Selecting Room Features

− Manually Assigning Room By Double Clicking On Room No

• Activate Key Card

• Registration Card Management

− Printing Registration Card Individually

• Upgrading or Downgrading Of Rooms

• Changing Principals Of Room

• Registration Related Report

1 Click on Front Desk Button to open Front Desk Main Menu

2 Select a guest to add additional schedule charges to

3 Click Edit Registration button

4 Select Charges folder

5 Click New button to add a new schedule charge to the guest

7 Adding Additional Schedule Charges is now complete

6.1. Routing On Individual Folio

1 Click on Front Desk Button to open Front Desk Main Menu

2 Select a guest for transaction routing setup by highlighted

3 Click Edit Registration button to open registration profile screen

4 Click on Routing folder

5 Select Personal Routing folder to choose the

6.2. Routing to Other Guest’s Folio

1 Click on Front Desk Button to open Front Desk Main Menu

2 Select a guest for transaction routing set up by highlighted

3 Click Edit Registration button to open Registration Profile screen

4 Click on Routing folder

5 Select Guest Routing folder

6 Select a guest from Route from Guest folder

7 Select a guest from To Guest folder by insert other guest button

7.1. Entering and Performing a Follow Up

1 Click on Front Desk Button to open Front Desk Main Menu

2 Select a guest to key in a follow up from In House Folder by highlighted

3 Click Edit Registration button to open registration profile screen

4 Select Follow Up folder

5 Click New button to insert a new follow up for the guest

8 Entering a follow up is now complete

7.2. Enter a Guest Message

1 Click on Front Desk Button to open Front Desk Main Menu

2 Select a guest to key in a Message from In House Folder by highlighted

3 Click Edit Registration button to open registration profile screen

4 Select Message folder

6 Entering a message is now complete

1 Click on Front Desk Button to open Front Desk Main Menu

2 Select a Guest at the Front Desk option by highlighted

3 Click Edit Registration button

4 Select Deposit folder

5 Click New button to key in a deposit for the guest

7 Click the OK button

1 Click on Front Desk Button to open Front Desk Main Menu

2 Select a guest to key in the transportation schedule

3 Click Edit Registration button

4 Select Transport folder

7 Click Edit to make amendments to the transport schedule keyed in previously

8 Updating Guest Transportation Schedule is now complete

10. ADDING FACILITIES

2 Select a guest by highlighting the reservation.

5 Adding Facilities now complete

11. CUSTOM FIELD