About Track It
The Track It function is available when the General>Track It application function is set to Y.
Track It is an OPERA application for monitoring and tracking guest luggage, parcel, and lost item receipt, storage, and delivery; Track It also supports valet operations with features for tracking and managing parking activities and vehicle logistics. Track It is fully configurable to conform to property requirements and business processes.
Several Track It groups are recognized by OPERA — Parcel, Baggage, Lost, and Valet. This differentiation is made because of the slightly different tracking requirements when handling these categories.
Messages can be automatically generated to notify guests when a specific type of item has been attached to their reservation. For example, if a UPS parcel was delivered for the guest, a message saying "Please call the Front Desk for room delivery of a UPS parcel."
The Track It Dashboard provides a comprehensive management overview of Parcel, Baggage, Lost and Valet related activities. Besides a full complement of search features, the Track It Dashboard allows you to create new Track It item records, associate/detach ticket numbers from reservations, access and edit reservation details, view a log of Track It activity, review the property calendar of events, and prepare reports.
For luggage, parcels, and lost items a ticket number is assigned to each item; if appropriate, multiple items may be included under one ticket number. Other information related to the item is associated with the ticket record. This information can include the type of parcel, luggage, or lost item (e.g., Suitcase, Golf Bag, Laptop Computer, or FedEx Package, Eyeglasses, Jewelry), the storage location (e.g., Baggage Room, Purser, or Front Desk), and the action to be taken (e.g., Store, Deliver to Room, or Deliver to Conference). A text description of the item may also be attached to the ticket record.
Users are able to assign statuses to a ticket item to determine if the item is open/pending (i.e., a status such as To Deliver) or closed/resolved (such as Deliver to Room or Deliver to Guest). These user defined statuses assist in determining which items are "unresolved" for the selected date and require action from the property. OPERA can distinguish open statuses from closed statuses so that it is possible to immediately access lists of items that require active monitoring and distinguish them from those items that do not require attention. A follow up date may also be assigned if some future action must be taken relative to the item. Additional search filters allow accessing lists of parcels and items by ticket number, type, follow-up date, description, location, and more.
Template messages can be automatically generated to notify guests when a specific type of item has been attached to their reservation. For example, if a UPS parcel was delivered for the guest, a message saying "Please call the Front Desk for room delivery of your UPS parcel" could be left for the guest.
For valet tickets, a unique ticket number is assigned to each vehicle. Additional information such as type (e.g., Day Parking, Hourly Parking, or Overnight Parking), location (e.g., North Lot, Garage Row 3, or Porte Cochère), action to be taken (e.g., Park, Refuel, Retrieve, or Wash), and a text description (e.g., silver Town Car) may also be associated with the Valet Track It item.
Open/pending and closed/resolved statuses can be assigned to valet actions to distinguish those that require some task to be performed (e.g., Retrieve or Refuel), or that are "unresolved" in some other way, from those that have been completed or that require no additional action (e.g., Picked Up). OPERA can distinguish open statuses from closed statuses so that it is possible to immediately access lists of vehicles that require some action (e.g., Retrieve) from those that do not (e.g., Park). Additional search filters allow accessing lists of vehicles by ticket number, type, description, location, and more.
Valet tickets may be monitored and managed from the Track It Dashboard screen or from the separate Track It Valet screen. The Track It Valet screen may be used to filter and prepare a report on Track It tickets in the Valet group to facilitate valet operations.