1. SWMobile User Guide
  2. Check In Processes

3 Check In Processes

There are five different options to check in a reservation that will accommodate different operational needs.

  • Check In List

  • Check In with Reservation

  • Check In as WalkIn

  • Scan Guest

  • Quick Check In

Check In List

The Check In List tile provides an overview of all reservations for the current logged on Location, allowing you to check in, view, update or cancel the dining reservations. You can also view the dining reservation status using the All, Due In, Waitlist, Seated, Done, Cancelled, or Group/Link buttons on the overview screen.

Below are the steps to perform a Check In via the Check In List.

  1. On the Main screen, select the restaurant by tapping the Location button and the desired Location tile

  2. Select Check In List.

  3. Selecting the different tiles at the bottom will display the dining reservations according to the status of their reservation.

    Table 3-1 Buttons on Overview Screen

    Function Description

    ALL

    Displays all reservations regardless of the reservation status the dining reservation is currently holding - Expected, Waitlisted, Seated, Completed, Cancelled and Group Reservations

    DUE IN

    Displays all expected dining reservations

    WAIT LIST

    Displays all dining reservations currently placed on a waitlist

    SEATED

    Displays all dining reservations currently In House

    DONE

    Displays all completed dining reservations

    CANCELLED

    Displays all canceled dining reservations

    GROUP/LINK

    Displays all dining reservations for groups or travel with guests where the guest reservation is linked to each other

  4. The Check In List only lists the name of the dining reservation owner, which is the primary guest. All participating guests for the reservation must be identified on the Guest List, as described in the next step.

  5. The counts shown can either be set up per person or per Reservation record. To show the passenger counts, select the Settings tile, and then the Application Settings tile. Toggle the button to On at Show Counter as Passenger instead of Reservation.

  6. To check in the guests, select the dining reservation from the list to bring up the Guest List screen. You can now verify all participating guests for this reservation and add/or delete additional guests for this reservation.

  7. Select all the guests or the few you want to Check In and proceed with the Check In button.

  8. Choose a table from the Location Map and confirm the table with the Confirmation button.

  9. A confirmation screen with reservation details such as restaurant name, date and time, table number, action, guest name, and comments appears. Tap Finalize/ Save to confirm the seated guests.

  10. The Check In is complete when Yes is tapped, and redirects to the Location Map screen, highlighting the assigned table. Tapping No will take you back to the Check In List screen.

Check In with Reservation

The Check In With Reservation tile provides the option to search for an active reservation record by guest name or cabin and notify you if the guest has a reservation at another restaurant. It also allows you to check in, view, update or cancel the reservation. Below are the steps to check in a guest with a reservation.

  1. On the Main screen, tap the Location button and the desired Location tile to select the restaurant.

  2. Select Check In With Reservation.

  3. At the Guest Selection screen, enter the guest’s name or cabin number, and choose the guests by tapping Select.

  4. If the guest has an active reservation at the current logged on location, the system will show the Location Map screen.

  5. Choose a table from the Location Map and confirm the table with the Confirmation button.

  6. A confirmation screen with reservation details such as restaurant name, date and time, table number, action, guest name and comments appears. Tap Finalize/ Save to confirm the seated guests.

The Check In is complete when Yes is tapped, and redirects to the Location Map screen, highlighting the assigned table. Tapping No will take you back to the Check In List screen

Guest has an Active Reservation for Another Restaurant

When the guest you are checking in does not have an active reservation for this restaurant, the application prompts a message ‘No Reservation – Guest X does not have a reservation for Restaurant X.’

Tapping OK at the prompt brings up the Guest Details screen, where you can view the location of the active reservation under the Reservation tab and guides the guest to the correct restaurant.

Guest has ao Active Reservation, Seat as Walk In

When the guest you are checking in does not have an active reservation for this restaurant, the application prompts a message ‘No Reservation – Guest X does not have a reservation for Restaurant X’. You can proceed to check in a guest as Walk In using the below steps.

  1. Tap the No button at the confirmation prompt, and then the New Walk In button on the Guest Details screen to seat the guest.

  2. To add more guests to the Walk In reservation, tap Add Group, Add Travel With or Add Guest, and then the Check In button.

  3. Repeat steps 5-7 of Check In With Reservation.

Check In as Walk In

The Check In as Walk In tile is a quick check in for guest who does not hold any active reservation in the restaurant.

Note:

At the restaurant, you have the option to enable/disable if the deduction should take place for Walk In Reservation by checking / unchecking the Deduct Walk-Ins from Inventory in the Product Setup module, Locations Details tab.

Walk In without Inventory Deduction

The following steps will create a new reservation and seat the guest without deducting the inventory. To perform the Check In as Walk In without inventory deduction,

  1. On the Main screen, tap the Location button and the desired Location tile to select the restaurant.

  2. Select Check In as Walk In

  3. At the Guest Selection screen, enter the guest’s name or cabin number, and select the guests by tapping Select.

  4. To add more guests to the Walk In reservation, tap Add Group, Add Travel With or Add Guest and then the Check In button.

  5. Choose a table from the Location Map and confirm the table with the Confirmation button.

  6. A confirmation screen with reservation details such as restaurant name, date and time, table number, action, guest name, and comments displays. Tap Finalize/ Save to confirm the seated guests.

The Check In is complete when Yes is tapped, and redirects to the Location Map screen, highlighting the assigned table. Tapping No will take you back to the Check In List screen.

Walk In with Inventory Deduction

To perform the Check In as Walk In with inventory deduction, follow the below steps.

  1. Repeat the above steps 1 to 6.

  2. A prompt stating that no inventory is available for the current time but the reservation time can be deducted from the next available time slot displays. In this instance, it will deduct the inventory from the next available time slot. Tap the Yes button to confirm

The walk in reservation is created and checked in successfully with its record shown under the Seated tile of the Check In List, and the Location Map is updated to occupied with the required guest information

Scan Card

The Scan Card function replaces the Search screen in Check In With Reservation and Check In As Walk In. It automatically guides you to the Guest Details page and identifies the active reservations to be checked in when an RFID board card is scanned.

Once the RFID board card is scanned, the application searches for the guest record and any active dining reservation for the signed-in location.

Guest has an Active Reservation to be Checked In

When scanning the RFID board card, the system will search for the reservation in the signed in location and the Reservation Overview screen appears, if found. Proceed with the Check In With Reservation steps to check in all guests.

Guest has no Active Reservation

When scanning the RFID board card and no reservation is found, the No Reservation message appears. Proceed with the Check In As Walk In steps or verify if an active reservation for another restaurant exists.

Quick Check In

The Quick Check In function allows you to check in a guest without having to go through the Check In With Reservation or Scan Card steps at the Guest List and Location Map screens. It also suggests the best table that accommodates the guests and confirms the Check In.

If the Quick Check In function is enabled, you can use the Check In With Reservation and Scan Card tile to check in a reservation.

Note:

To enable the Quick Check In, select the Settings tile and then the Application Settings tile. Toggle the button to On at Quick Check In

Quick Check In with Check In with Reservation

To perform the Quick Check In with Check In With Reservation, follow the below steps:

  1. On the Main screen, tap the Location button and the desired Location tile

  2. Select Check In With Reservation.

  3. Choosing a dining reservation opens the Confirmation screen with reservation details such as restaurant name, date and time, table number, action, guest name and comments. Tap Finalize/ Save to confirm the seated guests.

  4. The Check In is complete when Yes is tapped, and redirects to the Location Map screen, highlighting the assigned table. Tapping No will take you back to the Check In List screen.

Note:

To change the table number or add additional guests, use either the Location Map or Guest Info screen to make the necessary changes before tapping the Finalize/ Save button.

Quick Check In with Scan Card

To perform the Quick Check In with Scan Card, follow the below steps:

  1. Open the Check In Confirmation screen with a table number assigned, based on the number of guests associated with the dining reservation.

  2. Complete the check in by tapping the Finalize button.

  3. On the Main screen, select the restaurant by tapping the Location button and the desired Location tile

  4. Select Scan Card.

  5. Scan the RFID board card of the passenger. The system will automatically detect if a dining reservation exists and prompt the Confirmation screen with reservation details such as restaurant name, date and time, table number, action, guest name and comments. Tap Finalize/ Save to confirm the seated guests.

The Check In is complete when Yes is tapped, and redirects you to the Location Map screen, highlighting the assigned table. Tapping No will take you back to the Check In List screen.

Note:

To change the table number or add additional guests, use either the Location Map or Guest Info screen to make the necessary changes before tapping the Finalize button.