Checking in Reservations

Checking in a reservation is a multi-step process based on the panel and sequence of steps selected for the Custom Check In Steps setting for your property. This setting determines the default step in the check-in process for your property. For more information, see OPERA Controls — Front Desk for more information. In addition, you can also access all reservation detail links such as routing, notes, attachments, or fixed charges.

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Reservation check-in involves the following actions:

Reviewing the reservation and profile details
Reviewing the added packages and items
Reviewing the guest’s privacy preferences
Adding or scanning a guest’s identification details
Assigning the room
Confirming payment details
Generating a registration card
Completing the check-in

Note:

Identification scanning requires the OPERA Cloud ID Document Scanning Cloud Service and integration with a partner ID scan solution.

When the Check In Prepay Rules OPERA Control is set to:

Advanced Folio Payment: you are prompted to collect a payment for all the anticipated charges, such as packages, fixed charges, pre-stay charges, deposits and so on, for all nights of stay. You can update Nights to Charge to a lesser value but not lower than the Minimum Number of Nights stated in OPERA Control. Actual charges are not posted during check in. The check in can continue only when the minimum or full payment is posted. A room key will then be issued for the number of nights paid. The room key Valid Until Date is pre-populated but is not editable.
Advanced Folio Posting: you are prompted to collect a payment for all the anticipated charges, such as packages, fixed charges, pre-stay charges, deposits and so on, for all nights of stay. You can update Nights to Charge to a lesser value but not lower than the Minimum Number of Nights OPERA Control. Actual charges are posted during check in as per the Advance Bill. The check in can continue only when the minimum or full payment is posted. A room key will then be issued for the number of nights paid. The room key Valid Until Date is pre-populated but is not editable.

The check-in process described below is the same from any area of the application where check-in is initiated, such as the Front Desk - Arrivals menu option, the Arrivals dashboard tile, Quick Launch, Room Assignment, and so on.

Checking in the Reservation

From the OPERA Cloud menu, select Front Desk and then select Arrivals to open the Arrivals Search.

Note:

You can also open Arrival Search from the Arrivals Tile on your Dashboard or use Quick Launch.
Enter search criteria and click Search.
From the search results, select the reservation to check in.
Click the Check In button or click I Want To . . . and then select Check In.

Note:

When OPERA Cloud is accessed on a tablet, the search defaults to the card view. Tap the reservation card to begin the check-in.
On the Check In Reservation screen:
1. The guest business card appears at the top of the page. Click the guest name link to open the profile presentation for further updates.
2. When the Reservation Upgrade OPERA Control is active you may see a notification regarding upgrade offers; click the notification to view the offers. For more information, see Managing Reservation Upgrade Offers.
3. Click I Want To... to view the various actions for this arrival reservation.
4. Click the button to collapse the business card and reservation overview panels and click the button to expand it.
5. In the Reservation Overview information panel:
  1. Click the Room type link to view details and images of the room type.
  2. Click the Rate code link to view rate code information.
  3. Click the Rate amount link to view rate Information details.
  4. Click the Reservation detail links to view and update reservation details. See the ‘Reservation Detail Links’ table below for more information.
6. In the Package and Items panel, review and add package items and/or inventory items as needed.
  1. See Packages
  2. See Items
7. In the Privacy panel, review and update the guest’s privacy options as needed:
  1. Click Edit to update the privacy options.
  2. See Managing Profile Correspondence and Privacy Options
  3. Click Save when finished updating.
8. In the Identification panel, you can add details for multiple ID documents and save them to the guest profile.
  1. See Managing Profile Identification and Personal Details for more information.
9. In the Membership panel, confirm or select the applicable membership(s) to link to the reservation.
  1. See Managing Reservation Memberships
  2. Select entries in the Available Profile Memberships panel to move memberships into the (Reservation) Memberships panel using the down arrow and link them to the reservation. Click Save.
  3. Click New to add a new membership to the profile.
10. In the Room Selection panel, search for and assign a room to the reservation if one has not already been assigned.
  1. See Assigning Rooms to a Reservation
  2. Enter search criteria, such as floor, feature, or smoking preferences, to filter room results and click Search.
  3. Click Select Room for the room to assign to the reservation.
    - A list of suggested rooms shows up to ten available rooms of the highest cleaning status at your property.
    - The list of suggested rooms are links which provide you with the ability to click to select the room of choice.
    - After completing a reservation upgrade, the suggested room list shows any available rooms for the upgraded room type.
  4. Click Mark as Do Not Move Room to set a do not move lock on the reservation; a padlock appears next to the room assigned. See Setting a Reservation to Do Not Move Status for more information.
  5. Click Place Reservation on Queue to place the reservation on queue if the room is not ready for check-in. See Queue Rooms for more information.
11. In the Verify Payment panel, confirm or update the method of payment for the reservation. You can enter details for each of the eight billing windows. For more information, see Managing Reservation Payment Instructions
Click Registration Card to generate a registration card.

Note:

You will be prompted to generate a registration card when the Generate Registration Cards at Check In, Front Desk OPERA Control is set to PROMPT.
Click I Want To... and select Create eSign Registration Card to generate an electronic registration card on a tablet device for the guest to sign. See Managing eSignature Registration Cards for more information.
Click Complete Check In when finished.

Note:
You will be prompted to generate a registration card when the Generate Registration Cards at Check In Front Desk control is set to PROMPT.

Creating Room Keys

Note:

The Create Key option is only available when a Door Locking System (DLS) interface service is active and configured at your property.

Select New Key or Duplicate Key.
Enter the number of keys needed.
Enter or select Key Options to enable special access, such as Gym or Club Floor, on the key(s).
Select a Valid Until Date and Time for the key.
Select a key encoding device from the list. See Configuring a Workstation for more information.
Click Create Key when finished.

Issuing Prepaid Card

Note:

Issue prepaid card at check in occurs when the Stored Value System (SVS) Interface configuration is set to prompt for Prepaid Cards at Check In.

See Issue Prepaid Cards .

Table 4-1 Reservation Detail Links

Reservations	Billing
Call History	Payment Instructions
Item Inventory	Deposit Cancellation
Packages	Fixed Charges
Stay Details	Routing Instructions
Transportation	Transaction Diversion
Confirmation Letters	Stay Revenue
eSigned Registration Cards
External References
Linked Reservation
Locators
Reservation Activities
Track It
Shares
Tickets
Notifications	Profile
Alerts	Communication
Attachments	Future and Past Stays
Guest Messages	Linked Profiles
Housekeeping	Preferences
Notes	Accompanying Profiles
Service Requests	Membership
Traces