Using Pre-Arrivals

Prerequisites for Using Pre-Arrivals

You can use Pre-Arrivals to find arriving reservations, review details, and update Preferences, Notes, and Traces before the guest arrives.

Reviewing Search Results

1. From the OPERA Cloud menu, select Front Desk, then select Pre Arrivals.

2. Select a Property (Hub users) to enable search and display results.
3. In the left panel, use Smart Search and/or filter chips to define search criteria.
4. In the left panel, review each reservation row, which displays:
   1. Room number (or Room not assigned)
   2. Guest title and name
   3. Reservation status (for example, Reserved or Wait listed)
   4. Status badge (when applicable):

      1. Reviewed (green): reviewed in Pre Arrivals.
   5. Modified (orange): reviewed previously, then updated outside Pre Arrivals; review again.
   6. No badge: not yet reviewed.
5. Select a reservation row to view details and actions in the right panel.

Marking Reservation as Reviewed or Unreviewed

1. From the OPERA Cloud menu, select Front Desk, then select Pre Arrivals.

2. Select a Property (Hub users) to enable search and display results.
3. In the left panel, use Smart Search and/or filter chips to define search criteria.

   1. Select a reservation from the results list.

   2. In the right panel, select Mark as Reviewed.

   3. Confirm the result:

      • Reviewed (green) badge: Appears on the reservation row (left panel) and above reservation details (right panel).

   4. Toast message displays: Reservation reviewed.

      1. The button changes to Mark as Unreviewed.

   5. To undo, select Mark as Unreviewed.

      1. The Reviewed badge is removed from both panels.

      2. The button returns to Mark as Unreviewed.

      Note:

      If a reviewed reservation is edited outside Pre-Arrivals, the badge changes to Modified (orange), the last updated time stamp is refreshed, and Mark as Reviewed displays again so the user can re-review.

Understanding Reservation Details (right panel)

1. From the OPERA Cloud menu, select Front Desk, then select Pre Arrivals.

2. Select a Property (Hub users) to enable search and display results.

3. In the left panel, use Smart Search and/or filter chips to define search criteria.

4. In the right panel, review reservation summary information, including:

   1. Guest name and room (if assigned), plus stay dates (arrival and departure)
   2. Membership: (Membership Description and Number, or No membership)
   3. Room description (rate per night)
   4. Adults/children (child ages in parentheses when applicable)
   5. VIP code
   6. Reservation number

Managing Preferences

1. From the OPERA Cloud menu, select Front Desk, then select Pre Arrivals.

2. Select a Property (Hub users) to enable search and display results.

3. In the left panel, use Smart Search and/or filter chips to define search criteria.

Attaching Profile Preferences to the Reservation

1. In Preferences, review Reservation preferences (comma-separated).

2. Select one or more preference from the check boxes in Available to be attached from profile to reservation.

3. Select Attach to Reservation.

   1. The attached preference is removed from the available list and added to reservation preferences (visible in the preferences drawer and summary).

Editing Reservation Preferences (Preferences Drawer)

1. In Preferences panel, select the to edit.
2. In the Preferences drawer, update preferences as needed:

   1. Add/remove reservation preferences.
   2. Select Copy to Profile to copy a preference to the guest profile (once copied, the action is disabled for that item).
   3. Select Remove from Reservation to remove a preference from the reservation.

      Note:

      Use the check box list in the main Preferences section to attach profile preferences to the reservation; the drawer is focused on reservation preference editing (with optional copy to profile).

Managing Notes

1. From the OPERA Cloud menu, select Front Desk, then select Pre Arrivals.

2. Select a Property (Hub users) to enable search and display results.

3. In the left panel, use Smart Search and/or filter chips to define search criteria.

Viewing Notes

1. In Notes, review Reservation and Profile notes shown in one list, including:

Adding New Notes

1. In Notes, select + and choose Reservation Note or Profile Note.

2. In the New Note drawer, enter:

   1. Title: Enter a Title.
   2. Note: Add a Note.
   3. Available in: Select the availability in Global or Property.
   4. Internal: Select or unselect the Internal check box.

3. Click Create.

4. From the drop down select Create and Copy to Profile or Create and Add as Traces.

Editing Notes

1. Select the icon to Edit.
2. Update fields as needed.

3. Select Update, then choose Update and Copy to Profile or Update and Copy to Reservation.

4. Update and add as Trace.
5. Confirm the message.

Copying Notes

1. In the Notes panel, select a Note, then click the Horizontal ellipsis menu, then select Copy to Profile Notes or Copy to Reservation Notes.

2. In the Copy Note drawer, update fields as needed and then click Copy. The copied note appears as a new row with the corresponding badge.

Adding Traces From Notes

1. In the Notes panel, select a Note, then click the Horizontal ellipsis menu, and select Add as Trace.
2. In the New Trace drawer, complete the following:
   1. Department: Select a department from the list.
   2. Trace Frequency: Select the frequency from the list.
   3. From Date: Select the start date for the Trace.
   4. To Date: Select the end date for the Trace.
   5. Time: Add time when the trace should be created.
3. Click Create.

Deleting Notes

1. In the Notes panel, select a Note, then click the Horizontal ellipsis menu, and select Delete.
2. Click Delete to confirm.

Managing Traces

1. From the OPERA Cloud menu, select Front Desk, then select Pre Arrivals.

2. Select a Property (Hub users) to enable search and display results.

3. In the left panel, use Smart Search and/or filter chips to define search criteria.

Adding Traces

1. In Traces panel, select + and choose Reservation Note or Profile Note.
2. In the New Trace drawer, complete the following:
   1. Department: Select a department from the list.
   2. Trace Frequency: Select the frequency from the list.
   3. From Date: Select the start date for the Trace.
   4. To Date: Select the end date for the Trace.
   5. Time: Add time when the trace should be created.
3. Click Create.

Editing Traces

1. In the traces panel, select a Trace, then click the Horizontal ellipsis menu and then select Edit.
2. Edit the trace information.
3. Click Update.

Deleting Traces

1. In the Traces panel, select a Note, then click the Horizontal ellipsis menu, and select Delete.
2. Click Delete to confirm.

Completing or Reopening a Trace

1. In the Traces panel, select the check mark to set a trace to Completed.
2. Select to set it back to Pending.

Trace Frequency (when enabled)

1. When you enable the Trace Frequency, open the New Trace or Edit Trace drawer.

   Note:

   When Trace Frequency is not enabled, the trace drawer does not show Trace Frequency, and date fields default to the reservation arrival date.

   1. Select a supported frequency option from the list:

      1. On Specific Date/Date Range: (From/To dates; defaults to arrival date; does not shift if dates change)
      2. On Arrival Day Only: No date fields; shifts if arrival date changes
      3. On Departure Day Only: No date fields; shifts if departure date changes
      4. Every Day of Reservation: Creates daily traces; updates if stay changes
      5. Starting from Y, Every Y Days of Reservation: Start on Day + Frequency (Days); positive integers only
      6. X Days Prior to Arrival: Days Prior to Arrival; positive integer only; recalculates if arrival date changes.
      7. Specific Days of the Week: Day-of-week selection; updates if stay dates change