In this article, we will examine what the fastest way is to find and process a booking. In Clock PMS+, you have several booking search screens depending on the specific situation.
'Departures', 'Arrivals' and 'In Hotel' Operating Screens
The three screens are identical and intended to ease your day-to-day work at the reception. You can easily open them using the quick links in the navigation bar.
Departures
By default, the screen loads the data for the current date, but you can also set a date of your choosing (1) to see the list of departures. In the upper part of the screen, you will find the search filters (2) in the booking list section.
You have the option to have the list display the names of all guests (3) from the booking, including the contact person, as well as their notes (4).
The bookings are divided into two groups - Departures and already Checked-Out. Here are the screen's options:
- In the row of each booking, you see the current balance (5) (amounts due) and a number of open folios (6) of the booking;
- Quick Check out (8) button for the booking (if there are no amounts due);
- Quick Open (9) button to process the folio (if there are amounts due);
- You can open (7) each booking for review and edit;
- You have the option to perform operations with several bookings at once. The functions are accessible via the "..." button (10). Before you execute any of the operations, select the bookings to apply to.
- You can export (11) the list and print it out (12);
- If there are unprocessed departures from previous dates, in the upper part of the screen, you will see an access link (13) to the list of these bookings.
Arrivals
The screen is similar to the previous one. By default, it loads the arrivals for the current date. At your disposal are the same filters, but with a different booking grouping:
- Expected(14) for the date - booking not checked in yet;
- Checked-In (15) - bookings already checked in for the date;
- Expired (16) - a list of valid bookings that should have arrived in the previous 30 days;
- No Show (17)- a list of bookings arriving on the specific date, but marked as No Show;
The quick buttons allow you to:
- Open a booking for review and edit;
- Automatically call room allocation (18) for the booking or allocate a room number yourself (19);
- Encode a key card (21) for bookings with an allocated room;
- Check in (20) a booking with an allocated room.
In Hotel
The screen loads info of all bookings for the current date that are to be processed within that date. It combines the bookings from the previous two screens along with the already checked-in ones.
Here are the bookings that can be found on this screen:
- All Arrivals on the date divided into lists - Expected (25) and already Checked-In(22);
- All Departures (24) on the date that are yet to be marked as "Checked-out";
- All Checked-in (23) from the previous dates remaining in the hotel.
Every booking can be opened for review and edit. You have several quick buttons directly on the screen to:
- Allocate a room and check in the expected bookings;
- Check out the departures;
- Issue a key card for a booking;
Fast search of bookings
The Fast search of bookings is available almost on any operating screen. You can access it from the magnifier icon button (29) in the top right. It allows you to quickly search all bookings having the "Expected" and "Checked-In" statuses.
You can use it in the following manner:
- Click the magnifier icon button to open the search panel;
- Enter the search criteria (26). You can look for by:
- number of: a room, booking and reference;
- contact info of the booking - including the details of the guest or the contact person of the booking;
- To include the "Expected" bookings in the search, enable the respective option (27);
- Initiate the search through one of the two buttons (28) depending on the search criteria used.
All results matching the search criteria will appear in the search panel. From here you can:
- Open the booking for review (29);
- Open the Guest portal (30) for the specific booking;
- If the result includes several bookings, you can select it (31) to open them in the Advanced Search of the bookings (32);
If you do not find the booking you are looking for, you have a direct link to the Advanced Search (33) providing a greater range of search options.
