Hotel

What it is for#

This guide follows a stay from start to finish: you book the room on the board, the guest arrives and you check them in, each night and each charge goes to the room's tab, and at check-out the balance is collected at the point of sale. The room stays in Cleaning until it is ready for the next guest.

This is how each reservation moves:

Which businesses it covers#

The Hotel / lodging business type. When it is created it brings:

• Hotel in the menu, with the board and the Rooms;
• the restaurant, with Tables, Kitchen and Tables and stations (Restaurant, café and bar);
• categories (Rooms, Food, Drinks, Services) and the Guest nationality custom field on the customer record;
• in the Dominican Republic, the 10 % legal tip switched on.

Before you start#

• A service in the catalog for the night, such as "Room night": its taxes apply to each night. Each room is billed as that service.
• Your front desk staff as members of the company (Invite your team). The Hotel front desk template brings reservations, check-ins and check-outs, customers and the payment.
• An open cash register to charge (Your first day).

Your typical day#

1. You open Hotel and see who arrives today, who leaves and which rooms are free.
2. A customer calls: you tap a free day on a room and book it.
3. The guest arrives: you open their reservation and click Check in.
4. During the stay, each night is charged to the room's tab by itself, and what they have at the restaurant is moved to it.
5. At departure, you click Check out and collect the balance at the point of sale.
6. The room goes to Cleaning; when it is ready, you mark it Available.

1. Create the rooms#

1. A new room

   In Hotel, click Rooms and then New room. Fill in the Number or name, the Type (Double, Suite), the Nightly rate and Billed as: the catalog service for the night. Leave it Active.

   

2. The room list

   Each one with its type and rate. This is the rate each reservation suggests; it can be changed on the reservation. A room you no longer use is made inactive and shows as Retired.

   

2. The board#

Hotel shows the rooms by day, two weeks at a time, with today marked. Each reservation is a bar over its nights. Move with Previous week, Today and Next week.

Each room's tag shows its status: Available, Occupied, Cleaning or Maintenance. Tap it to change it by hand (an occupied room changes by itself).

3. Book#

1. Tap a free day

   Tap the arrival day on the room's row, or click New reservation. Choose the Guest (or create them), the Room, the Check-in and Check-out dates, how many Guests and, if needed, some Notes. Nights run from check-in to the day before check-out, and you see their total.

   

2. Click Book

   The reservation shows as Booked on the board. Changing the suggested rate needs the Manage catalog permission.

Pixel One never books the same room twice on the same night. A guest arriving the day another one leaves fits.

4. Check-in#

1. Check the guest in

   On the arrival day, tap their reservation and click Check in. It cannot be done before the arrival day. The reservation becomes Checked in, the room Occupied, and the room's tab opens.

   

2. If they don't come

   Click No-show. To cancel, click Cancel and type the Cancellation reason. Both free the nights.

5. Charges to the room#

The room's tab is a tab like a table's. View the room's tab opens it from the reservation, with how many nights are charged.

• The nights are charged by themselves at the reservation's rate, one for each night that goes by.
• The restaurant: in Tables, the tabs of occupied rooms show under Occupied rooms. Open it and add what they had, or, from a table's tab, use Move to another tab on a dish and choose the room.
• A payment during the stay: charge part of the tab as at a table (Charge, By dish); the tab stays open with the rest.

6. Check-out and payment#

1. Check the guest out

   Open the reservation and click Check out. If the tab owes something, the point of sale opens with the nights and the charges to collect.

   

2. Charge

   Charge it like any sale: cash, card, transfer or split payment (Point of sale). If you leave without charging, the reservation shows Collect the balance to do it later.

3. The room to cleaning

   The reservation is Checked out and the room goes to Cleaning. Once it is clean, tap its tag on the board and mark it Available.

   

By country#

Common mistakes#

• "No rooms yet." Create them in Rooms, with their nightly rate.
• "I can't check the guest in." It is before the arrival day: change the reservation's dates with Save changes, or wait. If the check-out date has passed, mark it No-show.
• "The room is already booked those nights." Another live reservation holds one of those nights. Choose another room or other dates.
• "The night comes out without tax." The Billed as service has no taxes. Edit it in the catalog.
• "I can't cancel the room's tab." A room's tab closes with the check-out; it is not cancelled.

Next step#

The hotel's restaurant works like any restaurant: see Restaurant, café and bar.