Check In a Group Folio

On the day of your Group Block reservation's expected arrival, you will wish to check-in the Group, changing its status from RESV to FOL (In-House). This can be done in multiple ways.

Usually, you will be checking-in rooms in a BATCH for a Group Block (see Batch Check In for more details). Doing so will automatically assign room numbers to the guest's associated with the Group (whom have not previously been assigned to a room). It will also AUTOMATICALLY check-in (convert the RESV status to FOL status) the Group Folio.

If not, (for example all the Pick-ups associated with the Group check-in individually) then when your Audit that night is run the Group Folio will be AUTOMATICALLY checked-in for the expected Arrival Date, again changing the status from RESV to FOL.

In both cases, you need not manually check-in the Group Folio.

However, you may wish to manually check-in the Group Folio if you are posting to the Group Master charges for that day, BEFORE Audit is run; this ensures that on your Reports these charges posted are listed correctly.

 

 

Check-in

 

Action Bar for Skyware Systems with words

The Select Guest to Check-in screen appears. By default, the screen shows ALL arrivals (people with reservations who have not yet checked in) for the current system date alphabetically. This includes any Groups.

Select Guest to Check-In screen

Once the list of reservations appears, click the name of the Group Master or the confirmation number to check in.

Select Guest to Check-In screen with Group selected

Note: On a Group Folio the Check-In process is completed AUTOMATICALLY. (For an Individual guest reservation, making a selection will open the Check-In screen for you to complete the Check-In process).

Pop Up Check-In Confirmation window

A pop-up window will confirm that the Group has been checked in, and the Folio screen for the stay will open, showing the RESV status has changed to FOL, indicating that the Group is now In-House, with the Folio now being RELEASED.

Group Folio screen after check-in example

 


Click the key icon to check in the group master.  The system confirms that the group master has been checked in, and the status changes to FOL/folio.

Note: As on an individual Folio, this button is ONLY available on the expected Arrival Date, and will disappear once more after check-in is complete.

 

 

Select Modify Folio from the Action Bar

Action Bar for Skyware Systems with words

OR

Click Modify Folio from the Registration section of the Full Menu.

Click the icon on the left for the Full menu.

Full Menu Icon

This will display the Full menu in a tabular form, with four sections, Registration, Status, Cashier and Other.

Full Menu Table

The section on the top left here is the Registration section.

Registration section of Full Menu

Click on Modify Folio.

Registration section of the Full Menu with Modify Folio option selected

 

When you select Modify Folio, the Select Folio screen will open.

Select Folio screen

Currently the screen has no (Stay Information) Folios displayed. There are various options for you to select from.

Note: The default setting for the screen is to have the In-House option box checked. To search for a Group Folio to check in, you will need to de-select this option and select the Group option Groups (Resv). This will change the screen to the Select Group screen (which may also be reached using the Modify a Group Block command).

Select Group Screen example

The Select Group search screen allows you to select a Group from those existing in your system to display.

The results should automatically display when you change the "Show" option. Otherwise, use the <<Press to Search>> command to search for matching records.

Select Group screen example showing current Groups with reservations

There are several search criteria you can use to narrow your search, including the Company name or the Booking Name used when the Group Block reservation was generated, or you can simply click on the <<Press to Search>> command which will list all the Groups in your system. You can then select the one you want from the list generated.

Note: When entering information into the search fields, you do NOT need to hit return or enter - if you do so, this is the equivalent of clicking the <<Press to Search>> link and will generate the search.

Select Group screen with available Groups displayed, with one selected

When the matching records are displayed, Click on an entry from the search results list to open the Stay Information, otherwise known as the Main Folio, for your chosen Group.

 

When selected, the Group Main Folio with the Stay Information tab displayed will open.

Group Main Folio screen

The Check-In button is a (turquoise colored) Key, and represents your ability to Check-In the reservation.

Group Main Folio with Check-In key button highlighted

You may click this Key button to Check-In the Group Master.

Skyware Systems will confirm that the Group has been checked in via a pop-up message window.

Pop Up Check-In Confirmation window

Once you click "OK", the Status field of the Folio will change from RESV to FOL, indicating that the Group is now In-House, with the Folio now being RELEASED.

Group Main Folio screen with Status now showing FOL (In-House)

 

Note: On an Individual Folio, clicking the Check-In key button will open the Check-In screen for you to complete the Check-In process; on a Group Folio the process is completed automatically.

 

Date Updated November 21, 2024