Front Desk

Introduction to Front Desk Functionality

The Front Desk dialog box allows the front desk personel to handle customer check ins and check outs. This includes the reservation of rooms and is the main way to enter new customers into the system. These Front Desk dialog boxes allow the user to add, delete and modify reservations as the need occurs, and will handle the printing of invoices when a guest checks out.

Very nice front desk screen!

Overview of Front Desk Functions


Function:
Description:
Reservation:
 The reservation functions allow the front desk staff to keep records of all reservations. There is the capablity to add new reservations, modify resrvations, and delete reservations. You can also perform seraches : search for reservation, and search for available rooms.
Check In:
 The check in functions allow the front desk staff to confirm a check in. The staff can also perform some search functions: search by reservation, and search rooms.
Check Out:
 The check out functions allow the front desk staff to confirm a check out. The staff can also perform a search for guests.
Guest Info:
 The guest functions allow the front desk staff to perform things like adding a guest, and updating a guest.

Reservation Screen and Functions:

Confimation IDunique ID number for this reservation
Guest IDunique ID number for a specific guest
Last Namecustomer's last name
First Namecustomer's first name
No. of Occupantsnumber of occupants that will be staying
Arrival Datedate which customer arrives at hotel
Check Out Datedate which customer checks out of hotel
Booked Byemployee ID of empolyee that did booking
Single Roomnumber of single rooms reserved
Double Roomnumber of double rooms reserved
Delux Roomnumber of deluxe rooms reserved

Available Functions:

  1. Add a New Reservation
  2. Modify a Reservaion
  3. Delete a Reservaion
  4. Search Rooms
  5. Search Reservation

Add a New Reservation:

When adding a new reservation it would be more convient if the system could supply a confirmation ID, instead of the staff having to enter it manually.

There is no clear way to assign a specific room to a customer.

The add reservation function allows you to add a new reservation into the system. This function is used when a customer wishes to make a reservation for your hotel.
  1. Simply enter in the following data:
    • Confirmation number
    • Last name
    • First name
    • No. of occupants
    • Arival Date
    • Check out date
    • Single rooms needed
    • Double rooms needed
    • Delux rooms needed
  2. Check the rooms availability by click Search in (Rooms)
  3. Click on the 'ADD' button. This will add the reservation to the system database.

    *NOTE: At this point you can add, modify, or delete a guest. Simply click on the 'ADD' (guest) button and then follow the steps in guest functions below.

Modify reservation:

The modify reservation function allows you to modify information on an existing reservation. This function is used to correct any incorrect information which was entered during a reservation.
  1. Simply enter in the following data:
    • Confirmation ID
  2. Then click on the 'SEARCH' (guest) button. This will display all the corresponding information for that reservation.
  3. Then click on any field and modify the data.
  4. When all modifications are made, click on the 'MODIFY' button. This will update the reservation information.

Delete reservation:

The delete reservation function allows you to delete an existing reservation from the system. If a reservation is cancelled then you would want to delete the reservation from the system.
  1. Simply enter in the following data:
    • Confirmation number
  2. Click on the 'SEARCH' (guest) button.
  3. If record exists,then click on the 'DELETE' button to delete the reservation from the system.

Search rooms:

The serach rooms function allow you to search the database for all available rooms.
  1. Simply click on the 'SEARCH' (rooms) button. This will dispaly all the available rooms in the hotel.

Search reservation:

The serach reservation function allow you to search the database for existing reservations.
  1. Simply enter in one or all of the following data:
    • Confirmation ID
    • Last Name
    • First Name
  2. Then click on the 'SEARCH' button. This will dispaly all the reservations corresponding to the search criteria.

Check In Screen and Functions:

Confimation IDunique ID number for this reservation
Guest IDunique ID number for a specific guest
Last Namecustomer's last name
First Namecustomer's first name
No. of Occupantsnumber of occupants that will be staying
Arrival Datedate which customer arrives at hotel
Check Out Datedate which customer checks out of hotel
Booked Byemployee ID of empolyee that did booking
SG Roomnumber of single rooms reserved
DB Roomnumber of double rooms reserved
DL Roomnumber of deluxe rooms reserved

Available Functions:

  1. Search Reservation
  2. Search Rooms
  3. Confirm Check In

Search reservation:

The serach reservation function allow you to search the database for existing reservations.
  1. Simply enter in one or all of the following data:
    • Confirmation ID
    • Last Name
    • First Name
  2. Then click on the 'SEARCH' button. This will dispaly all the reservations corresponding to the search criteria.

Search rooms:

The serach rooms function allow you to search the database for all available rooms.
  1. Simply click on the 'SEARCH' (rooms) button. This will dispaly all the available rooms in the hotel.

Confirm check in:

The confirm check in function allows you to confirm that a customer has checked into the hotel.
  1. Simply enter in the following information:
    • Last name
    • First name
  2. Then click on the 'SEARCH' button and the system will display all information corresponding to that particular guest.
  3. Then click on the 'CONFIRM' button to confirm that the guest has checked in.

Check Out Screen and Functions:

Guest IDunique ID number for a specific guest
Last Namecustomer's last name
First Namecustomer's first name
Check In Datedate which customer checks in
Check Out Datedate which customer checks out
Food Chargetotal charge of food for customer
Phone Chargetotal charge for phone calls for customer
Movie Rentaltotal charge for movie rental for customer
Misc. Chargestotal misc. charge for customer
Method of Paymentpayment type (credit card/check/cash)
Check Out byemployee ID of employee that did check out

On the Check out screen shot you have neglected to supply a time along with the date.

Available Functions:

Search guest:

The search guest function allows you to search the system for all information about a specific customer.
  1. Simply enter in the following data:
    • Last name
    • First name
  2. Then click on the 'SEARCH' button. The system will display all information corresponding to that particular guest.

Confirm check out:

The confirm check out function allows you to confirm that a customer has checked out of the hotel.
  1. Simply enter in the following information:
    • Last name
    • First name
  2. Then click on the 'SEARCH' button and the system will display all information corresponding to that particular guest.
  3. Then click on the 'CONFIRM' button to confirm that the guest has checked out.

Guest Screen and Functions:

Guest IDunique ID number for a specific guest
Last Namecustomer's last name
First Namecustomer's first name
Addresshome address of customer
Cityhome city of customer
Prov./Stateprovince/state where customer lives
Countrycountry where customer lives
Phone numberhome phone number of customer
Credit Card numbernumber appearing on credit card
Expiry Dateexpiry date of credit card
Credit Card Typetype of credit card
Name in CCname appearing on credit card
Photo IDtype of photo ID given by customer
Discounttype of discount for customer
Discount %percentage of discount for customer

On the Guest Information screen it is unclear what is meant by the Discount field.

Available Functions:

Add guest:

The add guest function allows you to add a new guest into the system.
  1. Simply enter in all requested data:
    • Guest ID
    • Last Name
    • First Name
    • Address
    • City
    • Prov./State
    • Country
    • Phone #
    • Credit Card #
    • Expire Date
    • Credit Card Type
    • Name on CC
    • Photo ID
    • Discount
    • Discount %
  2. Click on the 'ADD' button to add the guest. Note: If data is missing you will be prompted to enter in the rest of the data. After entering missing data click on the 'ADD' button to add the guest.

Update guest:

The update guest function allows you to modify information on an existing guest.
  1. Simply modify the field data (or fields) that you wish to change and then click on the 'MODIFY' button to process your change.

There is some inconsistancy with the Confirmation ID. In some places in the document it is refered to as a Confirmation number.

In general the screen shots look great. And the Front Desk portion of the system looks as if it will be very user friendly.