Check-Inn: What s New in Version 6

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Shannon Fitzgerald
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Daily status Generate reports Make reservation (right-click or double-click) Update software/ countdown to contract

1 HOME SCREEN At a glance Access program information/support; return to home screen Messages Today s Diary Expand or shrink reservation grid Resize window without closing Check-Inn Refresh grid View support status Today s Events Daily status Generate reports Make reservation (right-click or double-click) Update software/ countdown to contract renewal View last backup status Hover over guest name for reservation details Right-click guest name to check in or check out

2 Buttons on the home screen Buttons are no longer numbered, however, you can still press the numbers from version 5 to access the corresponding feature. This button in V5: Is this button on the keyboard: And called this in V6: Guest Check-In 1 Check-In Reservation; Check-In Walk-In Guest Check-Out 2 Check Out Guest Screen 3 Guests Cash Register 4 Cash Register Audit 5 Audit Reservations 6 Reservations Reports 7 Reports Change Settings 8 Settings Logout; Password Lock 9 Log Out & Exit Exit Check-Inn E Log Out & Exit

3 Right-click context menu Dates Future date and room Rooms Guest s name on occupied room Reservation If you right-click this: You have these options: Today s date on an unoccupied room Future date on an unoccupied room Guest s name on an occupied room Reservation for a future date

If you right-click this: You have these options: Reservation for today s date Room number A key to the status colors is on the home screen.

Quickly get details about a guest s reservation Hover your mouse over any reservation to see the guest s name, phone number, and departure

Resize the Check-Inn window Test Full-screen icon You can now resize the Check-Inn window without exiting Check-Inn!

4 If you right-click this: You have these options: Reservation for today s date Room number A key to the status colors is on the home screen. The background color of the room changes to indicate its status. Quickly get details about a guest s reservation Hover your mouse over any reservation to see the guest s name, phone number, and departure date. Note: If there is a market code associated with the reservation, that code will also be visible here. Resize the Check-Inn window Test Full-screen icon You can now resize the Check-Inn window without exiting Check-Inn! You can resize using either of the following methods: Double-sided arrow Click the full-screen icon in the upper right. Hover your cursor over the edge of the window (your cursor changes into a double-sided arrow). Click and drag the window to the size you want.

5 Three easy ways to make a reservation Click Reservations. Double-click a room and date. Right-click a room and date. If you: Click Reservations. This screen is displayed: Right-click a room and date. After clicking Make reservation, the Quick Search Reservation screen is displayed. Double-click a room and date.

Expand or shrink the reservation grid Click Expand Grid. Click Shrink Grid. Refresh the reservation grid Click Refresh grid (or F5) to refresh information in the reservation grid.

Determine if a room is locked or if an advance deposit has been received Icons are displayed on the reservation grid to indicate if a room is locked (cannot accept a new

6 Expand or shrink the reservation grid Click Expand Grid. Click Shrink Grid. Refresh the reservation grid Click Refresh grid (or F5) to refresh information in the reservation grid. Remember: Click Refresh Grid before making a reservation to ensure that you don t double-book a room. Determine if a room is locked or if an advance deposit has been received Icons are displayed on the reservation grid to indicate if a room is locked (cannot accept a new reservation for a specific date/date range) or a deposit has been received to secure the reservation. The lock icon indicates that this room is locked. The dollar sign indicates that an advance deposit has been received for this room. Person, Sample is this guest s name.

7 View support status The color of the support icon in the upper right of the home screen tells you the status of your Check-Inn software and support contract. Support icon: Clicking this icon takes you to the Check-Inn Service & Support screen. This icon: Means this: You have a demo code for Check-Inn and the code is still valid. You have a valid lease or permanent license code for Check-Inn. Your lease code or permanent license code for Check- Inn is close to expiring. Your lease code or permanent license code for Check- Inn has expired. Call Innsoft Sales to renew your lease or license ( , x1).

8 Generate reports From the home screen you can quickly select a report to generate. Click to select any of these reports. This option: Available Dirty or Unavailable Occupied Occupancy Today s Reservations Generates this report: Availability Report: This report shows the rooms currently available to rent. There is an option to include dirty rooms in the report; selecting this option shows which rooms will be available after cleaning. Unavailable Room List: This report shows all rooms with the Not Available status. There is an option to include dirty rooms in the report; selecting this option shows which rooms should not be rented because they have not been cleaned. Room Order Guest List: This report provides quick access to a list of all in-house guests. This report can also be found in Reports > Guest Reports > Room Order Guest List. Daily Status Report: This report lists expected arrivals, departures, and stay-overs for the entire property. You can also access this report by clicking the Daily Status button (near the grid buttons), as well as Reports > Guest Reports > Daily Status. Daily Reservation Report: This report shows all expected arrivals for the desired date. The report defaults to today s date to quickly show a simple list of today s arrivals. This can also be found in Reports > Reservation Reports > Daily Reservations.

This option: Today s Cancellations Reservation Status Generates this report: Cancellation Report: This report shows all cancellations for today.

9 This option: Today s Cancellations Reservation Status Generates this report: Cancellation Report: This report shows all cancellations for today. Important: If there are multiple cancellations for the same room, this list will only show one reservation per room at a time. If you would like to view a different cancellation for the room in this report, you will need to view the cancellation in Reservations > Arrival Date (Calendar) > Cancellations > double-click on the room number. This report is also found in Reports > Reservation Reports > Daily Cancellations. Conflict Report: This report is visible when there is a potential conflict with a reservation set to arrive in an occupied room. This shows all affected room numbers, along with the names and confirmation numbers for the expected reservation(s). To generate a report: 1. Click any report. 2. Specify criteria (such as whether or not to include dirty rooms or a date range) if applicable. 3. Print. Messages, Today s Diary, Today s Events You can now access all three of these features directly from the home screen. Click in the Messages box to open the Messages Editor. Messages remain visible until you delete them. Click in the Today s Diary box to open the Diary Editor. Diary entries are visible for one day (whichever date you specify in the date field). Click in the Today s Events box to open the Messages Editor. Then, click Edit Events to add and edit event information. Information you add here remains visible for the time frame you specify.

View last backup status Check-Inn V6 allows you to have three

You can quickly see the status of each of your backups.

B can be directed to back up to a location of your choosing.

Click each of them (A, B, C) to configure the settings.

10 View last backup status Check-Inn V6 allows you to have three different backups (A, B, and C). You can quickly see the status of each of your backups. A backs up to the Check-Inn folder. B can be directed to back up to a location of your choosing. C is done on demand. Click each of them (A, B, C) to configure the settings. This status: Looks like this: All backups are successful and up to date. Backup B has failed. Backup B is the only backup that can fail. Manual backup hasn t been done for two days. Manual backup hasn t been done for over a week.

Clicking Check-Inn from the home screen takes you to a screen showing system information. Support icon If you click: Check-Inn Then do this: 1. Click TeamViewer. 2.

11 Access Innsoft support and system information You can quickly contact our support staff by either clicking the Check-Inn logo in the upper left or clicking the Support icon in the upper right. Clicking the Check-Inn logo from any screen in Check-Inn returns you to the home screen. Check-Inn logo: Click this from any screen in Check-Inn to return to the home screen. Clicking Check-Inn from the home screen takes you to a screen showing system information. Support icon If you click: Check-Inn Then do this: 1. Click TeamViewer. 2. Click Yes or No and follow the prompts to connect to Technical Support. This screen also displays the Check-Inn version, date made, Check- Inn path, terminal number, and system information. Support 1. Click TeamViewer. 2. Click Yes or No and follow the prompts to connect to Technical Support.

12 Update software/countdown to contract renewal The Update button in the lower left of the home screen allows you to quickly update your Check-Inn software. It also alerts you when your lease or demo is close to expiring. This status: Looks like this: An update is available. Your lease is close to expiring. 1. Click Update. 2. Click Download Update. Your demo is close to expiring. The number shown on the button is the number of days left in your lease. (In this example, you have 11 days left.) 1. Click Lease. 2. Click Renew Service Contract. The number shown on the button is the number of days left before your demo expires. (In this example, you have 51 days left.) 1. Call Innsoft Sales ( , x1).

CASH REGISTER SCREEN The layout of the Cash Register screen is

than on the left-hand side. All buttons are visible.

13 CASH REGISTER SCREEN The layout of the Cash Register screen is new: Buttons are now on the lower section of the screen rather than on the left-hand side. All buttons are visible. RESERVATIONS SCREEN The layout of the Reservations screen is new: Buttons are in a new location. GUEST SCREEN From this screen you can: Use the Scan ID feature. View the bill. ( View Bill is now called Guest Statement. )

SETTINGS SCREEN This screen has many of the same buttons as version 5. Some are in a different order, some have new names, and some are new to version 6.

14 SETTINGS SCREEN This screen has many of the same buttons as version 5. Some are in a different order, some have new names, and some are new to version 6. This button in version 5: Is this button in version 6: Select Printer/Install ECD Set Colors & Switches Set Statements Set Passwords & Security Printers & Devices Colors & Preferences There is no longer a Hide Windows Desktop option. You can select Start in maximized mode * to display Check-Inn in full screen. *You cannot resize to a smaller screen when this option is selected, however, the Windows taskbar is visible/available. The Second Address Line in Guest Information option is not available. Version 6 always has two address lines available. In version 6 you cannot change the highlighting color. Statements Passwords & Security Passwords are case sensitive. When you have a new refresh or install of Check-Inn, advanced passwords are active as the default setting. The default password is innsoft. This button is new for version 6: You can use it to: Grid Preferences Set the refresh interval. Configure default options for double-clicking. Screen Saver Set the screen saver for Check-Inn. The screen saver you set here does not affect/change your Windows screen saver.

15 SELECT MULTIPLE ROOMS OR BLOCKS OF ROOMS When you re selecting a room for a reservation or checking in a walk-in you ll use the Check-In Room Selection screen. To access this screen, click Check-In Walk-In from the home screen. New for version 6: You can select multiple rooms or blocks of rooms on this screen at one time. To do this: Select multiple rooms Select a block of rooms Use these keys While holding down the CTRL key, click each room you want to select (CTRL + click). While holding down the SHIFT key, click the first and last rooms you want included in the selected block (SHIFT + click).

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