Room Assignments, Registration Cards & Room Keys

Assign Guest rooms

1. Front Desk
2. Room Assignment
3. Room Assignment Displays
4. Todays date defaults
5. All arrivals for the day not assigned a room will display
6. Double click each reservation to assign a room
7. Check traces
8. Select room by clicking arrow to right of room number
9. Save

Print registration cards for todays arrival

1. Front desk
2. Arrivals
3. Todays date
4. Options
5. Reg card
6. Highlight the sign and initial (2) areas

Then make keys for these arrivals

1. Type in room number and click make keys.
2. Place the key on the key reader.
3. When blinking green, the key has been programed
4. Attach the pre-programmed keys to the reg card for ease of check in

Preparing Breakfast To-Go Bags

How to prepare the breakfast “to-go” bag during COVID 19

1. Advise the guest that during COVID 19, we will not be serving our hot breakfast, but will have breakfast to-go bags available.
2. Breakfast bags are served from 7am-9am.

Bag preparation:

1. Night audit should prepare the bags for the AM shift.
2. Pull an in-house guest list and add the number of adults and children in house.
3. Not all guests will want a to-go bag so do not make a bag for ALL adults and children.
4. The AM shift may have to prepare several bags if they run out.

Each bag should contain the following:

1. One bottled water
2. A fruit or fruit cup
3. A granola bar
4. A bagel (and cream cheese) or a muffin
5. A breakfast burrito or breakfast sandwich

Checking Out Remaining Departures 

How to check out remaining departures

In Opera:

1. Run a list of remaining check outs.
2. Go to miscellaneous reports
3. Click departures
4. Type in the word departure under report and hit search
5. Highlight departures and double click it
6. Click print.
7. Go to bucket and pull remaining check out registration cards.
8. Give the list to the housekeeping supervisor to check remaining rooms to ensure they are vacant.
9. Once you verify all rooms are vacant, you are ready to check out the remaining departures.
10. Follow the procedure for checkouts to clear the remaining departure rooms.

Housekeeping Boards

How to set up the housekeeping boards.

In Opera:

1. Click Rooms management button
2. Click housekeeping management
3. Unclick clean and out of order
4. Unclick out of service and occupied
5. Click Next
6. Click expanded
7. Enter the number of room attendants available to clean rooms on this day
8. Clcik ok
9. Enter ok
10. Click print report

IHG - Prepare for Arrivals For IVANI (IHG) or IVCFN (Chase)

Check in arrivals for IVANI or IVCFN. Make sure they are routed and coded correctly. Always do this first.

In Opera:

1. Go to front desk
2. Arrivals
3. Scroll all the way to the right and check the rate code
4. If you see any IVANI (IHG) or IVCFN (Chase rewards) this means they are paying with points or using a free night voucher. 
5. Adjust the rate for these guests and route them correctly. See below.

For any IVANI (IHG points) guests follow the steps below:

1. Double click on their name
2. In the company field in the top right of the screen, type IHG Rewards and hit enter
3. Click OK on the next screen
4. Click OK again on the main screen
5. If you click back into the guest name, there should be a red routing box on the bottom of the screen. If you see this you have successfully routed this guest.
6. In the rate field, erase the rate that is listed and type 30.00 IF occupancy is less than 96%.
7. If it does not let you erase the rate to type in 30.00 then click on the … button next to the rate
8. Click daily details
9. Change the rate amount in each row to $30.00
10. Hit OK
11. Hit SAVE to save all the changes
12. If occupancy is 96% or greater, then do NOT change the rate and leave the original rate.

For any IVCFN (Chase rewards) guest follow the steps below:

1. Double click on their name
2. In the company field in the top right of the screen, type Chase and hit enter
3. Hit OK
4. Hit SAVE
5. On the left, click the box to create an X next to company. It should be highlighted in blue and the red X should be displayed on the left.
6. Hit OK
7. There should be a red routing button on the bottom of the screen
8. In the rate field, erase the rate and type 30.00 (if occupancy is below 96%).

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