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End-to-End Workflows

This page describes two common end-to-end workflows: check-in (from reservation to in-house) and end-of-day cashier and night audit. Use them as reference when training staff or writing local procedures.

Check-In Flow​

From a confirmed reservation to an in-house guest with a ready room and open folio.

1. Have a reservation​

  • Guest has a confirmed (or equivalent) reservation for today’s arrival.
  • Reservation shows correct guest, room type (or room), dates, and rate.

See Reservations to create or edit reservations.

2. Confirm room readiness​

  • In Housekeeping, ensure the assigned (or to-be-assigned) room is Vacant Clean or Ready.
  • If the room is dirty or under maintenance, change status or assign another room.

See Housekeeping.

3. Assign or confirm room (if needed)​

  • In Reservation or Front Desk → Room plan, assign a specific room number if the reservation only had a room type.
  • Or use Room plan to see which room is allocated and that it is available.

See Front Desk.

4. Check in the guest​

  • Open the reservation (from Reservation list or Front Desk → Room plan or In-house).
  • Use Check in (or equivalent). The reservation status becomes In-house (or Checked in).
  • The guest is now in-house and room charges can post to the folio.

5. Open or confirm folio​

  • Go to Cashiering → Transaction (after cash register login if required).
  • Select the reservation. The folio is used for all charges and payments during the stay.
  • Post room and tax as per your property (e.g. at check-in or via night audit). Add any deposit or advance payment if required.

See Cashiering.

Summary​

Reservation (confirmed) → Room ready (Housekeeping) → Assign room → Check in → Folio open for charges/payments

End-of-Day Cashier and Night Audit Flow​

Closing the business day: cashier reconciliation, then night audit.

1. Close cashier activity​

  • Finish posting all charges and payments for the day.
  • In Cashiering → Cashier shift, close the shift (or equivalent):
    • Declare expected vs actual cash (and other payment types if required).
    • Resolve any variance per your property’s policy.
    • Ensure all folios that should be settled for that day are handled.

See Cashiering.

2. Resolve exceptions (if any)​

  • In Night Audit, open the last run or prepare a new run.
  • Review exceptions (e.g. open balances, high balance, missing data).
  • Resolve critical exceptions before running the final audit (e.g. post missing room charges, correct rates, or document variances).

See Night Audit.

3. Run night audit​

  • In Night Audit, start Run night audit (or equivalent).
  • Confirm the business date to close (usually today).
  • Start the run. The system will:
    • Post room charges for all in-house guests for that night.
    • Advance the system (business) date to the next day (if configured).
    • Generate audit reports and update statistics.

See Night Audit.

4. Review audit results​

  • Open the completed audit run.
  • Check Overview, Revenue, Payments, Room status, and Exceptions.
  • Use Reports or Guest ledger for that date if you need to file or reconcile with accounting.

See Reports.

5. Back up or export (if required)​

  • Per your property’s policy, back up the database or export key reports (e.g. night audit summary, revenue, guest ledger) for the closed date.

Summary​

All charges/payments done → Close cashier shift → Fix critical exceptions → Run night audit → Review reports / backup

See also​

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