Hotel Front Office Management, 3rd Edition

REGISTRATION WITH A PMS 205Figure 7-7. A completed reservation screen on a PMS provides information on a guest’s requests for a visit.NAME: BLACKWRIGHT, SAMUELCOMPANY: HANNINGTON ACCOUNTINGBILLING ADDRESS: 467 WEST AVENUEPHONE NUMBER: 000-000-0000RESERVATIONS—ENTER GUEST DATAARLINGTON, LA ZIP: 00000DATE OF ARRIVAL: 0309 TIME OF ARRIVAL: 6 PM DATE OF DEP.: 0311AIRLINE: AA FLIGHT #: 144 TIME OF ARRIVAL: 3:45 PMROOM: # GUESTS: 1 RATE: 80COMMENTS:CONFIRMATION #: 122JB03090311MC80K98765RCREDIT CARD: MC NUMBER: 000000000000000000000TRAVEL AGENCY:ADDRESS:AGENT: ID #:ZIP:Retrieving Reservation FormThe registration module is put to use before the guest arrives at the hotel to register.The guests who have placed reservations with the hotel have already had their data enteredinto the PMS database. Figure 7-7 shows a completed version of the blank guestdata screen illustrated in Figure 5-4. The guest information is now available for registration.The PMS is able to produce advance registration forms for guests, like that shownin Figure 7-8, with an interface between the registration module and the reservationmodule database. The PMS preselects a room for the guest from the room inventory forthe day of arrival. When the guest arrives, the advance registration form already will havebeen printed the night before by the second- or third-shift front desk clerks. After theadvance registration forms have been printed, they are filed alphabetically at the frontdesk. Some operations choose not to preprint the forms but instead have the guest completea standard registration card. Having preprinted advance registration forms availablewhen guests arrive is invaluable in registering guests quickly, particularly when a fullhouse is checking in or when the front desk is operating with less than its full staff.When a guest with a reservation arrives at the front desk to register, the front deskclerk greets him or her and then inquires whether the guest has a reservation. The deskclerk retrieves the preprinted advance registration form from the file. If no form is available,the desk clerk retrieves this information from the reservation module by enteringthe guest’s last name or confirmation number. The guest information is then available forregistration.TLFeBOOK