Hotel Front Office Management, 3rd Edition

206 CHAPTER 7: GUEST REGISTRATIONFigure 7-8. An advance registration form is prepared prior to a guest’s arrival.ARRIV RESV DEP CONF NO ROOM ASMT RATE03-09 6 PM 0311 122JB03090311MC80K98765R 722 80.00GUEST INFO NO. GUEST CREDIT CARDBlackwright, SamuelHannington Accounting467 West Ave.Arlington, LA 00000000-000-00001 MC 000000000000000000000Guest SignatureThe registration module can also handle the registration of groups, allowing advanceregistration information for entire groups of guests to be preprinted. Figure 7-9 showshow registration details for a group can be controlled. With further processing of thisinformation, including preassignment of rooms, group preregistration packets, like thoseshown in Figure 7-10, can be prepared, making the registration of groups very simple forthe tour director and the front office.Checking Room Inventory OptionWhat happens if there is a name missing from the reservation data bank for a personor group? If the guest cannot produce a confirmation number and no reservation can befound, the front desk clerk will try to provide accommodations. The room inventory androom status options of the registration module are checked to determine if rooms areavailable. The room inventory option indicates the availability of rooms (Figure 7.11). Itinforms the desk clerk which rooms are being held for reservations (guar for guaranteedand conf for confirmed), which have been taken out of inventory because of a neededrepair (repair), and which are available to rent for the night (open). Additional informationis provided about the features of the rooms, such as king-size bed (k), a roomsuitable for holding a conference (conf), a room with two king-size beds (2k), a roomwith one double bed (db), a room with a bay view (bay), a room with a kitchenette(kitch), a room with a studio couch (studio), adjoining rooms (/), or a room with aconversation area and other amenities (suite). The rate per room for a single guest isindicated.Checking Room Status OptionThe desk clerk also needs to know which rooms are ready for occupancy, which canbe determined by activating the room status option of the PMS (Figure 7-12). This optionTLFeBOOK