EstatellDocumentation
Front deskOverview

Overview

Check in a guest who has a booking, and collect the taxes and deposit at the desk.

Check in a guest when they arrive at the desk. The unit becomes Checked in, and you can collect the taxes and the deposit in the same step.

SituationUse
A guest with a booking for one room or bedCheck in, on this page
A group whose rooms arrive togetherCheck in all
A guest at the desk with no bookingWalk-in. It books and checks in in one save.
You checked in the wrong unit todayUndo check-in

Before you start

  • Permission: Check in units. Owners, managers and front desk staff have it by default.
  • To collect money in the same step you also need Record payments and download receipts.
  • The unit must be Confirmed. Check in shows in the menu from the arrival date until the day before departure.
  • The unit needs a room or bed for tonight. If your property assigns rooms automatically, check-in picks one for you.

How check-in works

Check-in: a room for tonight, a signed card, then collect taxes and depositNoYesNoYesGuest arrivesRoom fortonight?Assign a roomCardsigned?Sign the card, or checkin without a cardCollect now: taxes and depositCheck inUnit is Checked in

Steps

  1. Open the reservation.
  2. Open the check-in form:

    1. For a reservation with one unit, select More, then Check in.

      The More menu of a reservation, with Check in numbered 1

    2. For a group, select the ⋯ menu on the unit, then Check in.

  3. Check the Room:
    1. A room number means the room is ready.
    2. Assigned when you check in means Estatell picks a free room when you save.
    3. Not assigned for tonight means you must select Assign a room first.
  4. If Registration card shows a card not signed, sign the card first. If you may, tick Check in without a card instead.
  5. If Nationality shows, choose the guest's nationality. A tax depends on it.
  6. Choose what to collect now:
    1. Tick Room charges and tax if the guest pays the whole bill now.
    2. Check the taxes under Collected at check-in, for example tourism tax.
    3. Leave Security deposit ticked to take the deposit.
  7. With Collect now ticked, choose the Method. For card, transfer or e-wallet, enter the Reference.
  8. Select Check in.

The Check in dialog for a Garden Room, with room 107, Room charges and tax unticked, the service tax and tourism tax under Collected at check-in, and Collect now ticked for MYR 32.00 in cash

If your desk has a MyKad reader, the dialog shows it at the top. Select Scan Card to read the guest's details from their MyKad.

What happens

  • The unit becomes Checked in, and the reservation shows In house.
  • Add-ons with no date post to the folio.
  • The money you collected is recorded as payments on the folio: the taxes and room charges as an advance, the deposit as a security deposit.
  • If anything is refused, nothing is saved: not the check-in, not the nationality, not a payment.

Special cases

SituationExampleWhat happensWhat to do
The guest is earlyA guest booked from tomorrow is at the desk today.• Check in is not in the menu yet.
• "The guest cannot check in before the arrival date."		• Change the dates so the stay starts today. See Change a stay. Then check in.
No room for tonightEvery Garden Room is taken or not assigned.• Not assigned for tonight. Check in is disabled.• Select Assign a room. Without the permission: "Ask someone who can assign rooms."
The card is not signedYour property needs a signed card before check-in.• "A registration card is not signed. Sign it, or tick Check in without a card."• Sign the card. Or tick Check in without a card. It is logged with your name.
You cannot skip the cardA front desk user without the permission.• The tick box is not shown.• Sign the card, or ask a manager.
Nationality is missingA foreign-only tax applies, and the guest has no nationality.• Nationality shows. It is saved to the guest.• Choose the nationality.
The guest is exempt from a taxA Malaysian guest and a tourism tax for foreigners only.• The tax shows Exempt and adds 0.• Nothing.
The guest pays only partThe guest pays MYR 20.00 of MYR 32.00.• Collect now takes the full amount only.• Untick Collect now. After check-in, use Record payment on the folio.
Nothing to collectEvery tax is exempt and there is no deposit.• "No collection is needed. You can check in the guest."• Select Check in.
A deposit is already heldThe guest paid the deposit when booking.• The deposit is not asked again.• Nothing.
The company paysA company booking with the room charges on the company's folio.• Room charges and tax is hidden.• Collect only what the guest pays, such as the deposit.
Over the credit limitThe company owes more than its credit limit.• "This company is over its credit limit."• Enter a Credit limit override reason if you may. Or ask a manager.
After midnight, before the night auditA guest booked 20 → 21 Oct arrives at 1 am on 21 Oct.• The check-in is for the night of 20 Oct.• Check in as normal.
A late arrivalA guest due on 8 Oct arrives on 10 Oct, kept as a late arrival.• The missed nights of 8 and 9 Oct are charged too, each on its own date.• To not charge them, reverse them on the folio. Or change the dates before check-in.
A day useA 4-hour day use.• It checks in only on its date. Its price posts at check-in.• See Day use.

Room View

One card for each room or bed on one day, with who arrives, stays and leaves, and quick actions for the front desk.

Check in all

Check in several rooms or beds of a group booking in one step.

On this page

Before you startHow check-in worksStepsWhat happensSpecial casesRelated pages