Guest list

See who arrives, who is in house, who departs and who has checked out, with each reservation's balance.

The Guest list is the front desk's daily list. It has four tabs: Arrivals, In-house, Departures and Checked out. Each tab shows its own count and its own table.

Before you start

Permission: View and export reports. Owners, managers and finance staff have it by default.
Open Reports in the staff sidebar, then Guest list under Front desk.
The dates work like every report. See Use a report.

The tabs

The Guest list on the Arrivals tab: four tabs with their counts, the quick dates, Layout, Export and the Balance column

The number in brackets is the count for the dates you picked. It updates when you change the dates.

Tab	Who is on it	Dates
Arrivals	Rooms and beds that arrive in the dates. It includes guests who have not arrived yet.	A range, up to 31 days.
In-house	Rooms and beds that are occupied on the date.	One date.
Departures	Rooms and beds that depart in the dates.	A range, up to 31 days.
Checked out	Rooms and beds that checked out in the dates.	A range, up to 31 days.

Each row is one room or bed of a reservation, not one reservation. A booking of three rooms gives three rows.

Who is counted

Situation	Arrivals	In-house	Departures	Checked out
Confirmed, guest not here yet	Yes	No	Yes	No
Checked in	Yes	Yes	Yes	No
Checked out	Yes	Yes, on the days it stayed	Yes	Yes
Cancelled	No	No	No	No
No-show	No	No	No	No

In-house counts the arrival day and not the departure day. A guest who arrives on 13 Oct and leaves on 16 Oct is in house on 13, 14 and 15 Oct. Estatell uses the dates only. A guest who checked out early is in house only on the nights they stayed.

When you pick a range, the In-house count and table use the first date of the range. Select the In-house tab and choose the date you want.

Read the columns

Column	What it shows
Reservation no. (Booking on Checked out)	The reservation number.
Guest	The primary guest of the room or bed. If there is none, the person who made the booking.
Arrival, Departure	The dates of the stay.
Arrival time, Departure time	The expected time.
Nights	The number of nights. For a day use booking it shows the label instead. See Special cases.
Room type / room	The room type, and the room or bed once one is assigned.
Room	The room or bed.
Status	The status of the room or bed, such as Confirmed or Checked in.
Balance	What the guest owes on the whole reservation. See Balance.

Arrivals shows the room or bed of the first night. Departures and Checked out show the one of the last night. In-house shows the one of the date you picked.

Other columns are hidden at first, for example Phone, Company, Adults and Children. Show them in Layout. See Report layout.

Balance

Balance is the balance of the whole reservation, from all its folios that are not void. It is not the balance of one room.

If a booking has three rooms, all three rows show the same balance. Do not add them up.

The In-house tab on 14 Oct: rooms sorted by room number, with the balance of each reservation

Departures and checked out

The Checked out tab for 7 to 14 Oct, with the check-out time and the balance still owed

Checked out shows when each guest checked out, in the property's time zone. It lists the guest with the highest balance first, so you can see who left without paying in full.

The Departures tab for today

Situation	What happens	What to do
A guest has not arrived by the end of the day	They stay on Arrivals for their arrival date. They are not on In-house.	Check them in, or follow the night audit rule for missed arrivals.
A guest checks out early	The departure date moves to the day they left. They leave In-house from that day and appear on Checked out for it.	None.
A booking is cancelled or a guest is a no-show	The room or bed is on none of the tabs.	Find it in Reservations.
A day use booking	It arrives and leaves on the same date. It is on In-house that date. Nights (and Stay on In-house) shows a label such as "Day use · 10:00–14:00".	None.
A reservation has several rooms	There is one row for each room. Each row shows the same Balance.	Do not add the balances.
The guest has no name on the room or bed	The row shows the person who made the booking.	None.
The count on In-house looks small	It counts the first date of the range only.	Pick the date you want, or open In-house and pick one date.
The total row on In-house shows no figures	It adds up Adults and Children. Those columns are hidden at first.	Show Adults and Children in Layout.

Guest list

Before you start