Please follow the following steps when a new guest arrives to check-in:
- Open cloudbeds and find the booking in the calendar
- If a booking is set as ''Confirmation pending" please check the payment in the notes -> Print invoice 2x and collect the payment *** (Reservations details -> Actions -> Generate new invoice -> open and print invoice 2x) Stempel + name Front Desk staff + date
- If a booking is set as ''Confirmed'' please continue (then the booking is 100% paid)
- Print registration card 2 times.
- Let the guest sign one registration card, signed copy is for Frontdesk and the unsigned copy is for the guest.
- Ask the passport of the guest and copy the passport
- Radio the manager for guest pickup
- Write the guest code on the guest code card
- Give a short demo of the Hello Here app and assist with download at the Hello Here bar. Including: Breakfast, tours, motorbike rental
- Prepare the key and hand over to the manager
- Edit in the Cloudbeds booking the 1. Phone number, 2. E-mail, 3. Amount of guests and 4. Guest Code IMPORTANT from Registration Card. If no e-mail by guest please put: <Bookingscode>@gmail.com
- Only now check-in the guest in CloudBeds.
After guest have left the frontdesk:
- Please bring welcome drink to the villa
- Save the passport and registration card in the booking in Cloudbeds under documents -> Find booking via dashboard, go to in-house guests and click on name. Go to documents -> Upload -> click on ''click blue"
*** If a payment is collected in cash, please put the cash in an envelope, seal the envelope and attach to invoice. -> Add note to Cloudbeds with ''Paid by cash".
After guest check-in: To process payment in Buku Kas -> Go to quickbooks and find the guest -> Fill in 1. Service date, 2. Product/services "Villa Rental", 3. Amount: IDR amount. -> SAVE & SEND. Click "Receive payment", Payment method ''Cash'', Reference number: "name of FO staff", Desposit to ''Cash anema''. Put money in the safe.
****If a payment is collected by Credit Card machine, print out invoice in cloudbeds 2x, print out CC machine receipt 2x, Attach 1 to guest invoice and attach 1 to our invoice. Add note to Cloudbeds with ''Paid by Credit Card".
After guest check-in: To process payment in Buku Kas -> Go to quickbooks and find the guest -> Fill in 1. Service date, 2. Product/services "Villa Rental", 3. Amount: IDR amount. -> SAVE & SEND. Click "Receive payment", Payment method ''Credit Card'', Reference number: "name of FO staff", Desposit to ''Credit card account''. -> Save and close.