Please follow the following steps when a new guest arrives to check-in:

  1. Open cloudbeds and find the booking in the calendar
  2. 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
  3. If a booking is set as ''Confirmed'' please continue (then the booking is 100% paid)
  4. Print registration card 2 times. 
  5. Let the guest sign one registration card, signed copy is for Frontdesk and the unsigned copy is for the guest. 
  6. Ask the passport of the guest and copy the passport
  7. Radio the manager for guest pickup
  8. Write the guest code on the guest code card
  9. Give a short demo of the Hello Here app and assist with download at the Hello Here bar. Including: Breakfast, tours, motorbike rental
  10. Prepare the key and hand over to the manager
  11. 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
  12. Only now check-in the guest in CloudBeds. 

After guest have left the frontdesk:

  1. Please bring welcome drink to the villa
  2. 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. 

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