Hello Softinn PMS users!

Imagine that you have a walk-in guest who arrives & check-in after midnight. Check out this video to find out more on how to create a reservation for this guest in Softinn PMS. 

Steps to Add Reservation For a Walk-in Guest who Check-in After Midnight:

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Follow the guidelines below:

Step 1 : Log in to Softinn PMS. 

Step 2 : Select the correct property.

Step 3 : Click on “Create Reservation” to create a new reservation.

Scenario 1 : The midnight walk-in guest stays for a few hours and check-out on the same day

Let’s just say a walk-in guest arrive at your hotel at 3.30 am in the morning. He would like to stay only for a few hours and check-out later in the noon on the same day. 

Step 1 : Firstly, select the booking source and then insert guest’s details in the Main Contact section.

Step 2 : Next, choose the current check-in date & time, in this example, it is 26 Oct 3.30am, and the check-out date is also 26 Oct at 12 pm afternoon.

Step 3 : Since the guest is going to check in right away, you may tick on the “Check guests in upon save?” option.

Step 4 : Then, select a room type and choose the room number for this guest.

Step 5 : For the room charges & taxes, you may just select a rate plan, or insert the daily rates by clicking on the “Dollar” sign icon. Tick the applicable taxes, if any.

Step 6 : If you would like to record payment received from the guest, you may click on the “Pencil” icon from the “Total Payment Collected” section.

Step 7 : Likewise, if you have collected a refundable security deposit from the guest, you may record it by clicking on the “Pencil” icon from the “Total Deposit Collected” section.

Step 8: Once all the information has been filled in, you can click on the “Save” icon in green to save the reservation. 

If you have ticked the checkbox to check-in this reservation upon save, you shall see this newly added reservation status has automatically been updated to “Checked-In”.

Scenario 2 : The midnight walk-in guest stays for more than 1 night, and hence check-out in the following day

Imagine that a walk-in guest arrives at your hotel at 3.30 am in the morning, request to stay for more than 1 night, and check out in the following day.
In this scenario, let’s say he checks in on 27 Oct 3.30 am in the morning, and check out on 28 Oct 12 pm afternoon. 

Step 1 : Firstly, select the booking source and then insert guest’s details in the Main Contact section.

Step 2 : Next, choose the check-in and check out date, for the first night stay of hourly basis booking.

Step 3 : Since the guest is going to check in right away, you may tick on the “Check guests in upon save?” option.

Step 4 : Then, select a room type and choose the room number.

Step 5 : For the room charges & taxes, you may just select a rate plan, or insert the daily rates by clicking on the “Dollar” sign icon. Tick the applicable taxes, if any.

Step 6 : Moving on next is to handle the 2nd night daily basis booking.
Click on the “Add group for other dates” tab.

Step 7 : And then, select the second night stay check in and check out date.

Step 8 : Thereafter, select the same room type and the same room number that you have selected above for the first night stay.

Step 9 : For the room charges & taxes, you may just select a rate plan, or insert the daily rates by clicking on the “Dollar” sign icon. Tick the applicable taxes, if any.

Step 10 : If you would like to record payment received from the guest, you may click on the “Pencil” icon from the “Total Payment Collected” section.

Step 11 : Likewise, if you have collected a refundable security deposit from the guest, you may record it by clicking on the “Pencil” icon from the “Total Deposit Collected” section.

Step 12 : Once all the information has been filled in, you can click on the “Save” icon in green to save the reservation. 

If you have ticked the checkbox to check-in this reservation upon save, you shall see the first-night stay has been added and checked-in accordingly.

For the 2nd night stay, you can check it in after you have checked-out the reservation for the first night & mark the room as clean on the Room Status page.

Hope this video helps you on how to create reservation for the walk-in guest who check-in after midnight in  Softinn PMS.  🙂