Hello Softinn PMS Users!

The Guest Folio is the central command hub for managing an individual reservation throughout its lifecycle—from pre-arrival and check-in to payments, room modifications, and check-out.

Steps to Navigate Guest Folio :

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Phase 1: How to Access a Guest Folio

Log in to Softinn PMS, select the correct property, and open any existing reservation from one of the following areas:

• Reservation List
• Calendar View
• Room Status Page
• Guest Arrival Page

Phase 2: Understanding the Guest Folio Layout

1. Header & Summary Information

• Top Left Header: Displays Guest Name, assigned Room Number, and Room Type.
• Folio Identifiers: Shows the unique Folio Number and current Reservation Status (e.g., New, Checked In, Checked Out, Cancelled).
• Stay Details: Quick-view line showing Booking Source, Check-In/Check-Out dates, Number of Nights, Guest Count, and applied Rate Plan.
• Group Link: If the reservation belongs to a larger group booking, a Group Folio button appears to navigate to the master group account.

2. Navigation Tabs

• Overview: Summary of stay details, checklists, and balances.
• Folio Transaction: Detailed itemized list of all posted charges, payments, and refunds.
• Notes: Internal staff communication and guest preferences.
• Documents: Uploaded identification or registration forms.
• Logs: Complete audit trail of system changes made to the folio.

3. Balance Summary Bar

Located below the tabs for instant financial tracking:

• Total Charges: Aggregate sum of room rates, taxes, and add-ons.
• Total Payment: Sum of all payments received to date.
• Outstanding Balance: Net remaining balance due (or overpayment credit).
• Security Deposit in Hand: Active deposit collected and held for the stay.

4. Remarks & Operation Checklist

• Remarks Section: Displays Reservation Remarks and specific Room Remarks.
• Operation Checklist: A built-in task checklist highlighting required operational items that must be completed before processing check-in or check-out.

Phase 3: Action Buttons Reference Guide

The core operational actions are grouped into four dedicated action clusters:

Action Group	Available Operations
1. Reservation	Edit Main Contact details, modify general dates/details, manage Advance Deposits, and update overall Reservation Status.
2. Stay & Room	Extend or shorten stay, change/add rooms, update room rates, manage room occupants, issue room key cards, or cancel the booking.
3. Documents	Print or export Guest Registration/Sign-In Forms, Guest Folios, Proforma Invoices, and Official Receipts.
4. Payments	Add extra charges/fees, record guest payments, issue payment refunds, and collect or refund Security Deposits.

(Note: Contextually unavailable buttons for the reservation’s current status will be greyed out automatically).

Phase 4: Final Processing

At the bottom of the Guest Folio page, use the primary action button (Check-In or Check-Out) to advance the reservation status once all operational requirements are met.

Notes: Always check the Operation Checklist on the Overview tab before attempting check-in or check-out—it will flag any missing guest details or outstanding balances!

Hope this guide helps you easily navigate and utilize the Guest Folio in Softinn PMS!