Stayntouch PMS Stay Card Overview
The stay card serves two purposes:
- Go-to guide for almost everything relevant to the guest stay
- Centralized location for managing activity regarding the guest stay
Below is quick overview of the stay card.
ARRIVAL AND DEPARTURE DATES
The guest's arrival and departure dates, along with the estimated time of arrival or departure, will be displayed as pictured below.
ROOM INFORMATION
ROOM information and the option to upgrade a guest's room type are available as indicated below.
Furthermore, by clicking the orange >> next to the room type, you can change or upgrade the room type for the reservation.
RATES & ADD-ONS
Any RATES & ADD-ONS attached to a reservation will be displayed as shown below.
PAYMENT METHOD
The PAYMENT METHOD on file for the guest's reservation will be displayed in the corresponding section.
PUT IN QUEUE
If a guest arrives at the hotel before their room is ready, the PUT IN QUEUE button ensures that the guest's room gets prioritized by housekeeping.
DEPOSIT/BALANCE
By selecting the DEPOSIT/BALANCE button, you can view a guest's balance or pay any deposit required.
BILL & CHARGES
The BILL & CHARGES section will show all charges attached to a guest's reservation. You can also pay off any charges or view the guest invoice from here.
ROOM KEYS
To assign ROOM KEYS for a reservation, select the button indicated below. This article discusses the key creation process in greater detail.
GUEST DETAILS & CONTACT INFORMATION
This shows guest details and contact information, and you can easily edit this information by clicking next to the location, phone, or email icons. To reveal further details, drag down the tab as indicated in the screenshot below.
ACCOMPANYING GUESTS
View any guests or accompanying guests attached to a reservation by clicking the dropdown arrow next to GUESTS.
NUMBER OF NIGHTS
This indicates the number of nights the guest will be staying and can be modified by changing the dates in the calendar. Simply drag and drop to move dates around in the calendar. Stayntouch PMS will only allow you to move a date where there is availability. You can opt to confirm or cancel the change at this point.
NEWSPAPER
In the NEWSPAPER section, you can select a newspaper to be delivered to the guest.
NOTES & ACTIONS
The NOTES and ACTIONS sections on the stay card have been moved to the left side of the screen to easily identify notes and actions for a reservation and eliminate the need to click on the respective sections to open and view any notes or actions. We have also added ALERTS functionality to notes, where the user can change a note to an alert to have a more prominent display on top of the stay card.
Note: Actions are assigned to designated departments for execution at specified dates/times, indicating completion status. Alerts, while not inherently time-critical or mandating action, function to underscore the significance of particular reservation notes, thereby mitigating oversight. The checkbox associated with alerts facilitates marking them as completed or dismissing them when deemed irrelevant, contingent upon the situation.
By clicking the orange MANAGE options next to NOTES and ACTIONS, or by clicking on an individual note or action, you can manage notes and actions as per existing functionality. Please note, there are no changes to the ACTIONS popup window; however, there are minor changes to layout of the NOTES popup window to make adding a note more intuitive.
NOTES
Upon clicking into the NOTES popup window, you can add a new note or edit an existing note. When clicking into an existing note, you can delete, edit, or save the note—or even mark the note as an alert.
The note will also indicate who created the note and on what date and time. After saving the note, you’ll be redirected to the previous popup window where you can manage all notes. Please note, you cannot click into group or shared notes.
Notes Marked As Alerts
As mentioned above, notes can also be marked as an alert. When a note is marked as an alert, you can either mark the alert note as resolved from the general notes popup window or from the ALERTS banner that will appear in the center of the stay card. From the ALERTS banner, you can mark an alert note as resolved, and the last user who resolved the alert note will appear under the alert note with the date and time resolved. The ALERTS banner will automatically be collapsed when all alert notes are marked as resolved. Marking a shared alert note as resolved does not mark all shared alert notes as resolved. Updates to alert notes (resolved, updates, reopened, removed) will also be recorded in the stay card Activity Log with the name of the user who updated the alert note and on what date and time.
FILE ATTACHMENT
If your hotel has file attachments enabled from Settings > Cards > File Attachments, you’ll see the NOTES section is instead called NOTES & FILES, and you can attach files here, as well.
ACTIONS
Upon clicking into the ACTIONS popup window, you can add a new action, edit an existing action, complete an action, reassign an action, or delete an action—as per existing functionality. When the ACTIONS button is red, it indicates that actions still need to be completed. When the actions are completed, the button will turn green, meaning no further action is required.
The action will also indicate who created or completed the action and on what date and time.
Actions that are due on the current business date will appear in orange along with the time due. Overdue actions will appear in red along with the numbers of days overdue.
Action Due On Current Date
Action Overdue
Reservation History Moved
The upcoming/current/history icons have been removed from the stay card. Instead, you can now view a guest’s reservation history by clicking the CONFIRMATION NO. dropdown from the left side of the stay card. When the dropdown is expanded, you can view all current, upcoming, and historical reservations for the guest. Current reservations will display first followed by upcoming reservations and then historical reservations. All reservations will display with the corresponding reservation status icon and color as well as the date range of the corresponding stay. You can click any of the reservations to pull up the corresponding stay card.
The CONFIRMATION NO. dropdown can be collapsed once the user is done viewing the reservation history.
ACTIVITY LOG
The ACTIVITY LOG tracks many of the backend processes that happen in Stayntouch PMS regarding the guest stay, ensuring you see not only what and when an update was made to the guest stay details, but who performed the action, as well.
ASSOCIATED WITH A COMPANY, TRAVEL AGENT, OR GROUP
When a reservation is associated with a company, travel agent, or group, you will see the card mentioned in the ASSOCIATED WITH section. These cards can be easily be retrieved by locating the icons to the top right of the stay card.
The above offers an overview of the stay card. For more information, view this video or contact Customer Support.