Applies to:          Stayntouch PMS          

Dashboard

Below you’ll find an explanation of the Dashboard and its different features in Stayntouch PMS. 

There are three different types of dashboards to which you’ll have access in Stayntouch PMS. These include the Manager Dashboard, the Front Desk Dashboard, and the Housekeeping Dashboard. The type of dashboard visible to each user is selected when creating a user from Settings > Hotel & Staff > User Setup > + ADD NEW > DEFAULT DASHBOARD. Please note, you’ll first need to select a user role, and then, based on the role you choose, you will be able to select a corresponding dashboard.

MANAGER DASHBOARD

The Manager Dashboard is where you’ll be directed upon logging into Stayntouch PMS and includes information on arrivals, departures, in-house guests, queued guests, mobile check-ins, late check-outs, and check-outs with balance. It also includes occupancy statistics, housekeeping statistics, ADR, rate of the day, and upsells.

From the Manager Dashboard screen, you’ll see the name of the property, along with the business date and the user currently logged into Stayntouch PMS. The hotel logo will display at the top right of the screen. 

Directly below that, is the search bar, which allows you to search by name, group, room number, or confirmation number. Upon typing in three or more letters of the guest’s name, Stayntouch PMS will search for any entries that begin with those characters. Notice to the right of the search bar, a FROM date has been selected. To filter by reservations before or after that date, simply change the date. You can also filter by ROOM TYPE, or get even more specific and choose a TO date to filter by a particular stay date range.

When searching for a guest reservation, you will also see indicators of VIP status; number of stays at the hotel; the group, company, or travel agent associated with the reservation; confirmation number; and guest city and state. Furthermore, on the right side of the screen, you’ll see a variety of symbols, which are explained in the chart below.

If you navigate back to the Manager Dashboard, you will see the option to pull up a menu from the top left corner of the screen. Upon clicking the menu icon, you will find various different areas of operation, each of which are discussed in separate sections of this guide.

To pull up an Availability screen for your hotel, click the icon to the upper left of your screen as indicated in the screenshot below.

Doing so will pull up the availability for your hotel. This is also discussed in a separate section in this guide.

You can also create a reservation from the Manager Dashboard by selecting the green +NEW button indicated below.

This will take you to the Reservations screen, where you can enter all the pertinent information for creating a reservation. This is also discussed in detail in a separate section of this guide. 

If you return to the Manager Dashboard, you’ll find four different sections, which are explained below. 

GUESTS 

Tiles by Operational Status: The Stayntouch PMS Dashboard displays tiles with reservation counts for ARRIVALS, MOBILE CHECK IN, QUEUED, STAYOVERS, DEPARTURES, CHECKED OUT (WITH BALANCE), LATE CHECK OUTS, and VIPS. Selecting a tile will display a list of reservations for that status. Below is an explanation of each of these options:

• ARRIVALS: Clicking on this tile will take you to the Arrivals screen, where you’ll find arriving reservations. From here, you can pull up an arriving reservation to check them in or complete other actions on the stay card, search by arriving reservations from the search bar, filter by ROOM TYPE, sort by FROM/TO date, batch print registration cards (which can be sorted by ROOM NUMBER ASC, ROOM NUMBER DESC, LAST NAME ASC, or LAST NAME DESC), or create a new reservation. All arrivals will be marked with a downward-facing green arrow, which indicates the reservation is due in. This will appear next to their room number (if assigned) and room type. You’ll also see their due in date/time (indicated by a downward-facing green arrow) and due out date/time (indicated by an upward-facing red arrow).

• MOBILE CHECK IN: Clicking on this tile will take you to the Mobile Check In screen, where you’ll find reservations checking in via Stayntouch Guest Mobility. From here, you can pull up a mobile check-in reservation to check them in or complete other actions on the stay card, search by mobile check-in reservations from the search bar, filter by ROOM TYPE, sort by FROM/TO date, or create a new reservation. All mobile check-ins will be marked with a downward-facing orange arrow, which indicates the reservation is due in for mobile check-in. This will appear next to their room number (if assigned) and room type. You’ll also see their due in date/time (indicated by a downward-facing green arrow) and due out date/time (indicated by an upward-facing red arrow).

• QUEUED: Clicking on this tile will take you to the Queued Reservations screen, where you’ll find queued reservations. Queued reservations will all have a timestamp indicating how long they’ve been queued. From here, you can pull up a queued reservation to remove them from the queue, check them in, or complete other actions on the stay card, search by queued reservations from the search bar, filter by ROOM TYPE, sort by FROM/TO date, or create a new reservation. All queued reservations will be marked with a downward-facing green arrow, which indicates the reservation is due in. This will appear next to their room number (if assigned) and room type. You’ll also see their due in date/time (indicated by a downward-facing green arrow) and due out date/time (indicated by an upward-facing red arrow). Please note, a reservation can be queued by clicking the PUT IN QUEUE button on the stay card, and they can be removed from the queue by clicking the REMOVE FROM QUEUE button on the stay card. If a reservation is in queue, and the room status is set to clean, it will not automatically check the reservation in. This has to be done manually. 

• STAYOVERS: Clicking on this tile will take you to the Stayovers screen, where you’ll find stayover reservations. From here, you can pull up a stayover reservation to check them out or complete other actions on the stay card, search by stayover reservations from the search bar, filter by ROOM TYPE, sort by FROM/TO date, or create a new reservation. All stayovers will be marked with a blue circle icon, which indicates the reservation is in house. This will appear next to their room number and room type. You’ll also see their check-in date/time (indicated by a downward-facing green arrow) and due out date/time (indicated by an upward-facing red arrow).

• DEPARTURES: Clicking on this tile will take you to the Departures screen, where you’ll find departing reservations. From here, you can pull up a departing reservation to check them out or complete other actions on the stay card, search by departing reservations from the search bar, filter by ROOM TYPE, sort by FROM/TO date, or create a new reservation. All departures will be marked with an upward-facing red arrow, which indicates the reservation is due out. This will appear next to their room number and room type. You’ll also see their check-in date/time (indicated by a downward-facing green arrow) and due out date/time (indicated by an upward-facing red arrow). Furthermore, if you switch to the BULK CHECKOUT view, you can check out reservations in bulk upon selecting the red CHECK OUT button. Two options exist for bulk check-out.
  1. When BULK CHECKOUT is selected, it will list all reservations with a zero balance due to check out today, and the number of reservations due to check out will display on the top of the page. No bills will be printed or emailed, and the room status will automatically change to DIRTY. 
  2. When BULK CHECKOUT and the checkbox for ALLOW OPEN BALANCE are selected, all reservations with zero balance and a credit card on file due to check out today will be listed. Any reservations with an open balance on any other bill window than Bill #1 will be ignored and not listed for bulk check-out. No bills will be printed or emailed, and the room status will automatically change to DIRTY. This will also trigger the following:
     • All open balances will be settled to the credit card, and all reservations will be checked out.
     • The CHECK OUT button will check out all due-out reservations that have a zero (0.00) balance.

• CHECKED OUT (WITH BALANCE): Clicking on the tile will take you to the Checked Out (With Balance) screen, where you’ll find all reservations that have been checked out but still have an outstanding balance on their bill. This occurs when a user checks out a reservation and selects the checkbox CHECK OUT WITHOUT SETTLEMENT. Sometimes you may find reservations in this list that have zero (0.00) balance. To remove those reservations, refresh the list using the refresh icon on the top left corner next to the search field. From this screen, you can also pull up a checked out (with balance) reservation to settle their balance or complete other actions on the stay card, search by checked out (with balance) reservations from the search bar, filter by ROOM TYPE, sort by FROM/TO date, or create a new reservation. All checked out (with balance) reservations will be marked with a red box, which indicates the reservation has been checked out. This will appear next to their room number and room type. You’ll also see their check-in date/time (indicated by a downward-facing green arrow) and check-out date/time (indicated by an upward-facing red arrow). Please note, if a reservation has been settled but remains visible on this tile, the user can press the refresh button to the left of the search bar, and the records will be cleared.

• LATE CHECK OUTS: Clicking on this tile will take you to the Late Check Out screen, where you’ll find reservations that purchased the late check-out add-on. From here, you can pull up a late check-out reservation to check them out or complete other actions on the stay card, search by late check-out reservations from the search bar, filter by ROOM TYPE, sort by FROM/TO date, or create a new reservation. All late check-outs will be marked with a red L icon, which indicates the reservation is a late check-out. This will appear next to their room number and room type. You’ll also see their check-in date/time (indicated by a downward-facing green arrow) and due out date/time (indicated by an upward-facing red arrow).

• VIPS: Clicking on this tile will take you to the VIPs screen, where you’ll find VIP reservations. These reservations are shown in yellow and include all VIP guests active for the day. This includes VIPs due to arrive, in-house, or due to check out. These are reservations where the VIP toggle has been turned ON from the guest card. From here, you can pull up a VIP reservation to check them in/out or complete other actions on the stay card, search by stayover reservations from the search bar, filter by ROOM TYPE, sort by FROM/TO date, or create a new reservation. All VIPs will be marked with an icon indicating their reservation status (see explanations above). This will appear next to their room number (if assigned) and room type. You’ll also see their due in date/time (indicated by a downward-facing green arrow) and due out date/time (indicated by an upward-facing red arrow). 

OCCUPANCY

Occupancy Statistics: Stayntouch PMS automatically generates an overview of your property’s occupancy percentages for the current date, the next two days, month-to-date (MTD; the average for the entire month), and year-to-date (YTD; year as a whole; displayed as the current year). 

Note: The monthly figures are Month to Date (MTD) (not full month), meaning these are actual numbers, not forecast numbers. TODAY, TODAY + 1 DAY, TODAY + 2 DAYS, MONTH TO DATE (MTD), and YEAR TO DATE (YTD) (calendar year) on the Manager Dashboard are calculated as described below.

Today Calculation: rooms sold** / room inventory*

*room inventory = physical rooms to sell - out of order rooms

**rooms sold = non group rooms (individual guest booking rooms) + group rooms (definite group rooms + definite allotment rooms)

Today + 1 Day Calculation: Same as Today Calculation for that date

Today + 2 Days Calculation: Same as Today Calculation for that date

MTD Calculation: date_range = MAX(month_start_date, pms_start_date) to current date 

Hourly: Total reservation in the date range / (total_rooms * total_days in the date range)

Nightly: Total occupied rooms in the date range / (total_rooms * total_days in the date range)

YTD Calculation: date_range = MAX(year_start_date, pms_start_date) to current date

Hourly: Total reservation in the date range / (total_rooms * total_days in the date range)

Nightly: Total occupied rooms in the date range / (total_rooms * total_days in the date range)

To summarize, the MTD column tracks from the start of the month to the present day and resets every month. The YTD column (which displays as the current year) continues to add up over the year and will only reset on January 1 of the next year. It is what is achieved (history), not a forecast. 

ROOMS

Tiles by Room Status: Along the bottom of the screen there are tiles buttons that will allow you or another hotel administrator to access rooms by their occupancy status. Note that these tiles will take you to the Housekeeping > Room Status screen; except, they will sort by the various room statuses automatically. These statuses include the following:

• OCCUPIED ROOMS: Clicking on this tile will show you a list of all occupied rooms at the hotel. From here, you can click on an individual room to view room details and update the room status, click the checkbox to the left of a room to edit an individual room’s status, click the checkbox above all of the rooms to edit all of the rooms’ statuses, click the refresh button to refresh the occupied rooms list, click the filter icon to filter rooms by WORK TYPE, EMPLOYEE, FLOORS, HOUSEKEEPING STATUS, ROOM TYPE, RESERVATION STATUS, or FRONT OFFICE STATUS, search by room number from the search bar, toggle from ROOM to TASK view, or print a list of occupied rooms.

• VACANT (READY): Clicking on this tile will show you a list of all vacant (ready) rooms at the hotel. From here, you can click on an individual room to view room details and update the room status, click the checkbox to the left of a room to edit an individual room’s status, click the checkbox above all of the rooms to edit all of the rooms’ statuses, click the refresh button to refresh the vacant (ready) rooms list, click the filter icon to filter rooms by WORK TYPE, EMPLOYEE, FLOORS, HOUSEKEEPING STATUS, ROOM TYPE, RESERVATION STATUS, or FRONT OFFICE STATUS, search by room number from the search bar, toggle from ROOM to TASK view, or print a list of vacant (ready) rooms.

• VACANT (NOT READY): Clicking on this tile will show you a list of all vacant (not ready) rooms at the hotel. From here, you can click on an individual room to view room details and update the room status, click the checkbox to the left of a room to edit an individual room’s status, click the checkbox above all of the rooms to edit all of the rooms’ statuses, click the refresh button to refresh the vacant (not ready) rooms list, click the filter icon to filter rooms by WORK TYPE, EMPLOYEE, FLOORS, HOUSEKEEPING STATUS, ROOM TYPE, RESERVATION STATUS, or FRONT OFFICE STATUS, search by room number from the search bar, toggle from ROOM to TASK view, or print a list of vacant (not ready) rooms. Please note, this list includes Out of Order and Out of Service rooms.

• OUT OF ORDER/SERVICE: Clicking on this tile will show you a list of all Out of Order/Out of Service rooms at the hotel. From here, you can click on an individual room to view room details and update the room status, click the checkbox to the left of a room to edit an individual room’s status, click the checkbox above all of the rooms to edit all of the rooms’ statuses, click the refresh button to refresh the Out of Order/Out of Service rooms list, click the filter icon to filter rooms by WORK TYPE, EMPLOYEE, FLOORS, HOUSEKEEPING STATUS, ROOM TYPE, RESERVATION STATUS, or FRONT OFFICE STATUS, search by room number from the search bar, toggle from ROOM to TASK view, or print a list of Out of Order/Out of Service rooms.

STATISTICS

Finally, from the STATISTICS section, you’ll find ADR for today, tomorrow, two days after the current date, month-to-date (displayed as the current month), and year-to-date (displayed as the current year); UPSELL broken down by TARGET and ACTUAL (or realized amount); and RATE OF THE DAY for today, tomorrow, and two days after the current date. This information will automatically update on a day-to-day basis. 

FRONT DESK DASHBOARD

You also have the option to view a Front Desk Dashboard, which has slightly less information than the Manager Dashboard. Like the Manager Dashboard, it includes information on arrivals, departures, in-house guests, queued guests, mobile check-ins, late check-outs, and check-outs with balance, as well as occupancy statistics and upsell information. However, it does not include the same revenue or housekeeping figures seen in the Manager Dashboard. You also have access to the search bar and filters, reservation creation, the menu, and the Availability screen.

HOUSEKEEPING DASHBOARD

The Housekeeping Dashboard shows arrivals, stayovers, and departures for today and the following few days as well as the housekeeping statistics. You also have access to the menu and the Availability screen as well as a more limited search bar that pulls up room numbers.