Arrivals .ng

Arrivals Report Overview

Parent Hub: 🛎️ Front Desk & Guest Services

Category: 🚨 Downtime & Contingency

Target Roles: Front Office Managers, Front Desk Agents, Night Auditors, Executive Housekeepers, Guest Experience Leads, General Managers

Key Value: Serves as the primary operational downtime contingency manifest for expected check-ins, allowing front desk teams to process check-ins, verify pre-blocked room numbers, confirm rate plans, and review guest preferences during PMS system outages or network offline periods.

Executive Summary

The Arrivals Report is a critical operational contingency, pre-arrival planning, and system outage management document within the 🚨 Downtime & Contingency category of the 🛎️ Front Desk & Guest Services hub. Designed to ensure seamless property operations during unexpected software outages, planned PMS maintenance, or network disconnections, it provides a comprehensive printed or exported manifest of all reservations scheduled to arrive on the current business date.

• By mapping core guest identity parameters (Guest Name, First Name, Last Name, Additional Guests, Local First Name, Local Last Name) to reservation parameters (Confirmation Number, Arrival Date, Departure Date, Number Of Nights, Arrival Time), physical room allocations (Room Number, Room Type, Connecting Room), financial arrangements (Rate Plan, Avg. Room Rate, Avg. Room Taxes, Fee, Guarantee Type, Virtual CC), and operational preferences (Stay Requests, Room Preferences, VIP Guest, Housekeeping Remarks, Booking Remarks, Stay Remarks), this report guarantees front office continuity, accurate rate collection, and personalized guest service even when primary cloud systems are offline.

Key Capabilities

• Downtime Contingency Check-In Manifest: Provides an essential physical or PDF fallback register to check in arriving guests, verify identity credentials, and record room key issuances during system outages.

• Pre-Arrival Room Blocking & Inventory Audit: Displays assigned physical room numbers (Room Number) and room categories (Room Type) to ensure expected check-ins match inspected housekeeping status.

• Financial & Payment Guarantee Control: Itemizes base rate charges (Avg. Room Rate), estimated taxes (Avg. Room Taxes), ancillary fees (Fee), guarantee methods (Guarantee Type), and Virtual Credit Card flags (Virtual CC) for precise manual folio management.

• Digital Engagement Tracking: Displays mobile check-in completion states (Digital Check In) and keyless entry issuing statuses (Digital Key) to streamline arrival desk flows.

• Consolidated Remarks & VIP Inspection: Consolidates multi-departmental notes (Housekeeping Remarks, Booking Remarks, Stay Remarks, Group Remarks) and VIP tier standing (VIP Guest, Guest Tier, Loyalty Tier) to maintain high-touch guest recognition.

Report Views & Functional Breakdown

The Arrivals Report presents expected arrival data in a unified, single-table master manifest supporting three primary operational perspectives:

┌────────────────────────────────────────────────────────────────────────┐
│                        ARRIVALS REPORT                                 │
├────────────────────────────────────────────────────────────────────────┤
│                         Unified Matrix View                            │
├──────────────────────────┬──────────────────────────┬──────────────────┤
│ 1. Guest Identity &      │ 2. Room Assignment &     │ 3. Financial,    │
│    Stay Timeframe Trace  │    Digital Key Status    │    Guarantee &   │
│                          │                          │    Remarks Trace │
└──────────────────────────┴──────────────────────────┴──────────────────┘

1. Guest Identity & Stay Timeframe Trace

Monitors expected guest names, accompanying occupants, stay durations, and expected arrival times.

• Primary Use: Verifying guest identity at check-in during offline shifts, planning arrival desk staffing, and checking expected stay durations.

• Key Metrics: Confirmation Number, Guest Name, First Name, Last Name, Additional Guests, Arrival Date, Departure Date, Number Of Nights, Arrival Time.

2. Room Assignment & Digital Key Status

Tracks physical room allocations, room categories, connecting room requirements, and mobile key provisioning.

• Primary Use: Verifying room pre-blocking prior to guest check-in, coordinating room releases with housekeeping, and monitoring digital check-in adoption.

• Key Metrics: Room Number, Room Type, Connecting Room, Digital Check In, Digital Key, Housekeeping Remarks.

3. Financial, Guarantee & Remarks Trace

Audits rate plan structures, daily rate charges, payment guarantee security, corporate/agent affiliations, and multi-departmental stay remarks.

• Primary Use: Verifying manual credit card authorizations or Virtual CC vouchers during outages, ensuring accurate rate billing, and executing VIP/stay requests.

• Key Metrics: Rate Plan, Avg. Room Rate, Avg. Room Taxes, Fee, Guarantee Type, Virtual CC, VIP Guest, Stay Requests, Booking Remarks, Stay Remarks.

Data Dictionary (Dynamic View Columns)

Customize your default view using the Configure (⚙️) icon on the report page. Below is the full data dictionary representing all 40 columns available in this report:

💡 Rate & Financial Note: Avg. Room Rate represents the net base room rate per night, while Avg. Room Taxes and Fee reflect daily tax and service fee liabilities.

Customization & Platform Features

User & Property Preferences

• Personal Preference: Tailor your individual view by hiding or dragging columns. Your preferences save automatically for future sessions.

• Property Defaults: System Admins can configure standard default layouts across all property users to streamline operational reporting. To maximize audit efficiency, group the columns into the below logical blocks:

  • Physical Locators & Consolidated Guest Identity (Cols 1–8): Room Number | Guest Name | Additional Guests | First Name | Last Name | Local First Name | Local Last Name | Confirmation Number

  • Arrival Logistics & Status Flags (Cols 9–14): Room Type | Arrival Time | Digital Check In | Digital Key | VIP Guest | Guest Tier

  • Loyalty & Guest Counts (Cols 15–18): Loyalty Tier | Adults | Children | Number Of Nights

  • Stay Dates (Cols 19–20): Arrival Date | Departure Date

  • Financial Rates & Billing Guarantee (Cols 21–27): Rate Plan | Avg. Room Rate | Avg. Room Taxes | Fee | Guarantee Type | Virtual CC | Add On

  • Guest Preferences & Special Requests (Cols 28–31): Requests | Stay Requests | Room Preferences | Connecting Room

  • Corporate & Agency Metadata (Cols 32–35): Company Name | Company Service Level | Travel Agent Company Name | Travel Agent Number

  • Operational Remarks & Audit Notes (Cols 36–40): Booking Remarks | Stay Remarks | Housekeeping Remarks | Group Remarks | Linked Reservations

Report Toolbar & Quick Actions

Use the top-right toolbar icons on the report page to manage and export your data view:

Icon	Action / Feature	Description
	Knowledge Article	Opens the knowledge base article to learn how to interpret this report.
	Saved Views	Saves your column filtering, sorting, and highlight preferences so you can easily reload your custom view later without reconfiguring the report.
	Filter	Opens filter controls to isolate specific data within a column based on your selected criteria.
	Highlight	Highlights column values in a designated color based on selected conditions.
	Export	Exports and downloads the report in various formats (Excel, PDF, CSV) for offline analysis or printing.
	Configure	Opens column selection controls to toggle visibility, reorder columns, or hide rows with all zeros.
	Additional Configuration	Provides advanced report configuration and display formatting options to customize data presentation.

Advanced Controls

• Downtime Contingency Printing & Exporting: Automatically schedule a daily PDF/Excel export prior to shift changes (e.g., 06:00, 14:00, 22:00) to maintain an updated offline emergency check-in binder at the front desk.

• Filtering: Filter data by Room Number = Blank to generate unassigned arrival lists requiring pre-blocking, or isolate Virtual Credit Card bookings (Virtual CC = Yes).

• Highlighting (Conditional Formatting): Apply custom rules to automatically highlight high-tier VIP arrivals (VIP Guest = Yes), unassigned rooms, or specific stay remarks.

🔗 Related Reports & Next Steps

Within 🛎️ Front Desk & Guest Services & 🚨 Downtime & Contingency:

• In House List – Core downtime contingency manifest detailing active room occupants, rate plans, and guest balances.

• Departures Details Report – Downtime contingency manifest tracking daily expected check-outs and folio settlement states.

• Room Count Summary– Physical room inventory summary tracking total room availability by category.

• Stay Request Details – Itemized task dispatch report tracking housekeeping and room amenity preferences.

Cross-Pillar Deep Dives:

• 🧹 Housekeeping & Facilities: Cross-reference expected arrival room numbers (Room Number) with Housekeeping Sheet to prioritize room cleaning and inspection orders.

• 💳 Payments & Transactions: Verify Virtual Credit Card vouchers and credit card pre-authorizations in Settlement By Payment Type and Authorized Payments.