Front Desk Operations

Welcome to Front Desk Operations. Use this landing page to find the daily workflows your front desk team needs, from starting a shift and searching reservations to batch processing, Night Audit, billing, and user access.

Start here: Start / End Shift • Dashboard Overview • How to Search for a Reservation • Night Audit

📂 What you will find in this section:

To help your team quickly find the right workflow, this page is organized into five key areas that follow a typical front desk shift:

🛎️ Shift Management
Start and end shifts, manage lost and found, extend authorizations, and reinstate no-shows.

📊 Dashboard & Search
Use dashboard tiles, availability, inventory, guest profiles, reservations, and list views.

⚡ Batch Processing
Run pre-arrival card validations, top-up authorizations, and payment link workflows.

🌙 Night Audit & Billing
Complete end-of-day reconciliation, search invoices, and print guest billing statements.

👤 User Management
Create and remove user accounts, assign roles, and manage system access.

🛎️ Daily Operations & Shift Management

Article	What you'll learn
Extended Stay Authorization	Process weekly and periodic credit card authorizations for extended-stay reservations.
Lost & Found	Log, track, and manage lost and found items so guests can recover belongings.
Reinstate for No-Show Reservations	Reactivate no-show reservations on the current business date and restore room availability.
Start / End Shift	Start and close front desk shifts to maintain uninterrupted PMS access and shift accountability.

📊 Dashboard, Inventory & Search

Article	What you'll learn
Check Availability for Future Dates	Search room availability, review occupancy levels, and compare rate options for future booking dates.
Dashboard Overview	Navigate the HK PMS dashboard and understand key metrics, tiles, and shortcuts.
Guest Profiles	Create, view, and manage guest profiles, stay history, preferences, and billing details.
House Inventory	Track available rooms, occupancy, rate restrictions, arrivals, and departures by room type.
How to Search for a Reservation	Find reservations by guest name, confirmation number, date, or filters.
Recently Viewed Reservation	Quickly re-access recently viewed guest bookings during daily workflows.
Reservation List View	Set default list views, adjust columns, and apply sorting preferences.
Sidebar Menu: Reminders	Manage reminders for guest requests, reservations, groups, staff assignments, due times, and resolution notes.

⚡ Automated & Batch Processing

Article	What you'll learn
Batch Process Pre-Arrival Credit Card Validations	Verify cards up to 7 days before check-in and proactively resolve payment failures.
In House Credit Card Top-Up Batch Process for Reservations	Automatically increase card authorizations to cover projected in-house guest charges.
Payments: Web Link Registration and Payments	Register and process web payment links for secure online credit card authorizations.

🌙 Night Audit & Billing

Article	What you'll learn
Invoice and Information Bill - Check Out a Reservation	Check out completed reservations and generate an Invoice or Information Bill for the guest.
Invoice Search	Locate, filter, and access historical financial records and billing invoices.
Night Audit	Run Night Audit, roll over business dates, and complete end-of-day reconciliation.
Print a Proforma Invoice - a Preliminary Invoice	Generate and print estimated guest billing statements before check-in.

👤 User Management

Article	What you'll learn
Create and Remove a User Account	Create user accounts, assign roles and permissions, and remove PMS access.

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