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Reminders Report Overview

Parent Hub: 🛎️ Front Desk & Guest Services

Category: 🏨 In-House & Occupancy

Target Roles: Front Office Managers, Front Desk Agents, Guest Services Supervisors, Housekeeping Supervisors, Food & Beverage Supervisors, Shift Leads, General Managers

Key Value: Monitor scheduled operational reminders, track department-level guest service tasks, audit shift handovers and incident logs, manage guest amenity delivery requests, and ensure seamless inter-departmental task execution.

Executive Summary

The Reminders Report is an essential operational task tracking, guest request follow-up, and shift communication document within the 🏨 In-House & Occupancy category of the 🛎️ Front Desk & Guest Services hub. Designed to deliver complete visibility over scheduled property reminders and shift logs, it itemizes every operational reminder, departmental task, and shift report entered into the Property Management System (PMS) across specified due date windows.

  • By mapping task scheduling parameters (Reminder Due Date, Time, Department, Title, Description) to guest and reservation profile details (Confirmation Number, Arrival Date, Departure Date, Guest Name, First Name, Last Name, Group Name, Group Code, Room Number), this report enables front desk agents, housekeeping supervisors, F&B managers, and shift leads to execute scheduled guest requests, coordinate inter-departmental task handovers, audit shift incident logs, and deliver personalized guest service.

Key Capabilities

  • Departmental Task & Reminder Tracking: Itemizes scheduled operational tasks categorized by responsible hotel department (Department, e.g., Front Office, Housekeeping & Laundry, Food and Beverage, Shift Incident Log).

  • Precise Time-Based Execution: Captures exact scheduled execution times (Reminder Due Date and Time) to ensure timely delivery of guest amenities, VIP letters, or room cleaning schedules.

  • Reservation & Room Linkage: Connects operational reminders directly with specific guest reservations (Confirmation Number, Guest Name, Room Number) or group blocks (Group Name, Group Code).

  • Shift Incident & Log Tracking: Incorporates shift logs and incident summaries (Shift Incident Log) to communicate room moves, noise complaints, late check-outs, and lost & found entries across shift handovers.

  • Detailed Action Instructions: Preserves free-text operational instructions (Title and Description) to provide staff with exact execution details (e.g., champagne/flower delivery instructions, welcome letter handouts, room move reasons).

Report Views & Functional Breakdown

The Reminders Report presents operational task and shift log data in a unified single-table ledger that supports three key analytical perspectives:

┌────────────────────────────────────────────────────────────────────────┐
│                      REMINDERS REPORT                                  │
├────────────────────────────────────────────────────────────────────────┤
│                         Unified Matrix View                            │
├──────────────────────────┬──────────────────────────┬──────────────────┤
│ 1. Task Scheduling &     │ 2. Reservation & Guest   │ 3. Shift Log &   │
│    Department Matrix     │    Assignment Trace      │    Action Notes  │
└──────────────────────────┴──────────────────────────┴──────────────────┘
1. Task Scheduling & Department Matrix

Monitors scheduled reminders grouped by department, execution time, and task title.

  • Primary Use: Managing departmental daily task queues, prioritizing time-sensitive guest requests, and auditing task execution schedules.

  • Key Metrics: Reminder Due Date, Time, Department, Title, Description.

2. Reservation & Guest Assignment Trace

Correlates operational reminders directly with individual guest reservations, room numbers, and group blocks.

  • Primary Use: Ensuring guest-specific requests (e.g., extra towels, welcome letters, amenity setup) are delivered to the correct room and guest profile.

  • Key Metrics: Confirmation Number, Room Number, Guest Name, Arrival Date, Departure Date, Group Name, Group Code.

3. Shift Log & Action Notes Matrix

Captures comprehensive shift handover summaries, incident logs, and detailed task execution instructions.

  • Primary Use: Facilitating smooth shift handovers between morning, evening, and night audit teams, tracking guest incident resolutions, and reviewing property management notes.

  • Key Metrics: Department, Title, Description, Reminder Due Date, Time.

Reminders.png
Reminders Report

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 14 available columns in this report:

💡 Task Scheduling Note: Reminder Due Date and Time represent the scheduled execution window for the task. Department indicates the specific operating team responsible for fulfilling the reminder.

Column Name

Description

Data Source / System Mapping

Includes Taxes & Fees?

Reminder Due Date

Calendar date on which the reminder or task is scheduled to be completed.

PMS Reminders > Scheduled Date

N/A

Time

Scheduled execution time for the reminder (e.g., 06:00, 14:00, 17:00).

PMS Reminders > Scheduled Time

N/A

Department

Responsible hotel department (e.g., Front Office, Housekeeping & Laundry, Food and Beverage, Shift Incident Log).

PMS Reminders > Target Department

N/A

Title

Short headline or summary title of the reminder or shift log.

PMS Reminders > Task Title

N/A

Description

Detailed free-text instructions, guest request notes, or shift incident log entries.

PMS Reminders > Action Description

N/A

Confirmation Number

Unique alphanumeric reservation identifier linked to the reminder (if applicable).

Reservation System > Confirmation ID

N/A

Arrival Date

Scheduled or actual check-in date of the linked reservation.

Reservation System > Check-In Date

N/A

Departure Date

Scheduled check-out date of the linked reservation.

Reservation System > Check-Out Date

N/A

Guest Name

Combined full name of the guest associated with the reminder.

Guest Profile > Full Name

N/A

First Name

First name of the registered guest.

Guest Profile > First Name

N/A

Last Name

Last name of the registered guest.

Guest Profile > Last Name

N/A

Group Name

Name of the corporate account or group block linked to the stay (if applicable).

Group Master > Group Title

N/A

Group Code

Unique alphanumeric code identifying the group block.

Group Master > Group Code

N/A

Room Number

Physical guest room assigned to the reservation linked to the reminder.

PMS > Assigned Room Number

N/A

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:

    • Task Schedule & Priority (Cols 1–5): Reminder Due Date | Time | Status | Overdue | Department

    • Task Content & Description (Cols 6–7): Title | Description

    • Reservation Identification & Guest Context (Cols 8–15): Confirmation Number | Room Number | Guest Name | First Name | Last Name | Local First Name | Local Last Name | Group Name | Group Code

    • Stay Itinerary (Cols 16–17): Arrival Date | Departure Date

    • Staff Accountability & System Timestamps (Cols 18–22): Assigned To | Username | Date Created | Date and Time of Action Performed

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
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Knowledge Article

Opens the knowledge base article to learn how to interpret this report.
Image 9-29-26 at 12.37 PM.png

Saved Views

Saves your column filtering, sorting, and highlight preferences so you can easily reload your custom view later without reconfiguring the report.
Image 9-29-26 at 12.39 PM.png

Filter

Opens filter controls to isolate specific data within a column based on your selected criteria.
Image 9-29-26 at 12.40 PM.png

Highlight

Highlights column values in a designated color based on selected conditions.
Image 9-29-26 at 12.42 PM.png

Export

Exports and downloads the report in various formats (Excel, PDF, CSV) for offline analysis or printing.
Image 9-29-26 at 12.43 PM.png

Configure

Opens column selection controls to toggle visibility, reorder columns, or hide rows with all zeros.
Image 9-29-26 at 12.44 PM.png

Additional Configuration

Provides advanced report configuration and display formatting options to customize data presentation.
Advanced Controls

  • Exporting & Shift Handovers: Download in Excel or PDF format to generate physical shift logs and departmental task checklists for morning and evening shifts.

  • Filtering: Filter data by Department = Front Office or Department = Housekeeping & Laundry to isolate team-specific duties.

  • Highlighting (Conditional Formatting): Apply custom rules to automatically highlight upcoming VIP amenity deliveries, pending shift incident reports, or urgent guest requests.

Within 🛎️ Front Desk & Guest Services & 🏨 In-House & Occupancy:

  • In House List – Real-time guest register detailing active room occupants, contact info, and stay dates.

  • Recently Viewed Reservations – Audit log tracking recently accessed reservation records and user activity.

  • Arrivals List– Detailed daily manifest of expected arriving guests, check-in statuses, and room assignments.

  • Departures Details – Comprehensive manifest tracking daily scheduled guest departures, folio numbers, and outstanding balances.

Cross-Pillar Deep Dives:

  • 🧹 Housekeeping & Facilities: Cross-reference housekeeping reminders with Housekeeping Sheet Overview to align cleaning schedules with guest requests.

  • 📈 Revenue & Operations: Reconcile special amenity requests with All Transactions for chargeable guest services.