What is Front Desk?

The Front Desk menu contains all the functionality needed to work with the current day’s business. Handles individual guests, groups, and walk-ins, and has features for room blocking, managing guest messages and wakeup calls, and creating and following up on inter-department advisories, or traces. These includes the following:

Arrivals
Guest in-house
House Accounts
Guest Messaging
Room Blocking
House Status

According the Wikipedia, it is also called a receptionist. A receptionist is a person in an office/administrative support position. The work is usually performed in a waiting area such as a lobby or front office desk of an organization or business. The title "receptionist" is attributed to the person who is specifically employed by an organization to greet any visitors, patients, or clients.

A receptionist is usually expected to have a high school diploma or the equivalent, but a receptionist may also possess a vocational certificate/diploma in business and office administration. Although a post secondary degree is not normally required for this position, some receptionists may hold four year university degrees in a variety of majors. Some receptionists may even hold advanced degrees.

TRACES in FRONT DESK

New To create a new trace for the highlighted guest, select New. Traces for guests not already listed here must be created in the reservation itself.

Resolve Once the action has been completed, the trace is marked resolved, indicating that no further action must be taken. If a trace has been entered to be tracked for more than one day, each day will have to be marked as resolved individually.

Edit To update information on an existing trace, select Edit. Any information on the trace can be changed or update.

Delete To delete a trace from the database, Select Delete. This is not recommended manner of resolving trace, as all history information about this trace will also be deleted. The delete option is controlled by User Rights.


TRACE ON RESERVATION

From the Reservation Search or In-house Guest Search result screen, highlight the desired guest and select Options.

Select the Traces option.

Select on New to add a new trace.

Select the Department to send the trace to by placing an “X” to the left.

If any Trace Text exist for that department, you may highlighted the text to send.

Any additional instructions or manuals trace information should be entered in the text field.

Select Save to save and create another trace; select OK to save and close.

To Resolve the trace, highlight the applicable trace and select Resolve.

Resolves all completes all traces and resolves for the entire record.

DEFINITION OF TERMS in FRONT DESK

Room Type To choose the room type specified on the reservation.
Stay on The date on which guests are, or will be
in-house. This option searches for reservation
for guests who are, or will be in-house on the selected date.
Room no. The room number assigned on the
reservation.

Res. Type To choose the reservation type specified on the reservation.
Source code To choose the source code specified on the
reservation.

Rate code To choose the rate code specified on the reservation.
Country code To choose the guest’s country.

City The guest’s city.
Cancel No. The reservation cancellation number.

Conf. Letter Search by a letter type for reservation for guests receiving that letter.

Promotions To Choose the promotion specified on the reservation.

Arrival Time Defines the arrival time range
(on the arrival date)
From/To you wish to search.


VIP To search by VIP level.

Created on To search for the date in which the reservation
was created.
Created by To search by the Opera user who created the reservation.

Search Type To search for reservations having specific reservation status such as; General Cancellation, Day Use, Checked-Out, Due-In, Due-Out, No shows or Complimentary.

Mass This option is used to allow cancellation of all listed.
Cancellation Reservation belonging to guest who have not yet check-in.

Partial String One or more letters that appear anywhere in the term
Match you are searching for.


Partial Condition This option is selected to perform a search.
Match Based on a match in any one or more of the criteria you specify.

Reg. Card Registration Card may be printed by the time the reservation is made until the guest’s departure date. Select this option to access the guest’s profile.

Profile Select this option to access the guest’s profile.

Option Select this function to access all reservation options.

Edit To access the reservation for check in, select Edit.

DISPLAY MESSAGES in FRONT DESK

DISPLAY MESSAGE OPTIONS

Not Received Display on those messages in the system that have not been received.

Received Displays all messages marked as received other than video received.

Printed Displays only those messages that have been printed.

Lamp On Displays only those messages that have been save and not received. All save messages automatically turn on the message lamp for those telephone systems with an interface to opera.

Video Display only those messages sent for video display.

Sent This function is available for those video systems with an interface to opera.

Video Displays only those messages received by video
Received display. This function is available for those video systems with an interface to opera.

All Displays all messages in the system, both
Messages received and not received.

GROUP GUEST PROCEDURES in FRONT DESK

From the Main Opera screen, select Front Desk and Messages.

Select Send Messages.

Select the group of guest that will receive the batch messages.

Enter any additional filter criteria needed

Select New to create a new message.

Input the caller’s Name, Title and additional information, then select the drop down arrow next to Message Text to select from pre-defined messages.

Select the pre-defined message desired by highlighting, and select OK to save.

Once the return Phone No. is entered, press the [Tab] key to move the message information into the textbox on the right.

Enter any additional message txt and select Save.

Answer yes to send the message to the guests.

This will turn the message light on in the guest rooms of the selected group.
To print the message for delivery to a guest room, select Print on the highlighted message.

Input the Number of copies and select OK to Print.

A Message Lamp on this group in-house indicates that a message is waiting to be delivered.

To mark a message as received by the guest, highlight the message and select the Receive Button.

Note the receive message indication with date and time of delivery.

MESSAGES

Guest messages can be left individually on the guest reservation, or can be left as batch message for larger sets of guests.

SEND MESSAGES

Guest
Arriving TodayAll guests with the current dates as the arrival date on the reservation.


Guest Arriving Tomorrow All guests with tomorrow as the arrival date on the reservation.

Guest Departing Today All guests with as the departure date on the reservation.

Guests Departing Tomorrow All guests with tomorrow as the departure on the reservation.

Guest In-House All guest with a Reservation type “CHECK IN” or
“DUE OUT”

Group Guest Guest from specific groups can be sorted out to received messages.

FUNCTION BUTTONS in FRONT DESK

Block Use this button to access the vacant room list to assign a room for the highlighted reservation

Unblock Use this button to eliminate the pre-blocked room form highlighted reservation.

Auto Use this option to pre-block all arrivals for the day. The systems looks for preferences in both the profile and reservation and locates rooms that suit for the guest.

Profile Use this option to access the guest profile for information that may assist in locating a room for the guest .