Check-Inn®, Version 7

User Guide
Rev. September 2020

©2020 Innsoft, Inc.

 Check-Inn

Contents
Check-Inn®, Version 7 .............................................................................................................. 1
About Check-Inn®..................................................................................................................... 8
License and warranty..................................................................................................................................... 8
Customer support .......................................................................................................................................... 9
Check-Inn Features ............................................................................................................ 10
Hardware Requirements ..................................................................................................... 11
Get Started .............................................................................................................................. 12
Introduction ......................................................................................................................... 12
Installation........................................................................................................................... 13
Set up your computer ..................................................................................................................................13
Install Check-Inn ..........................................................................................................................................13
Complete the installation process ...............................................................................................................14
Start Check-Inn ................................................................................................................... 16
If there is no Check-Inn icon on your desktop .............................................................................................17
Set up Check-Inn ................................................................................................................ 19
Settings ................................................................................................................................... 20
Property Name & Address .................................................................................................. 22
Enter property information .........................................................................................................................23
Room Inventory .................................................................................................................. 27
Enter your room inventory ..........................................................................................................................27
Sort the room list .........................................................................................................................................43
Search for a room in the list ........................................................................................................................45
Set all rooms to Clean status .......................................................................................................................47
Adjust the linen change setup .....................................................................................................................48
Print a room list ...........................................................................................................................................50
Setting Up Rates................................................................................................................. 52
Yield management .......................................................................................................................................52
Creating rates ..............................................................................................................................................52
Setup rate types...........................................................................................................................................52
Setup rate rules ...........................................................................................................................................66
Tax and Sales Categories ................................................................................................ 100
Add tax rules ............................................................................................................................................. 100
Modify tax rule ......................................................................................................................................... 118
Copy tax rule ............................................................................................................................................. 120
Delete tax rule .......................................................................................................................................... 123
Enter sales categories ............................................................................................................................... 125
Auto-charge all guests .............................................................................................................................. 127
Check-In/Out Times .......................................................................................................... 129
Credit Cards and Phone Limits ......................................................................................... 133
Enter credit card information ................................................................................................................... 134
Enter a specialty payment type ................................................................................................................ 138
Enter a billing balance .............................................................................................................................. 140
Set the default phone limit ....................................................................................................................... 141
Credit card processing with Zeamster ...................................................................................................... 143
Credit card security (non-Zeamster)......................................................................................................... 152
Printers & Devices ............................................................................................................ 166
Select a printer ......................................................................................................................................... 166
Activate an electronic cash drawer .......................................................................................................... 172
Integrate voicemail ................................................................................................................................... 176
 Check-Inn

Set up scanner .......................................................................................................................................... 180

Set up keycard interface ........................................................................................................................... 188
Set up signature pad ................................................................................................................................. 193
Colors & Preferences ........................................................................................................ 203
Marketing codes ....................................................................................................................................... 204
Set occupancy alarm ................................................................................................................................. 214
Set screen saver ........................................................................................................................................ 218
Set grid preferences ................................................................................................................................. 229
Set background and highlight color .......................................................................................................... 239
Set Check-Inn preferences ........................................................................................................................ 243
Statements........................................................................................................................ 251
Set reservation statements ...................................................................................................................... 252
Set billing statements ............................................................................................................................... 256
Edit other statements ............................................................................................................................... 260
Delete a statement ................................................................................................................................... 265
Print a statement ...................................................................................................................................... 266
Date and time stamp a statement ............................................................................................................ 268
Search the text of a statement ................................................................................................................. 269
Passwords and Security ................................................................................................... 271
Advanced Passwords ................................................................................................................................ 271
Basic Passwords ........................................................................................................................................ 283
Event Tracking .................................................................................................................. 292
Today’s Events .......................................................................................................................................... 292
Maintain Check-Inn Files .................................................................................................. 308
Make data backups ................................................................................................................................... 308
Restore backups ....................................................................................................................................... 318
Purge Check-Inn data ............................................................................................................................... 327
Email ................................................................................................................................. 331
Set up and configure email ....................................................................................................................... 331
Create an email......................................................................................................................................... 343
Manage your messages ............................................................................................................................ 347

Home Screen ........................................................................................................................ 349

At a glance ................................................................................................................................................ 349
Right-click context menu .......................................................................................................................... 351
Grid ................................................................................................................................... 353
Expand or shrink the grid.......................................................................................................................... 355
Refresh the grid ........................................................................................................................................ 357
Reset the grid to today’s date .................................................................................................................. 358
Search Guests, Reservations, and Guest History ...................................................................................... 359
Determine if a room is locked or if an advance deposit has been received ............................................ 360
Mouse hover display options ................................................................................................................... 360
Grid options .............................................................................................................................................. 365
Set custom unavailable dates ................................................................................................................... 386
Generate reports ...................................................................................................................................... 402
Messages, Today’s Diary, Today’s Events ................................................................................................. 404
View last backup status ............................................................................................................................ 405
Update software/countdown to contract renewal .................................................................................. 407
Check-Inn Service and Support ........................................................................................ 409
Access Innsoft support and system information ...................................................................................... 410
View support status .................................................................................................................................. 412
Check-Inn Function Keys .................................................................................................. 414
 Check-Inn

Check-In Reservation .......................................................................................................... 415

Use the Check-In Reservation button ....................................................................................................... 415

Check-In Walk-In .................................................................................................................. 425

Check in a Walk-In Guest ................................................................................................. 426
Enter guest information ........................................................................................................................... 426
Enter rate information.............................................................................................................................. 431
Check in a Split Room ...................................................................................................... 436
Room Selection Options ................................................................................................... 440
Quick guest check-in ................................................................................................................................. 440
Search for a room ..................................................................................................................................... 443
Change a room’s status ............................................................................................................................ 445
Set all rooms to clean ............................................................................................................................... 449

Guest Screen ........................................................................................................................ 451

Make changes to information for a current guest .............................................................. 452
View and print the guest folio ............................................................................................ 454
View or print the folio .............................................................................................................................. 454
Post charges/payments .................................................................................................... 458
Change a guest’s room number........................................................................................ 459
Change the guest’s check-in date..................................................................................... 461
Make corrections to past days’ charges ............................................................................ 464
Edit a guest’s bill ....................................................................................................................................... 464
Change a guest’s rate ....................................................................................................... 468
Change the guest’s rate duration (daily, weekly, etc.) ............................................................................. 471
Hide the room rate on a guest’s folio ................................................................................ 472
Remarks and marketing codes ......................................................................................... 474
Add or change extra people .............................................................................................. 480
Delete or reinstate a guest ................................................................................................ 485
Delete a guest from the system ............................................................................................................... 485
Reinstate a guest ...................................................................................................................................... 488
Edit phone calls and charges ............................................................................................ 491
View or print guest reports ................................................................................................ 496
Print registration cards ...................................................................................................... 501
Print ID guest list............................................................................................................... 506
Print the Daily Status Report............................................................................................. 510
Recalculate phone calls .................................................................................................... 515
View, enter, or edit guest messages ................................................................................. 517
Print folios for multiple guests ........................................................................................... 520
Cash Register/Guest Screen ............................................................................................... 524
Set phone credit limit ........................................................................................................ 525
Select a travel agency ...................................................................................................... 529
Pre-authorize a credit card................................................................................................ 534
Apply a charge to a guest’s account ................................................................................. 535
Apply a payment to a guest’s account .............................................................................. 542
Enter a repeating charge .................................................................................................. 546
Refund/reverse a charge .................................................................................................. 550
Refund or reverse a payment ........................................................................................... 554
Void sale/return to Guest Screen ...................................................................................... 559
Check-Out ............................................................................................................................. 560
Check out a guest ............................................................................................................. 561
Enter or view guest messages .......................................................................................... 564
 Check-Inn

Do a quick check-out ........................................................................................................ 568

Check-out cash register options ....................................................................................... 570
Stand-Alone Cash Register (for customers who are not guests) .................................... 573
Charge a customer (who is not a guest) ........................................................................... 574
Apply a refund................................................................................................................... 579
Audit ...................................................................................................................................... 582
Daily Audit......................................................................................................................... 583
Edit financial information ......................................................................................................................... 583
Delete a guest entry ................................................................................................................................. 589
Mark an entry as occupied/not occupied................................................................................................. 592
Credit Card Audit .............................................................................................................. 596
Accounts Receivable ........................................................................................................ 599
Print a bill .................................................................................................................................................. 600
Edit billing information ............................................................................................................................. 604
Enter a payment ....................................................................................................................................... 606
Group billing/create a company ............................................................................................................... 610
Delete a bill ............................................................................................................................................... 616
Generate Accounts Receivable reports .................................................................................................... 617
Cash Register Audit .......................................................................................................... 619
Travel Agent Audit ............................................................................................................ 623
Add a travel agency .................................................................................................................................. 623
Edit travel agency information ................................................................................................................. 628
Print a travel agency’s statement ............................................................................................................. 630
Make changes to the travel agency statement ........................................................................................ 632
Print a travel agency list ........................................................................................................................... 635
Delete a travel agency .............................................................................................................................. 637
Credit Card Processing – Batch Screen (with Zeamster) ................................................. 638
Credit card processing options ................................................................................................................. 641
Credit Card Processing – Batch Screen (without Zeamster) ............................................ 646
Credit card processing options ................................................................................................................. 649

Reservations......................................................................................................................... 653
Make a reservation ........................................................................................................... 654
Three easy ways to make a reservation ................................................................................................... 655
Rate quotes ...................................................................................................................... 669
Search for a reservation or cancellation ........................................................................... 677
Group booking .................................................................................................................. 681
Group functions ................................................................................................................ 685
Print reservation confirmations or cancel group reservations................................................................. 685
Enter an advance deposit ................................................................................................. 689
Print a confirmation ........................................................................................................... 695
View a reservation ............................................................................................................ 700
Cancel a reservation ......................................................................................................... 703
View a cancellation ................................................................................................................................... 708
Restore a reservation ............................................................................................................................... 711
Copy a reservation............................................................................................................ 716
Use the Advanced Search feature .................................................................................... 721
Use the Advanced Search feature ............................................................................................................ 722
Use Reservation Reports .................................................................................................. 730
EMV Credit Card Processing in Check-Inn ........................................................................ 731
What is EMV? ........................................................................................................................................... 731
System requirements ............................................................................................................................... 731
 Check-Inn

Setting up your terminal ........................................................................................................................... 731

Software setup ......................................................................................................................................... 731
Printing options ................................................................................................................. 734
Processing Credit Cards in Check-Inn .............................................................................. 737
Pre-authorize a Card ................................................................................................................................. 737
Pre-authorization using the terminal ....................................................................................................... 740
Pre-authorize a card on file ...................................................................................................................... 742
Modify a Pre-Authorization ...................................................................................................................... 743
Void a pre-authorization........................................................................................................................... 743
Print receipt for a pre-authorization ........................................................................................................ 744
Charging a new credit card using a terminal ............................................................................................ 744
Recharging a card ..................................................................................................................................... 747
Charging a token from the vault ............................................................................................................... 749
Charging a pre-authorized card ................................................................................................................ 750
Charging a card on file .............................................................................................................................. 752
Manually authorize a credit card .............................................................................................................. 753
Manually charging a credit card with phone approval ............................................................................. 754
Refunding a credit card ............................................................................................................................ 756
Tokenization ..................................................................................................................... 758
Tokenizing a credit card in Check-Inn ....................................................................................................... 758
Viewing or updating an existing token ..................................................................................................... 758
Creating and storing multiple tokens for one guest ................................................................................. 761
Using stored tokens .................................................................................................................................. 761
EMV Troubleshooting ....................................................................................................... 762
Reports ................................................................................................................................. 765
The Daily Financial Report................................................................................................ 766
About the Daily Financial Report .............................................................................................................. 769
The Monthly Financial Report ........................................................................................... 773
About the Monthly Financial Report ........................................................................................................ 777
The Yearly Financial Report ............................................................................................. 781
About the Yearly Financial Report ............................................................................................................ 784
Reservation Reports ......................................................................................................... 787
Housekeeping Report ....................................................................................................... 796
Occupancy Report ............................................................................................................ 802
Shift Reports ..................................................................................................................... 806
Standard Shift Report ............................................................................................................................... 806
Manager Shift Report ............................................................................................................................... 813
Advanced Shift Report .............................................................................................................................. 819
Guest Tracking reports ..................................................................................................... 839
Guest History ............................................................................................................................................ 840
Guest Labels.............................................................................................................................................. 846
Marketing Report ..................................................................................................................................... 852
Room Revenue Report.............................................................................................................................. 857
Tax Exempt Report ................................................................................................................................... 862
Manage Email ........................................................................................................................................... 866
Signed Documents .................................................................................................................................... 871
Phone House Account Report .......................................................................................... 877
Phone Miscellaneous Report ............................................................................................ 880
POS (Point of Sale) & Movie Logs .................................................................................... 883
Guest Reports................................................................................................................... 886
Maintenance Log .............................................................................................................. 887
Add a room to the Maintenance Log........................................................................................................ 887
Access and print the Maintenance Log .................................................................................................... 891
 Check-Inn

Charts & Graphs ............................................................................................................... 892

Exporting .......................................................................................................................... 900
Export reports to Quicken or QuickBooks ................................................................................................ 900
Export to QuickBooks ............................................................................................................................... 904

Troubleshooting ................................................................................................................... 909

Common Questions and Answers .................................................................................... 910
How do I remove stayover charges? ........................................................................................................ 910
Why does Check-Inn say my code has expired? ....................................................................................... 911
I checked a guest out, but the guest is still listed on the Guest Screen. Why? ........................................ 911
I deleted a guest on the Daily Audit Screen. How can I get the guest back? ........................................... 911
I deleted a guest on the first/only night of their stay. How do I add the guest back? ............................. 912
Check-Inn still shows yesterday’s reservations as arrivals. Why? ............................................................ 913
How do I restrict access to the Audit and Settings screens? .................................................................... 914
Why is there a letter in brackets [ ] next to the guest’s name on the Guest Screen? ............................. 915
I am having trouble submitting a credit card batch. Why? ...................................................................... 916
Error messages ................................................................................................................ 918
Network And Data Security Information ............................................................................ 919
Network security ...................................................................................................................................... 919
Workstation security ................................................................................................................................ 920
Security settings in Check-Inn................................................................................................................... 920

Appendix ............................................................................................................................... 922

Recommended Night Audit procedure .............................................................................. 923
Print reports ............................................................................................................................................. 923
Handle no-shows ...................................................................................................................................... 924
Balance check ........................................................................................................................................... 925
Interface check ......................................................................................................................................... 927
Perform backup ........................................................................................................................................ 928
Additional balancing tips .......................................................................................................................... 928
Understanding the Daily Financial Report ........................................................................ 929
Section 1 – Transaction Details ................................................................................................................. 929
Section 2 – Miscellaneous Breakdown ..................................................................................................... 929
Section 3 – Occupancy Summary.............................................................................................................. 929
Section 4 – Tax Exempt Summary............................................................................................................. 929
Section 5 – Cash Register .......................................................................................................................... 930
Section 6 – Tax Breakdown ....................................................................................................................... 930
Section 7 – Billing Report .......................................................................................................................... 930
Section 8 – Advance Deposit Report ........................................................................................................ 930
Section 9 – Summary Section ................................................................................................................... 930
Section 10 – Accounts Receivable Summary ............................................................................................ 931
Understanding the Monthly Financial Report .................................................................... 932
Section 1 – Daily Activity........................................................................................................................... 932
Section 2 – Miscellaneous Breakdown ..................................................................................................... 932
Section 3 – Occupancy Summary ............................................................................................................. 932
Section 4 – Rooms Rented ........................................................................................................................ 932
Section 5 – Tax Exempt Summary............................................................................................................. 932
Section 6 – Tax Breakdown ....................................................................................................................... 933
Section 7 – Billing Report .......................................................................................................................... 933
Section 8 – Advance Deposit Report ........................................................................................................ 933
Section 9 – Summary Section ................................................................................................................... 933
Section 10 – Accounts Receivable Summary ............................................................................................ 933
About Check-Inn Check-Inn

About Check-Inn®
This section includes information on:
 License and warranty
 Customer support
 Check-Inn features
 Hardware recommendations

License and warranty

This software is a proprietary product and is protected by copyright. You may duplicate it for backup
protection, but not, either in whole or in part, for any other purpose. It may be used by more than one
machine, but only for business related to the licensed property.

If this software fails to perform to your satisfaction within 30 days from the date of purchase, Innsoft,
Inc. will repair the defect or refund the purchase price of the software. You agree that your sole
remedy is a full refund of the purchase price.

Innsoft, Inc. makes no warranty, expressed or implied, including fitness for a particular use, regarding
this software. Innsoft, Inc. shall in no event be liable for any special, incidental, consequential, or
other damages resulting from any defect in the software.

This software is licensed to a physical location, not a person, corporation, or other legal entity.

Under no circumstances will the license be transferred to another physical location.

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About Check-Inn Check-Inn

Customer support
Innsoft, Inc.
Sales: (800) 950-8995

Technical Support: (503) 643-8162, option 2

(7:00 AM – 4:00 PM, Monday through Friday, Pacific time)

Unless you are using a demo, a valid service contract is required to receive technical support.

Emergency Support is available from 4:00 PM – 11:00 PM, Monday through Friday, and 7:00 AM –
11:00 PM, Saturday and Sunday (Pacific time).

There is an additional fee for after-hours emergency support.

Please use our technical support number during normal business hours.

Fax: (503) 641-6537

Email: [email protected]

Website: www.innsoft.com

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About Check-Inn Check-Inn

CHECK-INN FEATURES
 Touch-screen friendly
 Enhanced reservation features, including a feature-rich grid, search engine, and reports
 Customizable yield management system for daily, weekly, monthly, and package rates
 Sophisticated password protection that allows for customizable groups and multiple users
 Automatic closing of the financial day, and posting of room and tax
 Ability to email folios, confirmations, cancellations, quotes, and reports
 Market and Event tracking
 Accounts Receivable system
 Complete data backup and recovery
 Fully-integrated EMV credit card processing (module available)
 Credit card encryption and advanced security features
 Network support for multiple workstations (module available)
 Internet reservations interface (requires additional program)
 Ability to export financial summaries to QuickBooks, Quicken, and CSV
 Call accounting interface (requires additional program)
 Voicemail interface (module available)
 Multiple printer support
 Hardware support, including ID scanners, passport scanners, signature pads, cash registers,
and magnetic stripe readers
 Among many others!

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About Check-Inn Check-Inn

HARDWARE REQUIREMENTS
 Multicore – 1.8 GHz processor (2.0 GHz or better recommended)
 4 GB RAM (or better)
 Windows 8 or 10
 160 GB hard drive or more (500 GB or more recommended)
 Multiple USB 2.0 ports (USB 3.0 recommended)
 Mouse
 Monitor with 1024 X 768 resolution or higher
 Printer (laser printer recommended)
 Ethernet port
 Wired, high speed Internet connection (wireless connections are not supported)
 Serial port or a USB-to-serial adapter (only required for certain software options)

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Get Started Check-Inn

Get Started
This section includes information on how to:
 Set up your computer
 Install Check-Inn
 Start Check-Inn
 Set up Check-Inn

INTRODUCTION
Thank you for purchasing Check-Inn®. Check-Inn gives you more control over many front desk
operations, and because several features are automated, Check-Inn saves you many hours of
bookkeeping. The simplicity of Check-Inn is an asset to any property.

We recommend that you give your staff a practice period of at least two weeks to learn this new
system. This is easiest if your current system is maintained until your staff is trained to use Check-
Inn.

If you have problems running Check-Inn, consult the corresponding section of this manual. You may
also refer to the Questions and Answers section at the end of the manual, which contains the
answers to the most common questions. Once you are running Check-Inn you may press the F1 key
at any time to receive assistance with the program.

The help key will allow you to view tips, hints, and directions. If you still cannot find a solution to your
problem, please call Innsoft Technical Support at 503-643-8162, option 2, during normal business
hours (Monday through Friday, 7:00 AM to 4:00 PM, Pacific time).

IMPORTANT: Your property name and property code number must be entered in the Property Name
and Address screen (Settings > Property Name & Address) for Check-Inn to function. Your
property name and code number are located near the middle of your invoice under the License
Information section. Both the property name and code number must match the invoice exactly.

Example:
Innsoft Demo Motel – Portland
651335

The entire name “Innsoft Demo Motel – Portland” including spaces and punctuation must be entered
on the Name line exactly as is appears on the invoice. (This field is not case sensitive.)

If you cannot find your invoice, contact Innsoft to receive your property code. You can run Check-
Inn for a trial period of 60 days in Demo mode using the demo code (651335) as your code number.

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Get Started Check-Inn

INSTALLATION

Set up your computer

We highly recommend that you place your computer at your front desk for easy guest check-in.
Computers on a network should be placed in areas that allow for easy installation of networking
cables and easy access by the staff. You may need to purchase extension cables if you are having
problems with the placement of your monitor, keyboard, printers, or other hardware, such as
scanners, magnetic stripe readers, or signature pads.

Please pay close attention when setting your computer’s date and time, specifically AM and PM, as
they are often reversed. (You can set the time and date by double-clicking on the digital clock at the
lower right of the Windows desktop.)

Install Check-Inn
There are two ways to install Check-Inn:
 From the Innsoft website
 From a USB thumb drive
After installing Check-Inn, you need to complete the installation process.

Download and install Check-Inn from www.innsoft.com

Note: You must purchase Check-Inn in order to install it. Please contact Innsoft Sales
(800-950-8665) for assistance.

Once you’ve purchased Check-Inn, follow the instructions you received at the time of purchase. If you
are unable to find the instructions, please call Innsoft Technical Support at (503) 643-8162, option 2.

Install from a USB thumb drive

Insert the Innsoft USB drive into your computer's USB port.
If the drive folder opens automatically, continue after step 4.
Hold down the Windows ( ) key and press e on your keyboard.
Double-click the drive with "Innsoft, Inc." next to the drive letter.
Then double-click setup.exe.

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Get Started Check-Inn

A screen opens, asking which product you would like to install.

Click the Check-Inn icon ( ).

When the Welcome screen appears, click Next to continue or Cancel to exit setup.
Note: If you do not receive a prompt to install Check-Inn, please call Innsoft Technical Support during
normal business hours at (503) 643-8162, option 2.

Complete the installation process

Follow these steps to complete the Check-Inn installation process, whether you have downloaded
Check-Inn from the Innsoft website or installed it via USB drive.

At the Check-Inn Setup Wizard screen:

Click Next at the Information screen or Cancel to exit setup.

Choose where to install Check-Inn.
If you are installing the program for the first time, it is strongly recommended that you install the
program to the default folder (Checkinn on the C drive).

Click Next to continue.

Select any additional tasks you wish to perform and click Next. (It is strongly recommended that
you select “Create a desktop icon for Check-Inn.”)
Click the Finish button to complete the installation.

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Get Started Check-Inn

If this is a brand new installation of Check-Inn, you are asked if you want to install the sample
property data.
a. If you want to load your own property’s information, click No.
b. If you want to do a trial of Check-Inn using sample property data, click Yes.

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Get Started Check-Inn

START CHECK-INN
The installation process creates a shortcut on your desktop which you will use to start Check-Inn.

Double-click the Check-Inn shortcut icon.

Verify that the date and time at the lower right-hand corner of the Check-Inn screen are both
correct. If the date or time is not correct, close Check-Inn and fix the date and time in your
Windows settings.

Verify that the date and time

shown here are correct.

The home screen shows your property’s current status and allows you access to all the features
available in Check-Inn.
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Get Started Check-Inn

If there is no Check-Inn icon on your desktop

Right-click an open area of the desktop.
Click New, and when the menu appears click Shortcut.

When you are prompted at the command line, type: C:\checkinn\checkinn.exe (or the location
where you chose to install Check-Inn, if different).

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Get Started Check-Inn

Click the Next button.

Type a name (the default is Check-Inn).
Click Next.
Click Finish on the final screen.
Double-click the desktop icon to start Check-Inn.

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Get Started Check-Inn

SET UP CHECK-INN
After you install Check-Inn, there are a few things you need to do to before you start using it to
manage your property:

 Set up your property in Check-Inn (enter your property name, contact information, and codes,
if you have purchased Check-Inn)
 Enter tax and sales categories
 Configure your check-in/check-out/close-out times
 Enter your room inventory
 Set your rates
 Set up credit card processing (optional)
 Select your printer(s) and set up other hardware
 Customize Colors & Preferences
 Customize your statements
 Set up your security, including groups, users, and passwords
 Set your backup schedule
 Set up the email feature

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Software Setup EMV Setup and User Guide

Settings
The Settings screen is where you’ll do most of your setup. This screen contains basic information that
Check-Inn requires in order to function properly. All the information needs to be entered and kept up
to date.

Access the Settings screen by clicking Settings.

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Software Setup EMV Setup and User Guide

This information includes:

 Property Name & Address
 Room Inventory
 Setting Up Rates
 Tax and Sales Categories
 Check-in/out Times
 Credit Cards and Phone Limits
 Credit Card Processing (module required)
 Printer & Devices
 Color & Preferences
 Statements
 Passwords and Security
 Event Tracking
 Maintain Check-Inn Files
 Email

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PROPERTY NAME & ADDRESS

Settings > Property Name & Address

The Property Name & Address screen contains the name of your property, your property code
number, your options code (for voicemail, network, etc.), and the property address and contact
information.

Note: The name, address, phone numbers, and email you enter will appear on all reports and folios.

IMPORTANT: The license code must be set for Check-Inn to function. If you have lost your code
number or have changed your property’s name, please contact Innsoft Sales (800-950-8665) for
assistance.

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Enter property information

Click Settings on the home screen.

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The Settings screen is displayed.

Click Property Name & Address.

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The Property Name & Address screen is displayed.

In the Property Name field, type your property’s name exactly as it appears on your invoice under
the License Information section.
Note: The property name is not case sensitive, but punctuation and spacing are important.

Enter your property’s address, phone number, and email address.

Enter Tax ID Title and Tax ID Number.
Example: Tax ID Title may be “EID” in the USA, or “BN” or “EN” in Canada. If left blank, “Tax ID”
will show on folios and reports, if a Tax ID Number is entered. (If a Tax ID Number is not entered,
neither the title nor the number will show on folios or reports.)
Enter your property’s code number (and options code if you have one) as it appears on your
invoice under the Information section.
Click Done.

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Note: If this is a demo version of Check-Inn, enter the name as you want it to appear on folios, and
set the code number to 651335. The demo code lets you operate Check-Inn for a period of 60 days
from the day you installed it.

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ROOM INVENTORY
Settings > Rooms & Rates

This section includes information on how to:

 Enter your room inventory
 Sort the room list
 Search for a room in the list
 Set all rooms to Clean status
 Adjust the linen change setup
 Print a room list

Enter your room inventory

This section includes information on how to:
 Add a room
 Edit a room
 Change room status
 Delete a room
 Enter a conference or dummy room
 Enter split rooms

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Add a room
Enter the rooms in the order that you want them displayed in your room lists and in your reports. Each
new room will be added immediately below the room currently selected with the highlight bar.

Click Settings on the home screen.

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The Settings screen is displayed.

Click Rooms & Rates.

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The Rooms & Rates screen is displayed.

You can quickly copy room type

information from an existing room to
a new room if they are the same
room type.
If you are adding rooms of the same
room type, highlight the room type
(in the Room Description column of
the Rooms & Rates screen) for the
type of room you want to copy.

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Click Add Room.

The Add Room window is displayed.

If you are adding multiple rooms of

the same room type (and highlighted
a room to copy from on the previous
screen), click to select the “Copy
information from the selected room”

Selecting these options will add an

icon to lists and mouse-overs,
making it easier to identify which
rooms allow smoking, allow pets, or
contain disability accommodations.
Enter the room number.
Enter the room type in the Description field (for example, “KNS” or “King NS” for a king-size bed,
non-smoking).
IMPORTANT: Make sure you enter the descriptions of similar rooms in exactly the same way, so
that Check-Inn can properly group the rooms.

Select options for Nonsmoking / Smoking Allowed, No Pets / Pets Allowed, or Disability
Accommodations, as desired.
Click Done.

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Note: New rooms are added below the currently-selected room. If Copy information from the
selected room is checked, the room will be assigned the next available number after the selected
room.
For example: We’ve selected room
117. When we click Add Room, the
new room will be added just below it.
If Copy information from the
selected room is checked, the new
room will be number 121 (since 118,
119, and 120 are used).

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Edit a room
Settings > Rooms & Rates.
The Rooms & Rates screen is displayed.

Click to select the room you would like to edit.

Click Edit Room.

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The Edit Room window is displayed.

Change the information in the same manner described in Add a room.

Click Done.

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Change status
Check-Inn has three room statuses: Clean, Dirty and Not Available.

Room status usually changes to Dirty upon check-in, then to Clean when marked clean after clearing
the Housekeeping Report. If you find that a room’s status is incorrect, you can manually change it.

You can easily change a room’s status directly from the grid on the home screen. Simply right-click
the room number and click on the status you want.

The instructions that follow are for changing a room’s status from the Rooms & Rates screen.

Note: Room type is color coded to denote its status: Green = Clean, Blue = Dirty, Red = Not
Available.

Blue = Dirty

Green = Clean

Red = Not Available

If you have a room that is currently out of service, you can change the status of the room to Not
Available. A warning message is displayed if the room is occupied.

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Note: Rooms marked as Not Available do not appear on the Housekeeping Report and are not
included in inventory for connections with Online Travel Agents.

Use this feature to change the status of a room between clean, dirty, and unavailable.

Settings > Rooms & Rates.

The Rooms & Rates screen is displayed.

Click to select the room you whose status you want to change.
Click Change Status. (Notice the room status change.)
Continue clicking Change Status until the desired status is displayed.

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Delete a room
Settings > Rooms & Rates.
The Rooms & Rates screen is displayed.

Click to select the room you wish to delete.

Click Delete Room.
This message is displayed: “Delete Room (room number)?”

Click Yes.
Note: If the message “Room Occupied or Reserved. Unable to Delete Room” is displayed, move
all guests and reservations for this room to other available rooms, then use the delete procedure
again.

Click Done.

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Enter conference or dummy rooms

Note: To activate this feature, check the “Allow conference and dummy rooms” check box in Colors
& Preferences from the Settings screen.

Conference rooms do not affect occupancy totals, availability totals, or average daily rate.

Settings > Rooms & Rates.

The Rooms & Rates screen is displayed.

Click Add Room.

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The Add Room screen is displayed.

Note: Check-Inn uses a letter (other than S) before the room number to indicate a conference
room.

Enter the room number with a letter from A–Z (not including S) before the number in the Room
Number field.
Enter the room type (for example, “Conference Room”) in the Description field.
IMPORTANT: Make sure you enter the descriptions of similar rooms in exactly the same way so
that Check-Inn can properly group the rooms.

Click Done.

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Enter split rooms

Split rooms do not affect the total number of rooms occupied or available. However, room rental for a
split room will affect your average daily rate. Split rooms are not available when making a reservation.
Rooms may only be split at check-in or from the guest screen.

Settings > Rooms & Rates.

The Rooms & Rates screen is displayed.

Click Add Room.

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The Add Room screen is displayed.

Enter the room number with an S before the number in the Room Number field.
Type the room type (for example, “Split Room”) in the Description field.
Click Done.
IMPORTANT: Split rooms count against the number of rooms you purchased for Check-Inn.

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Sort the room list

If you have entered your room list and the rooms are out of order, use this feature to automatically
sort your rooms. Rooms can be sorted by room number or alphabetically by description, in ascending
or descending order.

Settings > Rooms & Rates.

The Rooms & Rates screen is displayed.

Click Sort Room List.

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The Room Sort window is displayed.

Click to select the way you want the rooms sorted.

Click Done to sort the rooms. Otherwise, click Cancel to leave the rooms in the current order.

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Search for a room in the list

Settings > Rooms & Rates.
The Rooms & Rates screen is displayed.

Make sure the cursor is in the Room Search box.

Type the room number or description of the room.
Note: As you begin typing, Check-Inn immediately moves to the first match.

If the room is: Then:

Listed The selection bar moves to the room you are searching for.

Not listed This message shows: “Room not found.”

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Click OK.

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Set all rooms to Clean status

Settings > Rooms & Rates.
The Rooms & Rates screen is displayed.

Click Clean All.

This message is displayed: “Set dirty all rooms to CLEAN?”

Click Yes.
Note: Rooms with the status of Not Available do not change status.

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Adjust the linen change setup

Linen status lets you change the number of days a room must be occupied before it is marked for a
linen change on the Housekeeping Report (with “/L”).

Settings > Rooms & Rates.

The Rooms & Rates screen is displayed.

Click Linen Status.

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The Linen Change Setup window is displayed.

In the DAILY nights field, set the number of nights the room must be occupied before the linen
needs to be changed for daily rate duration guests. To adjust the number of nights, type the new
number or use the arrow keys to increase or decrease the number listed.
Repeat the above procedure for the WEEKLY, MONTHLY, and PACKAGE rate durations.
Click Done to save the changes.

Guests checking out are marked for a linen change with “/L” in the Housekeeping Report.

To turn off the linen change feature, set the number of nights to “1” for each rate duration in the linen
change setup. This ensures that linens are marked for a change every day.

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Print a room list

Settings > Rooms & Rates.
The Rooms & Rates screen is displayed.

Click Print Room List.

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A print preview of the Room List is displayed.

Print or email as needed.

Select a page range

Print one copy Print two copies Email Click Done

Click Done to close the print preview without printing.

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SETTING UP RATES

Yield management
Yield management, also known as revenue management, is the process of understanding,
anticipating and reacting to consumer behavior in order to maximize revenue. Put simply, yield
management is the practice of forecasting supply and demand and adjusting prices to achieve
maximum profit. Yield management is particularly important in the lodging industry because the
product being sold (rooms) has a shelf life of one day. Revenue lost from an unoccupied or
undervalued room is revenue that can never be recovered. The rate system in Check-Inn provides the
tools necessary to maximize revenue and occupancy by allowing you to predetermine the maximum
and minimum rates, length of stay, and arrival days available at your property, based on demand.

Creating rates
Creating rates for your property involves two steps:
 Setup rate types
 Setup rate rules

Setup rate types

Before you can set up rates, you need to add rate types. Rate types are pricing categories that
distinguish one rate from another for each type of room (for example, RACK, AAA, AARP discount).

If your property offers only one rate and no discounts, you only need to add one rate type.

Use this section to:

 Add rate types
 Edit rate types
 Delete rate types
 Change the order of rate types in a list
 Print a list of rate types

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Add rate types

Click Settings on the home screen.

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The Settings screen is displayed.

Click Rooms & Rates.

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The Rooms & Rates screen is displayed.

Click Room Rates.

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The Room Rate Setup window is displayed.

Click Rate Types.

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The Rate Types window is displayed.

Click Add Rate Type.

The Add Rate Type window is displayed.

Type the name of the rate type you wish to add (ex. RACK, AAA, AARP).
Click Done.

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Continue adding all of your rate types in the same way until all desired rate types have been
added.

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Edit rate types

Editing the rate type changes the name of the rate type.

Settings > Rooms & Rates > Room Rates > Rate Types.
The Rate Types window is displayed.

Click to select the rate type you want to edit.

Click Edit Rate Type.

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The Edit Rate Type window is displayed.

Type the new name for this rate type in the Enter Rate Type field.
Click Done.

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Delete rate types

IMPORTANT: Deleting a rate type deletes all rate rules associated with that rate type.

Settings > Rooms & Rates > Room Rates > Rate Types.
The Rate Types window is displayed.

Click to select the rate type you want to delete.

Click Delete Rate Type.

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A confirmation message is displayed.

Warning: Deleting a
rate type deletes all
rate rules associated
with that rate type.

Click Yes.

Change the order of rate types in a list

Settings > Rooms & Rates > Room Rates > Rate Types.
The Rate Types window is displayed.

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Click Sort Rate Types.

The Sort Rate Type window is displayed.

Click to highlight the rate type you want to move.

Click Move Rate Type Up or Move Rate Type Down until the rate types are in the desired order.
Click Done.

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Print a list of rate types

Settings > Rooms & Rates > Room Rates > Rate Types.
The Rate Types window is displayed.

Click Print Rate Types.

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A print preview of the list of rate types is displayed.

Print or email as needed.

Select a page range

Print one copy Print two copies Email Click Done

Click Done.

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Setup rate rules

This section includes information about rate rules, and the steps to:
 Add a rate rule
 Add Link to Rates
 Add a Minimum Stay rule
 Add a No Arrival rule
 Add Occupancy-Triggered rates
 Add package rates
 Move rate rules
 Copy rates
 Check your rates

The rate system in Check-Inn is designed to allow maximum flexibility and control of your rates
through the use of rules.

Rate rules are assigned to each room type and are used by the program to determine which rate to
offer based on date, day of the week, occupancy, rate type, and rate duration.

The Rate Rules screen is located here: Settings > Rooms & Rates > Room Rates > Room Rate
Rules

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This term: Refers to this:

Room type Room types that have been added to the system can be selected using the Room
Type drop-down menu.
(For more information on adding rooms see Add a room).

Rate type You can select rate types (such as RACK, AAA, and AARP) from the Rate Type
drop-down menu.

Rate duration Daily: Daily rates post on each day of a guest’s stay.
Weekly: Weekly rates post on the first day of each week of a guest’s stay (for
example, if a guest checks in on a Wednesday, room and tax post again on the
following Wednesday).
Monthly: Monthly rates post for the first month on the day of check-in and on the
same calendar date of each additional month (for example, if a guest checks in
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This term: Refers to this:

on February 14th for three months, room rental charges post again on March 14th,
and April 14th).
Package: The number of nights in a package rate may vary. Room and
miscellaneous charges post on the first day of each new package cycle (for
example, if a guest checks in on March 1st for two four-night packages, the next
package charge posts on March 5th).

Rule type There are four types of rate rules that can be added to the rate setup:
Rate: Rate rules define the dollar amount to be charged for a particular room and
rate type (for example, King NS, Rack rate).
No Arrival: No Arrival rules are used to prevent a particular rate from being
offered. For example, a No Arrival rule could be applied during a special event to
restrict rates for reservations if the property expects a high volume of walk-ins at
higher rates. (Note: No Arrival rules apply only to daily rates and packages.)
Minimum Stay: Minimum Stay rules can be used to restrict booking to a
minimum number of nights. For example, a Minimum Stay rule can be applied to
weekends to help guarantee consistent occupancy for high demand periods.
(Note: Minimum Stay rules apply only to daily rates and packages.)
Link To: Link to Rates are useful for adding rates that have a fixed percentage
increase or decrease based on an existing rate. For example, if the hotel has a
Rack rate rule set for a particular room, a Link to Rate could be added to
decrease 10% for AAA members. The system will automatically calculate the
discount even if the rate that is linked to changes. Link to Rates can be set to
round to the nearest dollar or calculate an exact total. (Note: Link to Rates
cannot be linked to each other.)

Apply to Rate rules can be set to apply to all guests, or they may be restricted to apply only to
reservations. (For example, a rule might be set to apply only to reservations at a
higher rate if the property anticipates a high volume of advance bookings.)

Start and end Each rate rule added must have a start and end date specified. Room and tax post
date for each date specified. For example, if a rate rule is set to start on the 3rd of July and
end on the 5th, room and tax would post on the 3rd, 4th, and 5th, with check-out
expected on the 6th. Select “Always” if the rate is permanent.

Occupancy Rate rules, No Arrival rules, and Minimum Stay rules can be set to apply rates based
on the occupancy of a room type or a property-wide basis.
Note: Occupancy-triggered rates apply only to daily rates and one-night packages.

Room rate This is the rate for a room before charges for any additional adults and children have
been added.

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This term: Refers to this:

Extra adults The amount charged for each additional adult or child can be set. The number of
and children children and/or adults after which additional charges apply should also be set.

Days of the The days of the week that the rate rule applies can be selected by checking the box
week (boxes) next to the dates to which the rate will apply. Select “All” to indicate that the
rule applies to all days of the week.

Note: Rates and restrictions are searched from the top of the list down to find the first
applicable match (by day of the week, number of guests, etc.), so the final rate is determined
by the order in which the rules are listed on the Rate Rules screen. Rate rules must be
organized properly for the intended rates and restrictions to take effect. Rules can be moved if
necessary.

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Add a rate rule

Note: Before adding a new rate rule, ensure that the correct room type, rate type, and rate duration
are set.

Base rate: A base rate is a fallback rate that the property charges for a room when no other particular
rate rules apply. Base rates are normally at the bottom of the rate rule list.

Click Settings on the home screen.

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The Settings screen is displayed.

Click Rooms & Rates.

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The Rooms & Rates screen is displayed.

Click Room Rates.

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The Room Rate Setup window is displayed.

Click Room Rate Rules.

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The Rate Rules screen is displayed.

Use the drop-down list for the Room Type field and select the room type to use for this rule.
Use the drop-down list for the Rate Type field and select the rate type to use for this rule.
Use the drop-down list for the Rate Duration field to select the duration for this rule.
Click Add Rate Rule.

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The Add Rate Rule window is displayed.

Complete the fields on the Add Rate Rule screen.

Complete this With this information:

field:
Rule Type Choose: Rate, No Arrival, Min. Stay, or Link to Rate.

Apply to Choose: All or Reservation.

Always If the rate rule is always in effect, click to select this check box. This will cause
the Start Date and End Date to be grayed out.
If you are creating a rate rule for a specific time period, leave the check box
blank.
If you are adding a base rate, select the Always check box.

Start Date The date the rule goes into effect.

End Date The last date the rule is in effect.

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Complete this With this information:

field:
Occupancy Use the Occupancy fields to show how full or empty your property must be for
this rule to take effect.

Choose N/A, Greater than, or Less than.

Type or enter a number to show the occupancy percentage the property or
room type must reach for this rule to take effect.
Use the drop-down list to select whether this requirement must be met by
Room or by Property.
Important: Occupancy based rate rules are added IN ADDITION to normal
(non-occupancy based) rate rules that cover the same time period.

Room Rate The amount to charge for this room.

Extra Adult The amount to charge for each extra adult.

Drop-down list next The number of adults at which extra charges take effect.
to Extra Adult
Extra Child The amount to charge for each extra child.

Drop-down list next The number of children at which extra charges take effect.
to Extra Child
Days of Week The days of the week that this rule applies.

Click Done.

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Add Link to Rates

Link to Rates are helpful for handling discount rate types. Once you have your Link to Rate in place,
you only have to manage your Rack rate type, and the discount rate types automatically discount by
whatever percentage you put into the rule.

For example:
 Say you have a Rack rate for $50.00 and you have a 10% AAA discount.
 You can create an AAA rate type and add a Link to Rate rule for the AAA rate type.
 You link to your Rack rate and set the Link to Rate rule to go lower by 10%.
 Instead of selecting a start date and an end date, you click the Always button.
 You won’t have to manage the discount rates continually; you only need to manage your Rack
rate type.
Settings > Rooms & Rates > Room Rates > Room Rate Rules.

This is the rate type you

want to link to another rate

Use the Rate Type drop-down menu to select the rate type you want to link to another rate.

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Click Add Rate Rule.

The Add Rate Rule screen is displayed.

Select Link to Rate from the Rule Type drop-down menu.

Selecting Link to Rate changes the fields available on the Add Rate Rule screen.

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Complete the following fields as described in Add rate rule.

 Apply to (normally set to ALL)
 Start Date & End Date (normally set to Always)
Use the Linked to drop-down menu to select the type of rate you want to link to.
Use the Adjust Rate drop-down menu and make a selection.
These are your options:
 Decrease by (Round to nearest dollar)
 Decrease by (No Rounding)
 Increase by (Round to nearest dollar)
 Increase by (No Rounding)

Enter the number for the amount you want to adjust by.
Click Done.
Note: Use the same procedure to set Link to Rate rules on any other discount rate type.

Add Link to Rates for weekly and monthly guests if applicable.

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Add a Minimum Stay rule

Minimum Stay rules can increase revenue by increasing occupancy and locking in more room nights.

Note: It is not necessary to add Minimum Stay rules for Link to rates if the rate being linked to has an
existing Minimum Stay rule.

Settings > Rooms & Rates > Room Rates > Room Rate Rules.

Select the room type, rate type, and rate duration.

Click Add Rate Rule.

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The Add Rate Rule screen is displayed.

Select Min. Stay from the Rule Type drop-down menu.

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Selecting Min. Stay changes the fields available on the Add Rate Rule screen.

Complete the following fields as described in Add rate rule.

 Apply to
 Start Date
 End Date

Type a number in the Minimum Number of Nights field (or use the up/down arrows to choose a
number).
Click to select check boxes in the Days of the Week section to indicate which days of the week
this rule is in effect, or check All if the rule is effective all days of the week.
Click Done.

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Add a No Arrival rule

Adding No Arrival rules will hide all other rates for the dates selected to restrict guest arrival on that
day (also known as “closed to arrival”).

Note: It is not necessary to add No Arrival rules to discount rate types that have a Link to Rate rule if
the rate being linked to has an existing No Arrival rule.

Settings > Rooms & Rates > Room Rates > Room Rate Rules.

Select the room type, rate type, and rate duration.

Click Add Rate Rule.

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The Add Rate Rule screen is displayed.

Select No Arrival from the Rule Type drop-down menu.

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Selecting No Arrival changes the fields available on the Add Rate Rule screen.

Complete the following fields as described in Add rate rule.

 Apply to
 Start Date
 End Date
 Occupancy (three fields)
 Days of Week

Click Done.

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Add Occupancy-Triggered rates

Adding Occupancy-Triggered rates can increase revenue through higher rates as demand for rooms
rises. If you use Occupancy-Triggered rates, use them in addition to normal rates for the same time
period.

Settings > Rooms & Rates > Room Rates > Room Rate Rules.
The Rate Rules screen is displayed.

Select the room type, rate type, and rate duration.

Click Add Rate Rule.

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The Add Rate Rule screen is displayed.

Select Rate from the Rule Type drop-down menu.

Complete the following fields as described in Add rate rule:
 Apply to
 Start Date
 End Date
 Occupancy (three fields)
 Room Rate
 Extra Adult (two fields)
 Extra Child (two fields)
 Days of Week
Click Done.

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Add package rates

Settings > Rooms & Rates > Room Rates > Room Rate Rules.
The Rate Rules screen is displayed.

Select the room type and rate type.

Use the Rate Duration drop-down list and choose Package Rate.
Click Add Rate Rule.

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The Add Rate Rule screen is displayed.

Select Rate from the Rule Type drop-down menu.

Complete the following fields as described in Add rate rule:
 Apply to
 Start Date
 End Date
 Occupancy (three fields)
 Room Rate $
 Extra Adult $ (two fields)
 Extra Child $ (two fields)
Type or use the arrows to select a number for the Days in Package field.
If the package is for only one day, you may click to select check boxes in the Days of the Week
section to indicate which days of the week this rule is in effect.
Click Miscellaneous Charges.

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The Miscellaneous Charges window is displayed.

Complete the fields on the screen as needed.

For this field: Do this:

Charge Category Select the appropriate sales category from the drop-down list.
You may need to add a sales category to the list. For information on how to do
that, see Enter sales categories.

Charge Every Select Package or another option from the drop-down list.

Amount Type the amount you are charging for this package.

Combine Determine whether you want to select this option.

Miscellaneous
Charges with Room When this option is selected, room rental charges and package charges are
Rental on Folio combined on folios and confirmations, masking the overall breakdown of
charges.

Click Done.
Click Done again.
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Move rate rules

Rates and restrictions are determined by the order in which the rules are listed, from the top
down, on the Rate Rules screen. Rate rules must be organized properly for the intended rates
and restrictions to take effect.

If there are rules that overlap dates, rules for shorter periods should be above rules for longer
periods. Generally, No Arrival rules should be above Minimum Stay rules, and both should be above
Rate Rules. Any Occupancy-Triggered rules should be above regular rules of the same type, and
ordered so that they trigger as desired.

Note: We recommend that you have a general “always” rate at the bottom of your rate rule list, which
is active when no other rate rule above it is. This prevents dates getting missed and not having any
rate at all.

Settings > Rooms & Rates > Room Rates > Room Rate Rules.

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The Rate Rules screen is displayed.

Click Move Rate Rule.

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The Rate Rule screen is displayed with the Move Rate Up and Move Rate Down buttons active.

Click to select the rule you want to move, and click Move Rate Up or Move Rate Down until the
rate is in the desired position.
Click Done - Move.

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After moving the rate rules, click Rates Calendar to review your rates and ensure that the rules
are applying as desired. For more information, see Check your rates.

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Copy rates
The Copy Rate Rule feature allows you to share rate rules between room types.

IMPORTANT: Copying rates removes all rates in the destination rates room type and replaces
them with all rates f the source rates room type. You cannot undo a copy.

Settings > Rooms & Rates > Room Rates > Room Rate Rules.
The Rate Rules screen is displayed.

Click to select the room type, rate type, and rate duration you want to copy rates to.
Click Copy Rate Rule.

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The Copy Rate Rules screen is displayed.

In the Source Rates section, select the room type that you want to copy the rate from in the From
Room Type drop-down menu.
In the Source Rates section, select the rate type that you want to copy the rate from in the From
Rate Type drop-down menu.
In the Destination Rates section, verify that the room type, rate type, and rate duration you are
copying to are correct.

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Select any Adjustments to be made while copying.

You may:
 Increase or Decrease by a percentage or dollar amount
 Round normally to the nearest dollar, or round up or down to the nearest dollar
 Apply changes to extra adult and child charges, in addition to the rates

Once all selections are made, click Copy.

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Check your rates

After setting, moving, or changing your rates, be sure to check them using the Room Rates Calendar.

Settings > Rooms & Rates > Room Rates > Room Rate Rules.
The Rate Rules screen is displayed.

Click Rates Calendar.

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The Room Rates Calendar is displayed.

The calendar shows the active rate for each date. Make sure that rate is what you want it to be.

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TAX AND SALES CATEGORIES

This section includes information on how to:
 Add tax rules
 Modify tax rules
 Copy tax rules
 Delete tax rules
 Enter sales categories
 Auto-charge all guests

Add tax rules

Before entering taxes and auto exemptions, we recommend that you consult your tax advisor,
accountant, or local government to determine exactly which taxes apply to guests that stay at your
property and when guests are exempt from those taxes.

 Set taxes and tax options (exemptions / tax-on-tax)

 Set partial exemptions
 Select taxes for sales categories
 Print tax settings

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Set taxes and tax options (exemptions / tax-on-tax)

The order that taxes are entered may depend on how the taxes relate to each other. If there is a tax
that applies after other taxes have already been calculated, the tax should be added after the other
taxes, in order for it to be properly calculated.

Click Settings on the home screen.

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The Settings screen is displayed.

Click Tax & Sales Categories.

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The Tax & Sales Categories screen is displayed.

Click Add.

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The Add Tax Rules screen is displayed.

Set the Effective date of the tax rule you are adding.

Note: This is the date that the added tax setting will take effect. If this is the first tax rule being
added the date may be set to today’s date, or may be set to a past date so that past guests’ taxes
may be recalculated afterward. If you know your taxes are changing at the beginning of the year,
for example, create a new tax rule and set the effective date to January 1st of next year.

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For each tax, enter the tax name, select if the tax is a rate or flat tax, enter the rate percentage or
flat tax dollar amount, and click Options.
The Tax Options window is displayed.

Or

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Review the options for Auto Exemption and make the appropriate selection.

Click to select this check For this situation:

box:
OFF – No Automatic No guests are automatically exempt from this tax.
Exemptions
All Monthly Guests Only monthly guests are exempt from this tax. Selecting this option
sets any monthly duration guests to tax exempt automatically.

After ___ Days Guests become exempt from this tax after staying a specific number
of days.
If you select this option, enter the number of days that daily guests
must stay in order to be tax exempt.

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Make selections for Tax-on-Tax, if applicable.

Taxes after the first

one add an option to
this window to set
Tax-on-Tax status

Note: Tax-on-Tax is a tax that applies to the total after another tax is applied (it taxes another tax
amount). Example, if Tax B applies after Tax A has been calculated and added to the total, then in
the Tax B Options, you would check the Tax A checkbox.

Click Done when you have finished setting the tax options.

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The Add Tax Rules screen is displayed.

Continue on to the next section to set partial exemptions, or click Done.

A message concerning sales categories is displayed.

Click Yes to select taxes for sales categories, or click No to finish.

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Set partial tax exemptions

Use this feature to set exemption types for times when a guest may be exempt from some, but not all,
taxes.

Enter the name of the partial exemption (eg, “Educational” or “Tax Holiday”), and click Set
Exemptions.

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The Exemption Type window is displayed.

Select the taxes that are to be exempt for this exemption type and click Done.

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The Add Tax Rules screen is displayed.

Continue on to the next section to select taxes for sales categories, or click Done.
A message concerning sales categories is displayed.

Click Yes to select taxes for sales categories, or click No to finish.

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Select taxes for sales categories

Use this feature to set taxes on lodging, phone, room deposit, and other sales category charges.
When a new tax is added, it is applied to all sales categories, including lodging and phone, but not
room deposit. If the tax is not to be applied to particular sales categories, then this feature may be
used to change the settings.

Click Select taxes for sales categories.

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The Taxes By Sales Category screen is displayed.

Click to select or de-select the check box to change which taxes apply to Lodging, Phone, Room
Deposit, and any sales categories that have been added. Selecting or de-selecting the check box
in the row titled Select All will add or remove the tax for all categories.
Click Done.

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The Add Tax Rules screen is displayed.

Continue on to the next section to print tax settings, or click Done to finish.

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Print tax settings

Use this feature to print the settings for the tax rule.

Click Print tax settings.

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A print preview of Taxes is displayed.

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Print or email as needed.

Select a page range

Print one copy Print two copies Email Click Done

Click Done to close the print preview without printing.

When you are back on the Add Tax Rule page, click Done when finished adding the tax rule.

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Modify tax rule

At times, a property may need to make changes to the tax settings, due to changes in tax laws in their
area, or due to other circumstances. Generally, it is recommended that a new tax rule be added, or
an existing rule copied and modified, with the date that the change is to take effect, but for corrections
or minor changes, modifying an existing rule may be desired. This section covers how to modify an
existing tax rule.

Settings > Tax & Sales Categories.

The Tax & Sales Categories screen is displayed.

Select the tax rule to be modified, and click Modify.

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The Modify Tax Rules screen is displayed.

Make the desired changes and click Done when finished.

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Copy tax rule

When tax laws change in your area, it is recommended that an existing rule be copied, rather than
modifying an existing rule or adding a completely new rule. This will make the process easier, faster,
and less susceptible to error.

Settings > Tax & Sales Categories.

The Tax & Sales Categories screen is displayed.

Select the tax rule to be copied, and click Copy Taxes.

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A verification message is displayed.

Click Yes.

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The Modify Tax Rules screen is displayed.

Make the desired changes to the Effective Date, Tax Rates, Exemptions, and Apply To settings,
then click Done when finished.

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Delete tax rule

We recommend that tax rules not be deleted, so that Check-Inn can use the rules to calculate taxes
accurately for reports that cover past dates. However, if you find that there is a tax rule that is not
wanted, follow these steps to remove it.

Settings > Tax & Sales Categories.

The Tax & Sales Categories screen is displayed.

Select the tax rule to be deleted, and click Delete.

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A verification message is displayed.

Click Yes.

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Enter sales categories

Sales categories can be added for use when charging for amenities and additional fees. Categories 1
and 2 are reserved for Phone and Room Deposit charges. Categories 3 through 20 can be set to
include any additional charges (for example, Pet Fee, Crib, or Rollaway) that you wish to track on
your financial reports.

Settings > Tax & Sales Categories.

The Tax & Sales Categories screen is displayed.

Click Sales Categories.

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The Sales Categories screen is displayed.

Enter the category name next to the item number.

After all desired categories are added, click Done.
This message is displayed.

Configure taxes for the new sales categories. See Select taxes for sales categories for more
information.

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Auto-charge all guests

If you have a repeating charge you wish to charge all guests checked in to your property, you may set
up a maximum of three auto-repeating charges on the Tax & Sales Categories screen. If you have
over three auto-repeating charges set up, only the first three will apply.

Settings > Tax & Sales Categories > Sales Categories.

The Sales Categories screen is displayed.

Click the Auto: OFF button next to the item to have a repeating charge.

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The auto-charge window for that item is displayed.

Click to select the check box for “Auto-Charge All Guests.”

Enter the amount you want to charge in the Charge Amount field. This will be applied for each
night of a guest’s stay.
Click Done.

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CHECK-IN/OUT TIMES
Use these steps to set the check-in, check-out, early check-in, close out, and hold-to time for your
property.

Click Settings on the home screen.

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The Settings screen is displayed.

Click Check-In/Out Times.

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The Check-In/Out Times window is displayed.

Make changes to each field as needed.

To set this: Do this:

Check-out time Type or use the arrows to select a time in the Check-Out Time field.
The check-out time will be printed on your guests’ folios and reservation
confirmations to let your guests know when they are expected to check out.
Guests are not charged for the next day unless they fail to check out before the
check-in time (below).

Check-in time Type or use the arrows to select a time in the Check-In Time field.
Check-In time is the time when room and tax charges are posted for guests
who were charged for last night and will be charged again for tonight.

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To set this: Do this:

Early check-in Type or use the arrows to select a time in the Early Check-In Time field.
time
If guests check in prior to this time, they will be charged for the previous night.
This is also the time of day when the reservations for the current day will be
displayed.

Close out time Type or use the arrows to select a time in the Close Out Time field.
This time marks the beginning and ending of your financial day. This is a 24-
hour period.
Your Daily Financial Reports are based on this time.
Normally, Close out time is set to the same time as the Early check-in time. This
helps to ensure that guests checking in will show on the correct financial day.

Hold to time Type or use the arrows to select a time in the Hold to Time field.
This is a reminder to clerks for non-guaranteed reservations.
Note: Reservations are not automatically cancelled at this time; it is simply a
reminder.

Click the X at the upper right to save settings and exit the screen.

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CREDIT CARDS AND PHONE LIMITS

This section includes information on these subjects:
 Enter credit card information
 Enter a specialty payment type
 Enter a billing balance
 Set the default phone limit
 Credit card processing with Zeamster
 Credit card security

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Enter credit card information

Note: This information is set up in Check-Inn by default, so it is not normally required to make
changes to this part of the program.

IMPORTANT: If you change the order of the credit cards after you begin entering credit card
transactions, the credit card summary on the Daily Financial Report will display incorrect totals. If this
happens, call Innsoft Technical Support (503-643-8162, option 2).

Click Settings on the home screen.

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The Settings screen is displayed.

Click Credit Cards & Phone Limit.

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The Credit Cards & Phone Limit screen is displayed.

Type of Symbol Discount percentage Direct Deposit

credit card

Change the names for the credit cards if you would like, and delete any that you don’t accept.
If the symbol for the credit card is incorrect, enter the correct symbol in the Symbol field.
Enter the discount percentage for each credit card you accept in the Discount % field. This is the
percentage of the total sale that each card company takes as a processing fee.
Click to select the “Direct Deposit” check box for each card that directly deposits payments to your
bank account, or leave it blank if the credit card company issues you a settlement check.
Note: In the Accounts Receivable Summary section of the Daily Financial Report or the Credit
Card Audit, there is a Payments Received column. Selecting (or not selecting) the “Direct Deposit”
check box affects the dollar amount in this column.

If you: Then this happens:

Select the check box for A value is entered in the Payments Received column to match Today’s
Direct Deposit Net, so the Balance Today is always zero.

Do not select the check There will be a balance for credit cards in the Accounts Receivable
box for Direct Deposit summary of the financial reports, until the Credit Card Audit is
reconciled.

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Click Done.

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Enter a specialty payment type

If your property accepts fewer than six credit card types, Check-Inn can track specialty payment types
(for example, checks or gift certificates) in an unused credit card slot.

The payments to this specialty type are listed in the Credit column on guest folios and Daily Financial
Reports. These entries are listed with the symbol you have chosen.

If you are using the Credit Card Processing module, this payment type is listed separately in the Cash
Register screens. Specialty payments do not require authorization and are not sent with credit card
batches.

Settings > Credit Card & Phone Limit.

The Credit Cards & Phone Limit screen is displayed.

Name of Discount = 0%
credit card Symbol

Type an asterisk (*) followed by the name of the specialty item in an unused credit card slot (for
example, “*Check”). This name will be listed as a payment type in all Cash Register screens.

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Enter a symbol for the payment type in the Symbol field (for example, “CK” for “Check”).
Ensure that the Discount % field is zero.
Determine whether or not to select the check box for “Direct Deposit.”
Click Done.

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Enter a billing balance

If you want to transfer an existing Accounts Receivable balance from previously-used PMS software,
the Billing Balance feature may work for you. If you enter an amount into the Billing Balance field, a
miscellaneous billing entry will be added to Check-Inn’s Accounts Receivable.

Note: The amount entered in the Billing Balance field will not be affected by activity in Accounts
Receivable.

Settings > Credit Card & Phone Limit.

The Credit Cards & Phone Limit screen is displayed.

Enter the amount in the Billing Balance field.

Click Done.

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Set the default phone limit

You must purchase Call-Inn™ Call Accounting or Phone Monitor for this feature to function. Contact
Innsoft Sales (800-950-8665).

Each guest that you check in will be allowed to make phone calls up to the dollar limit that you define
here. Once the set limit has been reached, an “over limit” warning is displayed on your terminal, and
the guest is added to the Phone Limit Violation Report. Credit limits for individual guests can be set
through the Cash Register/Guest Screen, during check-in, or after check-in from the Guest Screen.

Note: If you have set up the Mitel Toll Control feature within the Call-Inn Call Accounting software,
the guest’s phone is turned off when this phone credit limit has been reached.

Settings > Credit Card & Phone Limit.

The Credit Cards & Phone Limit screen is displayed.

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Enter the initial phone credit limit for your guests in the Default Phone Limit field.

Click Done.

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Credit card processing with Zeamster

This section includes information on these subjects:
 Explanation of EMV
 Requirements for Zeamster Credit Card Processing
 Setting up your terminal
 Processing setup
 Enter merchant account information
 Select credit card print options
 Purge old card info

IMPORTANT: The Credit Card Processing module is required to process credit cards in Check-Inn.
If you are not sure that you have this feature, please contact the Innsoft Sales department during
normal business hours (800-950-8665, 7:00 AM to 4:00 PM, Monday through Friday, Pacific time).

Innsoft has partnered with Zeamster to provide our clients with EMV processing capabilities. If you
are still using the legacy (old) credit card processing, it is highly recommended that you switch to
Zeamster/EMV to avoid any issues with PCI compliance.

Explanation of EMV
EMV is short for Europay, MasterCard, and Visa, the companies that developed the technology. It
uses a microchip embedded on the face of the credit card that offers more security for card-present
transactions than the magnetic stripe on the back.

Requirements for Zeamster Credit Card Processing

The EMV terminal requires a wired Ethernet connection to process cards and an electrical power
outlet connection. Wireless networks are not compatible. The Ethernet connection must be on the
same network as the computer using Check-Inn. You will receive the required setup equipment with
your terminal shipment.

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Setting up your terminal

Click below to access the setup guide included with your equipment.

Processing setup
IMPORTANT: It is highly recommended that you call Innsoft Technical Support to configure your
Zeamster account information into the Check-Inn software.

In most cases, Innsoft Technical Support already has your setup information. Innsoft Technical
Support can be reached at 503-643-8162, option 2, and is open Monday through Friday from 7:00 AM
to 4:00 PM, Pacific time.

Your terminal must be set up before proceeding to the next step, below.

You will need your Zeamster account information to be able to set up and initialize your terminal(s).

The following login information is required:

 User ID
 API Key

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Enter merchant account information

Settings > Credit Cards & Phone Limit.
The Credit Cards & Phone Limit screen is displayed

Click Processing Setup.

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The Credit Card Processing screen is displayed.

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Select Zeamster as your processor (gateway) from the Credit Card Processor drop-down list.

Enter the merchant setup information you received from Zeamster and click the Reinitialize
Location & Terminals button. After you do that, the Location and Terminal ID will be filled and
activated.

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Multiple locations or terminal IDs may appear.

Select the location and terminal you wish to use by clicking the drop-down arrows.
Click Done.

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Select credit card print options

On the Credit Card Processing screen there are four printing options. These options determine when
and how many receipts will print after processing a credit card transaction or pre-authorizing a credit
card.

This printing option: Does this:

Print Pre-Auth Receipts Forces the program to automatically print a credit card
authorization draft when a credit card is pre-authorized.

Duplicate Pre-Auth Receipts Forces the program to print separate customer and merchant
receipts when a credit card is pre-authorized.

Duplicate Sales Receipts Forces the program to automatically print separate customer
and merchant receipts when a credit card sale is processed.

Disable Auto Printing Turns off auto printing for receipts.

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Purge old card info

IMPORTANT: It is highly recommended that you call Innsoft Technical Support before purging old
credit card information. Using this feature will purge credit card information from Guest History.

Innsoft Technical Support can be reached at 503-643-8162, option 2, and is open Monday through
Friday from 7:00 AM to 4:00 PM (Pacific time).

Settings > Credit Cards & Phone Limit >

Click Processing Setup.
Click the Purge Old Card Info button

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On the Purge of Credit Card Data screen, select the range of card data you wish to purge.

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Credit card security (non-Zeamster)

This section includes information on these subjects:
 Access the Administrative Security Console
 Set passwords for credit card security
 Generate encryption keys
 View or print the security logs

IMPORTANT: Credit card security does not apply if you are using Zeamster EMV
processing. Under EMV, no credit card information is stored in Check-Inn. All credit cards
are tokenized when entered into Check-Inn and only the token value is stored locally.

Credit card information, such as card numbers and credit card batches, is encrypted and password
protected by Check-Inn to help prevent fraud and misuse.

By taking the time to create secure passwords and encrypt your data, you can protect your customers
from fraud and yourself from potential liability. You can access settings for credit card security such
as logs, password settings, and encryption through the Administrative Security Console.

Access the Administrative Security Console

Settings > Credit Card & Phone Limit.

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The Credit Cards & Phone Limit screen is displayed.

Click Security.

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The Administrative Security Console is displayed.

Set passwords for credit card security

Setting passwords in the Administrative Security Console allows you to restrict access to sensitive
credit card information such as batch history and authorization logs. Please take a few moments to
set passwords by following the instructions below.

WARNING: Do not lose your administrator password. Loss of the administrator password may result
in credit card data loss. A non-refundable fee of $250.00 and a notarized statement from the
property owner or manager will be required before any attempt is made to recover the administrator
password. Passwords may not be recoverable.

Settings > Credit Card & Phone Limit > Security.

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The Administrative Security Console is displayed.

Click Setup Password.

A warning message is displayed.

Read the warning message.

Click Continue.

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The Setup Credit Card Passwords screen is displayed.

Type a name for the user in the Full Name field.

Note: Passwords that are not marked as Admin are allowed access to batch history and the
authorization log (Audit > Credit Card Processing > History Report).

Click Set Password.

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The Set User Password – Administrator window is displayed.

Note: You must enter a

password that contains both
letters and numbers and is
at least 8 characters in
length. The password is
case sensitive.

Type the new password in the Enter Password field.

Re-enter the password in the Confirm Password field.
Click Done.
A warning message is displayed again.

Wait 10 seconds, then click Continue.

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The Credit Card Login Password window is displayed.

Enter the User Name and Password to confirm, and click Done.
If the user name and password were entered correctly you will see this message: “Success!
Password updated.”

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Generate encryption keys

An encryption key is a secret code used to secure your data. By generating an encryption key in
Check-Inn, you can protect sensitive credit card information in the event that your data is stolen or
compromised.

We recommend that you generate a new encryption key as soon as possible and regenerate a new
key at least every 90 days. To generate an encryption key please follow the steps below:

Settings > Credit Card & Phone Limit > Security.

The Administrative Security Console is displayed.

Click Generate New Key.

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The Credit Card Login Password window is displayed.

Enter the User Name and Password, and click Done.

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The Credit Card Encryption Key Generator window is displayed.

Read the Important message.

Click Generate New Key & Re-encrypt.

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If successful, “Encryption Key Valid – 0 Days old” is displayed.

Click Exit Security Console to save and exit.

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View or print the security log

The security log contains a detailed date/time-stamped list of successful and unsuccessful logins to
the administrative security console. Review this information periodically to check for evidence of
unauthorized access. To view the security log, follow the steps below:

Settings > Credit Card & Phone Limit > Security.

The Administrative Security Console is displayed.

Click Security Log.

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The Credit Card Login Password window is displayed.

Enter the User Name and Password, and click Done.

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The Credit Card Security Log screen is displayed.

Click Print or Search.

Click Exit when you are finished.

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PRINTERS & DEVICES

This section includes information on these subjects:
 Select a printer
 Activate an electronic cash drawer
 Integrate voicemail
 Set up scanner
 Set up keycard
 Set up signature pad

Select a printer
Any printer that is compatible with Windows will work with Check-Inn.

Click Settings on the home screen.

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The Settings screen is displayed.

Click Printers & Devices.

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The Printers & Devices screen is displayed.

In the Folio Printer section, click Select Printer.

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The Print Setup window is displayed (this may look different based on the version of Windows you
are running).

Use the drop-down list for the Name field to select the printer you want to use, and click OK.
Note: Do not change the page orientation; Check-Inn does not support landscape layout.

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The Printers & Devices window is displayed.

Select a font from the Folio Font drop-down list.

Note: Selecting a font other than Times New Roman may cause reports and folios to print
improperly.

Select the width of the left margin from the Left Margin drop-down list next to the font selection.
Note: Print a sample report before setting a margin. Most printers do not require a margin.

Repeat these steps for the Report Printer.

Click X to save and exit this screen once complete.

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Activate an electronic cash drawer

Click Settings on the home screen.

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The Settings screen is displayed.

Click Printers & Devices.

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The Printers & Devices screen is displayed.

Use the Open Drawer for drop-down list and select the type of transactions that will open the
drawer (All Transactions, Cash Only, Cash & Credit, or Cash & Billings).

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Select the Port in the dropdown, and enter Trigger String and Baud rate if needed.
Note: If the electronic cash drawer connects via USB, a trigger string and baud rate are not
needed. If the drawer connects via serial or parallel port, you may need to consult the manual for
the device, or contact the manufacturer.

Click X to save your changes and exit the screen once complete.

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Integrate voicemail
Check-Inn has the ability to turn on voicemail when a guest checks in and turn off voicemail when a
guest checks out. Depending on the hardware, Check-Inn may also be able to send guest
information—such as name, room number, and occupancy status—to a voicemail system.

All voicemail integration requires a separate module, so please call Innsoft Sales (800-950-8995)
during normal business hours for more information.

Click Settings on the home screen.

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The Settings screen is displayed.

Click Printers & Devices.

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The Printers & Devices screen is displayed.

Use the Voice Mail Type drop-down list and select Innovation or Centigram.
Note: Contact your voicemail provider to determine which type you have.

Click Advanced.

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The Advanced Voicemail window is displayed.

Use the Voice Mail Settings drop-down list to select the serial port your voicemail system will use.
Note: For sending guest information to the voicemail system, Check-Inn will need to communicate
to a device that can convert serial signals to network signals, such as an iPocket232. Configure
the rest of the fields on this screen as appropriate for that device.
Note: Contact your voicemail provider for information as needed.

Click Done.
Note: Your computer may need to be restarted for the new settings to take effect.

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Set up scanner
Check-Inn has the ability to associate scanned ID images with a guest folio and store them in Guest
History.

If you have not purchased an ID scanner, contact Innsoft Sales (800-950-8995) during normal
business hours for more information.

IMPORTANT: A scanner not purchased from Innsoft will not work with Check-Inn.

It is strongly recommended that you contact Innsoft Technical Support (503-643-8162, option 2)
during normal business hours for assistance with the scanner setup.

Note: Please do not connect the ID scanner to your computer until Check-Inn tells you to.

Setting up the scanner is a three-part process:

 Configure the scanner
 Calibrate the scanner
 Set scanner options

Configure the scanner

Settings > Printers & Devices > Scanner Setup.

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The Scanner Maintenance screen is displayed.

Choose your scanner type (ID Scanner or Passport Scanner), click Install Drivers, and click Yes
when asked if you want to install drivers.

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The Driver Installation window is displayed.

Click the drop-down arrow for the Scanner Model Number field and select the model of the
scanner that you are installing.
Click Install.
You will receive a message asking you to make sure the scanner is disconnected from the
computer before continuing. Please do so.

Click OK once you are ready.

Note: If your computer’s security settings are set high, you may be prompted to allow the driver to
install. Please do so.

The driver installation is silent, so after a few seconds you should see a message that says drivers
were successfully installed.

If you receive a message that states “File…. not found.” and that Check-Inn is unable to install
drivers, please contact Innsoft Technical Support (503-643-8162, option 2).

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You should now see a green “Yes” at the bottom-left of your screen, next to “Drivers Found.”

Plug the scanner into the back of your computer.

IMPORTANT: Innsoft does not recommend plugging the scanner into the front of your computer
(use a port on the back instead), nor into USB hubs. If you are forced to use a USB hub, make
sure it is a powered USB hub.

After a few seconds, at the bottom of your screen, you should see a green “Yes” next to “Scanner
Found.”

Calibrate the scanner

In the box that your scanner came in you will find calibration paper. For the 665, 667, and 687
scanners It is about the size of a post card and has two black arrows and a black bar on both sides of
the paper. For the 690GT, it looks like a mostly blank sheet with instructions at the top and bottom
indicating how it should be inserted into the scanner.

Be sure that you have removed all packaging from your scanner, including the paper that is in the
scanner tray.

Click Calibrate Scanner and insert the calibration paper into your scanner.

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If the Do this:
calibration:
Is successful “Calibration Successful” is displayed and “Yes” should show in green next to
“Scanner Calibrated.”

Is not successful Please try again.

Check your scanner for debris and try using the cleaning paper (sent in the
box with your scanner).

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Test the scanner. Click the Test Scanner button and insert your ID into the scanner.
Note: IDs should be placed in the middle of the scanner, landscape wise (the “wide” way), as
follows:
 690: Face out, top first
 687: Face up, top first
 667: Face down, top first
 665: Face down, top first
Validate your scanner. Call Innsoft Technical Support (503-643-8162, option 2) during normal
business hours (Monday through Friday, 7:00 AM to 4:00 PM, Pacific time) to validate your
scanner.
IMPORTANT: Your scanner is validated per computer user account on each computer. If you log into
another account on the same computer (on which the scanner was validated), the scanner will not
work. If you want to move the scanner to another user account or to another computer, Innsoft will
need to un-validate the scanner first then re-validate the scanner in the new location.

IMPORTANT: The serial number (S/N) on the bottom of your scanner is used to validate your
scanner. Please do not cover the S/N number, as there may be several occasions in the future that
you will need that number to validate or un-validate your scanner.

Set scanner options

Use the options to set when to automatically prompt to scan an ID and when to clear old images,
along with other settings.

Click Scanner Options.

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The Scanner Options window is displayed.

Set the Barcode Resolution (affects only 687 and 690 scanners).
 600 DPI (Normal) – IDs will be scanned at a higher resolution, but will be slower.
Recommended if there are chronic issues with decoding the barcode.
 300 DPI (Fast) – IDs will be scanned at a lower resolution, but will be faster. This setting is not
recommended if your property is decoding the barcode on IDs.
 300 DPI / 600 on Fail – IDs will be scanned at a lower/faster resolution on the first attempt. If
the scan fails to decode the barcode, user will be prompt to scan again, at a higher/slower
resolution. This is the recommended setting.
Set when to Check-Inn will prompt to scan an ID.
 Hot-Key (Ctrl-S) – Check-Inn will only prompt to scan an ID when a user holds down the Ctrl
key and hits ‘S’, on the keyboard, or when the Scan ID button is clicked in the guest record.
 Start of Check-In – Check-Inn will prompt to scan an ID at the beginning of the check-in
process. Most properties select this option.
 End of Check-In – Check-Inn will prompt to scan an ID at the end of the check-in process.
If you would like to require that an ID be scanned prior to completion of checking in a guest, check
the box next to Make Scan Mandatory.
If you would like to have both sides of the ID saved, check the box next to Save both sides of
IDs. This setting only affects 687 and 690 scanners.
If you have a 687 or 690 scanner, and would prefer not to decode the ID barcode, check the box
next to Disable decode of ID barcode. The 665 and 667 scanners are unable to decode the
barcode on IDs.
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Note: Scanner resolution and Image Brightness should not be changed, unless recommended
by Innsoft Technical Support.
Click Done when finished.

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Set up keycard interface

Currently, Check-Inn supports only Kaba/Ilco and Onity card lock systems.

It is strongly recommended to contact Innsoft Technical Support (503-643-8162, option 2), during
normal business hours, for assistance with the keycard interface setup.

Before you can setup a keycard interface, you must have the following done:
 Your keycard machine must be connected to a computer that is running Check-Inn, with a 9-
pin, null modem, serial cable.
 Your keycard machine must be in PMS mode (contact your keycard machine vendor for
assistance with this).
Once this is done, you can move on to the setup procedure.

Settings > Printers & Devices > Keycard Setup.

The Keycard Interface Setup screen is displayed.

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Select your keycard machine by from the Keycard Type drop-down list.

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Use the drop-down list to select your Interface Type Connection.

 If you have one computer at your property using Check-Inn, choose One Computer.
 If you have Check-Inn networked and the keycard machine is connected to this computer,
choose Master.
 If you have Check-Inn networked and the keycard machine is connected to another computer
running Check-Inn, choose Slave.
Click Serial Setup.

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Determine the port number that your keycard machine is using and enter it here. Change
additional settings as needed (refer to your keycard vendor for more info, or contact Innsoft
Technical support).
Click Done when finished.

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Front Desk Unit #:

 If you only have one keycard machine, enter 0 for Kaba/Ilco and 1 for Onity.
 If you have more than one keycard machine, enter the number of the unit that this computer is
to use.
Click Test Communications to make sure it is working.

Keycard options

This option: Does this:

Option to create keycard Creates a button on the Guest Screen keycard creation screen that
with no housekeeping allows you to block housekeeping access.
access

Default Authorization # Shows the operator code. (We recommend leaving this alone.)

Default Key Expiration Shows the time after which all keycards expire and will no longer work.
Time

Common Area Setup Allows you to create up to 8 “common” areas that can be accessed by
the guest (for example, a gym or pool).
Enter the name of the common area into the blank field.
If you click the Default button next to a field, a guest will always be
given access to this common area.

Click Done once setup is complete.

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Set up signature pad

Check-Inn has the ability to store a guests’ signatures electronically to guest folios and to Guest
History.

If you have not purchased a signature pad, contact Innsoft Sales (800-950-8995) during normal
business hours for more information.

IMPORTANT: A signature pad not purchased from Innsoft will not work with Check-Inn.

It is strongly recommended that you contact Innsoft Technical Support (503-643-8162, option 2)
during normal business hours for assistance with the signature pad setup.

Note: Please do not connect the signature pad to your computer until Check-Inn tells you to.

Settings > Printers & Devices > Signature Pad Setup.

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The Signature Pad Setup screen is displayed.

Click Install Drivers and click Yes when asked if you want to install drivers.

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Click the drop-down arrow for Signature Pad Model Number, select the model of the scanner that
you are installing, and click Install.
Make sure your signature pad is DISCONNECTED from the computer and click OK.
Note: If your computer’s security settings are set high, you may be prompted to allow the driver to
install. Please do so.

If you receive a message that states “File…. not found” and that Check-Inn is unable to install
drivers, please contact Innsoft Technical Support (503-643-8162, option 2).

After the installer runs you will see a message stating that the system must be restarted.

Click Cancel on the message.

You should see a message that says drivers were successfully installed and a green “Yes” next to
Drivers.

Plug the signature pad into the back of your computer, and click OK.
IMPORTANT: Innsoft does not recommend plugging the signature pad into the front of your
computer (use a port on the back instead), nor into USB hubs. If you are forced to use a USB hub,
make sure it is a powered USB hub.
After a few seconds you should see a green “Yes” next to Pad Found.

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Exit Check-Inn on all computers, and restart this computer to ensure that the drivers are fully
installed.
Start Check-Inn, and go to Settings > Printers & Devices > Keycard Setup.
You should see that your signature pad screen is lit up. This confirms that it is receiving power,
and that it is communicating with your computer.

Validate

Test

Purge Settings: This option allows for automatic

signature file purges based on a specific time setting
that you can choose from the drop-down menu.
If you choose to have Check-Inn automatically
purge, be sure to click the “Auto Purge” check box.
Alternately, you can perform manual purges at will.
This is not required.

Test the signature pad. Click the Test button and look for information showing on the signature
pad screen. You should be prompted to sign the signature pad, which you will also be able to see
on the Check-Inn screen.
Validate your signature pad. Call Innsoft Technical Support during normal business hours to
validate. (503-643-8162, option 2, Monday through Friday, 7:00 AM to 4:00 PM, Pacific time).

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Scanner Options
Use the Options screen to set up your statements and decide when you want the signature pad to
prompt for a signature automatically, along with other options.
Settings > Printers & Devices > Signature Pad Setup > Options.
The Signature Pad Options screen appears

Under Device Selection, make sure you have the model of the installed signature pad selected.

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Select the Signature Prompt and Other Options, as desired. See the table below for more
information.
Note: The following options determine when the signature pad will automatically prompt for a
signature. When making these decisions, keep in mind that you can always manually tell the
signature pad to prompt for a signature by clicking the Sign button at the bottom of the print
preview screen.

Field name: Description:

Check-In Determines whether Check-Inn will prompt for a signature during check-in.
Always will always automatically prompt for a signature pad.
Off will not automatically prompt for a signature.
Most properties set this to Always.

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Field name: Description:

Check-Out Determines whether Check-Inn will prompt for a signature during check-out.
Off: The signature pad will not automatically prompt for a signature during
check-out.
First Signature: The signature pad will automatically prompt only if there was
no signature prior to check-out.
Always: The signature pad will always automatically prompt for a signature
during check-out.
Most properties set this to First Signature.

Use pad in Specify whether Check-Inn will automatically prompt when making an advance
reservations deposit on a reservation.
Most properties will not check this box.

Use pad in Specify whether Check-Inn will automatically prompt when making a payment in
accounts Accounts Receivable.
receivable
Most properties will not check this box.

Include Specify whether the guest’s signature will show on the preview, printed folio,
signature on receipt, or report.
guest copy If you wish to view or print the signature later, go to the guest’s record and click
Guest Statement, or go to Reports > Guest Tracking > Signed Documents to
search for the signed document.
Most properties will not check this box.

Auto print credit With the signature pad in use, the automatic printing options in the Credit Card
card receipt Processing Setup are not used, saving money on paper and toner, helping the
property to remain “green.”
If you would like to have Check-Inn continue to automatically print credit card
receipts, check this box.
Most properties will not check this box.

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(Optional) Enter Guest and Credit Card Agreements.

 For the T-LBK57GC (large) signature pad, enter the Guest Agreement and Credit Card
Agreement as desired. The font, font style, size, and color and be selected using the
Font/Color button.

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 For the T-LBK462 (small) signature pad, enter up to six pages, two lines each, for the Guest
Agreement, and two pages, two lines each, for the Credit Card Agreement.

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For the T-LBK57GC, a logo can be selected to display on the signature pad when not in use.

Click Select Logo, browse to the location of the desired image, and click Open.
A success message appears.
Click OK.
If Show Logo is set to Off, a message will appear asking if you want to turn Show Logo on.
Click Yes.
Click Done when finished.

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COLORS & PREFERENCES

This section includes information on how to:
 Enter marketing codes
 Set an occupancy alarm
 Set up a screen saver
 Set Grid preferences
 Set background and highlight colors
 Set Check-Inn preferences

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Marketing codes
This section includes information on how to:
 Add a marketing code
 Edit a marketing code
 Delete a marketing code
 Print a list of marketing codes

A marketing code is a unique name that you create to track a segment of customers.

For example: If you publish a 10% discount coupon and would like to know what kind of revenue this
generates, you could use “Coupon10” as the marketing code. You can generate a report that shows
the revenue generated using this coupon.

These codes are assigned to a guest on the guest’s Remarks screen.

Add a marketing code

The marketing codes that you enter on this screen are displayed on the guest’s Remarks screen.

Click Settings on the home screen.

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The Settings screen is displayed.

Click Colors & Preferences.

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The Colors & Preferences screen is displayed.

Click Market Codes.

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The Market Codes screen is displayed.

Click Add Code.

The Add Market Code window is displayed.

In the Enter Market Code field, enter the marketing code the way you want it displayed in the
drop-down list of remarks.
Click Done.
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Edit a marketing code

Settings > Colors & Preferences > Market Codes.
The Market Codes screen is displayed.

Click to select the market code you want to edit.

Click Edit Code.

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The Edit Market Code window is displayed.

The market code you

selected on the previous
screen is displayed in
the Enter Code field.

Enter the market code the way you want it displayed in the remarks.
Click Done.

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Delete a marketing code

Settings > Colors & Preferences > Market Codes.

The Market Codes screen is displayed.

Click to select the market code you want to delete.

Click Delete Code.
Click Yes to delete, or No to cancel.

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Print a list of marketing codes

Settings > Colors & Preferences > Market Codes.

The Market Codes screen is displayed.

Click Print List.

A print preview of the list of market codes is displayed.

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Print or email as needed.

Select a page range

Print one copy Print two copies Email Click Done

Click Done.

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Set occupancy alarm

The occupancy alarm alerts employees when a set percentage of rooms have been rented at your
property. You may set two alarms for each day of the week. The alarm messages are displayed on
both the home screen and on the Reservations screen.

Click Settings on the home screen.

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The Settings screen is displayed.

Click Colors & Preferences.

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The Colors & Preferences screen is displayed.

Click Occupancy Alarm.

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The Occupancy Alarm window is displayed.

For each day of the week, set the percentage of rooms that must be rented before each message
will be displayed, and type the messages that you wish to be displayed. (Alarm 2’s percentage
should be set higher than Alarm 1’s percentage to work effectively.)
Note: To disable a message on a certain day, set the percentages to zero.

Note: The message shown is for informational purposes only. Rates are not affected by showing
the message. Clerks should be instructed regarding what steps to take when an alarm shows.

Click Done.

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Set screen saver

Note: This screen saver covers Check-Inn’s window only, and does not replace any screen saver you
have set up for Windows.

Use the Screen Saver feature to activate the screen saver, set a logo and messages, and adjust
other settings for the screen saver.

Click Settings on the home screen.

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The Settings screen is displayed.

Click Colors & Preferences.

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The Colors & Preferences screen is displayed.

Click Screen Saver.

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The Screen Saver window is displayed.

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Configure your preferences as needed.

To do this: Follow these steps:

Activate/deactivate the
screen saver

Check the box next to “Activate screen saver” to activate the screen saver
in Check-Inn. Un-check the box to deactivate.

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To do this: Follow these steps:

Specify the amount of
idle time before the
screen saver is
activated

Use the “Delay before activation (minutes)” drop-down list to specify the
amount of time Check-Inn must be idle before the screen saver is activated.

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To do this: Follow these steps:

Choose a background
color

Click in the Background color field.

The Color window is displayed.
Click to choose or define a color.
Click OK.

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To do this: Follow these steps:

Load an image to
display

Click in the Logo file field.

Browse to locate the file you want to use.
Click OK.
Note: To remove a logo, click Clear logo file and click Yes to confirm.

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To do this: Follow these steps:

Specify whether or not
to use a transparent
color in the logo

Check the box next to “Use transparent color in logo image” to make the
background of the logo image transparent. The color of the lower left pixel
in the logo image is identified as the transparent color, and pixels of that
color are ignored (transparent).
Note: If the pixel at the lower left corner is the same as other pixels within
the image, the logo may not display as expected. Un-check the box to
disable the transparent color.

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To do this: Follow these steps:

Specify screen saver Note: This refers to the speed that your screen saver image/message
speed changes position on the screen.

Click and drag the to indicate the speed with which you want the
image/message to move.

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To do this: Follow these steps:

Display a message

Type your message in the Message Line 1 and Message Line 2 fields. This
message shows when the screen saver is active.

Click Done.

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Set grid preferences

Use this feature to:
 Set your grid refresh interval.
 Specify what happens when you double-click today’s date on the grid.
 Set the width of cells on the grid.
 Set the size of the font on the grid.
 Specify whether or not to display yesterday’s date on the grid.
 Highlight weekend days.
 Hide names.

Click Settings on the home screen.

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The Settings screen is displayed.

Click Colors & Preferences.

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The Colors & Preferences screen is displayed.

Click Grid Preferences.

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The Grid Preferences window is displayed.

Configure your preferences as needed.

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To do this: Follow these steps:

Set the refresh interval

Use the Refresh interval drop-down list to select how often you want the
screen to refresh (reload information and update its display).
This is useful on networked systems to ensure that all terminals display
current (or matching) information.

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To do this: Follow these steps:

Specify what happens
when you double-click an
empty room on today’s
date on the grid

Choose an option under “Option for double-clicking today’s date”

Check-in a guest: The Check-In function is activated.
Create a reservation: The Reservation function is activated.
Always ask whether I want to check-in or create a reservation:
When you double-click an empty room under today’s date, you will
be asked whether you want to check-in a guest. When asked, click
Yes to check-in a guest, or No to reserve a room.

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To do this: Follow these steps:

Change the size of the
grid cells

The cell width is the size of each rectangle in the grid. Click and drag
the bar on the Grid cell width field to change the width.

Change the grid font size

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To do this: Follow these steps:

This controls the size of the font used to display room numbers and
guest or reservation names. Click and drag the bar on the Grid font size
field to set the font size.

Hide/display yesterday’s
date on the grid.
Information for the
previous day can be
shown on the grid until
check-in time is reached.
This makes it easy to see
guests who are checking
out today.

Check the box next to “Hide Yesterday” to make yesterday’s date not
visible on the grid. If this is not checked, information for yesterday will
show (with a shaded background) until check-in time.

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To do this: Follow these steps:

Always hide names

Check the box next to “Always hide name” to hide names on the grid,
so that they can not be seen by others.

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To do this: Follow these steps:

Highlight Sunday/Sunday

Use these check boxes to make it so Saturday, Sunday or both are

highlighted on the main grid, so that it is easier to see the weekend.

Click Done.

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Set background and highlight color

Click Settings on the home screen.

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The Settings screen is displayed.

Click Colors & Preferences.

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The Colors & Preferences screen is displayed.

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Use the Colors and Highlight drop-down menus to select the background and highlight colors for
your Check-Inn screens.

Click Done.

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Set Check-Inn preferences

Click Settings on the home screen.

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The Settings screen is displayed.

Click Colors & Preferences.

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The Colors & Preferences screen is displayed.

Click to select the check box for each feature you want to activate.

This feature: Does this:

Start in maximized mode When selected: Starts Check-Inn in full-screen mode. You can resize the
window as needed.

Allow conference or When selected: Allows you to enter conference rooms (or dummy rooms,
dummy rooms garages, boat slips, RV spaces, etc.). These rooms will not affect your
total number of rooms occupied or available. Enter a letter (except for S,
which is used to mark split rooms) before the room number to make it a
conference or “dummy” room (for example, C101).
When not selected: Rooms with a letter other than S before the room
number will behave no differently than other rooms entered in the system.

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This feature: Does this:

Allow Billing as payment When selected: Allows “Billing” as a payment option in guest Cash
option Register screens. This applies to Check-In, Check-Out, Reservations, and
the Guest Screen.
When not selected: This removes Billing as an option for payment in the
guest Cash Register screens.

Allow balance transfers Check-Inn allows the transfer of charges and credits between rooms.
Only one transfer may be entered during each cash register
transaction.
When selected: Allows “Rm Transfer” as a payment option on the guest
Cash Register screens. This applies to Check-In, Check-Out, and the
Guest screen.
When not selected: This removes “Rm Transfer” as a payment option on
the guest Cash Register screen.

Auto-charge no-shows When selected: Automatically applies one night’s lodging charges or a
forfeit amount to no-show guests and transfers the balance to Accounts
Receivable.
When not selected: No-show charges must be added manually to the
guest’s folio.
Note: If a no-show has an advance deposit and this feature is not
selected, the deposit amount will be sent to Accounts Receivable as a
credit.

Force sequential guest When selected: Check-Inn keeps the last four digits of the guest number
numbers sequential for checked-in guests (eg, 1100, 11101, 21102, 31103, etc.).
When not selected: Guest numbers will increase but may not be
sequential.
Note: Innsoft does not recommend the use of this feature as it can cause
your guest numbers to become extremely large.

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This feature: Does this:

Force guest information When selected: The clerk is forced to enter the guest’s first and last
name, clerk initials, and rate to complete a check-in. The clerk is also
forced to enter the guest’s first and last name, phone number, and clerk
initials to make a reservation. This setting has no effect when Advanced
Passwords are active.
When not selected: Only the guest name and rate are required to
complete a check-in, and only the guest name to make a reservation.
Note: This feature can only be managed here when Basic Passwords or
no passwords are in use. Otherwise, it is managed via Advanced
Password settings.

Record and report audit When selected: Any changes made in the Audit or Edit screens are
changes recorded on the Shift Report. In addition, the time and date that this
feature was turned on, the time and date that the changes were made, the
date affected, and a separate Shift Summary for Audit section are
displayed on the Shift Report. An “Audit Tracking” notation shows at the
top of each page of the Shift Report. This setting has no effect when
Advanced Passwords are active.
When this feature is not selected: Changes in the Audit or Edit screens
are not recorded. However, the time and date that this feature was turned
off is still recorded on the Shift Report.
Note: This feature can only be turned off when Basic Passwords or no
passwords are in use. Innsoft does not recommend turning this
feature off.

Auto-fill email address When selected: Check-Inn remembers email address, carbon copy (CC)
and subject address, and subject when you send an email, and fills them in the next
time you click the email button.
Note: If there is an email address in guest or reservation information, that
address is used instead when emailing from that location.

Quick Search for repeat When selected: A screen is displayed at guest check-in and when
guests making reservations that allows you to search for a previous guest by
entering the guest’s last and first names. A listing of all guests in the guest
history that fit the name is displayed. When you select a guest from the
list, that guest’s information is added to the Guest Screen for the current
guest check-in.
Note: A guest that has stayed at your property more than once will have
multiple entries in the list.
When not selected: You will not be prompted to search for any past
guests that have stayed at the property.

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This feature: Does this:

Last name first in guest When selected: Shows the last name first when viewing guest
information information.
When not selected: Shows the first name first when viewing guest
information.

Second address line in When selected: Adds an additional address line to the Guest Screen and
guest information the reservation information screen.
When not selected: There is only one address line on the Guest Screen
and the reservation information screen.

Auto-sort reservations When selected: The program will automatically sort reservations to allow
for more availability and to resolve conflicts. Existing reservations will be
transferred to other rooms of the same room type to better accommodate
a new reservation. If you are using the Innsoft Reservation Client, you
want this selected.
When not selected: The program will not sort reservations for you. Any
reservation conflicts result in a night count adjustment. This can cause
IRC reservations to fail and is not recommended.

Automatic popup of When selected: If remarks for a guest are present, the remarks window is
remarks displayed automatically when checking-in the guest or making a
reservation.
When not selected: The remarks window is not automatically displayed.

Copy guest remarks When selected: If a guest is checked in or a reservation is made using
from Guest History information from Guest History, such as from the Quick Guest Search, any
previous remarks for that guest are copied into the record for the new
guest or reservation.

Highlight required fields When selected: Any fields that are required, as set in either Advanced
on reservations and at Passwords or Colors & Preferences (such as phone number or clerk
check-in initials), are highlighted to help remind the user to enter information into
those fields.

Break down taxes by When selected: Folios will include total amounts for each tax. A
category breakdown of the individual taxes charged will show on the customer’s
receipt/folio.
When not selected: Folios will not show a breakdown for each tax. Only
the total of all taxes charged will show.

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This feature: Does this:

Hide pets on registration When selected: The field for number of pets will not be displayed on
card registration cards.
When not selected: The field for number of pets will be displayed on
registration cards.

Hide sale items 8 and 9 When selected: Allows you to post a charge for sale items 8 and 9 but
on guest folios does not show the breakdown on the folio. This might be useful if you
need to track the various expenses that make up a package (for example,
golf, breakfast, etc.), but you do not want the customer to be aware of the
breakdown.
Note: The amount will still be added to the miscellaneous charge total on
guest folios.
When not selected: Guest folios display sale items 8 and 9 just like any
other item.

Add field for manual folio When selected: Changes the Remarks to Guest field to Folio. This could
number be useful for having your own folio number on folios.
When this feature is not selected: The Remarks to Guest field is
displayed in the Guest Information screen.
Note: Any information that is typed into this field will be printed on the
guest folio.

Room # in upper right of When selected: Shows the guest’s room number in the upper right corner
folio of the folio.
When not selected: The guest’s room number is not displayed in the
upper right corner of the folio.

Date and time stamp on When selected: Printed folios include the date and time that the folio was
folios printed.
When not selected: The date and time a folio was printed are not
displayed on the folio.

Date and time stamp on When selected: Printed reports include the date and time that the report
reports was printed.
When not selected: The date and time a report was printed are not
displayed on the report.

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This feature: Does this:

Include guest status on When selected: Shows the status of a guest on the Daily Financial
financial report Report. (For example, CI = Check-In, or SO = Stayover.)
For information on what each status code means, see the Daily Financial
Report. A status legend is shown directly under the guest information.
When not selected: Does not display the guest status (for example, CO
for Check-out) on finance reports.

Include guest number on When selected: Shows the guest number on the Daily Financial Report
financial report under the guest’s name.

Include guest names on When selected: Shows guest names for each room on Housekeeping
Housekeeping Reports.
When not selected: Guest names are not displayed on Housekeeping
Reports. Instead, rooms are listed as “Dirty” or “Dirty-Unoccupied.”

Include billing invoice When selected: Places a sequential invoice number on each invoice
number printed from Accounts Receivable.
When not selected: Does not place an invoice number on invoices
printed from Accounts Receivable. The system puts “Invoice” on the
invoice instead.

Include folio number on When selected: Shows the Check-Inn folio number on guest folios.
guest folio
When not selected: Does not display the Check-Inn folio number on
guest folios.

Include check-in times of When selected: Shows the check-in time next to check-out time on folios
folios & confirmations and confirmations.

Include phone numbers When selected: Shows the guest’s phone number on the folio.
on folios

Statements above When selected: Shows statements above the signature line on folios.
signature lines
When not selected: Shows statements below the signature line.

Folio, Reserve, & Quote When selected: Shows statements on folios, confirmations, and quotes in
statements printed bold bold.

Click Done.

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STATEMENTS
This section includes information on these subjects:
 Set reservation statements
 Set billing statements
 Edit other statements
 Delete a statement
 Print a statement
 Date and time stamp a statement
 Search the text of a statement

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Set reservation statements

Click Settings on the home screen.

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The Settings screen is displayed.

Click Statements.

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The Statements window is displayed.

Click X to save and exit.

The statement you select is printed
on all reservation confirmations.

Click to select a reservation statement.

To use this type of Follow these steps:

reservation statement:
One of the default Click to select the option under the Default Reservation Statement
options listed on the section that best matches your property’s policy.
screen Click X at the upper right to save and exit.
A customized reservation Click Edit Reservation Statement.
or event statement Select one of the pre-defined statements, “User Defined”, or one of
the Event Statements from the dropdown.
Click Edit.

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To use this type of Follow these steps:

reservation statement:
Type your customized message.
Click Save & Exit.
Click to select the option as the Default Reservation Statement if
needed.

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Set billing statements

Click Settings on the home screen.

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The Settings screen is displayed.

Click Statements.

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The Statements window is displayed.

Click X to
save and exit.

Click to select a billing statement.

To use this type of Follow these steps:

billing statement:
One of the default options Click to select the option under the Default Billing Statement section
listed on the screen that best matches your property’s policies.
Click the X at the upper right to save and exit.
A customized billing 1. Click Edit Billing Statement.
statement 2. Select the statement that you wish to customize from the dropdown.
3. Click Edit.

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To use this type of Follow these steps:

billing statement:
4. Create your customized billing statement.
5. Click Save & Exit.

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Edit other statements

Click Settings on the home screen.

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The Settings screen is displayed.

Click Statements.

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The Statements window is displayed.

Click Edit Other Statements.

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The Other Statements screen is displayed.

Click to select a statement to edit.

Selecting this Allows you to:

statement:
Folio/Receipt Change the statement at the bottom of a guest folio.

Maintenance Add a general maintenance entry, which is not room specific, at the end of the
Maintenance Log.

Hot Key 1 Make a Hot Key that shows a pop-up screen Ctrl+F1 is pressed on the Home
screen.
This can be used for such things as a list of emergency phone numbers, bad

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Selecting this Allows you to:

statement:
guests, local attractions, etc.

Hot Key 2 Make a second Hot Key (Ctrl+F2). Please see “Hot Key 1” above.

Housekeeping Define the order of your rooms in Housekeeping Reports. On the blank screen
Order that is provided, list your rooms, each on its own line, down the left-hand side
of the screen.
A blank line between rooms indicates where one housekeeper’s list ends and
the next housekeeper’s list begins.

Quote Statement Compose a statement that will appear on reservation quotes.

Registration Card Create a message that will appear on registration cards.

Other Text Files Edit any other text file in the program by typing the name of the file, making any
necessary changes, then clicking Save and Exit or Cancel.

Load Logo File Add your own custom logo images to folios and reports. To add a logo follow
these steps:
Use the Display Location drop-down list to select the location on the folio or
report where you would like the logo to appear.
Logos may be placed at the upper right or upper left of the folio or reports.
Click Browse to select the location on your computer where the logo image
file is stored. (Or you can type or paste the location of the file in the File
Name field.)
Click Open.
Click Load.
Add any additional logos in the same way.
Note: Logos will be automatically scaled to match the size of the name and
address header at the top of folios and reports. JPG/JPEG, PNG, GIF, and
BMP file formats are supported.
Note: To remove a logo, select the Display Location from the dropdown and
click Clear Current Logo.

Check-Out Compose a custom thank you statement for check-out folios.

Statement

Make changes to the statement as needed.

Click Save & Exit.

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Delete a statement
Settings > Statements.
The Statements window is displayed.

Click Edit Reservation Statement, Edit Billing Statement, or Edit Other Statements.
Click to select/edit the statement.
Click Delete & Exit.
This message is displayed: “DELETE current file and exit?”

Click Yes.

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Print a statement
Settings > Statements.
The Statements window is displayed.

Click Edit Reservation Statement, Edit Billing Statement, or Edit Other Statements.
Click to select/edit the statement.
Click Print.

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A print preview of the list of market codes is displayed.

Print or email as needed.

Select a page range

Print one copy Print two copies Email Click Done

Click Done.

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Date and time stamp a statement

Use this feature to add the date and time anywhere in a statement, automatically.

Settings > Statements.

The Statements window is displayed.

Click Edit Reservation Statement, Edit Billing Statement, or Edit Other Statements.
Click to select/edit the statement.
Click to put your cursor where you want the date and time stamp to be located.
Click Date & Time.
Note: To delete the date and time stamp, use the backspace key.

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Search the text of a statement

Settings > Statements.
The Statements window is displayed.

Click Edit Reservation Statement, Edit Billing Statement, or Edit Other Statements.
Click to select/edit the statement.
Click Search.

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The Find window is displayed.

Type the word or phrase you are searching for, and select the “Match case” check box to make
the search case sensitive.
Click Find Next.

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PASSWORDS AND SECURITY

This section includes information on:
 Advanced Passwords
 Basic Passwords

Advanced Passwords
We recommend that you use Advanced Passwords. If you choose to use basic passwords, see
Basic Passwords.

This section contains information on how to:

 Create groups
 Add users
 Set logout time, time to purge log, and print

The Advanced Password system enables the creation of separate, password protected logins for
each Check-Inn user. Access to program functions is controlled by creating groups with customized
permissions settings for different types of users (desk clerk, auditor, housekeeping, maintenance,
etc.). Please note that Advanced Passwords replaces Basic Passwords.

IMPORTANT: If you are changing from using Basic Passwords to using Advanced Passwords, print
a copy of your current shift report before setting up Advanced Passwords. Once Advanced
Passwords has been configured, previous shift reports are not accessible.

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Create groups
Before you can create individual user logins, you must first create user groups. Groups define which
program functions users are restricted from or allowed to access, and which actions are required.

For example, you could create a “Clerk” group for desk clerks that allows basic functions such as
guest check-in and processing reservations but restricts access to credit card numbers and audit
functions.

Note: By default, a group called “Administrator” is created when the software is installed. The
Administrator group is the master user with rights to all areas of Check-Inn.

Click Settings on the home screen.

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The Settings screen is displayed.

Click Passwords & Security.

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The Password Setup window is displayed.

Click to select the “Activate Advanced Passwords” check box.

Click Advanced Passwords.
If you are switching from using Basic Passwords to Advanced Passwords, a message shows
stating that Advanced Passwords override Basic Passwords and asking you to verify that you
want to continue.

Click Yes.

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The Advanced Passwords screen is displayed.

On the left-hand side of the screen, under Groups, click Add.

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The Group Rights & Requirements screen is displayed.

Type the name for your new group in the For Group field (for example, “Desk Clerk” or “Auditor”).
Use the drop-down list for Program Subcategory to select a program function set that you wish to
edit. Program functions are divided into rights and requirements.

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This type of Refers to this:

function:
Rights Actions that a group member is allowed to perform.
For example: A report right for full credit card number could be enabled to allow an
auditor to view full card numbers in guest history for the purpose of processing
refunds (in this case, credit card tokens will show instead of card numbers if you are
using Zeamster EMV credit card processing).

Requirements Actions that must be performed by a group member before they may continue.
For example: A reservation requirement for a credit card could be set up so that a
user would be unable to continue with a reservation without entering a credit card
number.

These are the program functions in the Program Subcategory drop-down list:

This subcategory: Does this:

Check-In Rights Determines what is allowed during the check-in process.

Check-In Requirements Determines what information is required during the check-in process.

Check-Out Rights Determines what is allowed during the check-out process.

Guest Screen Rights Determines what information on the Guest Screen can be changed.

Cash Register Rights Determines whether access to the stand-alone cash register is allowed.

Audit Rights Determines what features under the Audit screen are allowed.

Accounts Receivable Determines what can be accessed in Accounts Receivable.

Rights

Reservation Rights Determines what is allowed when making a reservation.

Reservation Determines what information is required when making a reservation.

Requirements

Reports Rights Determines what reports can be accessed.

Settings Rights Determines what can be accessed in the Settings screen.

General Settings Rights Determines what general settings are allowed.

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When you select a program function from the Program Subcategory list, a list of options available
within that subcategory is displayed in the window.

Check/Uncheck All Presets Item Help

Click an item to highlight

it (then click Item Help)

Type the name of

your new group

Click a check box to

include it in this
group’s profile

Configure the settings for your group as appropriate:

Click this: To do this:

The name of an item in the list, See a brief explanation of each option in a subcategory.
then Item Help (F5)

The check box next to an item Select that item to be included in the group’s rights or requirements.

Check/Uncheck All (F2) Check or uncheck all of the selections for the program subcategory.

Presets (F3) Select from a list of generic preconfigured profiles.

Copy Group (F4) Copy the settings from another group that has already been set up.

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Click Done.

Add users
Before you can add users, you must create a user group. See Create groups.

Once you’ve created groups, you may add user accounts for individual employees.

If you are not already on the Advanced Passwords screen, access it now: (Settings > Passwords
& Security > Activate Advanced Passwords > Advanced Passwords).
The Advanced Passwords screen is displayed.

On the right-hand side of the screen, under Users, click Add.

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The Add/Edit User window is displayed.

In the User Name field, type the desired user name for the user (for example, John).
In the Full Name field, type the full name for the user (for example, John Doe).
Use the Member of Groups drop-down lists to select the group (or groups) that you want the user
to be a member of.
Note: Normally, you will select only one group.

In the Password field, type the desired password for the user.
About passwords:
 The password for each user must be unique.
 You may use both letters and numbers in the passwords.
 Passwords are case sensitive.
In the Re-enter Password field, retype the password you typed in the Password field.
Note: If you are using employee password cards supplied by Innsoft, swipe the card to encode
the password.

Click Done.

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Set logout time, time to purge log, or print

If you are not already on the Advanced Passwords screen, access it now: Settings > Passwords
& Security > Activate Advanced Passwords > Advanced Passwords.
The Advanced Passwords screen is displayed.

To set this Do this:

feature:
Login Time-Out Use the Login Time-Out drop-down list to set the amount of idle time before a user
is automatically logged out of Check-Inn.

Purge Log Use the Purge Log drop-down list to set the number of months that advanced shift
report information will be stored by the program. We recommend setting this to 12
months.

Print Click Print to print a list of all groups and users and their specific rights and

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To set this Do this:

feature:
restrictions.

For additional information on Advanced Shift Report functions see Using the Advanced Shift Report.

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Basic Passwords
IMPORTANT: We strongly recommend that you use Advanced Passwords (not Basic Passwords)
for Check-Inn. By default—even on new installations—Advanced Passwords are enabled. Using
Basic Passwords removes features from Check-Inn.

For protection against unauthorized access to Check-Inn, you may set up to three levels of password
protection (clerk, auditor, and security).

This section includes information on how to:

 Understand the three levels of password protection
 Set Basic Passwords
 Log out or Lock Check-Inn

Three levels of password protection

Password type: Protection level:

Clerk Lowest level password.
Only works to unlock or enter Check-Inn.
All other password prompts require a higher level password.
Can have access to some areas added or removed in options.

Auditor Medium level password.

Has limited access to some areas that Clerk does not.
Can have access to some areas added or removed in options.

Security Allows access to all functions

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Set Basic Passwords

Click Settings on the home screen.

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The Settings screen is displayed.

Click Passwords & Security.

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The Password Setup window is displayed.

IMPORTANT: Ensure that this

check box is not checked.

Ensure that the “Activate Advanced Passwords” check box is cleared (not checked).
Click Basic Passwords.

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The Basic Passwords screen is displayed.

Enter passwords in the Clerk, Auditor, and Security fields.

 You will be asked to confirm each password as you enter it.
 All three passwords must be different.
 All three passwords must be set to ensure proper function.
 You may use both letters and numbers in the passwords.
 Passwords are case sensitive.

Click Password Options.

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The Password Options window is displayed.

Click to select password options.

Note: There are three categories of password options on this screen.

 Security password required

 Auditor password allowed
 Security or Auditor password required

Security Password REQUIRED for:

If selected, this option: Requires Security password to do this:

Delete Guest Delete a guest on the Guest screen or in Daily Audit.

Change Check-in/out Date Change the check-in/out date for a guest.

Edit Phone Calls Edit charges for phone calls.

Clean All Rooms Set all rooms to Clean at one time from the Room Status screen and
Housekeeping Report.

Lock/Unlock Reserved Room Lock or unlock a reservation’s room number.

Group Check-in/out Perform a group check-in or check-out.

Billing Functions Perform any billing functions in Accounts Receivable.

Balance Transfers Transfer a room balance to another room.

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If selected, this option: Requires Security password to do this:

Backup Check-Inn Data Backup Check-Inn data in any way other than auto-backups.

Exit Check-Inn Exit Check-Inn.

Email Functions Change email settings, and manage and send email messages.

Auditor Password ALLOWED to access:

If selected, this option: Allows Auditor password to do this:

Exit Check-Inn Exit Check-Inn.

Email Functions Change email settings, and manage and send email messages.

Allow Auditor to Clear Logs Clear these logs: Long Distance Breakdown, Phone House
Account, Phone Misc., and POS/Movie Interface.

View Monthly Total on Reports View monthly total on financial reports.

Security or Auditor Password REQUIRED for:

If selected, this option: Requires Security or Auditor password to do this:

Daily & Monthly Reports View daily and monthly reports.

Credit Card Processing Perform any credit card processing functions, such as submitting
batches, printing batch totals, authorizing credit cards, modifying
entries, and deleting transactions in the Credit Card Audit.

Click Done.

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Log Out or Lock Check-Inn

A password is required to access Check-Inn once a user has logged out, or if the program has been
locked from the home screen. This is a way of protecting Check-Inn against access by the general
public.

Note: The buttons will say “Log Out” if using Advanced Passwords, and “Lock” if using Basic
Passwords.

Click Log Out & Exit or Lock & Exit.

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A confirmation window is displayed.

Click Log Out (or Lock, if you are using Basic Passwords).

Check-Inn is locked, and the User Login window is displayed.

Enter a valid password to access Check-Inn.

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EVENT TRACKING
Event Tracking can be accessed from the home screen of Check-Inn (Today’s Events) or from the
Settings screen (A. Event Tracking).

Today’s Events
Information you add here remains visible for the time frame you specify. You can:

 Add an event
 Use the calendar feature
 Edit or delete an event
 Sort events

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Add an event
Click in the Today’s Events box to open the Today’s Events window.

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The Today’s Events window is displayed, showing all events that have been entered for today.

Click Edit Events to add and edit event information.

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The Event Tracking screen is displayed.

Note: A yellow star appears next to

events scheduled for the current date.

Click Add Event.

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The Add Event window is displayed.

Type the event’s name in the Event Name field.

Use the drop-down arrow to select a date for the Start Date and End Date fields. (This creates a
date range for the event.)

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Use the calendar feature

Shows the month and year.

Click the single Click the double

forward or back forward or back
arrow to change arrows to change
the month. the year.

See the Today

link. Clicking this Click any date
link inserts the to select it.
current date into
the selected date
field.

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Click the down arrow for the Effect field and select an option to reflect the impact this event will
have on your property.

Click the down arrow for the Reservation field and select an option.

Note: The options in the Reservation drop-down

refer to Event Statements you have created - these
can be customized in the Statements feature (under
Settings). These statements, when selected, are
automatically added to reservation confirmations
during the time of the event (as disclaimers).
If your reservation policies (cancellation, no-shows,
etc.) change during the event that you are creating,
we suggest using the Event Statements.
For example: If a guest is making a reservation for a
time frame when a significant event is occurring,
there may be a change to the cancellation window.

Click Done.

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Edit or delete an event

Click in the Today’s Events box to open the Today’s Events window.

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The Today’s Events window is displayed, showing any events that have been entered for today.

Click Edit Events to add and edit event information.

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The Event Tracking screen is displayed.

Click to highlight the event you want to edit or delete.

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If you want to: Then do this:

Edit the event Click Edit Event.
The Edit Event screen is displayed.

Edit event details as needed. See Add an event for more information on the
fields on this screen.
Delete the event Click Delete Event.
A confirmation window is displayed.

Click Yes.

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Sort events
Click in the Today’s Events box to open the Today’s Events window.

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Click Edit Events to add and edit event information.

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The Event Tracking screen is displayed.

Events can be sorted by name, start date, or effect, in ascending or descending order, or they can
be manually sorted.

To sort events automatically, select the Sort By type radio button, then select the Sort Direction
radio button.

Once your preference is selected, click the Sort Events button.

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If you wish to sort your events manually, highlight the event you wish to move and select the
Move Event Up or Move Event Down buttons.

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MAINTAIN CHECK-INN FILES

Using this feature you can:
 Make data backups
 Restore backups
 Purge Check-Inn data
 Resolve error messages

Regular data backups are a very important part of safeguarding your Check-Inn data. Backups help
prevent the loss of your financial information in the event of a computer breakdown. A data backup
should be performed every day.

Note: Innsoft recommends using a flash memory drive with a capacity of at least 4 GB for your
backups. Call Innsoft Technical Support (503-643-8162, option 2) for details.

See View last backup status for instructions on viewing your backup status.

Make data backups

There are two types of data backups for Check-Inn:
 Manual backups
 Automatic backups

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Manual backups
Note: As an alternative to the following steps, you can easily access the manual backup screen by
clicking the Manual Backup box at the lower right on the home screen.

Manual Backup

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Click Settings on the home screen.

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The Settings screen is displayed.

Click Maintain Check-Inn Files.

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The Maintain Check-Inn Files screen is displayed.

Click Backup Data.

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The Backup Data window is displayed.

Check the path specified in the Backup Path field.

If you need to change the path, click Set Backup Path and choose a new location.
Click Start Backup.
After the backup is made, you will see this message:

Click OK.

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Automatic backups
By default, Check-Inn is set up to run an automatic backup twice a day: Auto-Backup A and Auto-
Backup B. Both auto-backups are set by default to back up to your local hard drive. It is a good idea
to change the location of Auto-Backup B to an external drive so that your backups are not all
contained in one place. This gives you redundancy and protects you against data loss.

As an alternative to using the following steps, you can easily change both the location and the time of
Auto-Backup B by clicking the Auto-Backup B box, which is found at the lower right of the home
screen of Check-Inn.

Auto-Backup B

Click Settings on the home screen.

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The Settings screen is displayed.

Click Maintain Check-Inn Files.

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The Maintain Check-Inn Files screen is displayed.

Click Set Auto-Backup.

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The Auto-Backup Settings screen is displayed.

Set the times you would like the auto-backups to start by clicking to highlight the part of time that
you wish to change (hours, minutes, AM/PM), then using the arrow keys to change the
time/setting. You may type in the new time or use the arrows to increase or decrease the numbers
and change between AM and PM.
In the Auto-Backup B Path field, enter the folder where you want to store Auto Backup B.
Type the drive letter and path or click Set Auto-Backup B Path and choose a location. The auto
backup defaults to the AUTO folder under the folder where Check-Inn is installed. We strongly
suggest that you set Auto Backup B to an external drive and not an internal hard drive.

Click Done.

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Restore backups
Use this feature to restore these types of backups:
 Restore manual backup
 Restore auto-backup

Restore manual backup

WARNING: All information in the system will be replaced with the backup data you select. It is
strongly recommended that you call Innsoft Technical Support (503-643-8162, option 2) during
normal business hours for assistance with restoring a backup.

Note: Be sure to exit Check-Inn on all other networked computers prior to restoring from a backup.

Click Settings on the home screen.

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The Settings screen is displayed.

Click Maintain Check-Inn Files.

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The Maintain Check-Inn Files screen is displayed.

Click Restore Data.

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The Restore Data window is displayed.

Review the Data Location field to ensure it shows the location of the backup that you want to
restore.
If the correct path is not listed, click Browse. Select location of the backup you wish to restore.
Click OK.

Click Restore Full Backup.

This message is displayed: “WARNING: Restore will destroy your existing data. Do you wish to
continue?”

Click Yes if you want to continue, otherwise click No.

If you select Yes, a second message is displayed: “Are you sure you wish to restore?”

Click Yes if you want to continue, otherwise click No.

The system asks if you would like to clear restored guests. Clearing the restored guests removes
all guests currently checked in.

If you would like to remove the guests that are currently checked in, click Yes. If you would like to
keep the guests that are currently checked in, click No.
Click Done.

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Restore auto-backup
WARNING: This replaces any information currently in the system with data from the day and time
that the auto-backup was made. We strongly recommend that you call Innsoft Technical Support
(503-643-8162, option 2) during normal business hours for assistance with restoring a backup.

Note: Be sure to exit Check-Inn on all other networked computers prior to restoring from a backup.

Click Settings on the home screen.

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The Settings screen is displayed.

Click Maintain Check-Inn Files.

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The Maintain Check-Inn Files screen is displayed.

Click Restore Data.

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The Restore Data window is displayed.

Use the Select Auto-Backup drop-down list to select the dated auto backup you would like to
restore. The backups are displayed in reverse date order so that the last one made is the first one
displayed.
Click Restore Auto-Backup.
This message is displayed: “WARNING – Restore will destroy your existing data. Do you wish
to continue?”

Click Yes to start restoring, otherwise click No.

If you select Yes, a second message is displayed: “Are you sure you wish to restore?”

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Click Yes if you are sure about restoring the files, otherwise click No.
The system asks if you would like to clear restored guests. Clearing the restored guests removes
all guests currently checked in.

If you would like to remove the guests that are currently checked in, click Yes. If you would like to
keep the guests that are currently checked in, click No.

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Purge Check-Inn data

IMPORTANT: Purging your data completely destroys your data from the beginning of your data to
the date entered. The destroyed data will include, but not be limited to, guest history, billing
information, and audit and all financial information.

We highly recommend that you perform several backups of Check-Inn data files before you continue
with the purge. Purging should only be done when you are absolutely sure that you no longer need
the information in the software.

We strongly recommend that a technician from Innsoft Technical Support (503-643-8162, option 2)
assist you with this procedure.

Click Settings on the home screen.

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The Settings screen is displayed.

Click Maintain Check-Inn Files.

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The Maintain Check-Inn Files screen is displayed.

Click Purge Data.

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The Purge Check-Inn Data screen is displayed.

In the Purge data prior to field, enter the first date to have data kept in the system. Any information
prior to this date will be purged.
For example, if you want to purge all data before October 20, 2019, you would enter 10/20/2019.

Click Purge Data.

This message is displayed: “This will clear daily data prior to ##/##/####, but not reservations.
Continue?”

Click Yes to purge the data, otherwise click No.

This is your last warning.

IMPORTANT: Do not turn off the computer while the purge is in progress, as it may permanently
damage your Check-Inn files.

To cancel the purge, click Cancel.

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EMAIL
Almost any document that you can print in Check-Inn can be emailed.

This section includes information on how to:

 Set up and configure email
 Create an email
 Manage your messages

Set up and configure email

We strongly recommend that you contact Innsoft Technical Support (503-643-8162, option 2) to set
up your email feature.

This section covers the setup and configuration of the following:

 Set up email settings
 Configure email statements
 Configure attachment settings

To set up the Check-Inn email feature, you need the following information:
 Outgoing address of your email provider
 Outgoing port number
 Your email account user name and password

You can normally look this information up online by searching “POP settings for (your email
provider).”

Note: Outgoing addresses for several email providers are listed later in this section.

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Set up email settings

Bring up any print preview screen. For example, run a Daily Financial Report or bring up a guest
statement.

Click Email.

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An email window is displayed.

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Click Settings and select Mail Settings.

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The Email Settings window is displayed.

Type the host address in the Email Host field (for example, smtp.YourHost.com or
mail.YourHost.net).
Note: If you are unsure of what to enter for your outgoing mail server address try searching it
online or contact your email provider. If your email provider uses a port other than port 25 to send
mail, add a colon and the port number at the end of the host name (for example,
SMTP.YourHost.com:487 or mail.YourHost.net:487).

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If your email provider is: Use this information:

Gmail smtp.gmail.com:465 (username and password required)

GoDaddy smtpout.secureserver.net:465 (username and password required)

AOL smtp.am.com:587 (full email address and password required)

Verizon outgoing.verizon.net:465 (username and password required)

ATT.net outbound.att.net:465 (username and password required)

Yahoo smtp.mail.yahoo.com:465 (username and password required)

Comcast smtp.comcast.net:465 (username and password required)

Type your reply address in the Reply To field. This is the address where replies to your email will
be sent (for example, [email protected]).
Note: This email address does not need to be the same address you are using for outgoing mail.

Type the sender name in the Sender field. This is the name that appears on all emails that you
send, and is typically your property name.
Click Save.

Click Settings and select Login Settings.

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The Login Settings window is displayed.

Click to select the “ Use Login Information” check box.

Enter your username (typically your email address, such as [email protected]) and email
password (not Check-Inn password) in the correct fields.
Click Save.
Send a test email to yourself so that you can confirm that the email feature is set up correctly.

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Configure email statements

Email statements are custom email messages that can be added to the Check-Inn email system. If an
email statement is selected when sending a message, the text of that statement appears in the body
of the email. Up to five email statements may be added to the Check-Inn system.

Bring up a print preview of a screen.

Click Email.
An email window is displayed.

Click Settings and select Statements.

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The Email Settings window is displayed.

Use the Email Statements drop-down list to select a statement number.

Enter the custom Statement Title.
Type the desired text.
Note: Be sure to proofread your message carefully.

Click Save.
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Repeat the same steps to add additional statements.

When sending emails, you can insert an email statement by selecting it from the Statement drop-
down list. You can then edit the statement prior to sending, if you wish to personalize it for your guest.

Select “User Defined” from the list if you do not wish to include a statement in the email message.

Configure attachment settings

Bring up a print preview of a screen.
Click Email.

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An email window is displayed.

Click Settings and select Attachment Settings.

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The Attachment Settings window is displayed.

If you need to save the file as a BMP or JPG, click to select the “Save as BMP or JPG (not
recommended)” check box.
Note: If you select this option, each page is formatted to fit on one 8½ x11 page. If you need to
change the size of the attached page, click the down arrow and select the percentage of the
original size for the attachment (100% to 40%).

If you don’t need to save the file as a BMP or JPG, leave the “Save as BMP or JPG” check box
unchecked. Attachments will be saved as PDFs. This is the recommended setting.
Click Save.

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Create an email
Check-Inn can email almost any document that you can print.

For example: If you want to email a confirmation, click the Print Confirm button on a reservation
screen, then click the Email button at the bottom of the print preview. This leads you to the Email
screen, which allows you to send an email.

This example is illustrated in the steps below.

From a reservation screen, click Print Confirm.

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The print preview for that reservation confirmation is displayed.

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Select the pages you would like to email by entering the start page and end page in the Print
Pages field. You may type in new start and end pages, or use the arrow keys to adjust each
number.

Note: Email attachments are limited to 36 pages.

Click Email.
The email window is displayed.

If the guest’s email was entered

on the reservation screen, it is
automatically added to the To:
field of the email.

If you are emailing a report or you did not enter an email address on the guest/reservation screen,
enter the email address in the To field. If you are sending the email to more than one person,
enter the additional email address in the CC field.

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Note: If you have previously used this email address, you may click the down arrow and select the
address from the list.

Enter the subject of the email. If the Subject field is left blank, “Check-Inn” is inserted in the
Subject field when the message is sent.
Note: The Subject field will always initially populate with the subject of the last email that was
sent. Be sure to change it to the current subject, if needed. Or disable this feature in Select
Check-Inn Features.

If you would like to include a preset email statement, click the Statement drop-down list and select
the appropriate statement. If you do not want to include a statement, select “None.”

If you would like to enter a message to include with the email, type the message in the Message
Text field provided.
Edit the Statement Text as needed in the Statement Text field.
Each page is sent as a separate attachment to the email. You may view a list of the
attachments by pressing ALT+D or clicking the Details tab.

To do this with your Complete these steps:

email:
Send it Double-check the To field to ensure that you are sending the email
to the intended person.
Double-check the Subject field to ensure that the subject of the
email is correct.
Click Send.
This message is displayed: “Message Sent!”
Click OK.
Click Done.
Save it Click Save.
This message is displayed: “Your Message Has Been Saved.”
Click OK.
Click Done.
See Manage messages for instructions on retrieving saved messages.

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Manage your messages

If you have saved email messages, you may use the Manage feature to send or delete the saved
messages.

There are two ways to access the Manage feature.

 From a print preview screen: Email > File > Manage Messages
 From the home screen: Reports > Guest Tracking > Manage Email
Whichever method you use, the window for managing messages is displayed.

Saved messages

Option buttons

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To do this Do this:
with your
saved email:
Send it Access the Manage feature.
A list of all saved emails is displayed.
Click to select the check box for the email you want to send. If you want to
select all emails in the list, click Select All.
Click Send.
This message is displayed: “Send ALL checked messages?”

Click Yes.
Your saved emails are sent.

Delete it Access the Manage feature.

A list of all saved emails is displayed.
Click to select the check box for the email you want to delete. If you want to
select all emails in the list, click Select All.
Click Delete.
This message is displayed: “Delete ALL checked messages?”

Click Yes.
Your saved emails are deleted.

Edit it Access the Manage feature.

A list of all saved emails is displayed.
Click to select the check box for the email you want to edit.
Click Edit.
The saved email is displayed, allowing you to make edits.
Click Save or Cancel.

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Home Screen
Here’s an overview of how to navigate from the home screen.

At a glance
Expand or
shrink grid
Resize window without
Access program Today’s Diary closing Check-Inn
Messages
information/support;
return to home
screen

View support status

Refresh grid

Today’s Events

Daily Status
Report
Generate reports

Make reservation
(right-click or
double-click) Set custom
unavailable dates

View last
Update software/ backup status
countdown to
contract renewal

Hover over a guest name Right-click guest name to Hover over a blank cell Click Reset Grid to
for reservation details check in or check out to see rates (when return to today’s date
rates are set up)

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To select an item on the home screen, click it.

This item: Does this:

Check-In Allows you to check-in guests with a reservation.
Reservation

Check-In Walk-In Allows you to check-in walk-in guests, change room statuses, clean all rooms,
and make maintenance log entries.

Check-Out Allows you to check-out a guest.

Guests Allows you to modify guest information, including room number, make charges
or payments to current guest accounts, and access guest reports.

Cash Register Allows you to sell front desk items such as cards and maps to customers that
are not checked in to the property.

Audit Allows you to edit daily financial information, credit card payments, accounts
receivable, and cash register totals.
Note: Credit card processing is also done on this screen if you are using the
Credit Card Processing module.

Reservations Allows you to make, modify, or cancel reservations.

Reports Allows you to generate operational reports such as daily, monthly, and yearly
financial reports, reservation reports, occupancy reports, housekeeping reports,
and others.

Settings Allows you to customize Check-Inn for your property.

Log Out & Exit Allows you to log out or close Check-Inn and return to the Windows desktop.

Support/Update Allows you to see the current status of your service contract, determine whether
a new version of Check-Inn is available, download updates, and access contact
information for Innsoft.

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Right-click context menu

Right-clicking specific areas of the home screen allows you to quickly get information and perform
tasks.

For detailed information on making a reservation, see Reservations.

Rooms

Reservation

Guest’s name on
occupied room

If you right-click this: You have these options:

Today’s date on an unoccupied room

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If you right-click this: You have these options:

Future date on an unoccupied room

Guest’s name on an occupied room

Reservation for a future date

Reservation for today’s date

Room number

A key to the status colors is on the home screen.

The background color of the room changes to indicate
its status.

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GRID
This section includes information on how to:
 Expand or shrink the grid
 Refresh the grid
 Reset the grid to today’s date
 Search Guests, Reservations, and Guest History
 Determine if a room is locked or if an advance deposit has been received
 Mouse hover display options
 Access grid options
 Set custom unavailable dates
 Generate reports
 Messages, Today’s Diary, and Today’s Events
 View last backup status
 Update software/countdown to contract renewal

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Reservations are displayed in color, depending on the type of reservation:

 A small gap between reservations indicates where one reservation ends and another begins.
 By placing your cursor over the reservation, the guest’s full name is displayed in the hint box.

Green = Occupied room

Yellow = Guaranteed reservation
Red = Non-guaranteed reservation
Gray = unavailable room

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Expand or shrink the grid

Click Expand Grid

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Click Shrink Grid.

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Refresh the grid

Click Refresh Grid to refresh information in the grid. Click Refresh Grid before making a reservation
to ensure that you don’t accidentally attempt to double-book a room. This is especially important
when using online travel agent integrations or when you have more than one copy of Check-Inn
networked together.

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Reset the grid to today’s date

If you use the arrow or calendar to view future dates on the grid, you can quickly return to today’s
date by clicking Reset Date.

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Search Guests, Reservations, and Guest History

You can use the Search button to quickly access the search feature for current Guests,
Reservations, or Guest History.

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Determine if a room is locked or if an advance deposit has been received

Icons are displayed on the grid to indicate if a room is locked (cannot accept a new reservation for a
specific date/date range) or a deposit has been received to secure the reservation.

 The lock icon indicates that

this room is locked.
 The dollar sign indicates that
an advance deposit has been
received for this room.

Mouse hover display options

This section covers the following display options:
 View room rates
 View guest or reservation info
 View room descriptions and next unavailable dates
 View breakdown of dirty and unavailable rooms

View room rates

You can quickly and easily view your rates and provide rate quotes by using your mouse to hover
over an empty cell.

Note: You must have rates set up to use this feature.

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View guest or reservation info

You can quickly view guest or reservation information such as full name, guest/reservation number,
arrival and departure dates, guest count, and when a reservation was made by using your mouse to
hover over a guest or reservation.

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View room descriptions and next unavailable dates

Hover over any room number to see a full room description and the next time the room is set
unavailable.

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View breakdown of dirty and unavailable rooms

Hover over Dirty or Unavailable to see a breakdown of rooms set not available and rooms that are
occupied or reserved.

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Grid options
This section covers the options available to you on the grid:
 Specify room types to display on the grid
 Specify what happens when you double-click today’s date
 Choose to hide or display the previous day
 Adjust the width of cells on the grid
 Adjust the font size of text on the grid
 Specify how the rooms are sorted/displayed on the grid
 Adjust the grid start date
 View a reservation
 Enter a reservation deposit
 Print a confirmation
 Cancel a reservation
 Print the grid
 Set room status
 Edit the room maintenance log

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Specify room types to display on the grid

Click Room Type.

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The Visible Room Types window is displayed.

Click to select each check box for the room types you would like to display.
Click Clear Selection if you would like to remove your selections.
Click Done to display the selected rooms.

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Specify what happens when you double-click today’s date

You can adjust your settings so that when you double-click today’s date on the grid you have these
options:
 Check in a guest
 Make a reservation
 A choice to check in or make a reservation.
Configure the settings here: Settings > Colors & Preferences > Grid Preferences

See Set grid preferences for more information.

Choose to hide or display the previous day

You can specify whether or not the previous day shows on the grid (before check-in time). Seeing the
previous day makes it easy to see guests set to depart today.

Configure the settings here: Settings > Colors & Preferences > Grid Preferences

See Set grid preferences for more information.

Adjust the width of cells on the grid

You can adjust the width of cells on the grid (so that more or less of each guest’s name is visible).

Configure the settings here: Settings > Colors & Preferences > Grid Preferences

See Set grid preferences for more information.

Adjust the font size of text on the grid

You can adjust the font size of text on the grid.

Configure the settings here: Settings > Colors & Preferences > Grid Preferences

See Set grid preferences for more information.

Choose to highlight Sunday, Saturday, or both

You can specify whether or not to highlight Saturday, Sunday, or both.

Configure the settings here: Settings > Colors & Preferences > Grid Preferences

See Set grid preferences for more information.

Choose to hide guest names

You can specify whether or not to show guest names on the grid.

Configure the settings here: Settings > Colors & Preferences > Grid Preferences
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See Set grid preferences for more information.

Room sort
You may sort the rooms in the grid by room number, room type, or availability.

Click the drop-down arrow at the lower left, and select how you want to view rooms on the grid.

Select whether you would like to view the grid by room number, room type, or availability.
If you select Availability Sort, enter the number of nights by typing in the number or by using the
arrows to increase or decrease the number of available nights. Rooms available for that many
nights, or more, will move to the top of the list.

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Adjust grid start date

You may view various ranges of dates by adjusting your start date.

Click the arrows to the

left or right of the date
field to move back or
forward one month

Use the drop-down

calendar feature to
select a new date,
month, or year

Use the vertical scroll bar

on the right to view all
rooms if there are more
than fit on the page

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View a reservation
Double-click the reservation.

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The Reservation screen is displayed.

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Enter an advance deposit

Double-click on a reservation.

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The Reservation screen is displayed.

Click Enter Deposit.

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The Cash Register/Reservation screen for this guest is displayed.

Enter the amount of the deposit in the Amount field.

Note: You can click Enter Balance to automatically enter the whole balance into the field.
Click Select Payment Type.
The Payment Type drop-down list is displayed.

Choose a payment type from the Payment Type drop-down list.

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The payment amount and type are listed at the upper left under Transaction Type, and the
payment is subtracted from the balance (at the upper right).

If the guest wants Then do this:

to:
Pay with cash or Select Cash from the drop-down list.
check

Pay with a credit card Make a selection from the drop-down list.
If you have the Credit Card Processing module, Credit Card Sale is
listed as an option. Contact Innsoft Sales (800-950-8665) to purchase
this module.
If you don’t have the Credit Card Processing module, a separate
credit card option is listed for each credit card type.

Bill their company Select Billing from the drop-down list.

If you have not yet entered the guest’s address and company on the
Guest Screen, you will be prompted to do so at the end of the
transaction.

Click Done.
Click Continue to save your changes.
If you chose Billing as the payment type but did not select a company on the Guest Screen, you
will be prompted to do so now.

On the grid, the reservation is now yellow and has a dollar sign icon, indicating that a deposit has
been received and the reservation is guaranteed.

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Print a confirmation
Double-click a reservation.

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The Reservation screen is displayed.

Click Print Confirm.

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A print preview of the confirmation is displayed.

Print or email the confirmation as needed.

Select a page range

Print one copy Print two copies Email confirmation Click Done

Click Done.

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Cancel a reservation
Right-click a reservation.

Select Cancel reservation.

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The reservation screen shows with this message: “Cancel the reservation?”

Click Yes.

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Print the grid

Click Print.

A print preview of the grid is displayed.

Print or email the chart as needed.

Select a page range

Print one copy Print two copies Email Click Done

Click Done.

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Set room status

Right click on the room to change.

Choose from menu options Clean, Dirty, or Not Available. Or click Unavailable dates… to set
the room as unavailable for a specific range of dates.

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Edit room maintenance log

Right click on the room for which you wish to edit the maintenance log.

Choose the menu option Maintenance Log.

Edit the room maintenance log and click Save & Exit, or Delete & Exit to clear the maintenance
log.

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An [L] will display next to the room when there is an entry in the maintenance log.

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Set custom unavailable dates

This section includes information on how to:

 Add custom unavailable dates

 Modify existing unavailable dates
 Remove unavailable dates
 Copy unavailable dates to other rooms
 Remove unavailable dates from all rooms
 Set a room to always unavailable

Add custom unavailable dates

Right click on the room for which you wish to set custom unavailable dates.

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Home Screen Check-Inn

Select Unavailable dates from the menu option.

The set custom unavailable dates screen will appear. Confirm that the correct room is selected.

Click the Add button.

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Home Screen Check-Inn

The Room Unavailability screen will display.

Select your start and end date, and enter any notes or reasons why the room is unavailable (notes
are optional).
Click Done when finished.

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Home Screen Check-Inn

Modify existing unavailable dates

Right click on the room for which you wish to modify custom unavailable dates.

Select Unavailable dates from the menu option.

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Home Screen Check-Inn

Click to highlight the unavailable date rule you wish to modify.

Click the Modify button.

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Home Screen Check-Inn

Adjust the dates or notes as needed.

Click Done when finished.

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Home Screen Check-Inn

Remove unavailable dates

Right click on the room with unavailable dates you wish to remove.

Select Unavailable dates from the menu option.

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Home Screen Check-Inn

Click to highlight the unavailable date rule you wish to remove.

Click the Remove button.

Click Yes to confirm, then click the Done button.

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Home Screen Check-Inn

Copy unavailable dates to other rooms

Right click on the room from which you wish to copy unavailable dates.

Select Unavailable dates from the menu option.

Click to highlight the unavailable date rule you wish to copy to other rooms.

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Home Screen Check-Inn

Click Copy To Other Rooms button.

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Home Screen Check-Inn

A list of all rooms will appear.

Select the rooms you wish to copy the rule to by checking the checkbox next to the room number,
or check the All checkbox to select all rooms.
Once the proper rooms are selected, click the Done button.
A confirmation window will appear.
Click Yes to complete the copy, or No to cancel.

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Home Screen Check-Inn

Remove unavailable dates from all rooms

Right click on any of the rooms with the unavailable dates you wish to remove.

Select Unavailable dates from the menu option.

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Home Screen Check-Inn

Click to highlight the unavailable date rule you wish to delete from all rooms.
Click Delete From All Rooms button.

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Home Screen Check-Inn

You will be asked to confirm:

Click Yes, and the program will search all rooms for the exact start date, end date, and notes for
the unavailable setting selected and remove it from each. If you decide to cancel, click No.

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Home Screen Check-Inn

Set a room to always unavailable

Right click on the room you wish to set as unavailable.
Select Not Available from the menu option.

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Home Screen Check-Inn

On the custom unavailable dates menu, you will also see that the room is now marked Always
Unavailable. This setting can also be change inside this screen.

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Home Screen Check-Inn

Generate reports
You can quickly select several reports from the home screen. Additional reports are available from
the Reports screen.

Click to select any

of these reports

This option: Generates this report:

Available Availability Report: This report shows the rooms currently available to rent.
There is an option to include dirty rooms in the report.
Dirty or Unavailable Unavailable Room List: This report shows all rooms with the Not Available
status.
There is an option to include dirty rooms in the report.

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This option: Generates this report:

Occupied Room Order Guest List: This report provides quick access to a list of all in-
house guests.
This report can also be found in Reports > Guest Reports > Room Order
Guest List.
Occupancy Daily Status Report: This report lists expected arrivals, departures, and stay-
overs for the entire property.
You can also access this report by clicking the Daily Status button (near the
grid buttons), as well as Reports > Guest Reports > Daily Status.
Today’s Daily Reservation Report: This report shows all expected arrivals for the
Reservations desired date. The report defaults to today’s date to quickly show a list of
today’s arrivals.
This can also be found in Reports > Reservation Reports > Daily
Reservations.
Today’s Cancellation Report: This report shows all cancellations for today.
Cancellations Important: If there are multiple cancellations for the same room, this list will
only show one cancelled reservation per room at a time.
If you would like to view a different cancellation for a room in this report, you
will need to view the cancellation in Reservations > Select the arrival date
(Calendar) > Cancellations > double-click on the room number.
This report is also found in Reports > Reservation Reports > Daily
Cancellations.
Reservation Status Conflict Report: This report is visible when there is a potential conflict with a
reservation set to arrive in an occupied room. This shows all affected room
numbers, along with the names and confirmation numbers for the expected
reservation(s).
There are three statuses that may show in this box:
• OK (no conflict)
• Review (potential conflict that should be reviewed)
• Conflict (conflict that needs to be resolved manually)

To generate a report:

Click any report.

Specify criteria (such as whether or not to include dirty rooms or a date range) if applicable.
Print.

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Messages, Today’s Diary, Today’s Events

All three of these features are accessed directly from the home screen. Click the Today’s
Events box to open
the Events Editor.
Click the Today’s Diary box to Then, click Edit
open the Diary Editor. Events to add and
Diary entries are visible for edit event information.
one day (whichever date you
Click the Messages Information you add
specify in the date field).
box to open the here remains visible
Messages Editor. for the time frame
you specify.
Messages remain
visible until you
delete them.

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View last backup status

Check-Inn Version 7 allows you to have three different backups (A, B, and Manual Backup).

You can quickly see the status of

each of your backups.
 A automatically backs up to
the Check-Inn folder.
 B automatically backs up to a
location of your choosing.
 Manual Backup is done on
demand to a location of your
choosing.
Click each (A, B, or Manual) to
configure the settings.

This status: Looks like this:

All backups are successful and up to date.

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Home Screen Check-Inn

Backup B has failed.

Manual backup hasn’t been done for two days.

Manual backup hasn’t been done for over a week.

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Update software/countdown to contract renewal

The Update button at the lower left of the home screen allows you to quickly update your Check-Inn
software. It also alerts you if your lease or demo is close to expiring.

This status: Looks like this:

An update is available.

Click Update Available.

Click Download Update.

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This status: Looks like this:

The number of days until
your lease expires.

The number shown on the button is the number of days left before the
lease code expires. (In this example, you have 4 days left.)
Call Innsoft Sales (800-950-8665).
The number of days until
your demo expires.

The number shown on the button is the number of days left before your
demo expires. (In this example, you have 32 days left.)
Call Innsoft Sales (800-950-8665).

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CHECK-INN SERVICE AND SUPPORT

This screen enables users to check service contract status, download software updates, and access
Innsoft Technical Support and Sales contact information:
 Access system information
 View support status

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Access Innsoft support and system information

You can quickly access system information by clicking the Check-Inn logo at the top left, or Innsoft
contact information by clicking the Support icon at the upper right.

Clicking the Check-Inn logo from any screen in Check-Inn returns you to the home screen.

Check-Inn logo:
Click this from any
screen in Check-Inn
to return to the
home screen.
Support icon
Clicking Check-Inn
from the home
screen takes you to
a screen showing
system information.

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When you click the support icon at the upper right, the Check-Inn Service & Support screen is
displayed:

Service Contract status

Software
version and
release Download
Update button

Renew Service
Contract button
Emergency
Support button

Support contact
information
Webservices
button

TeamViewer
button

Special messages
from Innsoft

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View support status

The color of the support icon at the upper right of the home screen tells you the status of your Check-
Inn software and support contract.

Support icon: Clicking this icon

takes you to the Check-Inn
Service & Support screen.

This icon: Means this:

You have a demo code for Check-Inn and the code is still valid.

You have a valid lease or permanent license code for Check-Inn.

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Your permanent license code for Check-Inn is close to expiring.

Your demo, lease, or permanent license code for Check-Inn has expired.
Call Innsoft Sales during normal business hours to renew your lease or license,
or to purchase a new license (800-950-8665).

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CHECK-INN FUNCTION KEYS

There are seven function keys that you can press at any time to run additional reports:

Press this: To access this:

Alt + F1 Guest List (by name): Shows all occupied rooms, sorted in alphabetical order
by the guest’s last name. The Guest List shows the room number, guest name,
stay info, rate, payments, running balance, and remarks (if any).

Alt + F2 Guest List (by room): Shows all occupied rooms, sorted by room order. The
Guest List shows the room number, guest name, stay info, rate, payments,
running balance, and remarks (if any).

Alt + F3 Guest List (by company): Shows all occupied rooms, sorted by company. The
Guest List shows the room number, guest name, company, stay info, running
balance, and remarks (if any).

Alt + F4 Availability List: Shows rooms that are available to rent with their descriptions,
including an option to display dirty rooms that are unoccupied.

Alt + F5 Current Guest Search: Shows the Quick Guest Search window, which allows
you to search for current guests, including extra people.

Alt + F6 ID Room Order Guest List: Shows a list of scanned images for all current
guests, listed by room order.

Ctrl + F1 and Ctrl + Hot Key #1 and Hot Key #2: Shows customizable Hot Key #1 and Hot Key #2
F2 screens. Refer to Other statements for more information.

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Check-In Reservation Check-Inn

Check-In Reservation
There are two ways to begin the check-in process for guests who have reservations. You can either:
 Locate the guest’s reservation on the grid and double-click (or right-click) on their name. Skip
to step 4, below.
 Locate a guest using the Check-In Reservation button on the home screen.

Use the Check-In Reservation button

Click Check-In Reservation.

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Check-In Reservation Check-Inn

The Check-In Reserved Room screen is displayed.

Decide whether you want to use the Quick Check-In process or the traditional check-in process.
You may want to use the Quick Check-In process if you are very busy and need to quickly get the
guest—or group of guests—checked in. At a later time, update the guest information on the Guest
Screen.

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Check-In Reservation Check-Inn

If you want to: Then do this:

Use the Quick Check-In process Click to highlight the name of the guest you are checking in.
Note: If you are checking in multiple guests, hold down the Ctrl
key and click the name of each guest.
Click Quick Check-In.
Click Yes to verify that you want to check the guest in.
The guest is checked in.
See Quick guest check-in for more information.

Check in the guest using the Continue with step 3, below.

traditional method

Double-click the guest’s name from the list of reservations.

Note: You can search for the guest’s name in the Room Search field using the guest’s last name.

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If you have an ID scanner and have it set to scan at the start of the check-in, the Scan Guest ID
screen is displayed.

Scan the guest’s ID.

Click Done.

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Check-In Reservation Check-Inn

The Check-In screen is displayed.

Enter guest information on the Check-In screen.

Note: If you are using an advanced scanner and the guest has a 2D barcode on the back of their
US ID, scanning the guest’s ID on the Scan Guest ID screen automatically completes the address
and license fields on this screen.

In this field: Enter this:

Company name If the guest’s company will be billed for his or her stay through Accounts
Receivable, select the company name from the Company drop-down list.
For information on adding a company to this list, see Group billing/create a
company.

Remarks Add remarks here if you want them to show on a Guest List.

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In this field: Enter this:

Market Code & Use this field to track guests using Market Codes. If you are using online
Resv Info interfaces, guest reservation ID will automatically be placed in this field.

Clerk Enter your initials.

Card Number/Exp. You have two options for entering credit card information:
If you have a magnetic stripe reader: Swipe a credit card on the Guest
Check-In screen and it will auto-fill the credit card information.
If you do not have a magnetic stripe reader: Type the number manually.
If the number entered is not a valid card number (either you mistyped, or it
is not a valid card number), you will see an “INVALID” message to the right
of the credit card number.

Make/License/State You may use these slots in any manner you would like. (For example,
driver’s license number, passport number, license plate number, etc.)
If you swipe the guest’s US ID, the guest’s name and license number are
filled automatically.

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Check-In Reservation Check-Inn

Use buttons on the right of the screen as needed.

Click this button: To do this:

Change Room Change the guest to a different room.

Check-In Date Change the guest’s check-in date to a past date.

Copy Last Copy information onto the Guest Screen from the last guest you viewed.

Remarks Enter remarks as needed.

Extra People Add additional people to the folio. See Extra people for more information.

Enter or confirm rate information in the Rate field. See Setting Up Rates for more information.

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Note: Specific icons may be displayed at the lower left of the Reservation screen.

This icon: Indicates this:

An advance deposit was taken when the reservation was made.

(Dollar bill)

You scanned the guest’s ID.

(Camera)

A travel agency is associated with the guest’s stay.

(Plane)

An extra person or persons have been added to the folio.

(People)

There is information in the Remarks screen.

(Notepad)

This is a split room.

(Master)

(Split room)

Click Continue.

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The Cash Register screen is displayed.

Enter payments or miscellaneous charges as needed. See Cash Register/Guest Screen for more
information.
Click Continue.

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Check-In Reservation Check-Inn

A print preview of the guest’s folio is displayed.

Print or email the folio as needed.

Select a page range

If your property
has a signature
pad, you can
click Sign to
have the guest
sign using the
signature pad.
Print one copy Print two copies Email Click Done

Click Done.

For more information on checking in a guest, see Check-In Walk-In.

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Check-In Walk-In
Use this feature to check in guests who do not have a reservation.

There are two ways to begin the check-in process for guests who do not have a reservation:
 From the grid, locate an available room on the current date. Right-click on the cell associated
with that room and choose Check-In.
 Use the Check-In Walk-In button on the home screen.

From this screen you can complete the following tasks:

 Check in a walk-in guest
 Check in a split room
 Use room selection options

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Check-In Walk-In Check-Inn

CHECK IN A WALK-IN GUEST

Follow these steps to check in and add rate information for a guest if he or she does not have a
reservation:
 Enter guest information
 Enter rate information

Enter guest information

There are two ways to begin the process of checking in a walk-in guest:
 Use the grid
 Use Check-In Walk-In

To use this method: Do this:

The grid On the grid, right-click today’s date, and click Check-in. (You can also
double-click today’s date and answer No to making a reservation.)

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To use this method: Do this:

Check-In Walk-In Click Check-In Walk-In on the home screen.
button

The Check-In Room Selection screen is displayed.

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To use this method: Do this:

Double-click on the desired room or type a room number or room
description in the Room Search field. If you use the Room Search and it
locates the room for you, click Select.

Complete the process using one of the processes shown on the following pages.

If you have: Then:

Selected Quick Search The Quick Search Check-In screen is displayed.
for repeat guests in
Colors & Preferences

(Note: If you are using an advanced scanner, you can choose to bypass
this screen and scan the guest’s ID instead, which should populate the
guest information screen.)
Type the name of the guest you are searching for.
If the desired guest appears in the list, double-click to select his or her
record.
Note: To get more information about a guest’s previous visits or for help
pulling up guest records, use the Advanced Search feature. The Advanced
Search button is at the lower left of the screen. For more information see
Advanced Search.

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If you have: Then:

Information from the guest’s previous stay (including credit card
information) is added to the Check-In screen.
At the top of the screen, a box shows the room number, room rate, date,
and number of nights the guest stayed on their last visit.

If you are unable to locate the guest through the Quick Guest Search
feature, click Done, then follow the steps below to enter guest
information on the Check-In screen.
Not selected Quick Enter guest information on the Check-In screen.
Search for repeat Note: When you enter the ZIP code, Check-Inn auto-fills the city and state.
guests in Colors &
Preferences

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If you have: Then:

If the guest’s company will be billed for their stay through Accounts
Receivable, select the company name from the Company drop-down
list. See Group billing/create a company for more information.
Enter your initials in the Clerk field, if required.
Enter the credit card information. You have two options in entering
credit card information.
If you have a magnetic stripe reader, you may swipe a credit card and
it should auto-fill the credit card information.
If you do not have a magnetic stripe reader, type the number
manually. If the number entered is not a valid card number (either you
mistyped, or it is not a valid card number), you will see an “INVALID”
message to the right of the credit card number.
Enter the guest’s vehicle information. You may use these slots in any
manner you would like (for example, driver’s license number, passport
number, license plate number, etc.). If you swipe a driver’s license with
a magnetic stripe, the guest’s name and license number will be filled
automatically.
Press F11 or click the Remarks button to add guest remarks and
marketing codes. See Enter remarks and marketing codes for more
information.
Press F12 or click the Extra People button to add extra people to the

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If you have: Then:

room. See Extra people for more information.

Enter rate information

(Note: See Setting Up Rates for information on setting up room rates.)

On the Check-In screen, click in the Rate field.

The Daily Room Rates window is displayed.

Select the duration of the guest’s stay (daily, weekly, monthly, or package) in the Rate Duration
field.
Select the number of nights (or weeks or months) the guest is planning to stay in the Nights
(Weeks/Months) field.
Select the numbers of adults, children, and pets in the corresponding fields.
Select the tax exemption type in the Tax Exempt field, if the guest is exempt.
Set the room rate using one of the following methods:

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Check-In Walk-In Check-Inn

If you: Use this method:

Need to set a new rate User defined
Click USER DEFINED in the Rate Description column.
Type the rate amount in the Rate field.
Click Done.
Want to use a rate that Click the desired rate shown in the Rate Description column.
you have already set Click Done.
up
See Setting Up Rates for information on setting up these rates.

Want to set a different Custom rates

rate for each day (you
might use this for the Click Custom Rates (F8).
Weekly, Monthly, or The Custom Room Rates window is displayed.
Package stays)
Enter the dollar amount in the field next to each date that applies to the
guest’s stay.
Click Done.
Click Display Rates to verify that the rates are correct for the guest’s
entire stay.

Determine whether or not you want the room rate and tax total to appear on the guest’s folio.
Note: Hiding the room and tax information is often preferable for third-party or internet bookings.

If you: Then do this:

Want the room rate and tax total Leave the “Hide Room and Tax on Folio” check box unchecked.
to appear on the guest’s folio

Do not want the room rate and Click to select the “Hide Room and Tax on Folio” check box.
tax total to appear on the guest’s
folio

Enter the guest’s credit card information in the Credit Card and Exp. fields.
Note: The field to the right of the Exp. field will display the credit card type after you enter the
credit card number.
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Enter the guest’s vehicle information in the Vehicle Information section.

Click Continue.

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The Cash Register screen is displayed.

Enter payments or miscellaneous charges as needed. See Cash Register/Guest Screen for more
information.
Click Continue.

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A print preview of the guest’s folio is displayed.

Print or email the folio as needed.

Select a page range

If your property
has a signature
pad, you can
click Sign to
have the guest
sign using the
signature pad Print one copy Print two copies Email Click Done

Click Done.

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CHECK IN A SPLIT ROOM

You can use the split room feature when you need to have two receipts for one room. For example, if
two business associates are sharing a room, they may each need a receipt for their portion of the
cost of the room. The split room feature splits the cost of the room and allows for separate
folios/receipts.

Before checking in a split room, you first need to create a split room (Settings > Rooms & Rates >
Add Room > type a room number with S in front of the room number). Include “Split room” in the
room description.

Note: All properties purchase their Check-Inn license based on how many rooms they have or want.
A split room counts as part of this number, even though it’s not a physical room. You will only be able
to create split rooms if you have available rooms in your Check-Inn license room count.

A split room is always the second room checked in. You check the first guest into the “regular” room
number (for example, room 101), then check the second guest into the split room number (for
example, room S1).

Click Check-In Walk-In.

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Select a split room from the list of available rooms and either press F10, click the Continue
button, or double-click on the split room.
Note: You may search for a room by typing the room number or room description in the Room
Search field. All split rooms must have an “S” before the room number.

Enter the guest information. See Enter guest information.

Click Change Room.

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The Change Check-in window is displayed.

Click Split Room.

The Split Room Selection screen is displayed.

Use the drop-down list to select the room the guest will share.
Note: You cannot select Conference or other Split rooms.

Click Done.
An icon showing a square with a partially removed section is displayed on the bottom right.

Split Room Master Room

If you were to view the master room, the icon has a red section. The icon in split room is entirely
blue. To view the guest names for the rooms click the icon.
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Click Continue.

The Cash Register screen is displayed.

Complete the check-in process. See Cash Register/Guest Screen for more information.

Click Continue.

A print preview is displayed.

Print or email as needed.

Select a page range

If your property
has a signature
pad, you can
click Sign and
have the guest
sign using the
signature pad
Print one copy Print two copies Email Click Done

Click Done.

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ROOM SELECTION OPTIONS

This section has information on using the following features:
 Quick guest check-in
 Search for a room
 Change a room’s status
 Set all rooms to Clean

Quick guest check-in

You may use Quick Check-In for a guest with or without a reservation. If you use Quick Check-In, be
sure to return to the Guest Screen at some point to complete the guest information.
 If the guest had a reservation, you may need to make a payment or change/add to information
taken when the reservation was made.
 If the guest did not have a reservation, the guest name will be “Check-In, Quick” and a rate of
$0.00 is assigned.
Click Check-In Reservation or Check-In Walk-In.

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If you clicked: Then do this:

Check-In Reservation The Check-In Reserved Room screen is displayed.

Click to highlight the name of the guest you are checking in.
Note: To Quick check-in multiple rooms, hold down Ctrl and click each room
you wish to select.
Click Quick Check-In.
This message shows: “Quick check-in all selected rooms?”
Click Yes.
The guest is checked in.

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If you clicked: Then do this:

Check-In Walk-In The Check-In Room Selection screen is displayed.

Type the room number or room description you are looking for in the
Room Search field.
Click to select the room you want to assign to this guest.
Click Quick Check-In.
This message shows: “Quick check-in all selected rooms?”
Click Yes.
The guest is checked in.
Note: Be sure to complete the guest information during your shift.

Search for a room

Use this feature to search for available rooms. You can search by room number or room description.

Click Check-In Reservation or Check-In Walk-In.

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If you click: Then:

Check-In The Check-In Reserved Room screen is displayed.
Reservation
In the Room Search field, type the room number or guest name you wish to find.

If the room is found, the selection bar moves to the desired room.
Otherwise, “Room not found” is displayed. Click OK.

Check-In The Check-In Room Selection screen is displayed.

Walk-In
Type the room number or room description you are looking for.

If the room is found, the selection bar moves to the desired room.
Otherwise, “Room not found” is displayed. Click OK.

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Change a room’s status

Click Check-In Walk-In on the home screen.

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The Check-In Room Selection screen is displayed.

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If you want to: Then do this:

Change the room Click to select the room whose status you want to change.
status of an Note: The room types are color coded to show their status.
available room that (Green = Clean; Blue = Dirty; Red = Not Available).
is not reserved
Click Change Room Status.

Room type
Room status

The room’s status changes between Clean, Dirty, and Not Available.
Continue clicking Change Room Status until the desired status is
displayed.

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If you want to: Then do this:

Change the room status Click Status Screen.
for any room (available,
not available, reserved)

The Change Room Status screen is displayed.

Note: The room types are color coded to show their status.
(Green = Clean; Blue = Dirty; Red = Not Available).

Room status

Room type

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Appendix
Click Change Room Status.
Check-In Walk-In Check-Inn

Set all rooms to clean

Note: Do not do this after check-in time, as your Housekeeping Reports will be wrong for the next
day.

Click Check-In Walk-In on the home screen.

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The Check-In Room Selection screen is displayed.

Click Clean All Rooms to change all unoccupied rooms to Clean.

A message is displayed asking, “Set all dirty rooms to CLEAN?” (Note: after check-in time, this will
read, “Set unoccupied rooms to CLEAN?”)

Click Yes.

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Guest Screen
The Guest Screen allows you to change a guest’s room number or check-in date, add or edit guest
charges and payments, access guest messages and guest reports, delete guests, and reinstate
guests checked-out today.

Access the Guest Screen by double-clicking the name of a guest who is currently checked in on the
grid. You can also access this screen by clicking Guests, searching for room number or guest, and
clicking Select.

Note: To change financial information for a guest who is no longer in the Guest Screen, please see
Daily Audit.

From the Guest Screen, you can do the following once you have checked the guest in.
 Make changes to information for a current guest
 View and print a guest’s folio
 Post charges/payments
 Change a guest’s room number
 Change the check-in date
 Make corrections to past days’ charges (Edit bill)
 Change a guest’s rate
 Change a guest’s rate duration
 Hide the rate on the guest’s folio
 Enter remarks and marketing codes
 Add or edit extra people
 Delete a guest from the system
 Reinstate a checked-out guest
 Edit phone calls and charges
 View and print guest reports
 Print registration cards
 Print the ID guest list
 Print the Daily Status Report
 Recalculate phone calls
 View, enter, or edit guest messages
 Print folios for multiple guests

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MAKE CHANGES TO INFORMATION FOR A CURRENT GUEST

Double-click the guest’s name on the grid.
Note: You can also access the Guest Screen for a guest by clicking Guests, searching for room
number or guest, and clicking Select.

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The Guest Screen is displayed.

Change or edit guest information as needed. See Enter guest information or Enter rate information
for more information.

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VIEW AND PRINT THE GUEST FOLIO

View or print the folio

You may view and print the guest’s folio from the Guest Screen.

Double-click the guest’s name on the grid.

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The Guest Screen is displayed.

Click Guest Statement.

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The Guest Statement screen is displayed.

Click to select the “Include Phone Detail” check box if you want to include phone details in the
folio.
Click to select the type of folio you want to print.

This type of folio: Shows this information:

Projected A summary of all charges until the end of the guest’s stay, as well as any
Summary payments made up to the current date.

Projected Detailed A detailed listing of all charges and payments up to the current date as well as a
summary all projected future charges until the end of the guest’s stay.

Running Summary A summary of all charges and payments that have taken place from the
beginning of the guest’s stay to the current date.

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This type of folio: Shows this information:

Running Detailed A detailed report of all charges and payments that have taken place from the
beginning of the guest’s stay to the current date.

Incidental Folio Miscellaneous and phone charges for the days they occurred. Hides all
payments.

Room Rental Folio All lodging charges. Hides all payments, miscellaneous, and phone charges.

Registration Card Guest information, including room number, name, contact information, arrival
and departure date, and vehicle information.

Signed Documents All documents the guest has signed.

The selected folio is generated and the print screen is displayed.

Print or email as needed.

Select a page range

If your property
has a signature
pad, you can
click Sign to
have the guest
sign using the
signature pad
Print one copy Print two copies Email Click Done

Click Done.

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POST CHARGES/PAYMENTS
You can quickly post charges or payments to a guest’s account:
 Apply a charge to a guest’s account
 Apply a payment to a guest’s account

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CHANGE A GUEST’S ROOM NUMBER

On the grid, right-click a checked-in guest, and click New room.

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The New Room Selection screen is displayed.

Use the Room Search field to find the room you want.
Double-click the new room.
If the room you select is dirty, a message is displayed alerting you of that. Another message will
ask if the guest’s current room is clean.

Answer any questions that appear on the screen.

(If you are interfaced with a keycard machine, a message is displayed reminding you to create
new key cards for the guest.)

Click OK.
A message may be displayed, reminding you to check to ensure that the room rates match the
new room.

Click OK, then click Continue.

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CHANGE THE GUEST’S CHECK-IN DATE

If the guest’s check-in date is incorrect, you may change the check-in date on the Guest Screen. This
is useful if you forget to enter the guest into the system or if you are allowing an especially early
check-in time.

Double-click the guest’s name on the grid.

The names of guests who are

checked-in show in green.

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The Guest Screen is displayed.

Click Check-In Date.

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The Check-In Date window is displayed.

Enter the new date, or click the down arrow next to the current check-in date and use the calendar
to select the new check-in date.
The check-in date calendar window is displayed.
Click the arrows to
change the month

Click to select the date

Click Done.
A message concerning incidental charges, payments, and rates is displayed.

Click OK.
The Room rates screen is displayed.
Make changes to rates and miscellaneous charges, as needed, and click Continue.

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MAKE CORRECTIONS TO PAST DAYS’ CHARGES

Edit a guest’s bill

To correct a mistake on a guest’s bill, make changes using the edit bill feature.

Note: Edit bill is almost always used to correct mistakes on past days. To correct mistakes from the
current day, use the Cash Register instead.

Double-click the guest’s name on the grid.

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The Guest Screen is displayed.

Click Edit Bill.

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The Edit Guest Bill screen is displayed.

Column headings:
You can click and
edit the dollar
amounts in these
columns.

Balance: The totals in

Cells: These are the this column are
numbers under each automatically updated
column heading. each time you change
a number in a cell.

Click the cell you want to edit, type the new amount of the charge or payment, and press ENTER
(on your keyboard).
Note: Check-Inn recalculates the guest’s balance automatically after you press ENTER.

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When you click to change an entry in the Misc. column, the Miscellaneous Charges window is
displayed.

To enter miscellaneous charges, click in the row of the category you want to change, enter the
amount, and click Done. If a flat tax applies to a sales category, you can also change the number
of times the tax is applied.
The balance is updated.

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CHANGE A GUEST’S RATE

This process allows you to change the guest’s rate.

After a guest has checked in you may want to change his or her rate. You can do so using any of
these three methods:
 User defined rate
 Pre-defined rate
 Custom rate
Double-click the guest’s name on the grid.

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The Guest Screen is displayed.

Click in the Rate field.

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The Room Rates window is displayed.

Change the guest’s rate as needed. See Enter rate information for detailed information on
changing the rate.
Once you have changed the rate, you can verify that the new rate is correct by clicking Display
Rates. The Current Rates window shows a breakdown with dates, base rate, any additional adult or
child charges, and the total for each day. (Note: The Display Rates feature only shows the rates for
the current date forward.)

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Change the guest’s rate duration (daily, weekly, etc.)

You can change rate duration only on the day of check-in.

If you have an existing guest whose rate duration you want to change after the day of check-in, you
will need to check them out then back in under the new rate duration (daily, weekly, monthly, or
package). If you need help with this, please contact Innsoft Technical Support (503-643-8162, option
2) during normal business hours.

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HIDE THE ROOM RATE ON A GUEST’S FOLIO

You can prevent the room rate and tax from appearing on a guest’s folio by checking the box labeled
Hide Room and Tax on Folio. This is often required for third party or internet bookings.

Double-click the guest’s name on the grid.

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The Guest Screen is displayed.

Click to select the “Hide Room and Tax on Folio” check box.
Click Continue.

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REMARKS AND MARKETING CODES

Double-click a guest who is checked in on the grid.
Note: Guests who are checked in are shown in green on the grid.

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The Guest screen is displayed.

Click Remarks.

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The Market Codes and Remarks window is displayed.

Field: Description:
Remarks to Guest This field prints on the folio for a guest to see. Information here may be, for
example, a Wi-Fi key or a shuttle departure time.

Market Codes & Remarks entered here appear on guest reports. If you have an Innsoft
Remarks Reservation Client interface, online confirmation numbers appear here.

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Field: Description:
Market codes are used to track market segments. It is a good idea to insert
a market code on every guest screen. If you use market codes, you can
run a Marketing Report, which will give you financial and occupancy
information about a market segment.
Click Insert Market Code.
The Insert Marketing Code window is displayed.

Use the drop-down list to select a market code.

(See Marketing codes for information about setting up market codes.)
Click Insert.
Note: The Marketing Report searches this field for the market codes you
enter.

Flag the guest as a bad This adds a red slashed notepad icon to the bottom of the Guest Screen,
guest and lists the guest’s name in red in the future on the Quick Search screen.
Note: If you check this, you may want to add details about why they have
been marked bad in the Additional Remarks section, for future reference.

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Field: Description:
Additional Remarks Any other remarks for the front desk. This can be issues with the
guest, requests from the guest, or other info that is useful to keep on
file about the guest. These remarks do not appear on folios or reports.
You can view or change these any time during the guest’s stay, or by
using Guest Tracking after the guest’s stay.
If you have an Innsoft Reservation Client interface, special requests
from a guest will appear here, along with third party billing information
(if any is sent).

Click Done to save and exit.

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A notepad icon is displayed at the lower left of the Guest Screen once a remark is entered. To
view the remarks press F11, click the Remarks button, or click the notepad icon.

Notepad icon

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ADD OR CHANGE EXTRA PEOPLE

Using the Extra People feature, you can:
 Add additional people to a room
 Change the name of a person already added to a room
 Delete a person from a room
 Print a list of extra people in a room

Double-click the guest’s name on the grid.

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The Guest Screen is displayed.

Click Extra People.

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The Extra People window is displayed.

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If you want to: Then do this:

Add an extra person Click Add Person.
The Add Extra Person window is displayed.

Type the person’s name in the Name field.

Click Done.
Note: An icon showing three people is displayed at the lower left of the Guest
Screen once an extra person is added.

To view the extra people click the Extra People button or click the extra
people icon.

Change the name of Click to select the name of the person whose name you want to change.
a person already Click Edit Person.
added to a room
The Edit Extra Person window is displayed.

Change the name in the Name field.

Click Done.
Delete a person from Click to select the name of the person you want to delete from the room.
the room Click Delete Person.
A confirmation window is displayed, asking if you want to delete this person.
Click Yes.

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If you want to: Then do this:

Print a list of extra Click Print List.
people in a room A print preview showing all extra people in this room is displayed.
Print or email as needed.

Click the X at the upper right to save and exit this screen.

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DELETE OR REINSTATE A GUEST

Delete a guest from the system

Periodically, it may become necessary to delete a guest from the system (for example, if a guest
checks-in and decides that they cannot stay). In this case you may wish to completely remove the
guest from the system.

Important: Keep in mind that this information will be completely removed from the system and
cannot be restored without re-entry. Do not use this function to check-out a normal guest.

Double-click the guest’s name on the grid.

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The Guest Screen is displayed.

Click Delete Guest.

This message shows: “Do you wish to delete the guest? (Warning! Cannot be undone.)”

Click Yes.

If you have purchased the Credit Card Processing module, this message shows: “WARNING!
Deleting the guest will not affect (refund) CREDIT CARD sales. Continue?”

Click Yes.
A message shows asking if the room is clean.

Click Yes or No, as appropriate.

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The guest is deleted, and you are returned to the home screen.

IMPORTANT: If you have deleted a guest that has made a credit card payment, go to Audit >
Credit Card Processing and remove the charge from your batch. For further instructions refer to
the Audit section of this manual.

Note: Deleting a guest is recorded on the Shift Report.

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Reinstate a guest
If a guest was accidentally checked-out or would like to check back in, you may reinstate the guest if
they are still listed in the Guest Screen. If they are not listed on the Guest Screen, you must check
them in as you would a walk-in. (Guests are removed from the Guest Screen at check-in time, or
when their former room is rented to another guest.)

Note: Checked-out guests who are no longer on your Guest Screen should now be in Guest History
(Reports > Guest Tracking > Guest History) and are available to the Quick Guest Search.

Note: Checked-out guests are listed in red in the Guest Screen with “C/O” next to their names.

Split room entries are not available on the Guest Screen for reinstatement.

Click Guests on the home screen.

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The Guest Room Selection screen is displayed. The names of guests who have checked out are
shown in red, with “C/O” next to their names.

Double-click the guest you would like to reinstate.

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The Guest Screen is displayed. “Guest Checked Out” is displayed in red at the top.

Click Reinstate Guest.

The message, "Do you wish to reinstate guest?" is displayed.

Click Yes.
Click Continue.

The guest is reinstated.

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EDIT PHONE CALLS AND CHARGES

Use this feature to add, view, or modify a guest's phone calls.

Double-click the guest’s name on the grid.

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The Guest Screen is displayed.

Click Phone Charges.

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The Edit Phone Calls screen is displayed.

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To make this type of Do this:

change:
Modify a call Click to select the call you want to modify.
Click Modify Call.
The Modify Phone Call window is displayed.

Make changes to the call information as needed.

Click Done.
Add a call Click Add Call.
The Add Phone Call window is displayed.

Enter the date, time, phone number, length of call, and cost of the phone
call in the corresponding fields.
Click Done.

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To make this type of Do this:

change:
Delete a call Click to select the call you want to delete.
Click Delete Call.
The call is deleted. “(Call Deleted)” is displayed in the Phone Number
column.

When you delete a call, the Delete Call button changes to Undelete Call.
Click that button to restore the call and charges.

Click the X at the upper right to save your changes and close this screen.

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VIEW OR PRINT GUEST REPORTS

You may view and print 11 different guest reports.

Note: If you have purchased the Credit Card Processing module, pre-authorization amounts are
displayed below the guest names on any of these reports.

Click Guests on the home screen.

Note: You can also access this screen from Reports > Guest Reports.

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The Guest Room Selection screen is displayed.

Click Guest Reports.

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The Guest Reports screen is displayed.

Click the name of the report you want to view or print.

This report: Provides this information:

Alphabetical Guest A list of all occupied rooms in alphabetical order by the guest’s last name.
List
Each guest’s rate, dates of stay, payments, balance, numbers of adults,
children, and pets, and remarks are also shown on this report.

Room Order Guest A list of all occupied rooms in order by room number.
List
Each guest’s rate, dates of stay, payments, balance, numbers of adults,
children, and pets, and remarks are also shown on this report.
If the guest’s credit card has been pre-authorized, the authorization code
appears below their name and room number.

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This report: Provides this information:

Company Order A list of all guests alphabetically by company name.
Guest List
Each guest’s departure date, balance, and remarks are also shown on this
report.

Departure List A list of all guests that are expected to depart that day.
Each guest’s rate, payments, balance, and remarks are also shown on this
report.

All Room List A list of all occupied and unoccupied rooms.

Each guest’s name, dates of stay, rate, payments, balance, and remarks are
also shown on this report for occupied rooms.

Phone Limit A list of all guests who have exceeded their phone credit limit.
Violations
Each guest’s name, charges, phone credit limit, phone balance, and remarks
are shown on this report.
Note: The Phone Limit Violation Report is only useful if you have purchased
Call-Inn Call Accounting.

Phone Limit List A list of each guest’s phone charges, phone credit limit, phone balance, and
remarks.
Note: To update the phone balances for all current guests, click Guests >
Recalculate Phones.

Maintenance Log A list of all rooms with maintenance log entries, including the notes that were
recorded.

Registration Cards Guest information, including room number, name, contact information, arrival
and departure dates, and vehicle information.

ID Guest List A list of ID images for all guests registered at your property.

Daily Status A list of arrivals, departures, stayovers, and room availability by date.

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The selected report is generated.

Print or email as needed.

Select a page range

Print one copy Print two copies Email Click Done

Click Done.

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PRINT REGISTRATION CARDS

You can print registration cards (blank for walk-ins, or printed with guest information for guests with
reservations).

To compose a custom statement that prints on your cards, see Statements for more information.

Click Guests on the home screen.

Note: You can also access this screen from Reports > Guest Reports.

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The Guest Room Selection screen is displayed.

Click Guest Reports.

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The Guest Reports screen is displayed.

Click Registration Cards.

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The Registration Cards screen is displayed.

To print cards for: Do this:

Walk-Ins Type or select the number of cards you want to print in the Number of
Cards field.
Click Print Blank Cards.

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To print cards for: Do this:

Guests with Use the Sort order for the registration cards drop-down list to sort cards
reservations by last name or room number.
Select Yes or No to indicate whether or not you want to include the room
number on the registration cards.
Click Yes or No to indicate whether or not you want to include adults and
children on the registration cards.
Use the drop-down list for Print registration cards for this date to select
the date for which you want to print cards. Check-Inn will generate cards
for all guests arriving on the date you select in this field.
Click Print Registration Cards.

You may get a message regarding the number of cards and sorting option you have selected.
Respond to the message as appropriate.

The registration cards print screen is displayed.

Print or email as needed.

Select a page range

Print one copy Print two copies Email Click Done

Click Done.

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PRINT ID GUEST LIST

This feature prints a list of ID images for all guests registered at your property.

Click Guests on the home screen.

Note: You can also access this screen from Reports > Guest Reports.

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The Guest Room Selection screen is displayed.

Click Guest Reports.

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The Guest Reports screen is displayed.

Click ID Guest List.

The guest list is generated.

Print or email as needed.

Select a page range

Print one copy Print two copies Email Click Done

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Click Done.

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PRINT THE DAILY STATUS REPORT

This report details arrivals, departures, stayovers, and room availability by date.

Note: You can easily print the Daily Status Report by double-clicking Occupancy Today on the right-
hand side of the home screen or clicking Daily Status at the upper left.

Daily Status

Occupancy Today

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Click Guests on the home screen.

Note: You can also access this screen from Reports > Guest Reports.

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The Guest Room Selection screen is displayed.

Click Guest Reports.

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The Guest Reports screen is displayed.

Click Daily Status.

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The Daily Status Report window is displayed.

Type the date you for the report for in the Enter Date field.

Use the drop-down list for Sort by to select how you want the information sorted. Your options are:
 Detail by Room Number
 Detail by Last Name
 Summary (number of arrivals, departures, stayovers, and available rooms)

Click OK.
The report is generated.

Print or email as needed.

Select a page range

Print one copy Print two copies Email Click Done

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RECALCULATE PHONE CALLS

Use this feature to ensure that all current phone calls have been processed and will be included in the
guest balances. This feature recalculates phone charges for all guests.

Click Guests on the home screen.

Note: You can also access this screen from Reports > Guest Reports.

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The Guest Room Selection screen is displayed.

Click Recalculate Phones.

Phone calls are processed and all guest balances are updated.

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VIEW, ENTER, OR EDIT GUEST MESSAGES

Use this feature if someone wants to leave a message for a guest at your property.

Click Guests on the home screen.

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The Guest Room Selection screen is displayed.

Highlight the guest for whom you want to enter a message.

Click Guest Messages.

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The Guest Message Editor screen is displayed.

Type your message.

 Click Date & Time to include a date and time stamp
 Click Print to print the message.
 Click Search to open a Find box and search the message

Click Save & Exit to save messages and exit the screen, or click Delete & Exit to delete all
messages to this guest and exit the screen.

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PRINT FOLIOS FOR MULTIPLE GUESTS

To print folios for several guests at once, do a quick print.

Click Guests on the home screen.

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The Guest Room Selection screen is displayed.

Hold down the Ctrl key (on your keyboard) and click to select the guests whose folios you want to
print.
Note: Make sure you have selected all of the guests you would like to print before continuing to
the next step.

Click Quick Print.

This message is displayed: “Print folios for all selected rooms?”

Click Yes.

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A Guest Statement menu is displayed.

If you would like to include phone call details on a folio, click to select the check box for “Include
Phone Detail.”
Click to select the type of folio you would like to print for the selected guests from the following
choices:

This type of folio: Shows this information:

Projected Summary A summary of all charges until the end of the guest’s stay, as well as any
payments made up to the current date.

Projected Detailed A detailed listing of all charges and payments up to the current date as well as
a summary all projected future charges until the end of the guest’s stay.

Running Summary A summary of all charges and payments that have taken place from the
beginning of the guest’s stay to the current date.

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This type of folio: Shows this information:

Running Detailed A detailed report of all charges and payments that have taken place from the
beginning of the guest’s stay to the current date.

Incidental Folio Miscellaneous and phone charges by the day they occurred. Hides all
payments.

Room Rental Folio All lodging charges. Hides all payments, miscellaneous, and phone charges.

The selected folio prints automatically.

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Cash Register/Guest Screen

Use this screen for registered guests. If you need to charge someone who is not a registered guest
(for example, someone who is driving through and needs to buy a map), use the stand-alone Cash
Register screen.

These are the options available from this screen:

 Set phone credit limit
 Select a travel agency
 Pre-authorize credit card
 Apply a charge to a guest’s account
 Apply a payment to a guest’s account
 Enter a repeating charge
 Refund/reverse a charge
 Void sale/return to Guest Screen

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SET PHONE CREDIT LIMIT

Use this feature to limit the amount a guest can accrue in phone charges.

Double-click the guest’s name on the grid.

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The Guest Screen is displayed.

Click Cash Register.

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The Cash Register/Guest Screen is displayed.

Click Phone Credit.

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The Phone Credit window is displayed.

Type the maximum amount you will allow this guest to accrue in phone charges in the Credit Limit
field.
Click Done.
Click Continue to save your changes.

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SELECT A TRAVEL AGENCY

Use this feature to assign a travel agency to a guest.

Double-click the guest’s name on the grid.

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The Guest Screen is displayed.

Click Cash Register.

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The Cash Register/Guest Screen is displayed.

Click Travel Agency. (See Travel Agent Audit for more information on travel agencies).

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The Select Travel Agency window is displayed.

Use the Current Agency drop-down list to select an agency from the list. (If you want to remove a
travel agency, choose “None Selected.”)
Click New Agency to add or edit a travel agency. See Add a travel agency for details.

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Click Done.
Click Continue to save your changes.

An airplane icon shows at the lower left of the guest screen if a travel agency has been selected.

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PRE-AUTHORIZE A CREDIT CARD

IMPORTANT: The Credit Card Processing module is required for this function. This is a special
module that is purchased separately and requires a special code number. Contact Innsoft Sales (800-
950-8665) to purchase this module.

Innsoft has partnered with Zeamster to provide our clients with EMV processing capabilities. If you
are still using the legacy (non-EMV) credit card processing, it is highly recommended that you switch
to Zeamster/EMV to avoid any issues with PCI compliance. For more information, please contact the
Innsoft Sales department during normal business hours (800-950-8665, 7:00 AM to 4:00 PM, Monday
through Friday, Pacific time).

Please see Processing Credit Cards in Check-Inn for information on how to pre-authorize a credit
card.

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APPLY A CHARGE TO A GUEST’S ACCOUNT

You can apply a charge to a guest’s account in a variety of categories, including the following:
 Phone
 Room Deposit (A room deposit is used to track a refundable deposit that you will be prompted
to return at the end of the guest’s stay. This is useful for such things as phone deposits, key
deposits, remote control deposits, room damage deposits, etc. You will be reminded when the
guest checks out and asked if you would like to refund the amount to the guest.)
 Pet Fee
 Parking
 Damage
 Any other charge type you specify (see Enter sales categories for more information)
To refund/reverse a charge you’ve already added to an account, see Refund/reverse a charge.

Double-click the guest’s name on the grid.

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The Guest Screen is displayed.

Click Cash Register.

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The Cash Register/Guest Screen is displayed.

Type the amount of the charge in the Amount field.

Click the button for the category of the charge (for example, Phone).
IMPORTANT: Do not press ENTER when entering a charge. Always use the appropriate function
key. (If you press ENTER, the amount will be processed as a payment.)

Note: For information on customizing the categories, see Enter sales categories.

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The amount and category are listed at the upper left under transaction type, and the charge is
added to the balance (shown at the upper right).

If you want to: Then do this:

Delete a charge The upper left of the screen shows a list of transaction types/amounts. These are
the charges and payments that have been made to the guest’s account.

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If you want to: Then do this:

Click to select the charge or payment you want to remove.

Click Delete Item.
The Delete Sale Item window is displayed.

Verify that the number in the Select Item to Delete field matches the transaction
number of the item you want to delete (shown in the transaction type table at
the upper left of the screen). If it’s not the correct number, type the correct
number in the field or use the arrow keys to select it.
Click Done.
The charge or payment is removed from the list and the balance (at the upper
right) reflects your change.

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If you want to: Then do this:

Copy the last
charge you
entered

Click Copy Last.

The last charge you added to the guest’s account is copied to the transaction log at
the upper left, and the balance (at the upper right) reflects this addition.

Review the transaction type

table and the new balance
to see the new charges that
you have applied.

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Click Continue to save your changes.

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APPLY A PAYMENT TO A GUEST’S ACCOUNT

To refund/reverse a payment that you’ve already applied to a guest’s account, see Refund/reverse a
charge.

Double-click the guest’s name on the grid.

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The Guest Screen is displayed.

Click Cash Register.

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The Cash Register/Guest Screen is displayed.

Type the amount of the charge in the Amount field or click Enter Balance to enter the whole
balance.
Click Select Payment Type.
The Payment Type window is displayed.

Choose a payment type from the Payment Type drop-down list.

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The payment amount and type are listed at the upper left under transaction type, and the payment
is subtracted the balance (shown at the upper right).

If the guest wants to: Then do this:

Pay with cash or check Select Cash from the drop-down list.

Pay with credit card Make a selection from the drop-down list.
If you have the Credit Card Processing module, Credit Card Sale
is listed as an option. Contact Innsoft Sales (800-950-8665) to
purchase this module.
If you don’t have the Credit Card Processing module, a separate
credit card option is listed for each credit card type.

Bill the guest’s company Select Billing from the drop-down list.
If you have not yet entered the guest’s address and company on the
Guest Screen, you will be prompted to do so at the end of the
transaction.

Transfer an amount to a Select Room Transfer from the drop-down list.

different room Click Done.
Use the Select Transfer Room drop-down list to select the room to
which you want to transfer the amount.
Click Done.

Click Done.
Click Continue to save your changes.
If you chose Billing as the payment type but did not select a company on the Guest Screen, you
will be prompted to do so now.

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ENTER A REPEATING CHARGE

A repeating charge is a charge that is applied each time a guest is charged for lodging. For example,
if a guest’s rate duration is Daily, the charge is applied every day; if a guest’s rate duration is Weekly,
the charge repeats once per week.

Double-click the guest’s name on the grid.

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The Guest Screen is displayed.

Click Cash Register.

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The Cash Register/Guest Screen is displayed.

Click Repeating Charge.

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The Repeating Charges screen is displayed. Up to three different repeating charges can be
entered.

Type the amount of the charge in the Charge Amount field.

Use the Charge Type drop-down list to select the type of charge. See Enter sales categories for
information on changing these categories.
Repeat steps 4 and 5 until you’ve added all repeating charges for this guest.
Click Done.
Click Continue to save your changes.

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REFUND/REVERSE A CHARGE
Use this feature to refund or credit a guest’s account, including refunding a room deposit.

For example: Use this feature if a guest paid in advance for several nights, but needs to check out
early. Follow these steps to issue a refund for the guest’s credit balance.

Double-click the guest’s name on the grid.

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The Guest Screen is displayed.

Click Cash Register.

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The Cash Register/Guest Screen is displayed.

In the Amount field, type – (minus sign or hyphen), then the amount you want to refund.
Click the button for the appropriate refund category (for example, you might refund a room
deposit).

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The amount and category are shown in the transaction type table, and the amount is updated in
the New Balance field.

Click Continue to save your changes.

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REFUND OR REVERSE A PAYMENT

Double-click the guest’s name on the grid.

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The Guest Screen is displayed.

Click Cash Register.

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The Cash Register/Guest Screen is displayed.

In the Amount field, type – (minus sign or hyphen), then the amount you want to refund.
Click Select Payment Type, and select the payment type that you are refunding or reversing.
Click Done.

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The amount and category are shown in the transaction type table, and the amount is updated in
the New Balance field.

Click Continue to save your changes.

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A print preview screen will show, including the updated balance.

Print or email as needed.

Select a page range

If your property
has a signature
pad, you can
click Sign and
have the guest
sign using the
signature pad
Print one copy Print two copies Email Click Done

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VOID SALE/RETURN TO GUEST SCREEN

To return to the Guest Screen without saving current changes, follow these steps:

Click Void Sale.

This message shows: “Do you wish to void sale?”

Click Yes.

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Check-Out
Check-out allows you to check-out any guest that is currently checked into the system.

Note: Before checking-out a “master” split room, all additional split rooms must be checked-out or un-
split.

This section provides information on the following processes:

 Check out a guest
 Enter or view guest messages
 Do a quick check-out
 Check -Out Cash Register options

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CHECK OUT A GUEST

On the grid, right-click a guest and select Check-Out.
Note: Alternately, you can click Check-Out and choose the guest from the list.

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The Cash Register/Check Out screen for that guest is displayed. This screen shows the guest’s
current balance, including tax. The guest’s balance must be zero before the check-out can be
completed.

Enter any additional charges. See Apply a charge to a guest’s account for more information.
Enter payments. See Apply a payment to a guest’s account for more information.
Click Continue.

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A print preview of the guest’s folio is displayed.

Print or email as needed.

Select a page range
If your property
has a signature
pad, you can
click Sign and
have the guest
sign using the
signature pad
Print one copy Print two copies Email Click Done

Click Done.

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ENTER OR VIEW GUEST MESSAGES

Use this feature to enter or view messages for a guest.

Note: If a message has been entered for a guest, “[M]” is displayed next to the guest’s name on the
Check-Out screen.

On the home screen, click Check-Out.

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The Check-Out Room Selection screen is displayed.

The M to the left of the

guest’s name indicates that
he or she has a message.

Click to select the guest for whom you want to leave a message, or whose messages you want to
view.
Click Guest Messages to view the guest message or make a new entry.

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The Guest Message Editor screen is displayed.

Type a message (or read an existing message).

If you want to: Then do this:

Print the message Click Print.

Add a date and time stamp Click Date & Time.

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If you want to: Then do this:

Search for a word or phrase Click Search.
within the guest’s message The Find window is displayed.

Type the word or phrase in the Find window.

Click Find Next.
Delete the message and exit Click Delete & Exit.
the screen

Save the message and exit Click Save & Exit.

the screen

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DO A QUICK CHECK-OUT
If a guest has a zero balance, Check-Inn allows you to check the guest out without entering any
additional information.

Note: You cannot use Quick check-out for split rooms. A guest’s balance must be zero to use Quick
check-out.

On the home screen, click Check-Out.

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The Check-Out Room Selection screen is displayed.

Click to select the guest or room you would like to check-out from the Check-Out Room Selection
screen.
To check out more than one room: Hold down the Ctrl key on your keyboard while clicking the
other rooms you would like to check out.

Click Quick Check-Out.

This message is displayed: “Quick check-out all selected rooms?”

Note: If the guest balance is not zero, a message box shows: “Guest balance is not zero. Please
use regular check-out.” Click OK, then use the regular check-out procedure.

Click Yes.

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CHECK-OUT CASH REGISTER OPTIONS

This section includes information on how to:
 Refund a room deposit
 Print a copy of the guest’s folio
 Remove a stayover charge
 Assign a travel agency to a guest
 Void a sale and return to the home screen

Assign a travel agency

View/print bill

Remove a stayover charge

Refund a room deposit Void sale/return

to home screen

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If you want to: Then do this:

Refund a room If a guest has paid a room deposit, you may need to refund the amount to the
deposit guest at check-out time. Room deposits are not required to be refunded; you will
simply see a reminder at check-out. See Refund/reverse a charge for more
information.

Print a copy of the Click View Bill.

guest’s folio
The Guest Statement screen is displayed.

See View and print the guest folio for more information.

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If you want to: Then do this:

Remove a Click Check-Out Date.
stayover charge The Last Date of Guest’s Stay window is displayed.

Enter the last day of the guests’ stay by typing in the date or clicking the down
arrow and selecting a date from the calendar.

Note: You may not select a date after today’s date.

Click OK.
You must complete the check-out for the change to take effect.

Assign a travel Assign a travel agency to a guest to remind you that your property needs to pay
agency to a guest a commission. See Travel Agent Audit for more information. See Add a travel
agency for information on adding a new agency to the list.

Note: An airplane icon shows at the lower left of the Cash Register/Check-Out
screen if a travel agency has been selected.

Void sale/return to At any time during the check-out process, you can void the transaction and
home screen return to the home screen.
Click Void Sale.
A message shows: “Do you wish to void sale?”
Click Yes to return to the home screen without processing the check-out. Or,
click No to remain on the Cash Register screen.

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Stand-Alone Cash Register (for customers

who are not guests)
Use this screen for sales to customers who are not checked into the property.

For example: A person driving through your city may want to buy a map but does not want to stay
overnight. Use this cash register screen for these types of transactions.

If a checked-in guest wants to make a purchase, use the Guest Screen Cash Register.

From this screen, you can complete these tasks:

 Charge a customer (who is not a guest)
 Apply a refund

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CHARGE A CUSTOMER (WHO IS NOT A GUEST)

On the home screen, click Cash Register.

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The Cash Register screen is displayed.

In the Amount field, enter the amount you are charging for the item, without tax.
Note: You do not need to type the decimal point in this field.

Click the button for the appropriate sales category.

For example, you might enter 10.00 and click Parking to add parking charges.

Note: To add or customize these categories, see Enter sales categories.

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As you enter charges, the charges are displayed at the upper left under Transaction Type, and the
balance is displayed at the upper right.

Repeat steps 2 and 3 for as many charges as necessary.

If you want to: Then do this:

Copy the last charge you Click Copy Last.
entered The last charge is repeated and displayed in the Transaction Type list
at the upper left. The balance is updated.

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If you want to: Then do this:

Delete a charge Click to select the charge in the Transaction Type list.
Click Delete Item.
The Delete Sale Item window is displayed.
Confirm the number of the item to delete. Change it if necessary.
The number displayed here corresponds to the number in the
Transaction Type list.
Click Done.

Type the amount of the charge in the Amount field or click Enter Balance to enter the whole
balance.
Click Select Payment Type.
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The Payment Type window is displayed.

Choose a payment type from the Payment Type drop-down list.

The payment amount and type are listed at the upper left under transaction type, and the payment
is subtracted from the balance (shown at the upper right).

If the guest wants to: Then do this:

Pay with cash or check Select Cash from the drop-down list.

Pay with credit card Make a selection from the drop-down list.
If you have the Credit Card Processing module, Credit Card
Sale is listed as an option. Contact Innsoft Sales (800-950-8665) to
purchase this module.
If you don’t have the Credit Card Processing module, a
separate credit card option is listed for each credit card type.

Click Done.
Click Continue.

A preview of the receipt is displayed.

Print or email as needed.

Select a page range

Print one copy Print two copies Email Click Done

Click Done.

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APPLY A REFUND
Use this feature to refund a purchase to a customer who is not a guest.

Click Cash Register.

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The Cash Register screen is displayed.

In the Amount field, type – (minus sign or hyphen), then the amount you want to refund.
Click the button for the appropriate sales category (for example, you might refund a parking
charge).
Note: To add or customize these categories, see Enter sales categories.

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The amount you deducted is reflected in the transaction type table and the New Balance field.

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Audit Check-Inn

Audit
Check-Inn provides several features for maintaining and correcting your daily financial information.
Making changes in the Audit sections can cause your reports to be out of balance. It is highly
recommended to speak with Innsoft Tech Support (503-643-8162, option 2) for assistance with
making changes in Audit.

The Audit screen consists of six parts:

This option: Does this:

Daily Audit Shows all guest charges and payments for occupied rooms on a
selected day
Includes payments of advance deposits for reservations
If necessary, you may add or edit guest entries in this screen

Credit Card Audit Shows a breakdown of charges by credit card type, including amounts
held back in the form of processing discounts

Accounts Receivable Allows you to print, edit, or pay bills for guest charges sent to Billing
Includes reports for guest and company billing histories

Cash Register Audit Allows you to change charges and payments entered on the stand-
alone cash register for a selected day

Travel Agent Audit Allows you to track Travel Agency information, fees, and current
commissions

Credit Card Processing Note: You must have the Credit Card Processing module for this option to
be available.
Allows you to print or modify credit card batches, and to submit
batches to your processor. (Note: If you are using Zeamster EMV
credit card processing, batches are submitted automatically.)

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DAILY AUDIT
Use this feature to:
 Edit financial information
 Delete a guest entry
 Mark an entry as occupied/not occupied

Edit financial information

Click Audit on the home screen.

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The Audit screen is displayed.

Click Daily Audit.

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The Daily Audit window is displayed.

Enter the date you want to view/edit in the Enter Date field (type the date or use the calendar).
Click OK.

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The Daily Audit screen is displayed.

From this screen you can perform searches and make changes.

To do this: Complete these steps:

Search for a guest Type the guest name or room number you want to find in the corresponding
field at the upper left of the screen.

If the guest or room number is found, the selection bar highlights the entry.
If the guest or room number is not found, a message (“Room number not
found” or “Guest name not found”) is displayed. Click OK.

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To do this: Complete these steps:

Modify guest dates Select the row for the guest whose dates you want to change. (See Search
for a guest, above.)
Click Guest Properties.
Click Change Guest Dates.
Set the correct date in the Start Date field.
Note: If the guest is currently checked in, you must change the check-in date
on the Guest Screen.
Click OK to save the date.
Modify tax exempt Note: Changes you make here affect only the current day in the audit.
status
Select the row for the guest whose status you want to change. (See
Search for a guest, above.)
Click Guest Properties.
Next to “Change the Tax-Exempt status of this guest on this day,” click the
drop-down list to change the tax exempt status to Non-Exempt, Fully
Exempt, or one of Exempt Types 1 through 5. See Entering Tax and Sales
Categories.
Click Done.
Modify advance Note: Call Innsoft Technical Support (503-643-8162, option 2) for assistance
deposit or no-show with this feature.
status
Select the row for the guest whose status you want to change. (See
Search for a guest, above.)
Click Guest Properties.
Click to select the Yes or No for “Set this audit entry as an advance deposit
or no-show.”
Click Done.
Modify advance Note: Call Innsoft Technical Support (503-643-8162, option 2) for assistance
deposit amount with this feature.
Select the row for the guest whose advance deposit amount you want to
change. (See Search for a guest, above.)
Click Guest Properties.
Click Set Adv. Deposit.
Enter the amount of the advance deposit in the Enter Deposit field.
Click Done.
Click Done again.

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To do this: Complete these steps:

Modify a split room Select the row for the guest whose status you want to change. (See
Search for a guest, above.)
Click Guest Properties.
Click to select the Yes or No check box for “Change the Split status for this
guest on this day.”
Click Done.
Add a guest Note: Guests added through the audit are not saved to guest history.
Click Add Guest.
The Add Audit Entry screen is displayed.
Enter the start date for the guest entry in the Start Date field. This is the
first day an entry will be added for the guest.
Enter the end date for the guest entry in the End Date field. This is the last
day an entry will be added for the guest.
Enter the guest’s first and last name in the corresponding fields.
Enter the guest’s room number and room rate in the corresponding fields.
Enter any payments made on the first day of the guest’s stay (the same
date you entered in the Start Date field).
Note: If payments were made on different days, save this entry, find the date
of each payment, and enter the payment details.
Click Done.

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Delete a guest entry

Note: Deleting a guest is not a substitute for checking a guest out.

Click Audit on the home screen.

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The Audit screen is displayed.

Click Daily Audit.

The Daily Audit window is displayed.

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Enter the date first date for which you want to delete guest entries in the Enter Date field (type
the date or use the calendar).
Note: Check-Inn deletes the entries for the guest from this date forward. Any guest entries before
this date are not deleted.

Click OK.
The Daily Audit screen for that date is displayed.

Click to select the guest you would like to delete.

Click Delete Guest.
This message is displayed: “Delete [guest name] to the end of stay?”

Click Yes.

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Mark an entry as occupied/not occupied

If an entry modified in the Daily Audit screen has no room rental charges associated with it, Check-
Inn may incorrectly mark the room as occupied. Use this process to switch between the occupied and
not occupied status.

For example: A guest may check in to your property then decide that they want to leave. You would
change their rate to $0.00 then check the guest out. In Daily Audit, click on the guest’s name and note
that the room is marked as Occupied with a rate of 0.00. Use this feature to mark the room as
Unoccupied since the guest did not actually stay.

Click Audit on the home screen.

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The Audit screen is displayed.

Click Daily Audit.

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The Daily Audit window is displayed.

Enter the date you want to view/edit in the Enter Date field (type the date or use the calendar).
Click OK.
The Daily Audit screen is displayed.

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Click to select the audit entry you would like to change.

Note: The Occupied button only appears when the guest has a room charge of 0.00. Guests with
room charges above 0.00 do not have this option available.

View the room’s status (occupied or not occupied) at the upper left.
Click the status or press F7 to change between occupied and not occupied.
Click the X at the upper right to save your changes and exit this screen.

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CREDIT CARD AUDIT

Note: This section is used only if the credit card company sends you a check for balances charged to
that card type. If you have direct deposit turned on, Check-Inn keeps the card company’s balance at
zero, and you do not use Credit Card Audit.

The Credit Card Audit feature allows you to enter payments and adjustments for each credit card type
on the selected date. This provides a way to keep track of payments and outstanding balances for
each credit card company.

Click Audit on the home screen.

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The Audit screen is displayed.

Click Credit Card Audit.

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The Credit Card Audit screen is displayed.

Enter the date you would like to view or edit by typing the date or by clicking the drop-down list
and selecting the date from the calendar.
Note: You may press F5 to go back and F6 to go forward one day at a time.

If the credit card is not set for direct deposit, you may enter the amount the credit card company
paid you that day in the Payments Received column.
If there are adjustments beyond the discount charged, enter them in the Audit Adjust column for
the appropriate credit card.
Click the X at the upper right to save and exit.

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ACCOUNTS RECEIVABLE
Accounts Receivable (A/R) allows you to bill guest charges for future payments. Making payments to
Billing from the Guest Screen Cash Register puts an entry into Accounts Receivable, which adds the
amount to your A/R totals. This is most useful if you bill companies or organizations directly for guest
charges.

Use this feature to:

 Print a bill
 Edit billing information
 Enter a payment
 Use group billing
 Delete a bill
 Generate Accounts Receivable reports

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Print a bill
Click Audit on the home screen.

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The Audit screen is displayed.

Click Accounts Receivable.

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The Accounts Receivable screen is displayed.

Click to select the guest whose bill you want to print.

Note: You may print several bills at once by holding down the Ctrl key and clicking each guest for
whom you want to print an invoice.

Click View/Print Bill.

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A print preview of the guest’s bill is displayed.

Select a page range

Print one copy Print two copies Email Click Done

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Edit billing information

Use this feature to update billing information.

Audit > Accounts Receivable.

The Accounts Receivable screen is displayed.

Click to select the guest whose bill you want to edit.

Click Edit Bill.

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The Billing Address screen is displayed.

Click in the appropriate field and make any necessary corrections.

Click OK to exit the screen and save your changes.

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Enter a payment
Audit > Accounts Receivable.
The Accounts Receivable screen is displayed.

Click to select the guest whose bill you want to make a payment for.
Click Edit Bill.

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The Billing Address screen is displayed.

Click Make Payment.

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The Cash Register/Accounts Receivable screen is displayed, showing the transaction types and
amounts (upper left) and balance (upper right).

If you need to adjust the balance: Type an amount in the Amount field and click Audit Adj. You
may adjust the balance without making a payment.
Note: To decrease the amount the guest owes, use the minus sign (-) before the amount, as this
is a credit, not a charge. For example, to adjust the balance so that the guest owes $30.00 less,
type -30.00 in the Amount field.

Enter the amount of the payment in the Amount field.

Click Select Payment Type.

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The Payment Type window is displayed.

Choose a payment type from the Payment Type drop-down list.

The payment amount and type are listed at the upper left under transaction type, and the payment
is subtracted the balance (shown at the upper right).

Click Done.

If you want to Then do this:

Copy (repeat) the last Click Copy Last.
transaction
Note: This feature does not
work with credit card
transactions.

Delete an item from the list Click Delete Item.

of transactions at the upper The Delete Sale Item window is displayed.
right
Verify that the number of the sale item in the Delete window
matches the number of the item in the transaction list you want to
delete. Change the number if necessary.
Click Done.

Click Continue to save your changes and exit the screen.

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Group billing/create a company

Group billing allows you to bill a guest’s company or organization for the guest’s charges. Group
billing is also where you create companies, which appear on the reservation and guest information
screens. (See Check-Inn Reservation and Enter guest information for more information about when
this feature is used.)

Click Audit on the home screen.

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The Audit screen is displayed.

Click Accounts Receivable.

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The Accounts Receivable screen is displayed.

Click Group Billing.

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The Group Billing screen is displayed. This screen shows all companies that have been set up for
group billing.

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To do this: Follow these steps:

Add a group 1. Click Add Group.
2. Enter the group name in the Group Name field. (This is the name of the
company you have made arrangements to bill.)
3. Enter the billing address in the Address, City, State, and ZIP fields.
4. Enter the name of your contact for this group in the Contact field.
5. Enter any other information you want to keep in the Other field.
6. Enter the phone number for your contact in the Phone field.
7. If applicable, enter the amount due for the group in the Balance field.
Note: Unless you are entering a group that already has a balance due
from previous PMS software, leave the Balance field blank.
Click Done.
Edit a group Click Edit Group.
Change any information as needed. (See Add a group, above, if
needed.)
Click Done.
Print a group bill Click to select the group for which you want to print a bill.
Click Print Bill.
Enter the start date in the Start Date field. Any billing entries before this
date will not be included.
Enter the end date in the End Date field. Any billing entries after this
date will not be included.
Using the Billing Type drop-down arrow to select Invoice or Statement.
Note: Statements include an aging report for the company/group in
question; invoices do not.
Click OK.
Print as needed, and click Done.

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To do this: Follow these steps:

Make a payment to a If a company or organization makes a single payment for several guests,
group bill you may apply the payment to the company directly.

Note: If you want to make a payment to a specific invoice, apply the

payment directly to the invoice on the Accounts Receivable screen.

Payments made in Accounts Receivable will show on the Daily Financial

Report, in the Accounts Receivable Summary. They do not reflect in the
Summary line.
Note: If the group has a credit balance and open invoices, running a bill
triggers Check-Inn to post payments to the balance first, then to the open
invoices, starting from the oldest to the newest invoice.
Click to select the group that has made a payment on its bill.
Click Make Payment.
You can adjust the group’s bill without making a payment by entering
the adjustment amount and clicking Audit Adj.
Click Delete Item to delete an item from the transaction list at the
upper left.
Enter the amount of the payment in the Amount field.
Click Select Payment Type.
Choose a payment type from the Payment Type drop-down list.
Click Done.
Click Continue to save and exit the screen.
Print a list of current Click Print List.
groups Print as needed, and click Done.
Delete a group Note: Check-Inn does not give you a warning before you delete a group
that has a balance. Check for a balance before deleting a group.
Click to select the group that you want to delete.
Click Delete Group.
The “Remove selected group?” message is displayed.

Click Yes.

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Delete a bill
You may delete a bill when it is paid in full.

Audit > Accounts Receivable.

The Accounts Receivable screen is displayed.

Click to select the guest whose bill you want to delete.

Note: The bill’s balance must be zero in order to delete the bill.

Click Delete Bill.

The bill is deleted from the list.

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Generate Accounts Receivable reports

Audit > Accounts Receivable.
The Accounts Receivable screen is displayed.

Click A/R Reports.

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The A/R Reports window is displayed.

Click to select a report.

This report: Shows this information:

Company Aging Report All companies with a balance due. The balance is broken down by the
ages of the amounts and is totaled on the right.
The grand total of all company balances is listed at the bottom of the
report.
Any entry without a company assigned is listed under “Unlisted Co.”

Account Aging Report All guest bills in Accounts Receivable.

The amount of each bill is listed in the column that represents its age.
All billings are totaled at the bottom of the report.

Account History Report All billing payments, including group billing payments, for up to the
last six months.
Select a start date.
Select an end date.
Use the drop-down list to select a specific company or all companies.
Click OK.

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CASH REGISTER AUDIT

Balances from the stand-alone Cash Register (item five on the home screen) are shown on this
screen. Any charges associated with a room show in the Daily Audit.

Click Audit on the home screen.

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The Audit screen is displayed.

Click Cash Register Audit.

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The Cash Register Audit screen is displayed.

Adjust the date Payment

entries

Sales entries

View Totals

Enter the date you would like to view/edit by typing the date or clicking the drop-down list and
using the calendar.
Note: You may press F5 to view the previous day or F6 to view the next day.

The total charges entered in the Cash Register screen are listed under Sales.

The total payments entered in the Cash Register are listed under Payments.

Click on (or use the tab key to advance to) the entry you would like to change.
Make changes as needed.
Click View Totals to view sales, taxes, total charges, total payments, and balance.

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The Register Totals window is displayed.

Click Done.

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TRAVEL AGENT AUDIT

This section is very similar to Accounts Receivable. This is where you enter the names, addresses
and commission rates of the travel agencies that regularly send guests to your property. An asterisk
(*) is displayed next to the names of travel agents that are currently owed commissions.

Use this feature to:

 Add a travel agency
 Edit travel agency information
 Print a travel agency’s statement
 Make changes to the travel agency
 Print a travel agency list
 Delete a travel agency

Add a travel agency

Click Audit on the home screen.

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The Audit screen is displayed.

Click Travel Agent Audit.

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The Travel Agencies screen is displayed, showing the names of travel agencies already added to
Check-Inn.

Click Add Agency.

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The Add Travel Agency screen is displayed.

Complete these fields:

 Agency Name
 Address
 City, State, and ZIP
 Contact (this is the name of your contact at the travel agency)
 Phone
 Agency ID (if provided)
 Percent or Flat Fee (depending on whether the agency charges you a percentage of the
room rental or a flat fee for each commission)
 Charge Daily (Click to select this check box if the agency charges a flat fee and the flat
fee is applied to each day of the guest’s stay.)

Click Done.

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Edit travel agency information

Audit > Travel Agency Audit.
The Travel Agencies screen is displayed, showing the names of travel agencies already added to
Check-Inn.

Click to select the agency whose information you want to edit.

Click Edit Agency.

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The Edit Travel Agency screen is displayed. The fields are populated with information from the
travel agency you selected on the previous screen.

Change information in any of the fields as needed.

Click Done.

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Print a travel agency’s statement

Use this feature to print a commission statement for a travel agent (including the total owed).

Audit > Travel Agency Audit.

The Travel Agencies screen is displayed, showing the names of travel agencies already added to
Check-Inn.

Click to select the agency for which you want to print a statement.
Click Statement.

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A print preview of the client’s statement is displayed.

Print or email as needed.

Select a page range

Print one copy Print two copies Email Click Done

Click Done.

If you print or email the statement, this message shows:

 If you want to remove existing entries from the statement, click Yes.
 If you want to leave the existing entries on the statement, click No.

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Make changes to the travel agency statement

Audit > Travel Agency Audit.
The Travel Agencies screen is displayed, showing the names of travel agencies already added to
Check-Inn.

Click to select the agency whose statement you want to change.

Click Audit Statement.

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The Travel Agency Audit screen for the travel agency you selected is displayed.

To do this: Follow these steps:

Modify an entry Click to select the entry you want to change.
Click Modify Entry.
The Edit Audit Entry screen is displayed.
Change information in the fields as necessary.
Click Done.

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To do this: Follow these steps:

Add an entry Click Add Entry.
The Add Audit Entry screen is displayed.
Enter a date for the entry by typing the date manually or using the
drop-down arrow and selecting a date from the calendar.
Note: Use F5 to go to the previous date or F6 to advance to the next date.
Complete these fields:
Guest Name
Reservation Number
Room Rate
Nights (this is the number of nights the guest is staying)
Percent or Flat Fee (depending on whether the agency charges you
a percentage of the room rental or a flat fee for each commission)
Remarks
Click Done.
Delete an entry Click to select the entry you want to delete.
Click Delete Entry.
The entry is deleted, and “(Entry Deleted)” is displayed.

Undelete (restore) an After you delete an entry, the message “(Entry Deleted)” is displayed in the
entry list.
When you select a deleted entry, the Delete Entry button changes to
Undelete Entry.
To restore a deleted entry, click to select it then click Undelete Entry.

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Print a travel agency list

Audit > Travel Agency Audit.
The Travel Agencies screen is displayed, showing the names of travel agencies already added to
Check-Inn.

Click Print List.

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A print preview of the list of travel agencies is displayed.

Print or email as needed.

Select a page range

Print one copy Print two copies Email Click Done

Click Done.

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Delete a travel agency

Note: You cannot delete an agency that is currently assigned to a guest or reservation.

Audit > Travel Agency Audit.

The Travel Agencies screen is displayed, showing the names of travel agencies already added to
Check-Inn.

Click to select the agency you want to delete.

Click Delete.
This message is displayed: “Remove travel agency [name of agency]?”

Click Yes.

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CREDIT CARD PROCESSING – BATCH SCREEN (WITH ZEAMSTER)

Note: You must purchase an addtional module from Innsoft to use this feature. Contact Innsoft Sales
(800-950-8665) to purchase this module.

For more information see EMV Credit Card Processing in Check-Inn.

When using Zeamster as your gateway, batches are automatically submitted daily. The time of day
that the batch is submitted can be customized. Contact Zeamster for details on when your batch is
submitted.

Follow these steps to access the Credit Card Processing screen:

Click Audit on the home screen.

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The Audit screen is displayed.

Click Credit Card Processing.

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The Credit Card Processing screen is displayed.

Date Card holder name Card type Approval code

Room number Card number Transaction status Amount

This screen lists all credit card transactions in your current batch. Each entry shows the:
 Date
 Room number
 Cardholder’s name
 Card number – first six and last four digits
 Type of credit card
 Transaction status (approved, voided, declined, etc.)
 Approval code
 Amount of the transaction

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Notes:
 If a credit card transaction was done from Accounts Receivable, the stand-alone Cash
Register, or directly in the Credit Card Processing screen, the room number will be blank and
the cardholder name will show as “/” on this screen and on printed batches.
 If the credit card was authorized manually, the cardholder’s name will show “/” on this screen
and on printed batches.

Credit card processing options

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Use this function: To do this:

Search Search for transactions.

Click Search.
This screen is shown:

Set your date range (note: searches are limited to 90 days).

Select any applicable categories if you have specific information to find:
• A batch number
• A guest number (or Zeamster order number for transactions without a
guest number; for example, a charge from the stand-alone Cash
Register)
• A Zeamster transaction ID number

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Use this function: To do this:

• The last four digits of a credit card number

• A specific dollar amount
If you want to see transactions with a specific status (for example, only
refunds), check any of the boxes under “Transaction Status Search” (these
are optional).
Click Search to show results, or Cancel to close this window.
Note: The maximum number of transactions displayed after a search is 1000.

View Today Show all transactions so far on the current date. This will include auth-only
transactions as well as declined transactions.
Note: When an authorization is completed, the transaction will show under
the day the pre-authorization was made, not the day it was completed.

Authorize Authorize a card for a specific amount.

Note: Transactions made using this function will not have a guest name
associated with them.
If you wish to recharge or refund a card already listed on the credit card
processing screen, select the transaction then go to the recharge card tab.
The program will automatically set the card from the processor. Click
Recharge to process the transaction. Otherwise, continue with the steps
below.
Click the Authorize button.
Enter a positive amount to charge a credit card, or a negative amount to
refund to a credit card.
Once the amount is entered, click Done. The credit card sale screen will
appear.
On the credit card sale screen, you can charge (or refund) a new card using
the New Card tab, or you can manually enter the credit card information
using the Manual Authorization Tab. Press the Terminal button or the
Authorize button to process the transaction.

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Use this function: To do this:

History See details on the current batch, or a batch from an earlier day.
Click History.

This screen is shown:

The batch number defaults to the current batch. If you want to see a different
batch, change the number and click Display.
Click Details to show all entries for the displayed batch.
Void Void (cancel) a transaction.
Note: Transactions can be voided only before the batch is submitted.
Click Void.
Check-Inn will ask, “Do you wish to void the selected transaction?”
Click Yes to void the transaction, or No to cancel.
Note: Voided transactions cannot be restored. Voided transactions are removed
from the batch, but NOT from the financial reports (use the Cash Register or
Daily Audit to remove them from financial reports).
Print Print a receipt for a specific transaction, or details on all displayed transactions.

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Use this function: To do this:

Note: Print receipt works only on sales or refunds.

Click Print.
This window is shown:

Click Print Receipt to print a receipt for the selected transaction. Note: A
breakdown of charges by sales category is not listed when you print the
receipt from this screen.
Click Print List to print details on all displayed transactions, with a summary
listing total sales and refunds by card type.
Click Cancel to close this window without printing.

Click the column headers (Date, Rm. #, Status, etc.) to sort the list by that column. If you click again,
the sort order will be reversed (ascending/descending).

To view details on any displayed transaction, right-click on it and select View Details from the pop-up
menu.

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CREDIT CARD PROCESSING – BATCH SCREEN (WITHOUT ZEAMSTER)

Note: Non-EMV credit card processing is a legacy feature in Check-Inn version 7 and is not offered
with new programs. These instructions are included only for support of prior installations. If you have
Zeamster EMV credit card processing, this section does not apply.

Follow these steps to access the Credit Card Processing screen:

Click Audit on the home screen.

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The Audit screen is displayed.

Click Credit Card Processing.

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The Credit Card Processing screen is displayed.

Cardholder Card number Expiration date Amount of

Room number transaction

Transaction number Type of credit card Approval code

This screen lists all credit card transactions in your current batch. Each entry shows the:

 Transaction number
 Room number
 Cardholder’s name
 Encrypted card number
 Type of credit card
 Expiration date
 Approval code
 Amount of the transaction

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Notes:
 If a credit card transaction was done from Accounts Receivable, the stand-alone Cash
Register, or directly in the Credit Card Processing screen, both the room number and the
cardholder name will show as “N/A,” and the transaction number will be 0.
 If the credit card was not swiped (it was entered manually), the cardholder’s name will not be
displayed and will appear as “N/A” in printed batches.

Credit card processing options

From this screen you can complete several tasks.

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Use this function: To do this:

Submit Batch Submit the batch to your processing network.
Note: Be sure to make any changes before submitting.
1. Click Submit Batch.
This message is displayed: “Do you want to submit the batch?”
Click Yes.
Note: If an error occurs, none of the batch will be submitted or removed from
the screen. See the Questions and Answers section for help with batch errors.

Batch Totals Display a total dollar amount for all transactions in the batch.
Click Batch Totals.
A print preview of the batch totals is displayed.
Print as needed.
Click Done.
Print Batch Print all the transactions before submitting or changing something in the batch.
Click Print Batch.
A print preview of all transactions is displayed.
Print as needed.
Click Done.
History Report View past batches and authorizations.
Click History Report.
The Credit Card History Report window is displayed.
Click to select the type of report you want to view (processed batches or the
authorization log).
Click to select the month and year you want to view.
Click to select the date and batch number you want to view.
Click Build.
The report you specified is displayed.
Print as needed.
Click Exit.

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Use this function: To do this:

Authorize Authorize a card (add an entry to the batch).
Note: Entering a transaction here does not change the guest balance on the
Guest Screen. The amount that is entered here is the amount that is sent to
your bank for settlement.
If you enter the credit card manually, an asterisk (*) shows beside the
transaction number (TX #).

Click Authorize.
The Authorize Credit Card window is displayed.
Complete the following fields:
Enter Amount (this is the amount that is sent to your bank for settlement)
Credit Card Number (swipe the card or enter the number manually)
Expiration Date
Click Done.
Modify Change the amount of a credit card sale.
Note: Entering a transaction here does not change the guest balance on the
Guest Screen. The amount that is entered here is the amount that is sent to
your bank for settlement.
Click to select the transaction you want to modify.
Click Modify.
The Modify Batch Entry window is displayed.
Enter the new amount in the New Sales Amount field.
Click Done.
Delete Delete a transaction. Deleting a transaction only removes it from your batch. It
does not affect guest payments, it does not affect the Daily Financial Report,
and it does not refund money to the guest.
Click to select the transaction you want to delete.
Click Delete.
A confirmation message is displayed.
Click Yes.
The Cardholder field for this transaction now says “(Entry Deleted).” To reinstate
the transaction, click Undelete.

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Use this function: To do this:

Undelete Undelete (reinstate) a transaction.
Click to select the transaction you want to reinstate. Transactions that have
“(Entry Deleted)” in the Cardholder field are eligible.
When you select a deleted transaction, the Delete button changes to Undelete.
Click Undelete.
A confirmation message is displayed.
Click Yes to reinstate the transaction.
Receipt Print a sales receipt.
Note: A breakdown of charges by sales category is not listed when you print
the receipt from this screen.
Click to select the transaction you want to print.
Click Receipt.
The print preview screen for this transaction is displayed.
Print as needed.
Click Done.

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Reservations
This section includes information on how to:
 Make a reservation
 Get a reservation rate quote
 Search for a reservation or cancellation
 Do group booking
 Make a group confirmation and cancellation
 Enter a reservation deposit
 Print a confirmation
 View a reservation
 Cancel a reservation
 Copy a reservation
 Use the Advanced Search feature to find guest records
 Use reservation reports

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MAKE A RESERVATION
IMPORTANT: If you are running Check-Inn in a network environment (multiple computers running
Check-Inn), the grid will automatically refresh based on the interval you set in Colors & Preferences,
and will update with any changes that may have been made on another terminal.

To manually refresh the grid, click Refresh Grid.

Remember: If you are in a network environment, it’s

a good idea to click Refresh Grid before making a
reservation to ensure you don’t double-book a room.

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Three easy ways to make a reservation

Double-click a
room and date
(depending on
Click Reservations the setting)

Right-click a
room and date

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If you: This screen is displayed:

Click Reservations

Right-click a room and date

After clicking Make reservation, the Quick Search Reservation screen

is displayed.

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If you: This screen is displayed:

Double-click a room and
date (see Set grid
preferences for information
on this setting)

Making a reservation consists of four parts:

 Find a room
 Enter guest information
 Add rate information (optional)
 Enter payment information (optional) and complete the reservation

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Find a room
Use the grid or click Reservations on the home screen. If you use the grid (by clicking a date),
skip down past step 5 below.

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The Reservations screen is displayed.

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Use the calendar to select the reservation date.

Arrows like these: appear next to the current year when you
hover your mouse. Use the arrow keys to select a different year.

Click a date in the calendar Use the arrows to the right

to select the starting date and left of the month/year to
for the reservation. select a new month.

Note: To select a date more than one year in the future, hover you mouse to the right of the year.
An up/down arrow is displayed. Use these arrows to select the year.

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The availability of each type of room for the day selected is displayed in the availability chart at the
bottom of the screen. See Get a reservation rate quote for more information.

Click Select.

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The Reservation Room Selection screen is displayed.

Select a room.
Note: You must select an available room in order to make a reservation. The reservation may be
moved to another room at any time after the reservation has been entered. Also, the room number
you select does not show on a confirmation.

If you have Auto-sort reservations selected (Settings > Colors & Preferences) Check-Inn may
change the room number (but not room type) to maximize availability and to avoid reservation
conflicts.

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To select a room by: Do this:

Room number Type the room number in the Room Search field.

Room type Type the room type (for example, QQNS) in the Room Search field.

Manual search Scroll through the list and click the room you want.

To select multiple rooms Hold the Ctrl key while clicking.

Click Select.
The Quick Search Reservation screen is displayed. This screen allows you to quickly search for a
guest who has stayed at your property before. You can turn this option on or off in Settings >
Colors & Preferences.

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Enter guest information

Type the guest’s name in the Last Name and First Name fields.

If there: Do this:
Is a match Double-click the guest’s name in the results list.
The Reservation screen is displayed with the guest’s information in the fields. The
upper left of the screen shows the confirmation, room number, rate, date, and
number of nights stayed for the guest’s previous visit, if any.
Verify the guest’s information.
Click Continue.
Is not a match If you are not able to locate a guest’s information using this screen, or to would like
more information about a guest’s previous visits, use the Advanced Search feature.
The Advanced Search button is at the lower left of the screen. For more information
see Advanced Search. Otherwise, click Done to close this screen.

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Complete the fields on the Reservation screen:

 Last Name
 First Name
 Address
 City, State, ZIP (when you enter the ZIP code, Check-Inn auto-fills the city and state)
 Country, if necessary
 Company (if the guest’s company will be billed for the stay, use the drop-down list to select the
company from the list). See Group billing/create a company for more information
 Phone
 Email
 Remarks

Click in the Rate field.

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The Daily Room Rate window is displayed.

Add rate information (optional).

Click to select and enter:
 Number of nights the guest is staying (if you have “Auto-sort reservations” selected in Settings
> Colors & Preferences, Check-Inn will attempt to move other reservations to allow a longer
reservation for the current room)
 Number of adults in the room
 Number of children in the room
 The tax exempt status (for more information see Entering Tax and Sales Categories)
 Number of pets in the room
 The rate duration (how often the guest will be charged)
 The rate they will be charged (see Setting Up Rates for more information)

Click Done.

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Enter payment information (optional)

Clerk
Hide Room and
Tax on Folio
Remarks

Credit Card
Information

Arrival Time

Forfeit Amount Guaranteed 6:00 PM Hold

The following fields are optional, and the affect they have is described in the table:

This field: Contains this information:

Hide Room and Tax on Select (click) this check box if you do not want the guest’s room/rate
Folio (check box) information to show on the folio.

Clerk The initials of the clerk who entered this information.

Credit Card Information The guest’s credit card number and expiration date.
(multiple fields)

Arrival Time The guest’s expected arrival time.

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This field: Contains this information:

Forfeit Amount If the reservation is guaranteed and you would like to charge a forfeit
amount other than one night’s room rental, enter the amount in the
Forfeit Amount field.
IMPORTANT: If you have Auto-charge no-shows selected (Settings >
Colors & Preferences) and a guaranteed reservation no-shows, a forfeit
amount (usually one night’s rental) is charged. This amount appears in
the Daily Financial Report with a /R after the guest’s name, and is sent to
Accounts Receivable for collection. It is the responsibility of the clerk or
manager to go into Accounts Receivable and post a payment for the
guest.

Guaranteed (check box) Click to select the “Guaranteed” check box if the reservation is
guaranteed.
Note: Reservations with valid credit card number are automatically
guaranteed.

6:00 PM Hold (check box) Click to select this check box if you are going to hold the room until 6:00
PM for a nonguaranteed reservation.

Remarks (button) Click this button to add guest remarks and marketing codes. See
Remarks for more information.

Click Continue to save the reservation.

Note: Check-Inn tracks the date that a reservation was made or cancelled and shows that date along
with the reservation number at the top of the reservation screen.

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RATE QUOTES

The Rate Quote feature enables you to view and print a rate quote or make a reservation.

For this feature to work properly, you must have previously set up rates.

After you generate a quote, you can print it or make a reservation from it.

One way to get a quote directly from the home screen is to point the mouse at a room of the desired
type, on the starting date for the reservation, right click the mouse, and select Get Quote from the
pop-up menu. This will take you directly to Getting a Quote from the Reservation Rates Screen.

Alternatively, you can go through the Reservations screen. To do this:

Click Reservations on the home screen.

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The Reservations screen is displayed.

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Use the calendar to select the reservation date.

Arrows like these: appear next to the current year when you
hover your mouse. Use the arrow keys to select a different year.

Click a date in the calendar

to select the starting date Use the arrows to the right
for the reservation. and left of the month/year to
select a new month.

Note: To select a date more than one year in the future, hover you mouse to the right of the year.
An up/down arrow is displayed. Use these arrows to select the year.

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The availability of each type of room for the day selected is displayed in the availability chart at the
bottom of the screen.

Double-click on the desired room type in the Room Availability Table (for example, QQNS).

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The Reservation Rates screen is displayed.

Getting a Quote from the Reservation Rates Screen

Date selected;
change if needed

Rate types

Click to select the appropriate room rate (for example, Rack, AAA, etc.).

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In the Rate Calculator section, use the drop-down list to select the correct rate duration for the
quote (Daily, Weekly, Monthly, or Package).

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Enter the total number of nights (weeks, months, or packages) the guest will be staying by typing
a new number or by using the arrows to increase or decrease the number.

Enter the number of adults and/or children in the corresponding fields.

The check-out date and total amount for the quote are displayed at the lower right.

Note: If you need to adjust the start date for the quote, click the down arrow and select a new date
from the calendar. Or click F5 to go back one day and F6 to go forward one day.

You can now print the reservation quote or check availability and make a reservation from the quote.

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If you want to do this: Then follow these step:

Print the reservation 1. Click Print Quote.
quote The Quote Information window is displayed.
Type the guest’s name in the Guest Name field.
Type your name in the Clerk Name field.
Enter any additional information you want to include in the quote in the
Additional Information field.
Click the “Include Charge Details in Quote” check box to include a
detailed breakdown of the quoted charges.
Click Print.
Check availability and Note: The Check Availability feature is disabled if the rates assigned to the
make a reservation from selected room type are not the same for every room of that type.
the quote
Click Check Availability.
Check-Inn checks the availability and selects a room if one is available. A
window is displayed, confirming the room type, check-in and check-out
dates, number of nights, and number of people, along with this message:
“Would you like to make a reservation?”
If no rooms are available, this message shows: “No rooms of this type are
available.”
Click Yes.
The Reservation screen is displayed.
Make a reservation as usual.

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SEARCH FOR A RESERVATION OR CANCELLATION

Click Reservations on the home screen.

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The Reservations screen is displayed.

Click Search.

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The Search Reservations window is displayed.

Enter any information that you have about the reservation.

For example: This may include the first and/or last name (part of it or all of it), the reservation
number, or other information (for example, a third-party confirmation number, email address, or
street name) that may have been entered while making a reservation for the guest.

Click Search.
This message is displayed: “Do you wish to restrict search dates?”

If you: Then do this:

Do want to restrict search dates Click Yes.
Enter start and end dates in the corresponding fields.

3. Click OK.
Do not want to restrict search dates Click No.

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If the reservation or cancellation is found, it is displayed on the screen.

Click Continue Search button to view the next matching reservation.

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GROUP BOOKING
Click Reservations from the home screen.

Begin your group booking with the first person (the group leader) and make a reservation as you
would normally. Include as much information as you can.
IMPORTANT: If you make an advance deposit on the first reservation, then use the Group
Booking feature, the deposit will be copied over to ALL of the new reservations. If you have credit
card processing turned on, this will not charge the credit card for the additional deposits. It is best
to wait until AFTER you have completed the group booking to add any advance deposits.

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Click Group Booking.

This message shows: “Do you wish to pick rooms?”

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If you: Then do this:

Want to pick the rooms Click Yes.
yourself or if you want rooms The Reservation Group Booking screen is displayed.
of different room types.

Click to select the rooms you want to reserve.

Note: You can select multiple rooms by holding down the Ctrl key
and clicking each room. You can also select a continuous range by
clicking the first room, holding down the Shift key, then clicking the
last room.
Click Select.

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If you: Then do this:

Do not want to pick the Click No.
rooms yourself The Group Reservation window is displayed.
Note: If you have Check-Inn
select the rooms for you, all
rooms selected will be the
same type but not
necessarily grouped
together.

Enter the number of additional rooms to include in the group

reservation (not counting the first reservation you just made).
Note: Check-Inn shows the number of additional rooms available
in the Maximum Available field.
Click Done.

Note: Check-Inn copies all guest and deposit information into the additional rooms. After completing
the group booking, if you wish to modify reservation information, you can do so by directly accessing
the new reservation(s) from the grid.

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GROUP FUNCTIONS

Print reservation confirmations or cancel group reservations

Click Reservations from the home screen.

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The Reservations screen is displayed.

In the calendar, double-click the date of the reservation.

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The Reservation Room Selection screen shows.

Select the rooms you would like to print a group confirmation for by holding down the Ctrl key (on
your keyboard) and clicking on the rooms. You can also select a range by clicking the first room,
holding down Shift, then clicking the last room in the range.
Click Group Functions.

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The Group Reservations window is displayed.

If you want to: Then do this:

Print an individual Click Print Selected Reservations.
confirmation for each room This message is displayed: “Do you wish to print all selected
reservations?”
Click Yes.
All confirmations are printed.

Print one confirmation for all Click Print Reservations AS GROUP.

selected reservations A print preview of the reservation is displayed.
Print or email as desired.
Cancel group reservations Click Cancel Selected Reservations.
This message is displayed: “Cancel all selected reservations?”
Click Yes.

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ENTER AN ADVANCE DEPOSIT

IMPORTANT: Enter a deposit only after you have actually collected a payment.

You can easily enter an advance deposit directly from the grid. See Enter an advance deposit for
more information.

Click Reservations from the home screen.

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The Reservations screen is displayed.

In the calendar, double-click the date of the reservation.

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The Reservation Room Selection screen shows.

Double-click the reservation for which you want to enter a deposit.

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The Reservation screen is displayed.

Click Enter Deposit.

Note: The guest’s name and room rate must be entered before you may enter a deposit.

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The Cash Register/Reservation screen for that guest is displayed.

In the Amount field, enter the amount of the deposit.

Click Select Payment Type.
The Payment Type window is displayed.

Select the type of payment you received.

Click Done.
Note: Do not enter amount under Extra Dep., as this is used for an extra charge in addition to the
advance deposit (for example, a security fee for damage to the room).

Click Continue.

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A print preview of the confirmation is displayed.

Print or email as needed.

Select a page range

If your property
has a signature
pad, you can
click Sign and
have the guest
sign using the
signature pad

Print one copy Print two copies Email Click Done

Click Done.

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PRINT A CONFIRMATION
You can easily print a confirmation directly from the grid. See Print a confirmation for more
information.

Click Reservations from the home screen.

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The Reservations screen is displayed.

In the calendar, double-click the date of the reservation.

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The Reservation Room Selection screen shows.

Double-click the reservation for which you want to print a confirmation.

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The Reservation screen is displayed.

Click Print Confirm.

A print preview of the confirmation is displayed.

Print or email as needed.

Select a page range

Print one copy Print two copies Email Click Done

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Click Done.

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VIEW A RESERVATION
You can easily view a reservation directly from the grid. See View a reservation.

Click Reservations from the home screen.

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The Reservations screen is displayed.

In the calendar, double-click the date of the reservation.

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The Reservation Room Selection screen shows.

Use the scroll bar or the Room Search field to select the reservation you are looking for.
Double-click the reservation to view details.

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CANCEL A RESERVATION
You can easily cancel a reservation directly from the home screen. See Cancel a reservation.

Along with cancelling the reservation from the Reservation screen, you can also:
 View a cancellation
 Restore a reservation
Click Reservations from the home screen.

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The Reservations screen is displayed.

In the calendar, double-click the date of the reservation.

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The Reservation Room Selection screen shows.

Double-click the reservation you want to cancel.

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The Reservation screen is displayed.

Click Cancel.
This message shows: “Cancel the reservation?”

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Click Yes.

If: Then:
A deposit has been made for This message is displayed: “A deposit of $##.## was made
the room mm/dd/yyyy to guarantee the room.”
Click OK.
Refund the deposit to the guest.
If you click ‘Continue’ without performing a refund procedure, a
message pops up asking if you want to refund the guest. Clicking
Yes will refund the deposit to cash.
There is a cancellation fee Enter the amount of the cancellation fee into the Cash Register
screen and click Cancel Fee.

A print preview of the cancellation notice is displayed.

Print or email as needed.

Select a page range

Print one copy Print two copies Email Click Done

Click Done.

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View a cancellation
Click Reservations from the home screen.

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The Reservations screen is displayed.

Select the original reservation date on the calendar, then click Cancellations.

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The Cancellation Room Selection screen is displayed.

Search for the cancellation by the room number, room type, or guest name.
Double-click the cancellation you want to view.

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Restore a reservation
Click Reservations from the home screen.

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The Reservations screen is displayed.

In the calendar, locate the arrival date.

Click Cancellations.

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The Cancellation Room Selection screen is displayed.

Double-click the reservation that you would like to restore.

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The Cancellation screen is displayed.

Click Restore.
This message shows: “Restore the Reservation?”

Click Yes.

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The header at the top of the screen now says “Reservation,” not “Cancellation.”

Click Continue.

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COPY A RESERVATION
Check-Inn allows you to copy guest information from the last reservation entered into the system. (If
the program has been turned off and restarted, the last reservation information is lost and you will not
be able to copy a reservation until after a new reservation has been entered.)

Click Reservations from the home screen.

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The Reservations screen is displayed.

In the calendar, double-click the date of the reservation.

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The Reservation Room Selection screen shows.

Double-click an available room from the list.

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The Quick Search Reservation screen is displayed (if this feature is enabled).

Click Done.

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The Reservation screen is displayed.

Click Copy Last.

This message shows: “Copy previous guest?”

Click Yes.
The information that was entered for the previous reservation is copied into this reservation.

Click Continue.

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USE THE ADVANCED SEARCH FEATURE

Use this feature to find more information about a guest’s past stay at your property.

 If you use the Quick Search feature and determine that a guest has stayed more than one
time, you can use the Advanced Search feature to get more information about each stay.

 If you want to search guest history, but the guest’s name is not pulling up any records, use the
Advanced Search feature. You can search by:

 First or last name

 Phone number
 Email address
 Physical address
 Company
 Credit card
 Any information included in the Remarks section

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Use the Advanced Search feature

Click Reservations from the home screen.

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The Reservations screen is displayed.

In the calendar, double-click the date of the reservation (the guest’s arrival date).

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The Reservation Room Selection screen shows.

Double-click an available room from the list.

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The Quick Search Reservation screen is displayed.

Click Advanced Search.

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The Search Guest History window is displayed.

Type the information you know about the customer into the related fields of the Search Guest
History window, and click Search.

If: Then this is displayed:

There are records that The guest history for that guest is displayed.
match your search criteria

There are no records that The Guest not found window is displayed.
match your search criteria

Click OK and search with different information.

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On the Guest History screen, you have several options.

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This button: Does this:

New Search Brings up the Search Guest History window so you can do a new search.

Continue Search Acts as a “Next” button, displaying the next record that matches your search
criteria.

Search Back Acts as a “Back” button. After you click Continue Search to view the next
matching record, you can click Search Back to go back to previous records.

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This button: Does this:

Select Populates the Reservation screen with this guest’s information.

Done Closes the window and returns you to the Quick Search Reservation screen.

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USE RESERVATION REPORTS

Reservation reports allow you to view reservations and cancellations that have been made and any
advance deposits that have been received.

There are seven reservation reports available on this screen:

 Daily Reservations
 Reservation Deposits
 All Reservations
 Daily Cancellations
 Forecasting
 Expired Reservations
 Reservations and Cancellations by Date Made

You can access the reports two different ways:

 Reports > Reservation Reports
 Reservations > Reports

See Reservation Reports for more information.

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EMV Credit Card Processing in Check-Inn

Innsoft has partnered with Zeamster to provide our clients with EMV processing capabilities. The
EMV features include:

 Ability to process EMV credit cards

 Accept “contactless” payment options like Apple Pay, Google Wallet, NFC transactions, etc.
 Print smaller sales receipts (S80 terminal only)
 Recharge/refund credit cards with ease
 Void transactions
 Pre-authorize up to 3 cards per guest or reservation
 Credit card information is no longer stored on your computer, making PCI compliance much
easier

What is EMV?
EMV is short for Europay, MasterCard, and Visa, the companies that developed the technology. It
uses a microchip embedded on the card face that offers more security for card-present transactions
than the magnetic stripe on the back.

System requirements
The EMV terminal requires a wired Ethernet connection to process cards and an electrical power outlet. The
Ethernet connection must be on the same network as the computer using Check-Inn. Wireless networks are
not compatible. You will receive the required setup equipment with your terminal shipment.

Setting up your terminal

See the setup guide included with your equipment.

Software setup

IMPORTANT: It is highly recommended that you call Innsoft Technical Support to

configure your Zeamster account information in the Check-Inn software. (In many
cases, Innsoft Technical Support may already have your setup information.) Innsoft
Technical Support can be reached at 503-643-8162, option 2, and is open Monday
through Friday from 7:00 AM to 4:00 PM (Pacific time).

Your terminal must be set up before proceeding to the next step below.

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You will need your Zeamster account information (user ID and API key) to be able to set up and
initialize your terminal(s).

Enter merchant account information

1. Click Settings, then Credit Card & Phone Limit.

The Credit Cards & Phone Limit screen is displayed.

2. Click the Processing Setup button.

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The Credit Card Processing screen is displayed.

3. Select Zeamster as your processor (gateway) from the Credit Card Processor drop-down list.
4. Enter the merchant setup information you received from Zeamster:
a. The User ID in the User ID field
b. The API Key in the API Key field
5. Click the Reinitialize Location & Terminals button. This will fill the Location and Terminal ID fields. If
these are not filled during this step, see EMV Troubleshooting at the end of the EMV chapter.
6. Multiple Locations or Terminal ID’s could appear. Select the location and terminal you wish to use by
clicking on the drop-down arrows.
7. Click Done.

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PRINTING OPTIONS
On the Credit Card Processing screen there are four printing options. These options determine when
and how many receipts should be printed after processing a credit card transaction or pre-authorizing
a credit card.

This printing option: Does this:

Print Pre-Auth Receipts Check-Inn will print a credit card authorization draft automatically when
a credit card is pre-authorized

Duplicate Pre-Auth Receipts Check-Inn will print separate customer and merchant receipts when a
credit card is pre-authorized

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Duplicate Sales Receipts Check-Inn will print separate customer and merchant receipts
automatically when a credit card sale is processed

Disable Auto Printing Turns off automatic printing for receipts

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PURGE OLD CARD INFO

IMPORTANT: It is highly recommended that you call Innsoft Technical Support before purging old
credit card information. Using this feature will purge credit card numbers from Guest History. Innsoft
Technical Support can be reached at 503-643-8162, option 2, and is open Monday through Friday
from 7:00 AM to 4:00 PM (Pacific time).

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PROCESSING CREDIT CARDS IN CHECK-INN

Pre-authorize a Card
Guests and Reservations can have up to 3 different pre-authorized credit cards. This can be
beneficial if you have guests that want to split the balance between two or three credit cards, or if you
have an Expedia reservation with an Expedia card on file and still want to be able to pre-authorize the
guest’s credit card for incidentals.

Note: Pre-Authorizations must usually be used within 30 days (or less, depending on the card
issuer).

You can start the pre-authorization process from the Reservation or Guest screen. In the reservation
screen you want to click on the Enter Deposit button. From the guest screen you will want to click on
the Cash Register button. (See images below.)

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Guest

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Reservation

A pre-authorization verifies that funds are available; it does not actually charge the card. It reserves
the requested amount and places a hold on the guest’s funds. Once you are in the Cash Register,
you can process a pre-authorization by clicking the Authorize Card button.

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Pre-authorization using the terminal

Innsoft suggests using the terminal to pre-authorize cards to help prevent credit card fraud.

1. Click the Authorize button to authorize a new credit card.

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2. Enter the amount you wish to pre-authorize, verify the correct terminal is selected, and click Terminal.

3. The program will display a confirmation screen to verify the amount. If the amount for the pre-
authorization is correct, click Yes. If the amount is incorrect, click No or <ESC> to start over.

4. The terminal will illuminate. Ask the guest to follow the prompts on the terminal. If the transaction
completes successfully, you will see an approval message followed by the approval code for the
transaction. If you receive an error message, see the EMV Troubleshooting section.

You can have up to 3 authorizations per guest record. To pre-authorize another card, just follow the
steps listed under Pre-Authorize a card. To return to the guest cash register, click the red X or press
<F10>.

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Pre-authorize a card on file

If you have a tokenized credit card on the guest or reservation screen, you can use the Card on File
button to pre-authorize a card. For more information regarding tokenization, see the Tokenization
section below.

1. Click Authorize to authorize a new credit card.

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2. Enter the amount you wish to pre-authorize and click Card on File.

3. The program will display a confirmation screen to verify the amount. If the amount for the pre-
authorization is correct, click Yes. If the amount is incorrect, click No.

Modify a Pre-Authorization
If you need to modify the amount of one of your pre-authorizations, you can do so by using the
Modify button found on the Credit Card Authorization screen.

Note: You can modify pre-authorizations only on Visa accounts.

1. Select the pre-authorization you wish to modify by clicking on the radio button.
2. Click the Modify button located at the bottom of the Credit Card Authorization screen. A screen will
prompt where you can enter in a new amount.
3. Enter in a new amount and click Modify.
4. The program will display a confirmation screen to verify the new amount. If the modified amount for the
pre-authorization is correct, click Yes. If the modified amount is incorrect, click No.

Once the modification is complete, you will see an approval with the approval code for the
transaction. If you receive an error message, see EMV Troubleshooting.

To return to the cash register screen, click the red X or press <F10>.

Void a pre-authorization
Voiding a pre-authorized transaction releases the hold on the guest’s funds. If you want to void a pre-
authorization you will first need to go to the Credit Card Authorization screen where the pre-
authorizations are listed.

1. Select the pre-authorization you wish to void and click Void at the bottom of the screen
2. You will be asked to confirm your request to void the transaction; click Yes. If you don’t want to void the
transaction, click No.

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Once the transaction successfully voids, you will see a success message. If you receive an error
message, see EMV Troubleshooting.

To return to the cash register screen, click the red X or press <F10>.

Print receipt for a pre-authorization

You can print a pre-authorization receipt at any time. This action does not change the current pre-
authorized transaction.

1. To print a pre-authorization receipt, go to the Credit Card Authorization screen.

2. Select the transaction you wish to print and click the Receipt button located at the bottom of the
screen.
3. A confirmation message will prompt to confirm your request to print the receipt. Click Yes to print the
receipt. If you don’t want to print the receipt, click No.

Pre-authorization receipts can be printed or emailed. To return to the cash register screen, click the
red X or press <F10>.

Charging a new credit card using a terminal

Innsoft strongly suggests that credit card transactions be processed through the terminal
using the EMV chip (rather than by swiping a card, or entering the number with the keypad).
This will help prevent in-person credit card fraud.

1. To charge a new credit card, go to the cash register screen.

2. Enter the charge in the amount field and press the Select Payment Type button.
3. From the drop-down list, select “Credit Card Sale” and click Done.

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After the charges and payments have been entered into the cash register, click Continue to go to the
Charge Credit Card screen.

To charge a new card using the terminal, select the “New Credit Card” tab.

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1. Select the terminal you want to send the transactions to and click Terminal.
2. The terminal will illuminate. Ask the guest to follow the prompts on the terminal.
3. Once the transaction successfully completes, you will see an approval message followed by the
approval code for the transaction. If you receive an error message, see EMV Troubleshooting.

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Recharging a card
You can recharge a previously charged credit card from the “Recharge Credit Card” tab.

To recharge a credit card:

1. Go to the cash register screen.

2. Enter the charge in the amount field and click Select Payment Type.
3. From the drop-down list, select “Credit Card Sale” and click Done.
4. After the charges and payments have been entered into the cash register, click Continue to view the
Charge Credit Card screen.
5. Click the “Recharge Credit Card” Tab

6. If the credit card sale is done through the guest or reservation cash register, the guest or confirmation
number will automatically populate in the Guest/Order # field. If you are using a stand-alone cash
register, the guest number will be 0.
7. To find past credit cards, first confirm that the guest number is correct, then click Search Sales. The
transactions displayed are previous credit card transactions that were done under the guest number

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entered in the “Guest/Order #” field. To find credit card transactions done under another guest, simply
enter their guest number and click Search Sales.
8. To recharge the card, select the correct credit card from the drop-down list and click Recharge Card.

9. A confirmation message will appear to confirm that you want to charge the amount to the selected card.
To confirm, click Yes. If you do not wish to charge the selected card, click No.
10. Once the transaction successfully completes, you will see an approved message. If you receive an
error message, see EMV Troubleshooting.

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Charging a token from the vault

Zeamster’s vault stores credit card tokens linked to guest numbers.

1. To charge a token, go to the guest or reservation cash register screen.

2. Enter the charge in the amount field and click Select Payment Type.
3. Select “Credit Card Sale” from the drop-down list and click Done.
4. After the charges and payments have been entered into the cash register, click Continue to view the
Charge Credit Card screen.
5. Click the “Recharge Credit Card” Tab
6. The guest number will automatically be entered in the Guest/Order # field. If you want to charge a token
from another guest number, simply modify the guest number before searching the vault.
7. Once the correct guest number is displayed, click Search Vault.

8. All tokens (credit cards) associated with that guest number will display in the drop-down list.
9. Select the card you wish to charge and click Recharge Card.

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10. A confirmation message will appear to confirm that you want to charge the amount to the select card.
To confirm, click Yes. If you do not wish to charge the selected card, click No.
11. Once the transaction successfully completes, you will see an approval message. If you receive an error
message, see EMV Troubleshooting.

Charging a pre-authorized card

1. To charge a pre-authorized card you must first pre-authorize a credit card. For details on how to pre-
authorize a new credit card please see Pre-Authorize a card.
2. Go to the guest or reservation cash register screen.
3. Enter the charge in the amount field and click Select Payment Type.
4. Select “Credit Card Sale” from the drop-down list and click Done.
5. After the charges and payments have been entered into the cash register, click Continue to view the
Charge Credit Card screen.

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6. If the guest or reservation has a pre-authorization, the program will default to the “Preauthorizations”
tab on the Charge Credit Card screen. If the guest does not have a pre-authorized card, the
“Preauthorizations" tab will not show. Select the pre-authorization you wish to use by clicking the radio
button.
7. Click Charge to process the transaction.

Note: If you charge the same amount or less than the amount pre-authorized, it will charge the card
the sale amount entered and any extra amount pre-authorized will be released.

8. A confirmation message will appear to confirm that you want to charge the amount to the select card.
To confirm press Yes; if you do not wish to charge the selected card, click No.
9. Once the transaction successfully completes, you will see an approval message. If you receive an error
message, see EMV Troubleshooting.

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Charging a card on file

1. To charge a card on file, you must first have a tokenized credit card on either the guest or reservation
info screen. For more information, see Tokenization.
2. Go to the guest or reservation cash register screen.
3. Enter the charge in the amount field and click Select Payment Type.
4. Select “Credit Card Sale” from the drop-down list and click Done.
5. After the charges and payments have been entered into the cash register, click Continue to view the
Charge Credit Card screen.
6. Click on the “Card on File” tab (if no credit card is on file, this tab will not show).

7. The card on file tab will display the first six and last four digits of the tokenizied card on file.
8. Click Charge to charge the amount to the card on file.
9. A confirmation message will appear to confirm that you want to charge the amount to the selected card.
To confirm, click Yes. If you do not wish to charge the selected card, click No.

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10. Once the transaction successfully completes, you will see an approval message. If you receive an error
message, see EMV Troubleshooting.

Manually authorize a credit card

Note: Innsoft suggests using the terminal to authorize a credit card whenever possible.

1. To manually authorize a card, go to the cash register screen.

2. Enter the charge in the amount field and click Select Payment Type.
3. Select “Credit Card Sale” from the drop-down list and click Done.
4. After the charges and payments have been entered into the cash register, click Continue to view the
Charge Credit Card screen.
5. Click on the “Manual Autorization” tab.

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6. Type the credit card number and the expiration date in the corresponding fields. Note: CVV number is
optional and is not required to process the credit card.
7. Click Authorize to process the card.
8. A confirmation message will appear to confirm that you want to charge the amount to the card. To
confirm, click Yes. If you do not wish to charge the selected card, click No.
9. Once the transaction successfully completes, you will see an approval message. If you receive an error
message, see EMV - Troubleshooting.

Manually charging a credit card with phone approval

Manually charging a credit card with phone approval should only be used to force transactions into
the batch (for example, if you have lost internet connectivity). You will need to call the credit card
phone authorization center to get an authorization code.

1. To manually authorize a card with a phone approval, go to the cash register screen.
2. Enter the charge in the amount field and click Select Payment Type.
3. Select “Credit Card Sale” from the drop-down list and click Done.
4. After the charges and payments have been entered into the cash register, click Continue to view the
Charge Credit Card screen.

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5. Click on the “Manual Authorization” tab.

6. Click on the drop-down list and select Manually Authorize Card with Phone Approval.
7. Type the credit card number and expiration date in the corresponding fields.
8. Input the authorization code retrieved from the credit card phone authorization center into the
Authorization code field.
9. Click Force to force the transaction into the batch.
Note: You may need to contact Zeamster support at 855-932-6783 to enable this feature.
10. A confirmation message will ask if you want to charge the amount to the card. To confirm click Yes. If
you do not wish to charge the selected card, click No.
11. Once the transaction successfully completes, you will see an approval message. If you receive an error
message, see EMV Troubleshooting.

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Refunding a credit card

1. To refund a credit card simply go to the cash register screen and enter a negative charge amount in the
amounts field (for example, -108.30).
2. Press the Select Payment Type button then select “Credit Card Sale” from the drop-down list.

3. After the refund has been entered into the cash register, click Continue to view the Charge Credit Card
screen.
4. Verify on the Charge Credit Card screen that it says “REFUND” and the amount in the top left corner.
5. Use the tabs on the “Charge Credit Card” screen to select whether to refund to a new card, an existing
card, or a card on file.
6. If you choose to refund to a new card, select the correct terminal and click the Terminal button. The
terminal will ask you to insert or swipe the card, and will apply the refund.
7. If you select to refund to a card on file or an existing (tokenized) card, a confirmation message will ask
you to confirm that you want to refund the amount to the selected card. To confirm, click Yes. If you do
not wish to refund to the selected card, click No.
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8. Once the refund successfully completes, you will see an approval message. If you receive an error
message, see EMV Troubleshooting.

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TOKENIZATION
Check-Inn powered by Zeamster has the ability to “tokenize” credit card numbers. This means the
program will not be transmitting or storing credit card numbers while requesting approvals. After you
enter the credit card number into Check-Inn, the program will request a “token” from Zeamster. The
token is a 24 digit code (letters and numbers) that a property can use to charge, refund, authorize,
and void transactions, without storing or transmitting the actual credit card number.

Tokenizing a credit card in Check-Inn

Tokenizing a card in Check-Inn is simple:
1. Enter the guest’s credit card on the guest or reservation screen.
2. Once complete, click “Continue.” You may see a brief message that reads “Creating Credit Card
Token.” If you are checking a guest in, you will need to complete the Check-In process before the card
is tokenized.
3. That’s it. The card has now been tokenized. To view the token go back into the guest info screen.
Moving forward every transaction for this guest can use that token.

Note: You can manually tokenize a card by clicking on the card type found on the guest or reservation
screen (next to the expiration date field).

Viewing or updating an existing token

Viewing or updating a token in Check-Inn allows you to see and possibly update some of the details
for an existing token. The name, expiration date, and the guest number with which the token is
associated can be updated on an existing token without the need to reenter the credit card.

To view an existing token:

Click on Token on the guest or reservation screen. Check-Inn will display the details of the token
which include the first six and last four digits of the card number, card type, expiration date, and name
on card. Name on card will be pulled automatically from the guest screen.

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To update an existing token:

1. On the guest or reservation screen change the name on file or card expiration date.

2. Click Token.
3. To update the token, click Update.
4. You may briefly see a “Please Wait” message, then Check-Inn will display a box asking you to confirm
the changes. If you wish to update the name, expiration date, and guest number click Yes. If you
decide not to update the token, click No.

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Creating and storing multiple tokens for one guest

Check-Inn can store and display up to ten tokens per guest. There are multiple ways to tokenize or
store credit card tokens in Check-Inn. Below is the quickest way to add multiple credit card tokens to
the guest.

1. On the guest screen erase the current token.

2. Type in the new credit card number and expiration date.
3. Click on the card type to the right of the expiration date.
4. When you are asked “Do you wish to create a credit card token?” click Yes.
5. After a brief “Please Wait” message, you should see the new token in the Card # field.

To add more tokens, repeat these steps.

Using stored tokens

Tokens can be used to recharge or refund a previously tokenized credit card. To use a token:

1. Double click on a guest that you would like to charge or refund.

2. Click Cash Register.
3. Type in an amount to charge or refund to the card.
4. Click Select Payment Type, select “Credit Card Sale” from the drop-down list, and click Done.
5. If the balance is correct, press Continue at the bottom of the Cash Register screen.
6. You will notice there are 4 options at the top of the new window. Select Recharge Credit Card.
7. On the Recharge Credit Card screen, ensure the Guest Number is correct and click Search Vault.
8. Any tokens (up to 10) that were created for this guest will be displayed in the drop-down list.
9. Select the card you want to Recharge or Refund from the drop-down list and click Recharge Card.
10. Check-Inn will ask you to confirm the amount to recharge or refund to the card. If this amount is correct,
click Yes.

Check-Inn will show the response from Zeamster, usually an approval code or a decline message. If
you receive an error message, see EMV Troubleshooting.

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EMV TROUBLESHOOTING
Below is a list of errors that could potentially occur with some troubleshooting tips. If problems persist,
call Innsoft Technical Support for assistance. Innsoft Technical Support can be reached at 503-643-
8162, option 2, and is open Monday through Friday from 7:00 AM to 4:00 PM (Pacific time).

This error message shows when there is a delay inserting a credit card into the terminal. Resend the
transaction to the terminal and insert the credit card more promptly.

This error message shows when the terminal cannot be contacted. Check your internet connection
and/or the power and Ethernet connections on the terminal. Reset your terminal if the issue persists.

This message shows when a credit card is declined. Typically, this appears when the card does not
have sufficient funds. Try the card again, or use a different credit card (be sure to use the terminal to
process the card whenever possible).

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This message can show if the Internet connection was lost before or during a credit card transaction.
Check your connection and retry the transaction.

This can show if the Internet connection was lost during a transaction. If you receive this message do
not try to process the transaction again. First verify your internet connection then check the batch
screen to see if the card was processed. If you do not see the transaction in the latest batch, then
retry.

This message will show if you try to download credit card transactions from the batch screen without
an Internet connection, or if there is an issue with your Zeamster setup.

This message will show if the card had a bad swipe when using the terminal. Resend the transaction
to the terminal and re-swipe the credit card. (Use the EMV chip instead of swiping whenever
possible.)

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This message can show when trying to process a card. Check your connection and retry the
transaction. Call Innsoft Technical Support if this error message occurs often.

This message can show if you try to process a single credit card for the same amount multiple times.
If the second transaction is intentional, change the amount by 1 cent.

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Reports
You may view and/or print reports, close your shift, search guest history, manage emails, search for
guest signatures, and create mailing labels from this menu:

 Daily Financial Report

 Monthly Financial Report
 Yearly Financial Report
 Reservation Reports
 Housekeeping Report
 Occupancy Report
 Shift Reports
 Guest Tracking Reports
 Phone House Account Reports
 Phone Miscellaneous Report
 Point Of Sale & Movie Logs
 Guest Reports

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THE DAILY FINANCIAL REPORT

The Daily Financial Report contains all of the financial information for a 24-hour period, based on the
close-out time that is set in the Check-In/Out Times screen. You may view reports for one day or
several days.

For more information about this report, see About the Daily Financial Report

Click Reports on the home screen.

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The Reports screen is displayed.

Click Daily Financial Report.

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The Daily Report window is displayed.

Enter the start date and end date for the report by typing the date or by clicking the down arrow
and selecting a date from the calendar.

Click the Report Option drop-down list and select the format for the reports (Detailed – Room
Order, Detailed – Entry Type Order, or Summary).
Click OK to generate the report.
Check-Inn creates a Daily Financial Report for each day in the date range you selected.

A “Please wait” message is displayed to notify you that the report is being created.

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A print preview of the Daily Financial Report is displayed.

Print, email, or export the report as needed.

Note: For information on exporting the report, see Exporting reports to Quicken or QuickBooks.

Select a page range

Export

Print one copy Print two copies Email Click Done

Click Done.

About the Daily Financial Report

The property name, address, page number, and date are printed at the top of each page of the Daily
Financial Report.

The Daily Financial Report is divided into several sections.

The guest information section of the Daily Financial Report contains the information on charges and
payments for each guest for the date specified. This table does not appear on a summary report. This
table contains the following information:

This column: Contains:

Guest’s Name Guest’s last and first name, and guest number
Guest’s status (advance deposit, stay-over, etc.) There is a legend
for the status under the guest information section

Room No. Guest’s room number

Balance Due Yesterday Guest’s balance before today’s charges and payments

Room Rental Daily room rate (not including taxes)

Telephone Any phone charges entered for the day

Misc. A total of all miscellaneous/incidental charges for the day

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This column: Contains:

Tax All taxes charged to the room for the day. Including:
Room tax
Telephone tax
Taxes charged for miscellaneous items
Total Charges A total of all the charges for the room for the day

Cash The amount collected in cash or check for the room

Credit Card The credit card symbol (for example, VM = Visa/MasterCard) and the
amount paid using a credit card

Accts. Rec. Billing The total sent to Accounts Receivable for the room on the day

Total Amount The total paid by the guest for the day

Balance Due Today The new balance after adding today’s charges and subtracting
today’s payments

The remaining sections of the Daily Financial Report are described below:

This section: Contains this information:

Miscellaneous Breakdown A breakdown by category of the total miscellaneous charges for the
day. The categories are set in Settings > Tax & Sales Categories

Occupancy Summary The total rooms occupied, the occupancy rate, and the average
daily rate for the day
A month-to-date summary is also displayed (occupancy for days
from the beginning of the month to the date of the report)
If you have Conference Rooms set to “ON” in Settings, you will find
separate calculations for those rooms
Note: Rooms rented using weekly, monthly, or package rates of two or
more nights do not affect the occupancy rate or the average daily rate

Tax Exempt Summary A breakdown of all tax-exempt room rental charges

A breakdown for each tax type, for the exemptions set in Modify
Taxes (Settings > Tax & Sales Categories > Modify)
A month-to-date summary is also displayed (tax exemptions from
the beginning of the month to the date of the report)

Cash Register Charges A detailed breakdown of all charges made in the stand-alone cash
register for the day

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This section: Contains this information:

Cash Register Payments A breakdown of all payments made in the stand-alone cash register
for the day

Cash Register Taxes A breakdown of all taxes charged in the stand-alone cash register
for the day

Summary Tax Breakdown A breakdown of taxes paid by tax type

Billings Report Accounts Receivable billings made and paid, and the day’s net

Advance Deposit Report The previous deposit balance, the amount of deposits made, the
deposits used, and the new deposit balance for the current day and
the current month to the date of the report. Below these balances,
the number of new deposits made, deposits used, and no-shows
are recorded
If the audit entries for the day do not match the total deposits
recorded in the advance deposit section of the report, a warning
flag appears below the advance deposit section. The warning
indicates whether the audit activity is over or short when compared
to the deposit activity recorded in the advance deposit section

Summary Summarizes charges, taxes, payments, and balances for the day and
month-to-date (from the beginning of the month to the date of report).
The balance can be found by using the following calculation:
Beginning Balance + Total Charges + (Advance Deposits Made –
Advance Deposits Used) – Total Payments = Ending Balance

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This section: Contains this information:

Accounts Receivable Contains a breakdown of the credit card and billing activity for the day.
Summary
The "Balance Yesterday" column contains the amount owed as of
yesterday, by credit card type and billing amount (Accounts
Receivable). If this is a positive number, this amount is owed to
the property. If this number is a negative number, the property
owes this amount
The "Today's Charges" column is the total charges for the day
The "Discount" column gives the amount each credit card company
is taking as a processing fee
The "Today's Net" column is the actual amount that should be
received from the credit card company
If the credit card is directly deposited into your account, "Payments
Received" will equal "Today's Net," otherwise the “Payments
Received” column is the amount entered in the Credit Card Audit
screen
“Payments Received” for Billing is the total amount of payments
posted in Accounts Receivable
"Audit Adjustment" is the total adjustments done for the day, both in
Accounts Receivable and in the Credit Card Audit screen.
The "Balance" column is the new balance after all charges and
payments have been applied

Total Cash Received All cash received, for both the day’s business and cash payments
applied to Accounts Receivable
Note: The Total Cash received only shows if you have made a cash
transaction in Accounts Receivable (A/R). This amount will show the
total of ALL cash payments for the day – this includes A/R, the Guest
Screen Cash Register and the Stand-Alone Cash Register

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THE MONTHLY FINANCIAL REPORT

The Monthly Financial Report contains all of the financial information for a month. You may view
reports for one month or several months.

For more information, see About the Monthly Financial Report and Exporting reports to Quicken or
QuickBooks.

Click Reports on the home screen.

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The Reports screen is displayed.

Click Monthly Financial Report.

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The Monthly Report window is displayed.

Enter the start date and end date for the reports by typing in the date (month and year) or by
clicking the arrows to increase or decrease the month and year.

Use the Report Option drop-down list to select the format for the report (Detailed, Summary,
Detailed – Compare, or Summary – Compare).
Note: Choose Detailed – Compare or Summary – Compare to compare last year’s totals with this
year’s totals.

Click OK to generate the report.

Check-Inn creates a Monthly Report for each month in the date range you selected.

Print, email, or export the report as needed.

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Note: For information on exporting the report, see Exporting reports to Quicken or QuickBooks.

Select a page range

Export

Print one copy Print two copies Email Click Done

Click Done.

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About the Monthly Financial Report

The Monthly Financial Report is divided into several sections.

The first section of the Monthly Financial Report contains the information on charges and payments
for each day of the month specified.

This column: Contains:

Balance (Due Yesterday) The ending balance for the previous day

Room Rental Total room revenue that day (before taxes)

Telephone Phone charges entered that day

Misc. A total of all miscellaneous charges that day

Tax All taxes charged to rooms that day, including:

Room tax
Telephone tax
Taxes charged for miscellaneous items
Total Charges Total of all the charges for rooms that day

Cash The amount collected in cash and checks that day

Credit Card The amount paid using a credit card that day

Accts. Rec. Billing The total amount sent to Accounts Receivable that day

Total Amount The total amount paid that day

Balance The new balance after adding that day’s charges and subtracting
that day’s payments

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The remaining sections of the Monthly Financial Report are described below:

This section: Contains this information:

Miscellaneous Breakdown A breakdown by category of the total miscellaneous charges for
the selected month. The categories are set in Settings > Tax &
Sales Categories

Occupancy Summary The number of days and total rooms occupied, the occupancy
rate, and the average daily rate for the selected month
If you have Conference Rooms set to “ON” in Settings, you will
find separate calculations for those rooms
Note: Rooms rented using weekly, monthly, or package rates of 2 or
more nights do not affect the occupancy rate or the average daily rate

Rooms Rented A breakdown of the number of rooms rented per day during that
month

Tax Exempt Summary A breakdown of all tax-exempt room rental charges

A breakdown for each tax type, for the exemptions set in Modify
Taxes (Settings > Tax & Sales Categories > Modify)

Summary Tax Breakdown The amount of tax paid that month for each category of taxes (for
example, lodging, sales, etc.)

Billings Report Accounts Receivable billings made and paid, and the month’s net

Advance Deposit Report The previous deposit balance, the amount of deposits made, the
deposits used, and the new deposit balance for the selected
month. Below these balances, the number of new deposits made,
deposits used, and no-shows are recorded
If the audit entries for the month do not match the total deposits
recorded in the advance deposit section of the report, a warning
flag appears below the advance deposit section. The warning
indicates whether the audit activity is over or short when
compared to the deposit activity recorded in the advance deposit
section

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This section: Contains this information:

Summary This section summarizes the charges, taxes, payments, and balances
for the month and the year to date (from the beginning of the year to
the date of report).
The balance can be found by using the following calculation:
Beginning Balance + Total Charges + (Advance Deposits Made –
Advance Deposits Used) – Total Payments = Ending Balance
The summary also includes a Year to Date (YTD) summary line.
These numbers represent the totals to date starting from January 1st
of the year you are running the report for.
If you run a report by Detail or Summary Comparison, you will see a
section that shows last year’s numbers, with both dollar amount
differences and percentage differences.

Accounts Receivable This section contains a breakdown of the credit card and billing
Summary activity for the selected month.
The "Previous Balance" column contains the amount owed, as of
the end of last month, by credit card type and Accounts
Receivable. If this is a positive number, this amount is owed to the
property. If this is a negative number, the property owes this
amount
The "Total Charges" column is the total charges for the month
The "Discount" column gives the amount each credit card
company is taking as a processing fee
The "Total Net" column is the actual amount that should be
received from the credit card company
If the credit card is directly deposited into your account, "Total
Payments" will equal "Total Net." Otherwise the “Total Payments”
column is the amount entered in the Credit Card Audit screen
"Total Adjustment" is the total adjustments done for the month,
both in Accounts Receivable and in the Credit Card Audit screen
The "Balance" column is the new balance after all charges and
payments have been applied

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This section: Contains this information:

Total Cash Collected All cash received, for both the month’s business and cash
payments applied to Accounts Receivable
Note: The Total Cash Collected only shows if you have made a cash
transaction in Accounts Receivable (A/R) during the month. This
amount will show the total of all cash payments for the month,
including A/R, the Guest Screen Cash Register and the stand-alone
Cash Register.

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THE YEARLY FINANCIAL REPORT

The Yearly Financial Report contains all of the financial information for a year. You may view reports
for one year or more years.

For more information, see About the Yearly Financial Report, and Exporting reports to Quicken or
QuickBooks.

Click Reports on the home screen.

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The Reports screen is displayed.

Click Yearly Financial Report.

The Yearly Report window is displayed.

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Enter the start and end years for the report by typing in the year or by clicking the arrows to
increase or decrease the year.

Use the Report Option drop-down list to select the format for the reports (Detailed, Summary,
Detailed – Compare, or Summary – Compare).
Note: Choose Detailed – Compare or Summary – Compare to compare totals from one year to
the next.

Click OK to generate the report.

Check-Inn creates a Yearly Report for each year in the date range you selected.

Print, email, or export the report as needed.

Note: For information on exporting the report, see Exporting reports to Quicken or QuickBooks.
Select a page range

Export

Print one copy Print two copies Email Click Done

Click Done.

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About the Yearly Financial Report

The Yearly Financial Report is divided into several sections.

The first section of the Yearly Financial Report contains the information on charges and payments for
each month of the year specified.

This column: Contains:

Balance (due last month) The ending balance for the previous month

Room Rental Total room revenue that month (before taxes)

Telephone Phone charges entered that month

Misc. A total of all miscellaneous charges that month

Tax All taxes charged to rooms that month, including:

Room tax
Telephone tax
Taxes charged for miscellaneous items
Total Charges Total of all the charges for rooms that month

Cash The amount collected in cash and checks that month

Credit Card The amount paid using a credit card that month

Accts. Rec. Billing The total amount sent to Accounts Receivable that month

Total Amount The total amount paid that month

Balance The new balance after adding that month’s charges and
subtracting that month’s payments

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The remaining sections of the Yearly Financial Report are described below:

This section: Contains this information:

Miscellaneous Breakdown A breakdown by category of the total miscellaneous charges for
the selected year. The categories are set in Settings > Tax &
Sales Categories

Occupancy Summary The number of days and total rooms occupied, the occupancy
rate, and the average daily rate for the selected year
If you have Conference Rooms set to “ON” in Settings, you will
find separate calculations for those rooms
Note: Rooms rented using weekly, monthly, or package rates of 2 or
more nights do not affect the occupancy rate or the average daily rate

Tax Exempt Summary A breakdown of all tax-exempt room rental charges

A breakdown for each tax type, for the exemptions set in Modify
Taxes (Settings > Tax & Sales Categories > Modify)

Summary Tax Breakdown The amount of tax paid that year for each category of taxes (for
example, lodging, sales, etc.)

Billings Report Accounts Receivable billings made and paid, and the month’s net

Advance Deposit Report The previous deposit balance, the amount of deposits made, the
deposits used, and the new deposit balance for the selected year.
Below these balances, the number of new deposits made,
deposits used, and no-shows are recorded
If the audit entries for the year do not match the total deposits
recorded in the advance deposit section of the report, a warning
flag appears below the advance deposit section. The warning
indicates whether the audit activity is over or short when
compared to the deposit activity recorded in the advance deposit
section

Summary This section summarizes the charges, taxes, payments, and balances
for the year.
The balance can be found by using the following calculation:
Beginning Balance + Total Charges + (Advance Deposits Made –
Advance Deposits Used) – Total Payments = Ending Balance
If you run a report by Detail or Summary Comparison, you will see a
section that shows last year’s numbers, with both dollar amount
differences and percentage differences.

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This section: Contains this information:

Accounts Receivable This section contains a breakdown of the credit card and billing
Summary activity for the selected year.
The "Previous Balance" column contains the amount owed, as of
the end of last year, by credit card type and Accounts Receivable.
If this is a positive number, this amount is owed to the property. If
this is a negative number, the property owes this amount
The "Total Charges" column is the total charges for the year
The "Discount" column gives the amount each credit card
company is taking as a processing fee
The "Total Net" column is the actual amount that should be
received from the credit card company
If the credit card is directly deposited into your account, "Total
Payments" will equal "Total Net." Otherwise the “Total Payments”
column is the amount entered in the Credit Card Audit screen
"Total Adjustment" is the total adjustments done for the year, both
in Accounts Receivable and in the Credit Card Audit screen
The "Balance" column is the new balance after all charges and
payments have been applied

Total Cash Collected All cash received, for both the year’s business and cash payments
applied to Accounts Receivable
Note: The Total Cash Collected only shows if you have made a cash
transaction in Accounts Receivable (A/R) during the year. This
amount will show the total of all cash payments for the year, including
A/R, the Guest Screen Cash Register and the stand-alone Cash
Register.

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RESERVATION REPORTS
Reservation reports allow you to view reservations and cancellations that have been made and any
advance deposits that have been received.

You can also access these reports from Reservations > Reports.

There are seven reservation reports available on this screen:

 Daily Reservations
 Reservation Deposits
 All Reservations
 Daily Cancellations
 Forecasting
 Expired Reservations
 Reservations and Cancellations by Date Made

Click Reports from the home screen.

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The Reports Screen is displayed.

Click Reservation Reports.

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The Reservation Reports screen is displayed.

Click the name of the report you want.

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To view this report: Follow these steps:

Daily Reservations The Daily Reservations Report lists all reservations for a specific day or
days. The information provided in the report includes the guest name,
room number, confirmation number, room rate, numbers of adults,
children, and pets, deposit amount, arrival time, guaranteed status,
hold to time (if any), number of nights, and remarks.
Click Daily Reservations.
The Daily Reservation Report window is displayed.

Enter the start date and end date for the report by typing in the date
or by clicking on the down arrow and selecting a date from the
calendar.
Select the layout of the report from the List Room by drop-down list.
Room: Lists the reservations by room number
Name: Lists the reservations by guest name
Click OK to view or print the report.
Reservation Deposits The Reservation Deposits Report lists the advance deposits that you
have already received for each reservation made. The report also
includes the total amount of cash or credit card payments that you have
received, the guest name, room number, confirmation number, room
rate, numbers of adults, children, and pets, deposit amount, arrival time,
guaranteed status, hold to time (if any), number of nights, and remarks.
Click Reservation Deposits to view and print the report.

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To view this report: Follow these steps:

All Reservations The All Reservations Report is a listing of all future reservations that you
currently have in the system for future dates. The information provided in
the report includes the guest name, room number, confirmation number,
room rate, numbers of adults, children, and pets, deposit amount, arrival
time, guaranteed status, hold to time (if any), number of nights, and
remarks.
Click All Reservations to view and print the report.

Daily Cancellations The Daily Cancellations Report is a listing of cancellations for a certain
day or days. The information provided in the report includes the guest’s
name, room number, cancellation number, room rate, numbers of adults,
children, and pets, deposit amount, arrival time, guaranteed status, hold
to time (if any), number of nights, and remarks.
Click Daily Cancellations.
The Cancellation Report window is displayed.

Enter the start date and end date for the report by typing in the date
or by clicking on the down arrow and selecting a date from the
calendar.
Select the layout of the report from the List Room by drop-down list.
Room: Lists the reservations by room number
Name: Lists the reservations by guest name
Click OK to view or print the report.

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To view this report: Follow these steps:

Forecasting The Forecasting Report allows you to view occupancy statistics for a
future date or date range. It gives a summary breakdown with the
number of days, total room rental, total rooms occupied, total
reservations made, percent occupied, and average daily rate.
There are three options for the report:
 Totals by Date: shows a breakdown with information for each day
in the range (covering all rooms in the property)
 Summary by Room Type: shows a breakdown for each of your
room types (covering the entire range of dates)
 Room Types by Day: shows a breakdown for each of your room
types, with a page for each day in the range
To view a Forecasting Report:
Click Forecasting Report.
The Forecast Report window is displayed.

Enter the start date and end date for the report by typing in the date
or by clicking on the down arrow and selecting a date from the
calendar, then select the report option from the drop-down list.
Click OK to view and print the report.

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To view this report: Follow these steps:

Expired Reservations Note: Check-Inn does not automatically cancel reservations with
delinquent deposits.
The Expired Reservations Report lists the reservations that have not yet
sent their advance deposit. The information provided on the report
includes the guest’s name, room number, confirmation number, room
rate, numbers of adults, children, and pets, deposit amount, arrival time,
guaranteed status, hold to time (if any), number of nights, and remarks.
Click Expired Reservations.
The Expired Reservation Report window is displayed.

Use the drop-down list to select the number of days a reservation

must be held without a deposit before it is considered expired.
Click OK to view and print the report.

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To view this report: Follow these steps:

Reservations (Date Made) The Reservations and Cancellations by Date Made Report lists
reservations and cancellations by the date they were made or cancelled.
The information provided on the report includes the guest name, room
number, confirmation number, room rate, numbers of adults, children,
and pets, deposit amount, arrival time, guaranteed status, hold to time (if
any), number of nights, and remarks. Below each reservation, a separate
line tells you the type of room, when the reservation was made or
cancelled, and the arrival date.
Click Reservations (Date Made).
The Reservations/Cancellations by Date Made window is displayed.

Enter the start date and end date for the report by typing in the date
or by clicking on the down arrow and selecting a date from the
calendar.
Click OK to view or print this report.

A print preview of the selected report is displayed.

Print or email as needed.

Select a page range

Print one copy Print two copies Email Click Done

Click Done.
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HOUSEKEEPING REPORT
The Housekeeping Report shows the rooms that need cleaning. If the room is empty and dirty, the
room will be listed as <DIRTY>, otherwise it will show the guest's name and guest identification. If the
guest is a stay-over it will display the guest's name with "S/O."

Check-Inn has the ability to change a room’s status remotely; however, you need Innsoft’s Call-Inn
software for this to work. Contact Innsoft Sales during normal business hours for more information
(800-950-8995).

Note: Including guest names in the Housekeeping Report is optional. You can change this setting in
Settings > Colors & Preferences.

Click Reports on the home screen.

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The Reports screen is displayed.

Click Housekeeping Report.

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The Housekeeping Report window is displayed.

If you want to control the rooms assigned to each housekeeper, click Change Housekeeping
Report Room Order.

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The Housekeeping Order Editor screen is displayed.

Set the order that rooms are displayed on the Housekeeping Report:
 List your rooms, each on its own line, down the left side of the screen. A blank line between
rooms indicates where one housekeeper’s list ends and the next housekeeper’s list begins.
 Click Save & Exit.

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The Housekeeping Report window is displayed.

If you select “Separate printed

reports for each housekeeper,”
indicate the number of
housekeepers in the Number of
Housekeepers field.

Click check boxes to customize your report:

 Select whether you would like to have even- and odd-numbered rooms separated in the report.
 Select whether you would like to have clean rooms included in the report.
 Select whether you would like to have a separate report printed for each housekeeper.
Note: If you select this option, indicate the number of housekeepers in the Number of
Housekeepers field.

Click Create Report.

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A print preview of the Housekeeping Report is displayed.

Print or email as needed.

Select a page range

Print one copy Print two copies Email Click Done

Click Done.
When you exit the Housekeeping Report, this message is displayed: “Clear Housekeeping?”

 Click Yes to clear the Housekeeping Report. All rooms will be marked clean and the
Housekeeping Report will be empty until the next day.
 Click No to exit without clearing the report.

Note: Do not change rooms to clean after your check-in time, or they may be missed on the next
day’s housekeeping report.

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OCCUPANCY REPORT
The Occupancy Report gives a room-by-room report and a summary of your occupancy rates for the
date range specified.

The Occupancy Report contains:

 The total number of days in the date range
 The total room rental
 The total number of guests
 The total rooms occupied
 The percentage of rooms occupied*
 The average daily rate (both by occupied rooms and by number of guests)*
 The average daily rate per guest*
* Rooms rented using weekly, monthly, or package rates of two nights or more do not affect the
percentage occupied, the average daily rate, or the average daily rate per guest.

There are two options for the report:

 Totals by Date: shows a breakdown with information for each day in the range (covering all
rooms in the property)
 Summary by Room Type: shows a breakdown for each of your room types (covering the
entire range of dates)

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Click Reports on the home screen.

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The Reports screen is displayed.

Click Occupancy Report.

The Occupancy Report window is displayed.

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Enter the start and end dates of the date range by typing the date or by clicking the down arrow
and selecting a date from the calendar, then selecting the report option from the drop-down list.
Click OK to generate the report.
A print preview of the Occupancy Report is displayed.

Print or email as needed.

Select a page range

Print one copy Print two copies Email Click Done

Click Done.

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SHIFT REPORTS
There are three types of Shift Reports:
 Standard Shift Report
 Manager Shift Report
 Advanced Shift Report

Standard Shift Report

The Shift Report shows all transactions made since the last report was cleared. It reflects the exact
time, screen, room, and amount of each transaction as they happen.

If you are using Advanced Passwords, information shown on the Standard Shift report can be
modified in the Advanced Shift Report feature, under Report Options, but in this case you will find the
Advanced Shift Report more informative.

If you are using Basic Passwords, Shift Reports do not reflect changes that are made in the Audit or
Edit screens unless the “Record and Report Audit Changes” switch is turned on in Settings > Colors
& Preferences. These limitations don’t hold if you are using Advanced Passwords (instead of Basic
Passwords).

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Click Reports on the home screen.

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The Reports screen is displayed.

Click Shift Reports.

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The Shift Reports window is displayed.

Click Standard Shift Report.

A second Shift Reports window is displayed.

In the Clerk1 and Clerk 2 fields, enter the names of the clerks on this shift (optional).
Note: Entering names in these fields shows the names of the clerks on the report, but does not
break down transactions by the clerk names entered. You may leave these fields blank.

If you have purchased the network version of the software, you may select to print the Shift
Reports for all terminals combined, or you may print the Shift Reports individually for each
computer terminal.

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Click the Transactions drop-down list and select the type of Shift Report format you would like.

This type: Includes this information:

All All transactions and phone charges

Summary Totals only

Payments Payment transactions only

Click Continue.
The top of the Shift Report shows the clerks’ names (if entered), the time and date that the Shift
Report was printed, the type of Shift Report format, and a Shift Report number. The Shift Report
number is sequential so that you may easily see if a report is missing.

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The Shift Report has five columns:

 Date: Shows the date and time the transaction occurred
 Room No.: Shows the room number, if any, associated with the transaction
 Description: Shows the category and amount of the transaction
 User/Terminal: Shows user ID of the person who made the transaction and the terminal
the user used

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At the end of the Shift Report there is a Shift Summary. It lists the charges that were applied to
each category, a total of the charges, the amount of payments received for each payment type,
and a total of the payments for the shift. This report is what the clerks will use to balance their
drawer at the end of their shift.

Print or email the report as needed.

Select a page range

If your property has

a signature pad,
you can click Sign
to sign for the shift
report, verifying
that you balanced
your shift
Print one copy Print two copies Email Click Done

Click Done.
This message shows: “Clear Shift Report?”

 Click Yes to clear the report for the next shift.

 Click No if you do not want to clear the report.

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Manager Shift Report

The Manager Shift Report shows shift report information for any time and day within the past thirty
days, but only if you are clearing your Standard Shift Report*. The Manager Shift Report can be
password protected so that only certain users can access it.

*These limitations don’t hold if you are using Advanced Passwords (instead of Basic Passwords), but
in that case you will find the Advanced Shift Report more informative.

Click Reports on the home screen.

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The Reports screen is displayed.

Click Shift Reports.

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The Shift Reports window is displayed.

Click Manager Shift Report.

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A second Shift Reports window is displayed.

Enter the start date and end date by typing in the date or by clicking the arrow and selecting a
date from the calendar.
Enter the start time and end time by typing in the time or by clicking the arrows to increase or
decrease the number.
If you have purchased the network version of the software, you may select to print the Manager’s
Shift Reports for all terminals or for a single terminal. Select which terminal you wish to view by
typing in the number or by using the arrows to increase or decrease the number.

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Click the Transactions drop-down list and select the type of Manager Report format you would
like.

This type: Includes this information:

All All transactions and phone charges

Summary Totals only

Payments Payment transactions only

Click Continue.
A print preview of all shift transactions that fall between the set dates is displayed.

Print or email the report as needed.

Select a page range
If your property has
a signature pad,
you can click Sign
to sign for the shift
report, verifying
that you balanced
your shift.
Print one copy Print two copies Email Click Done

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Click Done.

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Advanced Shift Report

The Advanced Shift Report enables Check-Inn users to create customized shift reports that are
filtered to contain only the specific shift data desired while excluding unwanted information.

Use this feature to:

 Customize the Advanced Shift Report
 Save and load custom report filters
 Customize the Standard and Manager Shift Reports

Customize the Advanced Shift Report

Advanced passwords must be configured before you can use the Advanced Shift Report. See
Advanced Passwords for details.

Note: Once you have switched to the advanced password/shift report system you are no longer able
to view previous shift reports.

Click Reports on the home screen.

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The Reports screen is displayed.

Click Shift Reports.

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The Shift Reports window is displayed.

Click Advanced Shift Report.

The Advanced Shift Report screen is displayed.

Use the Report Date drop-down list to select a date range for your report from the list of pre-
defined periods (today, yesterday, last week, etc.).
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If you select “User Defined” from the drop-down, enter a start and end date/time to define a unique
date/time range.
Note: You do not need to enter dates/times into these fields unless you select “User Defined” in
the Report Date drop-down list.

Use the filter list.

Filters are search options that can be used to create custom shift reports.

For example, a custom shift report could be created to show reservations made by a particular
clerk during a specific time period by adding a filter for that clerk and a filter for reservations.
Multiple filters can be used together to further refine your search.

Note: Using multiple filters at once can exclude many entries and severely restrict your results.
Start your report with the smallest number of filters possible..

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To do this: Follow these steps:

Add a filter Click a filter in the filter list (for example, Terminal #, User, etc.) to add it
to the report.
Note: For a written description of the filter click the Item Help button.

Click Add Filter.

Select additional filters if required. Continue to add filters in the manner
previously described.

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To do this: Follow these steps:

Edit a filter Note: Only the User, Room, and Payment/Sales filters can be edited.
Click the desired filter (User, Room, or Payment/Sales) in the Selected
Filter list.

Click Edit.
A smaller window is displayed. Click to select or clear the check box for
each option you want included in the filter.
Click Save Filter (in the smaller window).

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To do this: Follow these steps:

Delete a filter Click the desired filter (User, Room, or Payment/Sales) in the Selected
Filter list.

Click Delete.
Clear all filters To remove all filters, click Clear All.

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Complete the report fields.

 Optional: In the Report Title field, enter a descriptive title for your report.
 Optional: Click to select the “Summary Report” check box to create a shift report that shows
only the totals without a list of individual transactions.
 Optional: Click to select the “Print Filter List” check box to display a list of filters in use at the
beginning of the shift report.
Once you have completed the steps above and are ready to create a shift report, click Create.

Note: Using multiple filters at once can exclude many entries and severely restrict your results. Start
your report with the smallest number of filters possible.

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Print or email the report as needed.

Select a page range
If your property has a
signature pad, you
can click Sign to sign
for the shift report,
verifying that you
balanced your shift.

Print one copy Print two copies Email Click Done

Click Done.

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Save and load custom report filters

Once you have created a custom report, you may wish to save the set of report filters for use at a
later time. Follow the steps below to save an advanced shift report.

To do this: Follow these steps:

Save a custom report Enter a name for the report in the Report Title field.

Click Save Filter.

This message shows: “The report filter has been saved.”
Click OK.

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Load a custom report To load a previously saved report filter follow the steps below.
Click Load Filter.

The Load Filter window shows. This is a list of all of your saved filters.

Click to select the desired report filter.

Click Load Filter.
The filter is loaded and you can create a report.

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Delete a custom report If a filter is no longer needed you can delete it.
Click Del Filter.

The Delete Filter window is displayed.

Click to select the filter you wish to delete.

Click Del Filter.

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This message is displayed: “Do you wish to delete the saved filter?”
Click Yes.
Click Cancel to exit the screen.

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Customize the Standard and Manager Shift Reports

If you are using Advanced Passwords, you can modify and customize the standard and manager shift
reports in the same manner as custom report filters.

Click Reports on the home screen.

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The Reports screen is displayed.

Click Shift Reports.

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The Shift Reports window is displayed.

Click Advanced Shift Report.

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The Advanced Shift Report screen is displayed.

Click Load Filter.

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The Load Filter window is displayed.

Click to select MANAGER SHIFT or STANDARD SHIFT.

Click Load Filter.

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The report you loaded shows in the Report Title field.

Customize the report with the filter settings you want, then click Save.

Click Done.

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GUEST TRACKING REPORTS

The Guest Tracking feature allows you to access Guest History, view and print reports, manage
saved emails, and search signed documents.

IMPORTANT: Purging data destroys guest tracking information.

There are seven different screens that you may access through the Guest Tracking menu:

Use this screen: To do this:

Guest History View guest information and folios from past stays.

Guest Labels Print mailing labels for past guests.

Marketing Report Track revenue for your marketing codes.

Room Revenue Report View occupancy and revenue records for individual rooms.

Tax Exempt Report Track tax-exempt guests

Manage Email Send and manage stored email messages.

Signed Documents View signed documents by date and time.

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Guest History
You may search for any guest that has stayed at the property in the past. You may also reprint past
folios. Reprinted folios contain all financial information with the exception of phone call details (totals
are displayed).

Note: Only guests who have been checked-out and are no longer on the Guest Screen will show in
Guest History. Guests added directly using the Daily Audit are not recorded in Guest History.

Click Reports on the home screen.

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The Reports screen is displayed.

Click Guest Tracking.

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The Guest Tracking screen is displayed.

Click Guest History.

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The Search Guest History screen is displayed.

Enter the information asked for on the Search Guest History screen. You may enter only partial
information, such as the beginning of a last name, if desired. The Other Info field searches all
guest information fields for the desired information.
Click Search.
The Guest History screen shows matching guests’ information in reverse date order, beginning
with the most recent stay.

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Click this button: To do this:

New Search Begin another search

Continue Search Continue searching the guest history for the information you have
already entered

Search Back Go back to the previous guest found during this search

Print Folio Print a past folio for the guest displayed

View Remarks View remarks or marketing codes and add marketing codes for the
guest
Once in the View Remarks screen, click Insert Market Code to
insert a new marketing code

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Click Done.

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Guest Labels
The Guest Labels feature allows you to print mailing labels in ZIP code order for guests who have
stayed at your property.

Click Reports on the home screen.

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The Reports screen is displayed.

Click Guest Tracking.

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The Guest Tracking screen is displayed.

Click Guest Labels.

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The Print Guest Labels window is displayed.

In this field: Enter this information:

Start Date and End Date The date range for the list.

Start ZIP and End ZIP Use these fields if you’d like to restrict the ZIP code range of the list.

Search Criteria (three Specific codes or references you want to search the Guest Remarks
fields) fields for.
If any of the three entries are found and the other search criteria are
met, the guest’s label will be printed.

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Use the Select Format drop-down list to select the print format for the type of labels that you are
using.
Click Continue.

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A print preview of the mailing labels is displayed.

Print or email as needed.

Select a page range

Print one copy Print two copies Email Click Done

Click Done.

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Marketing Report
The Marketing Report breaks down your room revenue based upon market codes placed in the
Remarks section of the guest's information. The report includes the following information for each
market code:
 Revenue
 Percent of total revenue
 Room count
 Average daily rate
 Daily occupancy
Click Reports on the home screen.

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The Reports screen is displayed.

Click Guest Tracking.

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The Guest Tracking screen is displayed.

Click Marketing Report.

The Marketing Report window is displayed.

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In the Start and End Date fields, enter a start date and end date for the report by typing the dates
or by clicking the arrow and selecting a date from the calendar.
Note: Only revenue in this date range will be used in the report.

Click OK.
The Market Segment Report screen is displayed.

Select the market categories that you would like to search for by clicking the check boxes, or by
using the Select All and Unselect All buttons. New codes can be added from this screen by
clicking the Market Codes button.
Click Continue.

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A print preview of the Marketing Report is displayed.

Print or email as needed.

Select a page range

Print one copy Print two copies Email Click Done

Click Done.

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Room Revenue Report

The Room Revenue Report shows the guest and revenue history of a room over any period of time.

Click Reports on the home screen.

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The Reports screen is displayed.

Click Guest Tracking.

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The Guest Tracking screen is displayed.

Click Room Revenue Report.

The Room Revenue Report window is displayed.

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In the Start and End Date fields, enter a start date and end date for the report by typing the dates
or by clicking the arrow and selecting a date from the calendar.
Click OK.
The Revenue Report Room Selection screen is displayed.

Select the rooms that you wish to view by holding down the Ctrl key and clicking on the desired
rooms. You can also select a range of rooms by clicking the first room in the range, holding down
the Shift key, then clicking the last room in the range.
Click Select.

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A print preview of the report is displayed with the dates the room was rented, the names of the
guests it was rented to, the number of days each guest stayed, and the total lodging revenue
generated by each guest. Each room is shown on a new page.

Print or email the report as needed.

Select a page range

Print one copy Print two copies Email Click Done

Click Done.

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Tax Exempt Report

Th Tax Exempt Report provides a list of all guests for a defined period of time that are exempt
from a specific tax.

Click Reports on the home screen.

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The Reports screen is displayed.

Click Guest Tracking.

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The Guest Tracking screen is displayed.

Click Tax Exempt Report.

The Tax Exempt Report window is displayed.

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In the Start and End Date fields, enter a start date and end date for the report by typing the dates
or by clicking the arrow and selecting a date from the calendar.

Use the Tax Type drop-down list to select the type of tax that the report will display.
Click OK to generate the report.
A print preview of the tax exempt report will be displayed.

Print or email the report as needed.

Select a page range

Print one copy Print two copies Email Click Done

Click Done.

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Manage Email
If you have saved email messages, you may use Manage Email to send or delete the saved
messages.

Click Reports on the home screen.

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The Reports screen is displayed.

Click Guest Tracking.

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The Guest Tracking screen is displayed.

Click Manage Email.

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The Manage Email screen is displayed.

To do this: Follow these steps:

Select and deselect Click the check box next to the message you want to select.
messages
Click the check box again to deselect it.
Click Select All to select all messages in the list.
Click De-select All to deselect all messages that are currently
selected.
Delete messages Select the messages you want to delete.
Click Delete.
This message is displayed: “Delete ALL checked messages”?
Click Yes.

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To do this: Follow these steps:

Send saved Select the message or messages you want to send.
messages Click Send.
This message is displayed: “Send ALL checked messages?”
Click Yes.

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Signed Documents
Use this feature to view signed documents by date and time.

Click Reports on the home screen.

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The Reports screen is displayed.

Click Guest Tracking.

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The Guest Tracking screen is displayed.

Click Signed Documents.

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You can search by:

The Signed Documents screen is displayed.
 Date and time
 Name
 Room number
 Guest number

Enter dates and times in the Report Start and Report End fields.
Use the Filter Other field to select how you want to filter this report.

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Click to select the “Add an agreement cover page to the document” check box if you want a cover
page included.
Click Search.

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Signed documents that meet the search criteria are displayed.

Select a document and click View to show the document

Print or email the report as needed.

Select a page range

Print one copy Print two copies Email Click Done

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PHONE HOUSE ACCOUNT REPORT

The Phone House Account Report shows all phone calls made from house extensions since the last
report was cleared.

(Another report, the Phone Miscellaneous Report, shows all calls from checked-out rooms, scrambled
phone records, phone system reports, or any other phone information that is not part of the Phone
House Account Report or the room records.)

Click Reports on the home screen.

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The Reports screen is displayed.

Click Phone House Account.

A print preview of the Phone House Account Report is displayed.

Print or email the report as needed.

Select a page range

Print one copy Print two copies Email Click Done

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Click Done.
This message is displayed: “Clear Phone House Account Report?”

 Click Yes to clear the report, or No to cancel.

Note: A security password may be required to clear the report.

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PHONE MISCELLANEOUS REPORT

The Phone Miscellaneous Report records all calls that do not belong to a checked-in guest or house
phones. These calls include wake-up calls and calls from checked-out rooms (marked with an *), and
incomplete phone records.

(Another report, the Phone House Account Report, shows all phone calls made from house
extensions since the last report was cleared.)

Click Reports on the home screen.

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The Reports screen is displayed.

Click Phone Miscellaneous.

A print preview of the Phone Miscellaneous Report is displayed.

Print or email the report as needed.

Select a page range

Print one copy Print two copies Email Click Done

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Click Done.
This message is displayed: “Clear miscellaneous phone information?”

 Click Yes to clear the report, or No to cancel

Note: A security password may be required to clear the report.

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POS (POINT OF SALE) & MOVIE LOGS

Note: This is a special module that requires an Options Code to activate. If you would like to
purchase this module, please contact Innsoft Sales (800-950-8665).

This log records transactions and details provided by an interfaced point-of-sale system or
entertainment system. When connected, this information shows on the guest folio as well.

Note: Movie titles are not listed on the guest folio.

Click Reports on the home screen.

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The Reports screen is displayed.

Click P.O.S. & Movie Logs.

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A print preview of the P.O.S. & Movie Logs Report is displayed.

Print or email the report as needed.

Select a page range

Print one copy Print two copies Email Click Done

Click Done.
This message is displayed: “Clear POS/Movie Log?”

 Click Yes to clear the report, or No to cancel

Note: A security password may be required to clear the report.

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GUEST REPORTS
There are 11 guest reports available:
 Alphabetical Guest List
 Room Order Guest List
 Company Order Guest List
 Departure List
 All Room List
 Phone Limit Violations
 Phone Limit List
 Maintenance Log
 Registration Cards
 ID Guest List
 Daily Status

You can access the reports two different ways:

 Reports > Guest Reports
 Guests > Guest Reports

For information on these reports, see View or print guest reports, earlier in this manual.

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MAINTENANCE LOG
This section provides information on how to:
 Add a room to the Maintenance Log
 Access and print the Maintenance Log

Add a room to the Maintenance Log

If you are on the home screen, point the mouse at the room in question and right-click the mouse.
Choose “Maintenance Log” from the pop-up menu. In this case, skip down past step 5, below. You
can also use the room status screen by continuing with step 2.
Click Check-In Walk-In on the home screen.

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The Check-In Room Selection screen is displayed.

Click Status Screen.

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The Change Room Status screen is displayed.

Click to select the room you want to add to the maintenance log.
Note: If the room’s status is not already Not Available, change it by selecting the room and
clicking Change Room Status until it changes to Not Available.

Click Maintenance Log.

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The Room Maintenance Log Editor screen is displayed.

Click Date & Time to add a date and time stamp to your entry and press ENTER on your
keyboard
Enter the issue or problem with the room.
Click Save & Exit.

Note: When a Maintenance Log has been entered for a room, “[L]” shows next to the room
description.

Access and print the Maintenance Log here: Reports > Guest Reports > Maintenance Log.

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Access and print the Maintenance Log

The Maintenance Log report shows entries for all rooms with a maintenance log.

Reports > Guest Reports > Maintenance Log.

A print preview of the Maintenance Log is displayed.

Print or email the report as needed.

Select a page range

Print one copy Print two copies Email Click Done

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CHARTS & GRAPHS

The Charts & Graphs feature presents a variety of financial and occupancy information in graph form.
There are several selections for information to plot over user-specified time periods, graphs can be
shown in a choice of formats, and they can be printed.

Click Reports on the home screen:

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The Reports screen is displayed:

Click Charts & Graphs.

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The Charts & Graphs screen is displayed.

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The Charts & Graphs function has three sets of options.

Option: Lets you choose:

Show Me What quantity you want to show in graph form. Choices are:
Total Revenue
Room Revenue
Total Payments
Cash Payments
Credit Card Payments
Billing (sent to Accounts Receivable)
Payments to Accounts Receivable
Occupancy
Average Daily Rate
Reserved Nights
Total Revenue by Room Type
Occupancy by Room Type
Average Daily Rate by Room Type
Date range Choose how long the graph should cover:
Graph results over the past year
Graph results over the past month
Graph results over the past week
Graph results over a custom range (for example during a local event)
Compare with Whether the graph should show two sets of results – the time period you
specified above, and another matching period; for example year-to-date
results this year compared to year-to-date last year. The two sets will be
labeled and drawn in different colors to make them distinguishable.

Make your desired selections and click View.

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The graph is shown - a sample graph display looks like this:

The graph style can

be changed here

In this case, Check-Inn is showing total revenue over a two week period in blue, with the previous two
week period showing in green for comparison. The results for both are shown as a line with the area
underneath shaded. The graph style can be changed to a simple line with no shading, or a bar graph,
shown in the next two pictures:

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Line graph:

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Bar graph:

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Graphs which show information by room type (for example, Occupancy by room type) can also be
shown in pie graph format:

Graphs can be printed by clicking the Print button. They will be printed in color if you have a color
printer.

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EXPORTING
You can use the exporting feature to export the Daily Financial Report, the Monthly Financial Report,
and the Yearly Financial Report.

Use the exporting feature to:

 Export reports to Quicken or QuickBooks
 Export to a comma-delimited (CSV) file

Export reports to Quicken or QuickBooks

To export to Quicken or QuickBooks, you must already have a checkbook account setup in one of
these programs. See your program help for more information on how to do this.

Click Reports on the home screen.

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The Reports screen is displayed.

Click Daily Financial Report, Monthly Financial Report, or Yearly Financial Report.

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The Daily, Monthly, or Yearly Report window is displayed.

Select the dates and report options as desired. (See The Daily Financial Report, The Monthly
Financial Report, or the Yearly Financial Report for more information.)

Note: You may select up to 31 days or months at a time for the Daily and Monthly reports, and up
to five years at a time for the Yearly report.

Click OK to generate the report.

A print preview is displayed with the following options for printing, emailing, or exporting.

Click Export.

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The Export Menu window is displayed.

Type the export file name in the Export Filename field.

For this program: Type this:

Quicken (File name).QIF

QuickBooks (File name).IIF

(See below for additional information about

setting up an account codes file)

Use the Export File Type drop-down list to select the type of program to which you will be
exporting.
Press the corresponding function key or corresponding drop-down list to choose the export
options for each category.
Click Export.
Exit Check-Inn.
Refer to your Quicken or QuickBooks manual for instructions on importing the file.
If this is the first time that you have imported data, you may encounter several messages before
your import can complete.

QuickBooks may send you this message: "This file not created by QuickBooks...” which is a
normal message and should be passed by pressing Enter.

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Both Quicken and QuickBooks will want you to set up categories the first time that you import.
Consult your Quicken or QuickBooks manual to complete this process.

Export to QuickBooks
QuickBooks uses an IIF format rather than QIF and requires a more complicated setup. An account
code file (account.cds) is required to export data to QuickBooks. Check-Inn comes with a default
account code file for your use. You may wish to set up a new company to test the default account
code file and become familiar with the data exported by Check-Inn. If you need to modify the account
code file, use the Check-Inn Statement Editor.

For assistance with exporting, we strongly recommend that you contact Innsoft Technical Support
during normal business hours (503-643-8162, option 2).

Modify your account code file

Use Check-Inn’s editor to set up a file for your accounting codes.

Settings > Statements > Edit Other Statements > Other Text Files.
The Other Text Files window is displayed.

Click Other Text Files.

In the Name of File to Edit field, type: account.cds.

Click Done.
The Statement Editor screen is displayed.

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Make an entry for each category to be exported. You must enter each category on its own line.
Below is a list of each category to be exported from Check-Inn and its assigned number, which
you will use in the account.cds file.
Enter the first line/category of information, press ENTER (on your keyboard), then enter the next
line/category. Repeat this until you’ve entered all information.

Note: If you are not planning to export a particular category, it is not necessary to include an entry
in the accounts.cds file. However, QuickBooks requires that the #55 Guest Ledger Balance
Account entry be made and that the data in the IIF balances for the import to be successful.

The format for each entry is as follows:

 Innsoft Category Number
 Journal Name
 Ledger Name
 Category Name
 Sub-category Name
 Account Type
 Amount Name
 Flip Sign

For this entry: Use this information:

Innsoft Category Number See Export categories and assigned numbers for these numbers.

Journal Name Use the name of the account in QuickBooks.

Ledger Name This defaults to “Guest Ledger”; all transactions are part of the guest
ledger.

Category Name This is the name of the QuickBooks category that the selected
Check-Inn data will be exported to.
If the name shown here already exists in QuickBooks, the existing
account will be used. If the account does not exist in QuickBooks, a
new account will be created automatically.
If the Category Name is left blank, the Check-Inn category name will
be used as a default (for example, Room Rental, Telephone, Cash,
Credit Card, Room Deposit, etc.).

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For this entry: Use this information:

Sub-category Name Note: Do not include the name of the category here. This is only the
group where the account is found.
It is possible to have several separate Check-Inn categories grouped
within a single overall QuickBooks category. These categories would
be sub-categories of the overall QuickBooks category.

This may be useful for things like taxes and miscellaneous sale
items. This is the QuickBooks account group that contains the
Check-Inn export category (Guest Charges: Miscellaneous).

Acct. Type This is the type of account as defined in QuickBooks.

The account type determines whether the data imported will
increase or decrease the guest ledger balance. If an account is
marked as an incorrect type, it is possible that the guest ledger will
not balance properly (for example, bank, accts. rec., income, etc.).

Amount Name Although most Check-Inn data fields do not require an amount
name, data being imported into QuickBooks as an Accounts
Receivable account must have a customer name associated with
each entry in the account.
The amount name will appear in the Customer Name field of each
Accounts Receivable entry in QuickBooks.

Flip Sign This allows you to change a + or - sign if the entry expected to have
the opposite sign (Y or N). Typically this will be N.

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Example of a custom export to QuickBooks:

If you have this information: You would enter it into the Statement Editor like
this:
8, General Journal, Guest Ledger, Room 8
Deposit, Guest Charges: Miscellaneous,
Inc. , Y General Journal
Guest Ledger
Room Deposit
Guest Charges
Miscellaneous
Inc.
(account name)
Y

Export categories and assigned numbers

The following is a listing of all categories that can be exported to QuickBooks and the numbers that
are assigned to each category by Check-Inn.

Use this number: For this category:

1 Room Rental Total (includes taxed and tax exempt)

2 Phone

3 Miscellaneous Total

4 Total Tax

5 Cash or (Cash + Billing payment cash)

6 Total Credit Card

7 Total Billing

8–16 Miscellaneous categories from Room Deposit through Category #10

17–22 Credit cards itemized (up to 6 discounts)

26–31 Credit card discounts itemized (up to 6 discounts)

33–42 Miscellaneous categories #11 through #20

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Use this number: For this category:

43–47 Tax A through tax E, itemized.

48 Room Rental (no tax exempt included)

49 Total Tax Exempt

50 Tax Exempt #1

51 Tax Exempt #2

52 Tax Exempt #3

55 Guest Ledger Balance Account (mandatory)

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Troubleshooting
In this section, find information on:
 Common questions and answers
 Error messages
 Network and data security

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COMMON QUESTIONS AND ANSWERS

In this section, find answers to the following questions:
 How do I remove stayover charges?
 Why does Check-Inn say my code has expired?
 I checked a guest out, but the guest is still on the Guest Screen. Why?
 I deleted a guest on the Daily Audit screen. How can I get the guest back?
 I deleted a guest on the first/only night of their stay. How do I add the guest back?
 Check-Inn still shows yesterday’s reservations as arrivals. Why?
 How do I restrict access to the Audit and Settings screens?
 Why is there a letter in brackets [ ] next to the guest’s name on the Guest Screen?
 I am having trouble submitting a credit card batch. Why?

How do I remove stayover charges?

This situation most commonly happens if you fail to check out a guest in the morning and the guest is
instead left in the Guest Screen past check-in time. When check-in time happens, a stayover charge
for the new day is posted.

At some point you will realize that you need to check the guest out but can’t because there is a
balance due (which the customer doesn’t owe).

On the home screen, click Check-Out.

Select the guest’s room, and click Select (or double-click the guest’s name).
On the right side of the screen, click Check-Out Date.
The Last Day of Guest’s Stay window is displayed.

Enter the last day the guest should be charged. (This is not the check-out date.) Using the
drop-down calendar, click to select the previous day.
Click OK.
The stayover charge is removed.

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Why does Check-Inn say my code has expired?

Check-Inn shows this message for several reasons:
 Your demo or lease copy of Check-Inn has expired. The demo copy of Check-Inn functions for
60 days from the day the program was installed. Once the 60 days have passed, Check-Inn no
longer functions without a valid code. Please call Innsoft Sales (800-950-8665) to purchase the
software.
 The property name and code number have been changed or entered incorrectly. Make sure
that the property name and code number entered match that provided on your invoice exactly.
 The code number entered is for an older version of Check-Inn. Please call Innsoft Sales (800-
950-8665) to purchase an updated version.
 If you need to change the name of your property within Check-Inn, please call Innsoft Sales
during normal business hours (800-950-8995). There is an administration fee for name
changes.
 You added more rooms to your property than the version of Check-Inn you are licensed for.
Please call Innsoft Sales during normal business hours (800-950-8995) for a room upgrade.
 If none of these resolves the issue, call Innsoft Technical Support during normal business
hours (503-643-8162, option 2).

I checked a guest out, but the guest is still listed on the Guest Screen. Why?
A guest remains in the Guest Screen after check-out with the guest’s name and “C/O” in red. These
guests are removed at your check-in time or when another guest checks in to that room. This is
useful if a checked-out guest needs to be reinstated.

Note: When a new guest is checked into a room that was checked out earlier the same day, the
previous guest’s folio will not be accessible until they are moved to Guest History (this occurs at
check-in time the following day).

I deleted a guest on the Daily Audit Screen. How can I get the guest back?
This will only work if deletion took place on a stayover day. If you deleted a guest on their arrival
date, then that guest is gone and you will need to recreate them.
From the home screen, click Audit > Daily Audit.
The Daily Audit window is displayed.

Change the date on the Daily Audit window to the first date of the guest’s stay.
Click OK.
Click Guest Properties.
Click Guest Dates.
The Set Guest Dates window is displayed.

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Change the end date to today (or the last date of the guest’s stay).
Click OK.
Make sure to re-enter any payments made on the correct dates, if they were made on dates that
were deleted.

I deleted a guest on the first/only night of their stay. How do I add the guest
back?
There are two ways to restore a guest.

The first is by recreating their stay (recommended):

The room number that they stayed in needs to be unoccupied.
Check the guest in via the Check-In Walk-In screen and select the room that they stayed in.
Finish the check-in but do not post a payment on the Cash Register screen.
From the Guest Screen, double-click on their name.
Click Edit Bill and enter any payments that they made on the day they made them. Also, enter
any miscellaneous charges that may have been charged on the day they were originally
charged.
Now check the guest out. The guest will most likely have a balance due to stayover charges on
days that they did not stay. Remove these on the Check-Out Cash Register Screen.
If necessary, remove stayover charges by clicking Check-Out Date and entering the date of the
last night they stayed at your property (the day before they checked-out).
Finish the check-out procedure. This procedure will restore the guest to both your Daily Financial
Report and to Guest History.

The second is to add the guest back into your Daily Audit. This procedure will not put them back into
Guest History and could leave you potentially out of balance (not recommended):
From the home screen, click Audit > Daily Audit.
The Daily Audit window is displayed.

Change the date on the Daily Audit window to the first/only date of the guest’s stay.
Click OK.
Click Add Guest.

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The Add Audit Entry window is displayed.

In the Start Date field, enter the first date of the guest’s stay.
In the End Date field, enter the end date of the guest’s stay; if the guest is currently checked into
the property enter today as the end date.
Note: If the guest stayed only one night, the start and end dates will be the same.
Make sure to re-enter all payment information on the dates made.
Click Done.

Check-Inn still shows yesterday’s reservations as arrivals. Why?

The Guest Check-In home screen still shows yesterday’s reservations as arrivals because the
property has not passed the time set for early check-in. Early check-in is the time when the property
stops charging for the night before and starts charging for today.

To change your early check-In time:

On the home screen, click Settings.

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The Settings screen is displayed.

Click Check-In/Out Times.

The Check-In/Out Times window is displayed.

Change the Early Check-In Time by typing in the time or by using the arrows.
Click the red X at the upper right to save your changes and exit the screen.

How do I restrict access to the Audit and Settings screens?

Restrict access to the Audit and Settings screen by setting up restrictions on Advanced Passwords.

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Why is there a letter in brackets [ ] next to the guest’s name on the Guest
Screen?
 An L indicates that there is a Maintenance Log entry for that particular room. To view the log
entry:
 Click Check-In Walk-In > Status Screen.
Select the room with the [L] beside it and click Maintenance Log.
 Alternatively, start at the home page. Point the mouse cursor at the room number on the
grid, right-click, and choose “Maintenance Log” from the pop-up menu.

 To clear the log, click Delete & Exit.

 An M indicates that there is a guest message for that particular guest. To view the
message:
 From the main screen, click Guest and select the room with the [M] beside it.
 Click Guest Messages.
 To delete the message, click Delete & Exit.

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I am having trouble submitting a credit card batch. Why?

With a batch issue, you have to answer a few questions before starting the troubleshooting process

Question: Depending on your answer, troubleshoot using these steps:

Are you using Zeamster When using Zeamster as your gateway, batches are automatically
EMV credit card submitted daily. The time of day that the batch is submitted can be
processing? customized. Contact Zeamster for details on when your batch is
submitted.

Have you ever been able to If you answered Yes:

submit a successful batch
before? Check the following:
Your connection to the Internet
(Legacy/non-Zeamster
processing only) Firewalls or security software on your computer that could be
blocking Check-Inn
Whether your credit card processing abilities have been
changed or disabled by your processor
If you are unable to resolve the issue, call Innsoft Technical Support
(503-643-8162, option 2) during normal business hours.
If you answered No:
Have you purchased the Credit Card Processing module? It is
necessary for this feature.
Contact Innsoft for more information

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Question: Depending on your answer, troubleshoot using these steps:

Are you able to get credit If you answered Yes: You may have a transaction in the batch that
card authorizations? is causing it to fail.

(Legacy/non-Zeamster Check for the following:

processing only) Refunds
$0 transactions
Expired cards
Odd number or dates
If the steps above do not solve your issue, please contact Innsoft
Technical Support (503-643-8162, option 2).
If you answered No: Check the following:
Your connection to the Internet
Firewalls or security software on your computer that could be
blocking Check-Inn
Whether your credit card processing abilities have been
changed/turned off with your processor

Did you receive a batch If you answered Yes: You may have a transaction in the batch that
error? is causing it to fail.

(Legacy/non-Zeamster Batch entries are sent two at a time. For example, if the batch error
processing only) is 6 you may have a damaged entry at either entry 5 or 6.
Try deleting the two entries and resubmitting the batch. If the
batch is sent successfully, re-enter the two entries you deleted
and send them with the next batch
If you answered No:
Contact your processor to confirm receipt of the batch

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ERROR MESSAGES
Some errors are caused by issues with the computer or computer’s resources and are not issues with
the Check-Inn program. These errors should not occur. If they are common, you may want to have
the computer system examined by a certified computer technician for viruses, memory, and hard
drive issues.

This message: Means this:

Invalid or expired Check-Inn requires a property code number to run. This code number is
code found on your invoice if you have purchased the software. If you do not
have a property code number or cannot find your invoice, contact Innsoft
Technical Support (503-643-8162, option 2).
If your copy of Check-Inn is less than two months old, you may be able to
use the software by entering the demo code. The demo code for Check-
Inn is 651335.

Low disk space You are currently very close to running out of hard drive space. Check-Inn
and Windows itself will not function in this condition for long. There are a
few things you can do to improve the situation:
Empty the Recycle Bin
Remove files and folders that you no longer need (make sure you
back up files before deleting them)
Clear your browser history
IMPORTANT: We do not recommend that you purge Check-Inn data to
clear space on the hard drive.

Check-Inn system Check-Inn may show a system error message. This can be caused by an
error internal error in Check-Inn, corrupted data files, or computer problems.

Possible fix: Please write down the error and what you were doing on
the computer at the time of the error and call Innsoft Technical Support
(503-643-8162, option 2).
Examples: Drive Error, Access Violation, or Range Check Error.
If Check-Inn reports any hardware errors we recommend having a
qualified technician check the computer.

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NETWORK AND DATA SECURITY INFORMATION

This section covers:
 Network security
 Workstation security
 Security settings in Check-Inn

Network security

Internet access
Internet access to computers running the Check-Inn program should be restricted unless one of the
following program modules requires access:
 Innsoft Reservation Client (Internet reservations)
 Credit Card Processing

If Internet access is required for one of the modules above, a hardware firewall with up-to-date
software should be configured to block access to all ports not specifically necessary for Check-Inn.
Call Innsoft Technical Support (503-643-8162, option 2) for specific port information.

Network configuration
Computers running Check-Inn should be confined to a separate, firewalled network segment (web or
database servers should be excluded from this segment). A hardware firewall with the latest firmware
updates should be professionally installed and configured to insulate computers running Check-Inn
from intrusion.

Note: Wireless networks are not recommended and are not supported by Innsoft.

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Workstation security

Operating systems
Computers used for Check-Inn or the Innsoft Reservation Client must be running a secure version of
Windows currently supported by Microsoft with the latest service packs and updates installed.
Currently Microsoft supports Windows 8 and Windows 10.

User access
User accounts in Windows should be configured on each workstation with a unique user login and
password. Passwords should consist of at least 8 characters and should be changed periodically.

Security settings in Check-Inn

Note: This section applies only for legacy/non-Zeamster credit card processing. It does not
apply if you are using Zeamster for credit card processing, as no credit card information is
stored locally in that case.

Check-Inn is designed with strong security measures for safeguarding sensitive data. Data security
can be improved by carefully following the steps and suggestions below.

Credit card security

To access the Administrative Security Console in Check-Inn, follow these steps:
Click Settings home screen.
Enter the security password.
Click Credit Cards & Phone Limit.
Click Security.

Setting passwords
Access to credit card authorization logs, batches and security logs in Check-Inn is protected by
unique login and password. At least one user account must be enabled for the credit card security
and encryption system to function. Password access should be limited to only those users who
require access to historical batches, authorizations, and security logs in the course of their work
duties.

If you setup the Credit Card Security, do not lose the password. There is a fee to recover the
password if it is lost (and it may not be recoverable).

To setup passwords:
Click Setup Password.
Click Continue.

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The user name ‘Admin’ is already set for the first user but names will be required for additional
users.

Enter a full name, click Set Password and enter a password.

Note: Passwords must be at least 8 characters and alphanumeric.

IMPORTANT: Passwords should be changed at least once every 90 days.

Generating encryption keys

Encryption keys are used in Check-Inn to secure sensitive credit card information. To enhance the
effectiveness of encryption the encryption key should be changed at least once every 90 days. To
generate an encryption key, click Generate New Key, and click Generate New Key & Re-encrypt.
Once the new key has been generated and the old key has been deleted, the message “New Key
Generation Successful” should appear at the bottom of the window. If this message does not appear,
call Innsoft Technical Support (503-643-8162, option 2).

Security log
The security log contains a detailed date/time-stamped list of successful and unsuccessful logins to
the administrative security console. This information should be reviewed periodically to check for
evidence of unauthorized access. See View or print the security log for more information.

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Appendix
This section contains the following information:
 Recommended Night Audit procedure
 Understanding the Daily Financial Report
 Understanding the Monthly Financial Report

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RECOMMENDED NIGHT AUDIT PROCEDURE

It is recommended that you run a Night Audit procedure on a daily basis. This will help prevent your
financial data in Check-Inn from being out of balance, and help with locating potential issues with any
interfaces you may have. The reports that are printed as part of the Night Audit procedure can be
used for data recovery in the event of a system crash if you are without current backups. Check-Inn
changes your financial day and posts room and tax automatically, so these are not part of your Night
Audit procedure.

The Night Audit procedure should be performed after your Close-Out Time and your Early Check-In
Time to prevent new transactions from being posted to the previous financial day. If you are unsure
how to locate or change your Close-Out Time and/or your Early Check-In Time, please refer to
Check-In/Out Times, or contact Innsoft Technical Support.

The Night Audit procedure in Check-Inn consists of five parts:

Print reports: Print your Night Audit reports.

Handle no-shows: Identify and process any no-shows for the day.
Balance check: Use the printed reports to balance your financial data and look for potential
issues.
Interface check: If you have hardware or online reservation interfaces, review their reports for
potential issues.
Perform backup: Perform a system backup to an external location.

Print reports

Daily reports
 Daily Reservations (run this before your Close-Out Time).
 Daily Financial Report – detailed
 Credit Card Batch Totals
 Reservation Deposits report
 Account Aging Report (found in Accounts Receivable)
 Manager Shift Report – for previous financial day
 Reservations by Date Made – for the previous day

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Interface reports
 Action Logs (Innsoft Reservation Client)
 Phone limit violations
 Phone House Account *
 Phone Miscellaneous *
 P.O.S. & Movie Logs *
* These reports should be cleared daily

Weekly and monthly reports

 All Reservations Report – run on the last day of the week
 A/R Account History Report (payment history) – for the past week
 Monthly Financial Report – run after the last day of the month

Handle no-shows
Just before Close-Out Time, print your Daily Reservations report to identify any guests that have not
arrived for the day. At this time for each reservation you can change the arrival date, cancel it with or
without a cancellation fee (depending on your property’s policy), or treat it as a no-show:

 If you have ‘Charge No-Shows Automatically’ turned OFF: check-in the guest, charge their
credit card for any balance due, then check them out. It is recommended that you put a note in
‘Remarks’ that this is a no-show charge.
Note: This can also be accomplished by creating a sales category for “No Show Fee” – this is
recommended because it makes it easier to track these payments on you financial reports. If
you have questions about this process, contact Check-Inn support at 503-643-8162, option #2,
during normal business hours.
 If you have ‘Charge No-Shows Automatically’ turned ON: leave the reservation until Check-In
time the following day and it will get marked as a no-show automatically. Any balance due for
the no-show will get sent to Accounts Receivable. If you do not want balances showing in
Accounts Receivable, before close-out time make an advance deposit on the reservation for
the same amount of the first night’s room and tax. This advance deposit will offset the no-show
charge and will prevent a balance from appearing in Accounts Receivable.

Note: If you have ‘Charge No-Shows Automatically’ turned on, Check-Inn will charge no-shows at
Check-In time. When this happens, your reports for the previous financial day will change, meaning
that you will want to reprint the Daily Financial Report and your Account Aging Report.

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Balance check
The Daily Financial Report shows details and summaries of all financial transactions for the day. You
will want to compare the following to their corresponding summary sections, and details if necessary,
on your Daily Report:
 Cash Received
 Credit Card Batch
 Reservation Deposit Report
 Account Aging Report (found in Accounts Receivable)
When reviewing the Daily Financial Report you may see “WARNING: [x] guest(s) with possible
balance problems” under the guest detail section. If you see this, look for guest entries with a
question mark under their name (?). These entries are out of balance. Once identified, make note of
these entries or take appropriate steps to correct the situation. If you are unable to resolve the
balance problem, call Innsoft Technical Support during normal business hours for assistance.

Cash
Total the cash taken in for the day and compare that to the Cash total in the Summary section of the
Daily Financial Report. If cash was taken in Accounts Receivable, the cash total for the whole day will
appear directly under the Accounts Receivable Summary, which is on the last page of the Daily
Financial Report (“Total Cash Collected”).

If your total cash and the report total are not in balance, review the payments in the guest details
section and Cash Register Payments section of the Daily Financial Report to see if you can identify
why they are out of balance. If cash was taken in Accounts Receivable, use the Account History
Report to verify payments in A/R. If your property keeps receipts, use these to help you in your
research. Shift reports can help as well. Once you identify the issue, make note of this or take
appropriate steps to correct the situation.

Credit cards
Prior to submitting your credit card batch*, compare your detailed batch report with the credit card
totals in the Accounts Receivable Summary section of the Daily Financial Report (this can be found
on the last page of the report). You will need to add all of the credit card totals in the Accounts
Receivable Summary section together (Today’s Charges).

That total should match your credit card batch total. If they are not in balance, you will need to
compare your batch details to the guest payment details, Cash Register Payments section, and, if
credit card transactions were run in Accounts Receivable, the Accounts History report to see if you
can identify why the two are out of balance. Once you identify the issue, make note of this or take
appropriate steps to correct the situation. When you are ready, submit your credit card batch* and
keep a copy of the batch report for the batch that was submitted for your records.

*Batches must be submitted manually when using Legacy/non-Zeamster credit card processing only.
If you are using Zeamster, they are submitted automatically.

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Reservation Advance Deposits

Compare the Reservation Deposits report total to the Advance Deposit Report summary on the Daily
Financial Report. If the two are out of balance, review the Reservation Deposits report detail and
compare to the guest detail on the Daily Financial Report. When looking at the guest detail, you are
looking for entries with the ‘ADV’ abbreviation under the guest name*, as these are entries for
advance deposits, which make up the totals in the Advance Deposit Report summary section. Once
you identify the issue, make note of this or take appropriate steps to correct the situation. If the
Advanced Deposit Report summary tells you that deposits made or deposits used are short or over,
please call Innsoft Technical Support during normal business hours for assistance.

*Abbreviation of the guest status is an optional feature. If you do not see abbreviations under
guest names on the Daily Financial Report and would like to, refer to Set Check-Inn Preferences
in the Settings section of this manual.

Accounts Receivable
Compare the Account Aging Report total to the ending balance of the Accounts Receivable Summary
on the Daily Financial Report (last page of the report). If these two are not in balance, review the
guest detail on the Daily Financial Report for billing payments and compare those to the details of the
Account Aging report. On the Aging Report, accounts in the ‘0 Days’ section should be on the Daily
Financial Report, and vice-versa. On the Daily Financial Report, you will find the ‘Billing Report’
section – these numbers are a summary of the billing activity done in Accounts Receivable and
should match the activity in Accounts Receivable. Use this section when balancing. Once you identify
the issue, make note of this or take appropriate steps to correct the situation.

Manager Shift Report

Print the previous financial day’s Manager Shift Report for your records and to check for transactions
that seem out of place, such as deletions, and daily audit and edit bill transactions. If you are out of
balance, the Manager Shift Report can assist with determining why.

Additionally, if you are out of balance, the Advanced Shift Report is a better report to use when trying
to figure out why your numbers are off. If you do not have the Advanced Shift Report available to you,
please call Innsoft Technical Support during normal business hours for help with turning it on.

Reservations/Cancellations Reports
Print the Reservations by Date Made report for your records. This report will show both reservations
made and reservations cancelled. Review the report for reservations that need attention, such as
reservations that need advance deposits, and cancellations that need refunds.

Weekly & Monthly Reports

At the end of the week, it is recommended to print the All Reservations report for your records. This
report can be used to recover reservations in the event of data loss or corruption if you don’t have a
backup to restore. After the end of the month, print the Monthly Financial Report. Because changes
can be made to your historical financials, having printed copies of these reports can be helpful when
balancing in the future.
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Interface check

Action Log
If you have the Connect-Inn, GDS, Expedia, or Booking.com interfaces, you will want to print the
Action Log(s) for your records. The Action Log will show reservations booked, modified, and
cancelled, and will also show any reservations that failed to integrate into the Check-Inn PMS. The
Action Log will also show messages from your GDS and/or OTA provider, including errors, and rate
type and inventory issues. Review these reports and take action, if necessary; otherwise keep them
with your Night Audit paperwork.

Phone Limit Violations

Review this report for any room over their credit limit and take appropriate steps to increase credit
balances or restrict usage.

Phone House Account

Review this report for phone calls not posted to a guest room. Phone calls made from rooms that
were not checked in will appear on this report with an asterisk at the end of the entry. Wake up calls
and any unrecognized calls will also be on this report. This report should be cleared daily.

Phone Miscellaneous
This report will contain phone calls made by administrative phones and lobby phones, if they are sent
over by the phone system. This report should be cleared daily.

P.O.S. & Movie Logs

This report will contain transactions and details provided by your interfaced Point of Sale or Movie
system, if either is connected. This report should be cleared daily.

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Perform backup

System backup
The last step in the Night Audit procedure is to backup Check-Inn’s data. By default, Check-Inn is set
to backup automatically once a day, however we recommend setting this to twice a day. If it is not,
please call Innsoft Technical Support during normal business hours for help getting the second
backup turned on.

Note: In addition to the automatic backup, a manual backup should be performed to an external
drive. This should be done nightly at the end of the night audit procedure. For assistance with this,
call Innsoft Technical Support during normal business hours.

Additional balancing tips

It is recommended to run the Monthly Financial Report periodically during the Night Audit procedure
and to compare the ending balance of each day to the beginning balance of the following day – the
two balances should ALWAYS be the same. For example, the ending balance for the 1st of the month
should be the beginning balance for the 2nd of the month. Check this periodically to make sure your
Daily Financials are in balance. If you find that the two balances are different, you will want to print
both financial reports for the days in question and compare the ending balances of each guest on the
first day to the beginning balance for each guest on the second day. When you find the entry that is
different, you may need to address that issue in Daily Audit. If you are unsure of how to correct the
situation leave this for your management or call Innsoft Tech Support during normal business hours
for assistance.

Use the Advanced Shift Report for researching balance issues, missing reservations, and any other
issue that you need help with.

Note: If you make corrections to the Daily Financial Report by making changes in Daily Audit, take
note of the day you made changes on and be sure to reprint the Daily Financial Report for that day,
after making these corrections. When you make changes in Daily Audit for past days, you are
effectively changing the past and voiding reports that you previously printed. It is important that you
reprint the Daily Financial Report for the day in question in order to make sure you have accurate
information on file.

If you have questions about any of the above, please call Innsoft Technical Support during normal
business hours (7:00 AM – 4:00 PM Pacific time, Monday through Friday) at (503) 643-8162. A
Service Contract is required for support.

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UNDERSTANDING THE DAILY FINANCIAL REPORT

Section 1 – Transaction Details

The first section of the daily report is a detailed listing of all guest-related transactions posted during
the day of the report. It is important to remember that a report ‘day’ starts and ends at close-out time.
The close-out time is set in Change Settings. Use the following equation to check the balance of each
transaction:

Balance Due Yesterday + Total Charges – Total Payments = Balance Due Today

The sum of all guests’ ending balances, plus the NET Advance Deposit activity for the day should
equal the Guest Ledger Ending Balance. The Guest Ledger Ending Balance is the total amount owed
by checked-in guests and is located in the Summary Section of the daily report (see Summary
Section below).

Sum of Guest Balances + Deposits Made = Guest Ledger Ending Balance

The net Advance Deposit activity can be found by subtracting the total deposits used from the total
deposits made.

Section 2 – Miscellaneous Breakdown

This section lists the total guest-related charges for each of your property’s sales categories on the
date of the report. The total of this section should equal the sum of the Misc. column in the Details
section.

Section 3 – Occupancy Summary

The occupancy summary lists the number of days included in the report, the total number of rooms
occupied for these days, the percentage of rooms that were occupied for these days, and the
Average Daily Rate for this period (weekly, monthly, and package stays of more than one day do not
count in the Average Daily Rate). If conference rooms were rented, a separate line is added to
describe this activity.

Section 4 – Tax Exempt Summary

The tax exempt summary lists the number of days included in the report, the total number of tax
exempt rooms on this date, and the total room rental that has been exempted. If a partial tax
exemption was made on this date, the activity is separated in this section.

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Section 5 – Cash Register

This section lists details for transactions that are not related to checked-in guests. Charges, payments
and taxes each have separate breakdowns and totals. (If there are no cash register transactions on
the report date, this section does not show.) The section should balance with the following equation:

Total Charges + Total Taxes = Total Payments

Section 6 – Tax Breakdown

This section is an overall breakdown of taxes charged on the date of the report. This section includes
cash register taxes and taxes charged to guests.

Section 7 – Billing Report

This section lists the billing activity for the date of the report. The total payments made to billing in the
transaction detail should equal the Billings Made. Payments made in Accounts Receivable are listed
in Billings Paid. Net billing describes the change in the billing balance on this date.

Section 8 – Advance Deposit Report

This section contains the activity for the report date and for the month up to, and including, the report
date. There is also a listing of the deposits made, deposits used, and no-shows. The following
equations can be performed on the Today line as well as the Month-to-Date line:

Net Deposit Activity = Deposits Made – Deposits Used

Deposit Balance + Deposits Made – Deposits Used

= New Balance

Section 9 – Summary Section

The summary section totals the guest activity and cash register activity for the date of the report as
well as for the month up to, and including, the date of the report. The Today and Month lines in the
summary section can be calculated using the following equation:

Start Balance + Total Charges + Deposits Made - Deposits Used - Total Payments
= Balance

Be sure to use the month-to-date net advance deposit activity when calculating the month
summary line.

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Section 10 – Accounts Receivable Summary

This section lists the credit card activity for the date of the report, as well as the billing activity for this
date. Your settings in Check-Inn affect what appears in this section.

Credit card types that are set for Direct Deposit record a payment equal to Today’s Net in the
Payments Received column each day. These credit cards types always show a Balance Today and
Balance Yesterday of $0.00. If the card type is not set for Direct Deposit, Check-Inn records only the
payments entered into the Credit Card Audit and will keep track of the balance owed on that card
type. The discount percentage of each card type will determine the amount deducted from Today’s
Charges on the report. You can view or change these settings in Change Settings - Credit Cards &
Phone Limits. The following equations are used in the credit card summary:

Today’s Net = Balance Yesterday + Today’s Charges – Discount

Balance Today = Today’s Net – Payments Received

A Total Cash Collected entry appears at the bottom of the Daily Financial Report if a cash payment
has been received to settle an accounts receivable entry. This amount includes both the cash
accounts receivable payment and the cash total from the Summary section of the report (above).

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UNDERSTANDING THE MONTHLY FINANCIAL REPORT

Section 1 – Daily Activity

The first section of the monthly report is a listing of the overall activity for each day within the month.
The entry for each day should match the summary line on the daily report for that day. The ending
balance on each day within the month should match the beginning balance of the following day. Use
the following equation to check the balance of each day’s entry:

Beginning Balance + Total Charges – Total Payments = Ending Balance

The ending balance on the entry for the last day of the month should equal the Guest Ledger Ending
Balance for the month. This should match the ending balance listed for the month in the Summary
section of the monthly report (see Summary Section below).

Section 2 – Miscellaneous Breakdown

This section lists the total guest-related charges for each of your property’s sales categories for the
month of the report. The total of this section should equal the sum of the Misc. column in the details
section.

Section 3 – Occupancy Summary

The occupancy summary lists the number of days included in the report, the total number of rooms
occupied for these days, the percentage of rooms that were occupied for these days, and the
Average Daily Rate for this period. If conference rooms were rented, a separate line is added to
describe this activity. Rooms rented by the week, month, or packages of two days or more are not
included in these totals.

Section 4 – Rooms Rented

This section details the total number of rooms rented on each day of the month. Conference rooms
and rooms that are marked as Not Occupied are not included in the totals listed in this section.

Section 5 – Tax Exempt Summary

The tax exempt summary lists the number of days included in the report, the total number of tax
exempt rooms during this month, and the total room rental that has been exempted. If a partial tax
exemption was made in this month, the activity is separated in this section. Tax exempt room rental is
included in the total listed in the report summary.

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Section 6 – Tax Breakdown

This section is an overall breakdown of taxes charged during the month of the report. This section
includes cash register taxes and taxes charged to guests.

Section 7 – Billing Report

This section lists the billing activity for the month of the report. The total payments made to billing in
the daily activity detail should equal the Billings Made. Payments made in Accounts Receivable are
listed in Billings Paid. Net billing describes the change in the billing balance on this date.

Section 8 – Advance Deposit Report

This section contains the activity for the month of the report. The following equations can be
performed on the monthly activity line:

Net Deposit Activity = Deposits Made – Deposits Used

Deposit Balance + Deposits Made – Deposits Used = New Balance

Section 9 – Summary Section

The summary section totals the guest activity and cash register activity for the month of the report as
well as for the year up to, and including, the month of the report. The month and YTD lines in the
summary section can be calculated using the following equation:

Start Balance + Total Charges + Deposits Made - Deposits Used - Total Payments
= Balance

You must calculate the year-to-date advance deposit activity in order to use this equation on
the year-to-date summary line.

Section 10 – Accounts Receivable Summary

This section lists the credit card activity for the month of the report, as well as the billing activity for
this month. Your settings in Check-Inn will affect what appears in this section.

Credit card types that are set for Direct Deposit record a payment equal to Total Net in the Payments
Received column each month. These credit cards types always show a Balance and Previous
Balance of $0.00. If the card type is not set for Direct Deposit, Check-Inn records only the payments
entered into the Credit Card Audit and will keep track of the balance owed on that card type. The
discount percentage of each card type will determine the amount deducted from Total Charges on the
report. You can view or change these settings in Change Settings, Credit Cards & Phone Limit. The
following equations are used in the credit card summary:

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Today’s Net = Balance Yesterday + Today’s Charges – Discount

Balance Today = Today’s Net – Payments Received

A Total Cash Collected entry appears at the bottom of the monthly report if a cash payment has been
received to settle an accounts receivable entry. This amount includes both the cash accounts
receivable payment and the cash total from the Summary section of the report (above).

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