Support CentreStandard ModulesReservations ReservationsHow to Search for a Guest Reservation

How to Search for a Guest Reservation

In this article we will show your options in finding a guest in your PMS.  There are 2 different ways to search for Guest Reservations in RoomKey, whether they be past, present, future, cancelled, no show or wait listed reservations:                                                                                                                                                                                                                                                                                                                                                  

  • Key View Screens
  • Using the F3 Search that brings you directly to the Advance search engine.  You can also access the Advance Search options by selecting Search > Advance Search in the menu.

Using the RoomKey View Screens

Click on the View Screen where the reservation you are searching for is located (ie: for future reservations select the Reservations view screen, for cancelled reservations select the Cancelled view screen).                                                                                                      

IMPORTANT NOTE: Each View Screen will only display reservations for a specific time period (ie: 7 days, 14 days, 30 days). This time period has been pre-determined by your Manager. Use the F3 "hotkey" or the  Advance Search option located in the "Search" Menu to search for reservations that fall outside of this time period.

Using the RoomKey View Screens

Step 1-  View Screen Search

The white box located below the View Screens is a Search Field. This Search Field is tied to the various reservation headers (ie: Room Type, Name, Date In, Res ID, etc..)

To use this Search Field, first click on the desired header and then type what you are searching for (ie: Room Number, Res ID, Last Name) into the Search Field below.

Step 1-  View Screen Search

Step 2- View Screen

For example, if you wish to search for a guest by their last name, click on the “Name” header. A little yellow arrow will appear next to the header to indicate that it is actively tied to the search box.

Step 2- View Screen

Step 3- View Screen

Next, begin to type the last name of the guest you are search for into the Search Field. As you begin to type, RoomKey will locate the guests name in the list of reservations.

Step 3- View Screen

How to use the F3 Search Key or the Menu with the Advanced Search option:

To access the Advance Search Module, select the  "Search” field at the top of your screen or press F3 on your keyboard.

How to use the F3 Search Key or the Menu with the Advanced Search option:

How to Use the Advanced Search

Along the left hand side of the Reservation Search screen are the various search criteria options. Proceed to enter in the guest information, the more information you enter (although it is not required to fill in all the fields), the better you will streamline your search.

How to Use the Advanced Search

Search Options- in Advanced Search (F3)

  • Reservations made today – check this box if you are searching for a reservation that was made today
  • Res ID – enter the full guest reservation ID
  • Arrival Date – if you wish to search for a reservation with a specific arrival date, check this box and then use the calendar drop down menu below to select the arrival date
  • Exact Match - check this box if the reservation you are searching for must match the criteria below exactly. If you select this box and enter “P” under First Name, RoomKey will search for a guest with the first name “P”. If you leave this box unchecked, RoomKey will search for a guest whose first name starts with “P”.
  • Last Name – enter at least 2 characters of the guests last name
  • First Name – enter at least 1 character of the guests first name
  • Telephone – allows you to search by the guests telephone number
  • Address – allows you to search by the guests address
  • City – allows you to search for guests in a specific city
  • Cancel # - allows you to search for a cancelled reservation by the reservation cancellation number
  • Reservations made today – check this box if you are searching for a reservation that was made today
  • Res ID – enter the full guest reservation ID
  • Arrival Date – if you wish to search for a reservation with a specific arrival date, check this box and then use the calendar drop down menu below to select the arrival date
  • Exact Match - check this box if the reservation you are searching for must match the criteria below exactly. If you select this box and enter “P” under First Name, RoomKey will search for a guest with the first name “P”. If you leave this box unchecked, RoomKey will search for a guest whose first name starts with “P”.
  • Last Name – enter at least 2 characters of the guests last name
  • First Name – enter at least 1 character of the guests first name
  • Telephone – allows you to search by the guests telephone number
  • Address – allows you to search by the guests address
  • City – allows you to search for guests in a specific city
  • Cancel # - allows you to search for a canceled reservation by the reservation cancellation number

Select Search Button

Once you have entered your search criteria, select the “Search” button below to populate a list of your search results into the box to the right.The legend at the bottom of the screen corresponds with the column to the far right of your screen and allows you to view the status of each reservation that appears on the list.

The “Clear” button is used to clear your original search information and start again from scratch.

Select Search Button

Other Options Accessible through the Advanced Search Screen (F3)

To view a specific reservation in RoomKey, click on the reservation in the list and then select the “OK” button at the bottom of the screen.

Other options that are available through the Advance Search screen are

  • Modify – this button allows you to make changes to a in house or upcoming reservations
  • Cancel – this button allows you to cancel a reservation directly from the Advance Search area
  • Print – allows you to print the Confirmation Letter for any upcoming reservations. NOTE: When exiting the Confirmation Letter, you will give the option to email the Confirmation if the guest has an email address on file (if you have your emails settings inputted under System Configuration -> Property -> Registry Tab).
  • Print Results – allows you to print the list of names as seen in the box to the right of your screen
  • Close – allows you to exit out of the Advance Search area
Other Options Accessible through the Advanced Search Screen (F3)