Support Centre

How to Search for a Guest Reservation

Updated

In this article we will show 3 different ways to search for a guest reservation:                                                                                                        

  • View Screens: The menu on the right hand side
  • Basic Search: Search > Search
  • Advance Search: Search > Advance Search (F3)

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).                                                                                                      

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 within system configuration > property.

Using the RoomKey View Screens

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

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

Step 2- 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

To access the basic search , select the  "Search” field at the top of your screen

The basic search allows you to enter various information. If you are searching for anything other than Res ID you must also select a reservation status from the drop down box

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:

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
  • Email - allows you to search by the guests email address
  • Cancel # - allows you to search for a canceled reservation by the reservation cancellation number
  • Corporate - allows you to search for a reservation by the attached corporate account
  • Status - allows you to search for a reservation by any of the following statuses: Reservation, In House, Checked-Out, Cancelled, No Show, Waitlist
  • Guaranteed - allows you to search for a reservation that is guaranteed with a guest credit card on file, or city ledger attached (direct billing)
  • Non Guaranteed - allows you to search for a reservation that is not guaranteed with a guest credit card on file, or city ledger attached (direct billing)

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)
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