How to handling a group check in

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Group Check In

Checking in a group requires prior preparation to ensure that all the rooms are vacant and clean in time for the group to check in. Group might sometimes be extremely large and hence, proper monitoring and preparation throughout the day is vital.

Procedure: How to handle group check in

1. Preparing for the group arrival

One staff is normally assigned to be in charge of group check in for the day. The following must be done:

• Take the group service order, group envelopes and do double check.
• Check on the room numbers assigned for the particular group. Make sure that they should be on the same floor or a few similar floors and are close to each other.
• Check the status of the room ( whether it is still occupied or vacant ) on the PMS System.
• Write the room number on the group envelope if it is a due-out room ( still occupied ) wait for the room to be vacant as swapping might be necessary.
• Prepare two keycards for double occupancy rooms and one keycard for single occupancy room.
• Arrange the group envelopes according to room numbers in ascending order.
• Check the room rate and complimentary room. Ensure that rates are according to the Agent or company contract.
• Contact the Tour Guide to find out the actual arrival time is possible, and key it into the system.
• Check on the room status from time to time to ensure that rooms are ready before the arrival time.

2. Check in the group.

• Upon the group arrival, double check with the tour guide for their group name or code.
• Reconfirm the number of rooms booked, number of pax, whether the rooms are with/without breakfast, morning call arrangement, luggage down arrangement and departure time.
• Check in the group in the system.
• Write the time for morning call, luggage down and departure time on the Group service Order.
• The staff checking in the group should indicate her/his name on the Group Service Order for easy reference.
• Obtaining a copy of the rooming list from the tour leader after their assignment is complete.
• Update the guest name, addresses and passport numbers for all guest profiles in the PMS System.

3. Distribution of reports

• Once all names have been updated, print the Group in House by room report and distribute to all department concern, such as: Front desk, room service, service center, concierge, housekeeping.

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