Finding the best way to track guest arrivals and departures will be dependent on how you, or your reservations team, record guest transfer information. There are a number of reports you can use to track guest transfers. Travel dates and times can be tracked through using the booking itinerary dates and travel Extras. These reports can be exported or, in some cases, opened as PDF and emailed or printed for your ground handler or logistics team.
The ‘Arrivals / Departures’ report shows a summary of guest arrivals, stayovers and departures based on the reservation’s itinerary dates. Booking details and notes can also be included.
See the Arrivals and departures section of the General reservation reports tutorial for more details on report settings.
If your reservations team record guest arrivals, departures and internal transfer details as Extras, use the Extras Custom Report to see who’s arriving, from where, at what time. Only select travel related Extra Categories in your report, e.g. Arrival, Departure, Transfer.
Consistent and diligent data capture is essential so that details like ETA and ETD times, as well as any other important notes, e.g. flight numbers, appear on the report.
The Operations Chart (Ops chart) is a powerful report commonly used at the lodge for logistics planning. Show details as notes or in a matrix format, or both.
1. Notes format
Use the Notes section of the chart to show Travel extras and use additional ‘Note display’ filters when working with this option.
2. Chart format
Use the Chart section to show Travel extras and easily group all your arrivals and departures. To display your Arrival and Departures grouped together tick the filter: Chart content display > Grouping > select ‘Separate Arr/ Stay over/ Dep as tables’.
The Rooming Report shows an in-depth summary of confirmed and provisional reservations. This includes Rooming, Pax analysis, Extra’s and Notes for the selected date range for a selected property. The Extras information is a useful way to track transfers.
This can be generated in two ways, a Summary report and a Day sheet report. Either one of these reports can help your team best plan travel logistics for the lodge and ensure smooth and seamless transfers for your guests. Choose the one that best suits your team.
If you use a ground handler for certain logistics, e.g. airport transfers, you can either create a report specific to their transfers and send them a copy or you can offer them a ResRequest login so they can run the report themselves. The Extras Custom report would be the best report to use for either of these options.
Offer a login to ground handlers
The benefit of offering your ground handlers a login is that it enables them to pull a report at any time without hassling you for an updated transfer list. Last minute additions will be included as the report pulls live data from ResRequest so the chance of errors is greatly reduced.
To give your ground handler a login:
