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7- Use the lock icon to Lock and Unlock the drag and drop feature to move reservations to different dates or rooms
on the Guest Rooms grid.
Note:
A red lock indicates that the grid is locked down and reservations can not be moved.
A Green lock indicates that the grid is unlocked and reservations can be moved to different rooms or dates.
8- Use the Block Room buttons 
to initiate the blocking feature to block specific dates and rooms that
need to be unavailable for various reasons.
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9- Click on the expand screen button 
to expand the Guest Rooms grid to a full screen view
10- Click on the Refresh Button 
to refresh the information on the grid.
Making a Reservation
1- There are two ways to start making a reservation. First you can use your mouse to highlight the first night of
the arrival until the last night of the arrival by dragging your mouse across the desired dates and select New
Reservation 
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You will see the color of the reservation turn an aqua color. This indicates that the room is now in a “Reserved”
status.
Room Reservation Information Pane
1- Once you select your sponsoring member, the information pane for this reservation opens below the
reservation grid. This is where you will enter the details of the reservation.
2- Here is a close up view of the buttons used on the reservation information pane.
3- When you select the sponsoring member, by default that name is entered as the first occupant in the
reservation. You have the ability to change this if necessary.
4- If you need to change to the first occupants name, select his name and then you have four options to choose
from:
5- When you select a Named Member, the membership roster window will appear. Search for the member, and
hit enter or double click on the member to insert the name into the occupant spot.
6- When you select a Named Guest you have two options to enter a guest’s name. First you can choose the guest
lookup to see if that guest has stayed there before or …
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The guest information that you entered will show up on the right hand side of the information pane.
7- If you need to add a room to this reservation, click on Add Room 
and this will open a new
section below the first room listed for you to assign.
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Once you have assigned the second room, we will see it appear on the grid in the same aqua color.
Other Tab Options
Let’s take a look a look at the other tab options listed in the reservation information pane.
1- Room Tab: Under the room tab you can change the Room Type, Location, Room # for the reservation. The user
may also use the Requested fields to indicate a preference on a Room Type, Location, Room # if the room is
put on a Wait List.
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If an occupant needs to change rooms during the middle of their stay, use the Room/Occupant Change button to
assign them a new room. This will allow the user to assign the new room but keep their existing folio attached to
the occupant.
2- Amenities Tab: Amenities are items that the user wants to add to the folio for a daily charge. These items are
defined amenities setup section.
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Select the date to apply an amenity option and which item you want to include on the daily charge. For items that
apply to the entire stay, select “All” for the date.
3- Rate Tab: Use the Rate Tab to view the base room rates plus any amenities added to the base rate for a specific
room.
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You can adjust the room rates if you need to upcharge or provide a discount from the current rate. Once you have
posted a room rate to a folio, the date of the posting will appear in the Comment field next to the day that has
been posted. You can also lock the rate by selecting the lock checkbox for each day. By locking the rate, no
changes can be made to that rate until the rate is unlocked.
4- Notes Tab: The user can add any notes for the reservation under the Notes tab.
5- Credit Card Tab: The user can capture the credit card information associated with the room reservation on this
tab.
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Note: The credit card information will be applied to the room folio, not to individual occupant staying in the room.
6- Notifications Tab: With the notifications tab, the user can send out confirmation emails for the reservation.
The confirmation emails can be sent immediately, or can be scheduled at intervals the user determines. The user
can also determine if the sponsoring member should receive a copy of the confirmation email.
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Note: The user has the choice to email specific room occupants by enabling their email setting. A guest will receive
a copy of the email confirmation if the user has entered the email address for the guest.
Certain sections of the email confirmation can be customized for each club at the beginning of the setup process.
Blocking Guest Rooms
1- Select the ‘Add Block’ icon. 
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5- Select save to apply this block.
Note: If you need to cancel the block at anytime, select ‘Remove Block’ icon 
Checking In a Reservation
When it is time to check in your occupants, select the Check In button 
to start the check in process.
1- During the check in process the user can print a registration card, add a credit card on file to the room
reservation, or Check In the room.
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3- Select ‘Check In’ to complete the check in process.
Cancelling or Wait Listing a Room
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Note: A room on the waiting list and a cancelled room will be listed on the bottom of the grid. Use the filters
on the left to view any rooms that are cancelled or on the waiting list.
Viewing a Folio
A ‘Folio’ is the billing record for an individual currently staying in one of the guest rooms.
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Note: A credit card cannot be attached to an individual’s folio. It will be recorded to the room folio.
Night Audit Wizard
1- In the upper left hand side of the Guest Rooms Dashboard, the user can find an option called the ‘Night Audit
Wizard’ to post the room rates to the room folios.
2- Select the date of the night’s stay to post to the room folio. You can run any day more than once. The system
will not double post the room rates if you have already run the wizard for a specific room.
3- A summary will show the rooms that are charged, the occupants in those rooms, and the room rates which
include an amenity charges or adjustments the user has made.
4- Select ‘Finish’ to complete the Night Audit Wizard.
5- Once the process is complete select ‘Close’.
6- The room rates are now on the room folio.
Transferring Charges between Folios
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4- Select the destination folio and click ‘OK’. This will transfer the highlighted charge to the destination folio.
Note: You can only transfer transactions within a folio tree within the same reservation. You can transfer
balances from one folio to another folio by using the Point of Sale module.
Manual Folio Charge
If you need to manually enter items to an occupant’s folio, the user can accomplish this through the Manual Folio
Charge option.
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10- A summary screen will appear where you can preview the transactions. Next you can post the charges to the
folio accounts.
Using the POS to charge back to a Folio
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8- The transaction is now listed on the occupant’s folio.
Checking Out the Reservation
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12- Once the each room is checked out, the room reservation on the Guest Rooms grid turns a gray color.
Splitting a Room Charge
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Here is a reservation with two guests sharing a room.
Each occupant has their own folio, while the room rates are posted to the room folio.
1- First, transfer the room charge from the room folio to one of the occupant’s folio.
2- Once the room charge is transferred, select the ‘Manual Folio Charge’ option.
3- Select the Date for the charges.
4- Search for the occupant’s folio that has the room charge.
5- Select tab and fill in each field.
6- Enter a description for this transaction.
7- Enter the price to credit half of the room rate. You will enter this amount as a negative amount. The
quantity will be a positive number but the price will be the negative amount. Hit tab until you reach the next
line.
8- Now select the folio for the other occupant in the room.
9- Repeat the steps listed above to fill out each field. This time make sure that the price for the split charge
item is entered as a positive value.
10- A summary screen will appear for you to check the charges. Click ‘Post’ when you are ready to post these
charges to the folios.
11- When you return to the folio tree, you can see that one occupant’s folio has the credit for the room charge
to reduce the room charge in half. The other occupant’s folio has the charge for half of the room rate.
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Once the room charge is split, you can settle each folio with using the normal settlement process.
Override Folio Charge
Override Folio Charge is used when you have a folio from the past that you need to add a charge back to
that folio. This is usually a high level function so each employee must be given permission for this
functionality.
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1- To Add a charge back to a room folio that has checked out in the past, open up the POS module and
select the Device. A golf shop charge will use the Golf Shop device. Guest Rooms charge will use the
Guest Rooms device.
2- Start a ‘New Transaction’ to an AR account and find the item or items that you need to add back to a
folio that has already checked out.
3- Select Close Ticket
4- Now to settle the ticket to a past folio, select the ‘Guest Room Charge’ settlement type.
5- If you have current guest room occupants, you will see them listed in the main window as a selection to
charge the ticket back to the occupant’s folio. In this case a past folio will not show up. You must select
the ‘Enter Folio #’ button.
6- For this example, Folio #123 checked out three days ago, but we needed to add a charge to the folio.
After entering the folio number, select ‘OK’ to apply the charge to the folio.
7- We can see that the item was added to the folio. Now select ‘Done’.
8. When we search for folio 123, we see that the charge was added back to the folio. You will now need to resettle the
folio.
