# Check In

When guests arrive at the property, front-desk staff can register them into a room directly from the Cloud Voice App. This page covers both single-guest check-ins and tour-group check-ins, using the **Room Panel** in Hotel Management.

## Check in an individual guest

1. Sign in to the Cloud Voice App (Desktop or Web) and open **Hotel Management > Room Panel**.
2. Locate an available room.

   a. Select the **Vacant** tab to show only rooms that are free.

      ![Room Panel filtered to show only vacant rooms](/images/pbx/filter-vacant-room.png)

   b. Point to the room you want, then click **Check In**.

      ![Check In button appearing when you hover over a vacant room](/images/pbx/hover-check-in.png)
3. Enter the guest's stay details across the following sections.

   **Basic**

   ![Basic accommodation fields for an individual check-in](/images/pbx/checkin-basic-info.png)

   | Setting | Description |
   | --- | --- |
   | Room Name | Filled in for you with the room you selected. |
   | Guest Type | Select **Individual Traveler**. |
   | Check-In Time | Defaults to the current time. Adjust it if needed. |
   | Expected Departure Time | Uses the default checkout time. Adjust it if needed. |
   | Call Privilege | Sets whether the guest can place outbound calls from the room phone. Choose one of the options below. |

   The **Call Privilege** options are:
   - **Disable Outbound Calls** (default)
   - **Allow Domestic Calls**
   - **Allow International Calls**

   :::caution
   Allowing outbound calls (especially **Allow International Calls**) exposes the property to toll-fraud charges if a room phone is misused, so enable it only when a guest needs it.

   - To let a guest place outbound calls, a suitable trunk and outbound route must already be in place, otherwise the calls will fail.
   - Outbound-calling permission belongs to the guest, not to the room. Each time a guest checks out or moves rooms, Cloud Voice resets that room's call privilege back to **Disable Outbound Calls**.
   :::

   **Guest Information**

   ![Guest details entered during an individual check-in](/images/pbx/guest-info.png)

   :::note
   The **Language** you choose determines the language used for system prompts played to the guest, such as wake-up calls, voicemail, and IVR (Interactive Voice Response, the automated menu that asks callers to press keys) menus.
   :::

   **Guest Address**

   ![Address fields for recording where the guest is from](/images/pbx/guest-address.png)
4. Click **Save**.

### Result

The guest is now checked into the room, and the following happens:

- The room's status changes to **Occupied**.

  ![Room Panel showing the room marked as occupied after check-in](/images/pbx/occupied-guest-room.png)
- A stay record is created for the guest so the visit can be tracked.

  ![Stay history entry created for the individual guest](/images/pbx/individual-guest-stay-history.png)

## Check in a tour group

1. Sign in to the Cloud Voice App (Desktop or Web) and open **Hotel Management > Room Panel**.
2. Open the group check-in page. You can either pick the rooms first or pick them as part of check-in.

   To choose rooms before starting check-in:

   ![Selecting multiple rooms with Bulk Management before a group check-in](/images/pbx/group-checkin-method2.png)

   a. In the top-left corner, click **Bulk Management**.

   b. Select the checkbox for each room you want to assign to the group.

   c. In the top-right corner, click **Group Check-In**.

   To choose rooms during check-in instead:

   a. In the top-left corner, click **Group Check-In/Out**, then select **Group Check-In**.

      ![Starting a group check-in from the Group Check-In/Out menu](/images/pbx/group-checkin-method1.png)
3. Enter the group's stay details across the following sections.

   **Basic**

   
   ![Cloud Voice, basic accommodation fields for a group check-in](/images/pbx/group-checkin-basic.png)

   | Setting | Description |
   | --- | --- |
   | Group Name | Click **Create New** to create the group. |
   | Check-In Time | Defaults to the current time. Adjust it if needed. |
   | Expected Departure Time | Uses the default checkout time. Adjust it if needed. |
   | Call Privilege | Sets whether the group can place outbound calls from the room phones. Choose one of the options below. |
   | Language | Select the language used for system prompts played to the group's guests, such as wake-up calls, voicemail, and IVR menus. |

   The **Call Privilege** options are:
   - **Disable Outbound Calls** (default)
   - **Allow Domestic Calls**
   - **Allow International Calls**

   :::caution
   Allowing outbound calls (especially **Allow International Calls**) exposes the property to toll-fraud charges if a room phone is misused, so enable it only when the group needs it.

   - To let the group place outbound calls, a suitable trunk and outbound route must already be in place, otherwise the calls will fail.
   - Outbound-calling permission belongs to the guest, not to the room. Each time a guest checks out or moves rooms, Cloud Voice resets that room's call privilege back to **Disable Outbound Calls**.
   :::

   **Guest Information**

   ![Guest details entered for a tour group](/images/pbx/group-guest-info.png)

   :::note
   You can check in up to 64 guests at once.
   :::
4. Click **Save**.

### Result

The tour group is now checked into the assigned rooms, and the following happens:

- Each room's status changes to **Occupied**.

  
  ![Cloud Voice, group rooms marked as occupied after check-in](/images/pbx/occupied-group-guest-room.png)
- A stay record is created for each guest so the visit can be tracked.

  ![Stay history entries created for the group's guests](/images/pbx/group-guest-stay-history.png)
- A temporary extension group is created automatically. Every extension tied to the group's rooms is added to it, so you can manage the group's call permissions in one place.

  
  ![Cloud Voice, temporary extension group created for the tour group's rooms](/images/pbx/temporary-ext-group.png)