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.

   

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

   

3. Enter the guest’s stay details across the following sections.

   Basic

   

   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

   

   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

   

4. Click Save.

Result

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

• The room’s status changes to Occupied.

  

• A stay record is created for the guest so the visit can be tracked.

  

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:

   

   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.

   

3. Enter the group’s stay details across the following sections.

   Basic

   

   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

   

   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.

  

• A stay record is created for each guest so the visit can be tracked.

  

• 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.