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© 2026 Aven Hospitality. All rights reserved. |
Contents:
The Guest Board is the central hub for managing reservations at your hotel. The Daily Statistics bar displays across the top of the Guest Board page. You can select multiple different tabs from the panel at one time to quickly filter the Reservations table.
Reservations in Pre-Arrival, Arriving, Staying Over, and Departing statuses are displayed. You can use the horizontal scrolling bar to navigate the Reservations table and view more columns. The Status, Name, and last column are static and remain locked in position while scrolling.
Note: You can change the information displayed on the Reservations table in the Guest Board configuration page (Setup > Property Hub Configuration > Property Settings > Guest Board).
From the Reservations table, you can process arrivals/departures and view reservation details using the Check-In, View, and Check-Out action buttons.
Clicking the chevron down arrow by any guest record on the Guest Board will show the Stay Information card with the current folio summary. You can select to View Guest Folio or Copy Reservation. If the reservation is a group reservation, the Group Details card displays. If the reservation has a single-use card (SUCC) as the method of payment, a quick-post Charge Single-Use Card option displays.
Search reservations to narrow down reservations that fit the required criteria.
Enter search criteria in the Find Reservations search box.
You can search by name, room number or confirmation number.
Advanced search allows users to perform a more granular search using selected criteria. Searches can be performed using Stay Details or Room/Rate Details.
Click Advanced Search. The Advanced Search window displays.
Note: A custom date range of up to 90 days can be entered. Date option details are updated based on the status selected. Stay Details is the default view.
Enter known information to search by:
First Name
Last Name
Phone Number
E-mail Address
Rewards Number
Confirmation or Itinerary Number
Channel Confirmation Number
To search by Room/Rate Details, select the tab and enter any combination of known information to search by. For example, rate plan and room type:
Room Number
Rate Plan
Room type
Group Reservation - Check the box to only search within group reservations.
In the Status section, select the different statuses (if any) to be included in the search:
| Status | Definition |
| Any Status | Reservations in any status. This is the default status. |
| Arrival & Pre Arrivals | Reservations that are scheduled to arrive on the current date, or are due to arrive in the future. |
| In House | Reservations currently checked into the hotel. |
| Checked-out | Reservations that guests that have checked out of the hotel on the current date. |
| Cancelled | Reservations that have been cancelled. |
| No Show | Reservations that failed to check into the hotel on the expected arrival date. |
Click Search for results.
Reservations can be filtered on the Guest Board by using the Status and Type drop-down menus.
Click the Status drop-down menu.
Select any combination of Departing, Pre Arrival, Arriving, or Stay Over statuses by checking the box beside each status.
Click the Type drop-down menu.
Select the checkboxes to filter by Reservation Type and/or Guarantee Type. Options are:
Individual Reservations
Group Reservations
Day Use Reservations
Guaranteed Reservations
Non Guaranteed Reservations
You can perform certain individual or bulk actions from the Guest Board.
Select the checkbox(es) for the desired reservation(s) from the Reservations table.
Click the Actions drop-down. You can select from the following:
| Action | Definition |
| Check In (Arriving Only) | Click to check the reservation into the hotel. |
| Check Out (Departing Only) | Click to check the reservation out of the hotel. |
| Assign Room | Click to assign a room number to the guest's reservation. |
| Unassign Room | Click to unassign a room from a guest's reservation. |
| Authorize |
You can initiate manual credit card authorization from the Guest Board if Allow Authorization Options is enabled (Setup > Property Hub Configuration > Property Settings - Financial) for your property.
Note: You can select up to 250 guests fromthe Guest Board for authorization. Invalid reservation statuses include Cancelled, No Show, and Checked Out. Ad-hoc Manual Authorization processes reservations by their primary payment method. Debit card payment methods and reservations without a valid credit card payment method are excluded from the authorization process.
Note: After the authorization completes, the Total Authorized Amount displays in the Primary Folio and Folio Summary. For suppressed rate and SUCC guaranteed reservations, the authorization reflects in the No Print folio. You can also view the Credit Card Log for the reservation. |
| Post Charges |
Click to post charges to a guest's folio. After checking in guests in bulk, you can post a charge to multiple selected guests, including those with non-English characters in the First Name and Last Name fields.
Note: You can select up to 250 guests.
Note: A message displays indicating that you can continue posting charges. Continue to fill out the required fields to post charges as needed to the selected guests' folios, or click Actions History to view the status of the posted charge. |
| Manage Routing |
Click to manage routing for one or more reservations.
Note: You can select up to 250 guests.
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| Cancel Reservation |
Click to cancel a guest reservation. Note: Reservation must be in Arriving status to cancel. If you do not have user permission for the Allow Front Office Overrides access point and the Restrict in Property Hub access point is enabled, manager approval is required to cancel the reservation. |
| Actions History | Click to view the Actions History table. |
The Actions History table displays list of all completed assignments, and a log of operation tool updates are saved in the system. If rooms are not clean, not assigned, or if there are no vacancies, an error or warning log displays in the Actions History table.
To view the Actions History table:
Click the Actions drop-down menu.
Click Actions History. The Actions History table displays.
Filter by Action, User, or Status to view specific reservations.
Click Print to print a PDF of the action history for the reservation.
Note: The Actions History log is only available for viewing and printing for 24 hours.
If applicable, click the expand caret to view the warning or error reason and select View reservations to open the guests' reservations that have completed or failed the respective action.
After performing ad-hoc manual authorization for one or more reservation, the authorized list of reservations displays in the Actions History table.
From the Guest Board:
Click the Actions drop-down menu.
Click Actions History. The Actions History table displays.
Click the Action drop-down.
Select the Authorize checkbox to filter the reservations by the status of their authorization.
You can print the guest list, registration cards, folios, and view and retrieve single or bulk prints done in the last 24 hours by clicking the printer icon.
Select the printer icon drop-down menu.
Click Guest List.
Check the boxes beside the reservations you want to print registration cards for.
Note: Reservations do not need to be in the same statuses to print registration cards.
Select the printer icon drop-down menu.
Click Registration Card.
Note: The system default template or other custom registration cards are available to print if enabled in Setup → Property Hub Configuration → Property Settings - Hotel Forms. The registration card order displays based on your sort order configuration in the Hotel Forms page. When the guest signature capture is enabled, click the Capture Guest Signature button to print the guest signature on the registration card.
Select the reservations for which you want to print folios from the Reservations table.
Click the printer icon.
Choose the item to print. Options are:
Print Basic Folio
Note: Printing a basic folio is not an option when Custom Form (Setup > Property Hub Configuration > Property Settings - Hotel Forms) is enabled for your property.
List of advanced folios in the sort order as configured
Note: You can select both default and non-default folios from the Print menu if Custom Form (Setup > Property Hub Configuration > Property Settings - Hotel Forms) is enabled.
Once you select a folio from the printer menu, the Print Folios window displays. All folios, excluding the No Print Folio, are selected by default to print. Click Print to continue. If no transactions are available in the folios selected, a warning message displays.
The Bulk Print History window displays the Actions History table with the Action > Print filter applied. All folios for the selected reservation(s) print in a single PDF.
Select the reservations for which you want to email folios from the Reservations table.
Click the email icon.
Select the folio to email from the drop-down menu. The Email Folio window displays.
Note: You can select both default and non-default folios from the Email Folio menu if Custom Form (Setup > Property Hub Configuration > Property Settings - Hotel Forms) is enabled.
Once you select a folio from the email menu, the Email Folios window displays. All folios, excluding the No Print Folio, are selected by default to email. Click Email to continue. All folios containing transactions are emailed as a single document. If no transactions are available, a warning message displays.
If the selected reservation(s) do not contain the guest's primary email address, enter the guest's emails in the appropriate field.
Select the checkbox by the folio type to send.
Click Send.
You can also select Email Bulk History from the email icon drop-down. The Email Bulk History window displays the Actions History table with the Action > Email filter applied, and you can view the reservations against which the folio email action was initiated.
The reservations on guest board can be sorted by Status, Guest Name, Stay Dates, Room No., Confirmation Number, or Payment Method.
To sort reservations:
Click on the column heading you wish to sort by.
The arrow indicator on the column heading reflects the sort order of the column.
Arrow Up - Ascending (A→Z)
Arrow Down - Descending (Z→A)
You can check in, check out, or cancel multiple reservations at a time.
Click the checkboxes beside the reservations you wish to check in or check out.
Note: Reservations must be in the same status to preform bulk actions (i.e. arriving or departing). You can assign or unassign up to 250 rooms on the Guest Board. You can select multiple guests for check-in or check-out after filtering the Guest Board. The system does not allow the same room number to be given to unrelated reservations or check-ins without designated rooms during bulk room assignments.
For bulk cancellations, assign one cancellation reason for all reservations. If the reservation has a deposit, routing room charges from another room, or is non-cancellable, the cancellation cannot be completed.
Click the Actions drop-down menu and select one of the following actions to perform in bulk:
Check In (Arriving Only)
Check Out (Departing Only)
Cancel Reservation
Note: Guests that are paying in cash or with a check for their reservation cannot be checked in or out with the bulk assignments. An error displays in the Actions History table for cash paying guests. For bulk cancellations, assign one cancellation reason for all reservations. If the reservation has a deposit, routing room charges from another room, or is non-cancellable, the cancellation cannot be completed.
Click the Check in or Check out button beside the guest's reservation. After the guest is checked in or out, the Guest Stay Record page displays.
To work with reservations in Arriving status:
Click the Status drop-down and select Arriving.
Click the checkbox beside any guest name and click Check-In.
Select Sort By to change the order of the display.
Select the chevron down arrow to view more reservation details.
Note: You can reserve up to 250 rooms on the Guest Board, including group and individual reservations. The Guest Board filters the available rooms by Room Status, Room Preferences, and Least Used Rooms. If no guest preferences are found, the guest is assigned one of the least used rooms. A message displays if there are no rooms available or if the selected room is dirty or out of order.
To work with reservations in Departing status:
Click the Status drop-down and select Departing.
Check the box beside the guest name and click Check-Out.
Select Sort By to change the order of the display.
Select the chevron down arrow to view more details.
To work with reservations in Stay Overs status:
Click the Status drop-down and select Stay Overs.
Select View Reservation to view full guest reservation details of the Guest Stay Record page, or select the chevron down arrow to view more details.
Select Copy Reservation to create a new reservation with the same attributes.
The Payment Method column displays the guest's method of payment for the reservation. If you uploaded a custom VCC logo in the Financial page (Setup > Property Hub Configuration > Property Settings - Financial), the VCC logo displays in this column for all VCC guaranteed reservations along with the guest's last four digits of their associated credit card and the credit card logo.
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© 2026 Aven Hospitality. All rights reserved. |