Walk-in guest: from front desk to the key

Цей контент ще не доступний вашою мовою.


Why	Check in a guest who walks in without a booking: room, registration form, payment, and voucher in a few minutes, right in front of the guest.
Who	Front desk staff: receptionists and duty managers.
What you’ll get	A confirmed booking on the grid, a checked-in guest, and a voucher in their inbox — from a click on a free cell to the key.
Limitations	A walk-in is an ordinary manual booking: there is no separate mode for guests without a booking. The quick form is built for a one-room booking; detailed bookings are assembled in the full form. Rooms, prices, and amounts in the example are demo data.

A guest is standing at the desk without a booking — with a queue forming behind them. This is a walk-in, and in HotelsCalendar it plays out on one screen: free rooms with their prices are visible on the Planner, the booking is created with a click on a cell, and the guest form opens right alongside. There is no separate “walk-in mode” — this is an ordinary manual booking; you simply create it in front of the guest.

The whole route is five actions: cell → form → guest → booking → check-in. The voucher goes to the guest on its own.

Step 1. Find a free room

Open the Planner and switch on the “Prices in cells” toggle above the grid — free cells will show the price and availability for each date. The prices here are for picking a room; they are edited in the price manager, not on the grid.
Find the row of a suitable room and click the free cell with the price on the date you need.

Result: the “Create booking” modal opens — the period and the room are already filled in from the cell.

Step 2. Check the quick form

At the top of the modal sits the “Booking / Block” switch (for a walk-in you need “Booking”; “Block” takes the room off sale instead of booking it — room blocks have a separate article in this section) and three summary strips: “Quick booking 79 €” with the price from the cell, “Period”, and “Room”. Below are three blocks:

“Period and room”. The “Check-in” and “Check-out” fields are already filled in: the date from the cell and the time — 2:00 PM and 11:00 AM in the example, with the nights counted. Check the “Room type”, the “Room”, and the occupancy option.
“Rate and price”. The rate plan is filled in automatically; next to it sit the totals — the accommodation line for the night and the grand total. If you agreed on a special amount with the guest, set a “Discount” or tick the “Manual price” checkbox.
“Guest”. The “Search by last name, first name, or phone” field and the “New guest” button — the next step is about them.

While no guest is selected, the “Create” button stays inactive — the form will not save a booking without a guest. If the case is more complex than a typical one — several rooms, special conditions — use “Open full form”: the full wizard is covered in Create a booking in 4 clicks. The “Cancel” button closes the modal with no consequences.

Result: the period, room, and price match what you agreed with the guest — all that is left is to name the guest.

Step 3. Name the guest

The guest has stayed with you before — this is the shortest path:

Start typing their last name, first name, or phone number into the “Guest” block search.
Pick the guest from the suggestions and press “Create”.

From the cell to saving — two clicks: a “Booking created: …” confirmation appears with the guest’s name and the number of nights. The profile is already in your database — there is no form to fill in a second time.

A first-time guest:

Press “New guest” — the guest profile opens.
Fill in the required “Last name” and “First name”, plus whatever else you have time for: “Middle name”, “Phone”, “Email”, “Country”, “Language”, “Date of birth”, and the passport fields.
Press “Save” — the guest drops into the form.
Press “Create”.

You don’t have to type the form by hand: the guest profile can be filled in from a passport scan — where that happens is covered in Check-in and check-out. And if the guest mentions a phone number or email only after checking in, the guest profile can be edited from the booking at any time.

Result: the booking was created in front of the guest and landed on the grid as a bar in the room’s row; the profile stayed in the database — next time the guest will turn up in the search.

Step 4. Check the guest in and record the payment

The booking is on the grid — walk the guest to the room:

Press “Check in” — the button sits in the booking’s row in the “Bookings” list and next to each guest in the booking card.
Confirm: “Check into room 103?” → “Save”.

One or two actions and the guest is in: the booking bar on the grid picks up the “Checked in” icon. Undoing a check-in, checking out, and late departures are covered in Check-in and check-out.

Take the payment at the desk and record it on the booking card — the routine is described in Record a guest payment.

Result: the guest has the key, the booking is marked as checked in, and the payment is on the booking card.

The guest’s voucher

A voucher with the stay details is emailed to the guest automatically when the booking is created. It is a confirmation of the stay, not an invoice for payment.

To send the voucher again, open the booking card, the “Messages” tab: the “Send voucher” button sits next to “Send email”, with the sending history below.