Check Inn

®
CHECK-INN
LODGING SOFTWARE
FOR WINDOWS
A FRONT DESK SOLUTION
© COPYRIGHT 1992-2010 BY INNSOFT, INC.
ALL RIGHTS RESERVED

LICENSE & WARRANTY
This software is a proprietary product and is protected by copyright. You may duplicate it for
backup protection but not, either in whole or in part, for any other purpose. It may be used by
more than one machine but only for business related to the licensed property.
If this software fails to perform to your satisfaction within 30 days from the date of purchase,
Innsoft, Inc. will repair the defect or refund the purchase price of the software. You agree that
your sole remedy is a full refund of the purchase price.
Innsoft, Inc. makes no warranty, expressed or implied, including fitness for a particular use,
regarding this software. Innsoft, Inc. shall in no event be liable for any special, incidental,
consequential or other damages resulting from any defect in the software.
This software is licensed to a physical location, not a person, corporation or other legal entity.
Under no circumstances will the license be transferred to another physical location.
CUSTOMER SUPPORT
Innsoft, Inc.
14355 SW Allen Blvd., Suite 240
Beaverton, Oregon 97005
Orders: (800) 950-8995

Customer Support: (503) 643-8162
(8a.m. – 4p.m. Pacific Time, Monday – Friday.)
Unless you are using a demo, a valid service contract will be required to receive technical
support.
Fax: (503) 641-6537
Emergency Pager: (503) 870-4362
(7a.m. – 11p.m. Pacific Time, 365 days per year.)
There will be an additional fee for emergency support.
Please use our customer support number during normal business hours.
E-mail: [email protected]
Website: www.innsoft.com
ACKNOWLEDGMENT
We would like to thank all of the motel owners, managers and staff who have contributed their
suggestions and ideas for making Check-Inn for Windows a better and more useful product.
Your invaluable help in the development and testing of Check-Inn is greatly appreciated.
TABLE OF CONTENTS
INTRODUCTION ...........................................................................................................3
INSTALLATION ............................................................................................................4
CUSTOMIZATION / CHANGE SETTINGS.................................................................5
RUNNING CHECK-INN ..............................................................................................67
CHECK-IN ......................................................................................................................70
CHECK-OUT ..................................................................................................................84
GUEST SCREEN ............................................................................................................88
CASH REGISTER...........................................................................................................102
AUDIT.............................................................................................................................104
RESERVATIONS ...........................................................................................................118
REPORTS........................................................................................................................137
MAINTAIN CHECK-INN FILES.................................................................................158
ERROR MESSAGES ......................................................................................................161
QUESTIONS AND ANSWERS .....................................................................................163
UNDERSTANDING THE MONTHLY REPORT .........................................................167
NETWORK AND DATA SECURITY ...........................................................................A1-2
INDEX .............................................................................................................................i-v
CHECK-INN® FOR WINDOWS
FEATURES
* Easy-to-use menus.
* Quick and easy check-in and check-out.
* Credit card security and encryption.
* E-mail confirmations and reports.
* Instant check-in for guests with reservations.
* Call accounting interface available.
* High speed and dial-up credit card processing. (Module available)
* Prints confirmation & cancellation letters.
* Group check-in, check-out, confirmations, and cancellations.
* Easy balance transfer between rooms.
* Reservation search, reports and grid.
* Network support for multiple workstations. (Module available)
* Fully customizable rate system for daily, weekly, monthly and package rates.
* Password protection for audit and advanced functions.
* Automatic zip-code identification.
* Registration card printing.
* Complete daily and monthly financial reports.
* Occupancy and Forecasting Reports.
* Housekeeping Report.
* Quick search for repeat customers.
* Event tracking.
* Detailed shift reports.
* Accounts receivable system.
* Easy balance transfers between rooms.
* Maintenance log for each room.
* Marketing codes and market segment report.
* Option to hide rate on folios for third party bookings.
* Guest departure list.
* Automatic daily audit and room rental posting.
* Prints labels for billing or marketing.
* Complete data backup and recovery.
* Maintains a guest list with names & addresses.
* Exports to Quicken, QuickBooks, Peachtree and others.
* Electronic cash drawer support.
* Credit card processing modules available.
* Travel agent commission tracking.
* Occupancy alarm.
* Copy rate feature.
* Bad guest flagging.
CHECK-INN FOR WINDOWS 1

For safekeeping, enter your property name and code number(s) from your invoice below.
Property Name:
Check-Inn Code Number:
Check-Inn Options Code:
Interfaces Purchased:
2 CHECK-INN FOR WINDOWS

INTRODUCTION
Thank you for purchasing Check-Inn® for Windows. By taking this step, you have begun to
simplify your property’s record keeping. Check-Inn® automates and simplifies many of the
tasks involved in front desk management. It gives you more control in the management of
your property and saves you many tiresome hours of bookkeeping. Reports and audits are
available at the click of a button. The simplicity of Check-Inn® for Windows is an asset to any
property.
It has been found that it is much easier and less stressful for beginning staff to have a practice
period of at least two weeks to learn this new system. This is easiest if your current system is
maintained until your staff is trained to use Check-Inn® for Windows.
If you have problems running Check-Inn® for Windows, consult the corresponding section of
this manual. You may also refer to the Question and Answer section at the end of the manual,
which contains the answers to the most common questions. Once you are running Check-Inn®
for Windows you may press the F1 key at any time to receive assistance with the program.
The help key will allow you to view tips, hints, and directions. If you still cannot find a
solution to your problem, please call Innsoft Technical Support at 503-643-8162.
IMPORTANT: Your property name and personal code number must be entered in the “Name
and Address” selection of “Change Settings” for Check-Inn® for Windows to function. Your
property name and code number will be found near the middle of your invoice under the
information section. Both the property name & code number must exactly match the invoice.
EXAMPLE:
Innsoft Demo Motel – Portland
651335
* The entire name, “Innsoft Demo Motel – Portland” including spaces and punctuation must be
entered on the name line exactly as they appear on the invoice. * (Not case sensitive)
If you cannot find your invoice, contact Innsoft, Inc. to receive your personal code. You can
run Check-Inn for Windows for a trial period of forty-five to sixty days in Demo mode using
the demo code (651335) as your code number.
HARDWARE RECOMMENDATIONS
• Pentium 4-1.5 GHz processor or better.
• 512 MB RAM
• Windows 2000, XP, Vista or Windows 7
• 80 GB Hard Drive or better.
• CD ROM Drive
• A Modem (Only required for dial-up credit card processing)
• 1 Serial Port
• Mouse
• USB port(s)
• Windows compatible printer. (Laser printer recommended)
• Ethernet port

INSTALLATION
SETTING UP YOUR COMPUTER
• We highly recommend that your computer be placed at your front desk for easy guest
check-in. Computers on a network should be placed in areas that allow for easy
installation of networking cables. Purchase of extension cables may be necessary if
you are having problems with the placement of your monitor, keyboard or printer.
• The computer must have an accurate real time clock that is properly set. Please pay
close attention to A.M. & P.M. settings as they are often reversed.
(You can set the time and date by double clicking on the digital clock in the bottom
right hand corner of the windows desktop)
INSTALLING CHECK-INN
• To install Check-Inn for Windows on a computer, insert the Check-Inn CD into your
CD-ROM drive. If you are not prompted in a few moments, click on Start, then Run,
then type: D: Setup and click the OK button.
NOTE: D is typically the default CD-ROM drive.
• Select the Check-Inn for Windows icon from the install menu.
• When the ‘Welcome’ screen appears, click Next to continue or Cancel to exit setup.
• Click Next at the ‘Information’ screen or Cancel to exit setup.
• You may now choose where Check-Inn® for Windows will be installed. If you are
installing the program for the first time, it is strongly recommended that the program be
installed to the default directory, C:\Checkinn. Click Next to continue.
• Select any additional tasks you wish to perform and click Next. (It is strongly
recommended that you select ‘Create a desktop icon for Check-Inn for Windows’)
• Click the Finish button to complete the installation. If this is a brand new installation
of the program you will be asked to click Yes if you want to load a demo property.
Click No if you would like to add your own property information.
STARTING CHECK-INN
• The installation program will create an icon on your desktop. Simply click on the icon
to start Check-Inn for Windows.
• If no icon appears on your desktop:
1. Right click on an open area of the desktop.
2. Left click on New, and when the menu appears click on Shortcut.
3. When you are prompted at the command line, type
C:\CHECKINN\CHECKINN.EXE or file path and click on the Next button.
4. Finally you will be prompted for a name (this typically defaults to CHECKINN).
Click on the Next button.
5. Click the Finish button on the final screen.
6. Press “8” or click the Change Settings button on the Main Menu to start the
customization process.
CUSTOMIZATION OF CHECK-INN®
Change Settings contains basic information that Check-Inn® for Windows needs in order to
function properly. All the information needs to be entered and kept up-to-date.
This information includes:

• Property name and address (Required)
• Property code number (Required)
• Room numbers and descriptions
• Rate Setup functions
• Tax rates and sales categories
• Check-in/out and close out times
• Credit card discount rates
• Default phone limit
• Credit Card Processing (Module Required)
• Printer information
• Electronic cash drawer setup
• Voice mail integration (Module Required)
• Screen settings
• Billing and reservation policy statements
• Passwords and security settings
PROPERTY NAME AND ADDRESS

When customizing Check-Inn® for Windows you should first set the property name and
address in Change Settings.
IMPORTANT! The license code must be set for Check-Inn® for Windows to function. If you
have lost your code number or have changed your property’s name, please contact Innsoft, Inc.
to receive your personal code number.
The Property Name & Address screen contains the name of your property, your property code
number, your options code (For Voicemail, Network, etc.) and the property address and contact
information.
The name, address, phone number, fax number, and E-mail you enter will appear on all reports
and folios.
ENTERING PROPERTY INFORMATION
1. Press “8” or click the Change Settings button on the Main Menu.
2. Press “1” or click the Property Name & Address button.
3. Enter your property’s name exactly as it appears on your invoice under the Information
section. The property name is not case sensitive, but punctuation and spacing are
important.
4. Enter your property’s address, phone number, fax number and e-mail address.

5. Enter your Personal Code Number (and options code if you have one) as it appears on
your invoice under the Information section.
6. Press F10 or click the Done button once you are finished.
NOTE: If this is a demo version of Check-Inn® for Windows, just enter the name as you
want it to appear on folios and set the code number to 651335. The demo code will let you
operate Check-Inn® for Windows for a period of sixty days from the day the disk or CD
was made.
ROOM RATES AND ROOM INVENTORY

ENTERING YOUR ROOM INVENTORY
Enter the rooms in the order that you wish them to display in your room lists and in your
reports. Each new room will be added immediately below the room currently selected with the
highlight bar.
2. Press “2” or click the Rooms & Rates button.
ADDING A ROOM
1. Press F2 or click the Add Room button.

2. Enter the room number.
3. Enter the room rate. You may enter the room rate in one of three ways:
• Enter the default amount that you want to charge for the room (e.g., Rate/Group:
79.00). This will charge a flat rate of $79.00 for the room each night.
• Enter the rate groups that will apply to this room (e.g., Rate/Group: AB). This will
display a list of rates from group A or B when selecting or changing a guest’s rate
for the room. For more information, please see the “Room Rates” section of the
manual.
• Leave the Rate/Group field blank and set up ‘Advanced Rates’ (See the ‘Setting Up
Rates’ section of this manual for instructions on setting up ‘Advanced Rates).
• You can override the entry made here when you check guests in using a user-
defined rate in the Guest Information screens. The user-defined rate feature can be
password protected.
4. Enter in the room description. (e.g., King/Non-Smoking)
IMPORTANT! Make sure you enter the descriptions of similar rooms in EXACTLY
the same way, so that Check-Inn® for Windows can properly group the rooms.
5. Press F10 or click the Done button to add the room, otherwise press ESC or click the
Cancel button if you would not like to add the room.
TIPS
• If you are adding multiple rooms of the same description and rate, click on the
check box next to Copy Selected Room. Check-Inn for Windows will add the
next sequential room number keeping the description and rate the same.

• If you need to add a room in the middle of the list, highlight the room directly
above where the new room will be added. Press F2 or click the Add Room button,
then enter the room information in the same manner as above.
EDITING A ROOM
1. Select the room you would like to edit.

2. Press F3 or click the Edit Room button.
3. Change the incorrect information in the same manner described for Adding a Room.
4. Press F10 or click the Done button to save the changes. Press ESC or click the Cancel
button to disregard the changes.
DELETING A ROOM
1. Highlight the room you wish to delete.
2. Press the DEL key or click the Delete Room button.
3. A message box will be displayed asking, “ Delete Room ***?”. Press F10 or click the
Yes button to delete the room. Otherwise press ESC or click the No button. If a
message is displayed saying, “Room Occupied or Reserved. Unable to Delete Room.”
move all guests and reservations for this room to other available rooms then try deleting
the room again.
ENTERING CONFERENCE OR DUMMY ROOMS
NOTE: To activate conference room features, check the “Allow Conference and Dummy
Rooms” check box in Set Colors and Switches from Change Settings.
Conference rooms do not affect occupancy totals, availability totals, or average daily rate.

2. Enter the room number with a letter from A-Z (not including S) before the number.
3. Enter the room rate. You may enter the room rate in one of three ways:
• Enter the default amount that you would like to charge for the room (e.g.,
Rate/Group: 79.00). This will charge a flat rate of $79.00 for the room each night.
manual.
• Leave the room rate field blank and set advanced rates using room rate rules. (See
the ‘Setting Up Rates’ section of this manual for instructions on setting up
‘Advanced Rates.)
password protected.
4. Enter in the room description. (e.g., Conference Room)

IMPORTANT! Make sure you enter the descriptions of similar rooms in EXACTLY
the same way, so that Check-Inn® for Windows can properly group the rooms.
Cancel button.
ENTERING SPLIT ROOMS
Split rooms do not affect the total number of rooms occupied or available. However, room
rental for a split room will affect your average daily rate. Split rooms are not available
when making a reservation. Rooms may only be split at check-in or from the guest screen.

2. Enter the room number with an “S” before the number.
3. Enter the room rate. You may enter the room rate in one of two ways:
• Enter the default amount that you would like to charge for the room (e.g.,
Rate/Group: 79.00). This will charge a flat rate of $79.00 for the room each night.
manual.
password protected.
4. Enter in the room description. (e.g., Split Room)
Cancel button.
SORTING THE ROOM LIST

If you have typed in your room list and it is out of order, you may use this utility to
automatically sort your rooms. Rooms can be sorted by room number or alphabetically by
description.
1. Press F12 or click the Sort Room List button, in the bottom left of the Room Numbers
& Descriptions screen.
2. Select the way you want the rooms sorted by either pressing “R” to sort by Room
Number or “D” to sort by Room Description, or click the check box to the right of the
option.
3. Press F10 or click on the Done button to sort the rooms. Otherwise press ESC or click
on the Cancel button to leave the rooms in the current order.
SEARCHING FOR A ROOM IN THE LIST

1. Make sure the cursor is in the Room Search box.
2. Type in the Room Number or Description of the room.
• If the room is listed, the selection bar will move to the room you are searching for
as you type.
• If the room is not listed, a message will be displayed saying, “Room Not Found.”
Press Enter or click the OK button.
CHANGING THE ROOM STATUS

Room status will automatically change to ‘DIRTY’ upon check in ‘CLEAN’ when marked
clean during the housekeeping report procedure. If you find that the room status is incorrect it
can be changed by pressing F4 or clicking Change Status. Also note that the room type is
color coded to denote its status: Green=Clean, Blue=Dirty, Red=Not Available.
If you have a room that is currently Out of Service you can change the status of the room to
<NOT AVAILABLE>. A warning message will be displayed if the room is occupied.
NOTE: Rooms marked as <NOT AVAILABLE> will not appear on the Housekeeping
Report.
1. Press F4 or click the Change Status button in the Room Numbers & Descriptions
screen.
2. This will change the status of the selected room between <Clean>, <Dirty>, or <NOT
AVAILABLE>. Continue until you reach the correct status.
CLEANING ALL ROOMS

1. Press F5 or click the Clean All Rooms button in the Room Numbers & Descriptions
screen.
2. A message box will be displayed asking, “Set All Rooms to Clean?” Press F10 or click
the Yes button to set all dirty rooms to clean. Otherwise press the ESC key or click the
No button to leave current status settings.
NOTE: <NOT AVAILABLE> rooms will not change status.
ADJUSTING THE LINEN CHANGE SETUP

Linen status lets you change the number of days a room must be occupied before it is marked
for a linen change on the Housekeeping Report (/L).
1. Press F7 or click on the Linen Status button in the Room Numbers and Descriptions
screen.
2. Set the number of nights the room must be occupied before the linen needs to be
changed for daily rate guests. To adjust the number of nights, type the new number or
use the arrow keys to increase or decrease the number listed.
3. Repeat the above procedure for the Weekly, Monthly and Package rate types.
4. Press F10 or click the Done button to save the changes, otherwise press ESC or click
the Cancel button to return to the Room Numbers and Descriptions screen without
saving the changes.

Guests checking out will be marked for a linen change with a /L in the “Housekeeping Report”.
To turn off the linen change feature set the number of nights to “1” for each rate type in the
linen change setup.
PRINTING A ROOM LIST

1. Press F11 or click the Print Room List button.
2. A Print Preview of the Room List will be displayed.
• Press F2 or click the Print button to print one copy of the room list.
• Press F4 or click the Print 2X button to print two copies of the room list.
• Press F6 or click the E-mail button to e-mail a copy of the room list.
• Otherwise press F10 or click the Done button to return to Room Numbers and
Descriptions screen without printing the room list.
SETTING UP RATES
ADVANCED RATES
New and existing users of Check-Inn® are encouraged to set up their rates using the advanced
rate system. Advanced rates offer many advantages including greater ease of use as well as
yield management tools. The basic rate system described in the section following this one may
still be used but is not recommended.
YIELD MANAGEMENT
Yield management, also known as revenue management, is the process of understanding,

anticipating and reacting to consumer behavior in order to maximize revenue. Put simply,
yield management is the practice of forecasting supply and demand and adjusting prices to
achieve maximum profit. Yield management is particularly important in the lodging industry
because the product being sold (rooms) has a shelf life of one day. Revenue lost from an
unoccupied or undervalued room is revenue that can never be recovered. The Advanced Rate
system in Check-Inn® provides the tools necessary to maximize revenue and occupancy by
allowing you to predetermine the maximum and minimum rates, length of stay and arrival days
available at your property, based on demand.
In the following section you will learn how to use ‘Rate Rules’, ‘No Arrival Rules’, ‘Minimum
Stay Rules’ and ‘Link-to Rates’ to maximize the revenue and occupancy for each room in your
inventory.
ADDING RATE TYPES
To begin setting up advanced rates, select Change Settings (8) from the main menu. Select
Rooms and Rates (2) and select Room Rates (F6).
Before rates can be set for rooms you will need to add ‘Rate Types’. Rate types are pricing
categories that distinguish one rate from another for each type of room (e.g., RACK, AAA,
AARP discount). If the hotel offers only one rate with no special discounts, you will only need
to add one rate type. To begin setting up rate types, click the button labeled Rate Types or
press (1).
To add a rate type, select Add Rate Type (F2). Type the name of the rate type you wish to
add and select Done (F10). Continue adding all of your rate types in the same way until all
desired rate types have been added.
If you want to change a rate type already entered, click on the rate type and select Edit Rate
Type (F3), make the desired change and select Done (F10).
You may delete a rate by selecting Delete Rate Type (DEL).

Warning: Deleting a rate type will delete any and all rate rules associated with that rate type.
You can change the order in which the rate types appear in the Check-Inn program by
selecting Sort Rate Types (F6). If you want to move a rate type up or down in the list,
highlight the rate type and select “Move Rate Type Up” or “Move Rate Type Down” until the
rate types are in the desired order. Then click ‘Done’.
To print the list of rate types select Print Rate Types (F7).
RATE RULES
The advanced rate system in Check-Inn® is designed to allow maximum flexibility and control
of your rates through the use of “rules”. Rate rules are statements assigned to each room type
that are used by the program to determine which rate to offer based on date, day of the week,
occupancy, and rate duration. In the previous section you learned how to enter rate types. In
the following section you will learn how to create rate rules for each rate type.

To begin setting up advanced rates, select Change Settings (8) from the main menu. Select
Rooms and Rates (2) and select Room Rates (F6). Select Room Rate Rules (2) from the
‘Room Rate Setup Menu’.
Below is a description of the various options on the ‘Advanced Rate Setup’ screen.
Before adding a new rate rule the correct Room Type, Rate type and Rate Duration should be
set.
ROOM TYPE
Room types that have been added to the system can be selected using the drop-down menu.
(For more information on adding rooms see the section above titled ‘Adding A Room’).
RATE TYPE
Rate types added through ‘Rate Setup’ screen such as AAA, AARP etc., can be selected from
the drop-down menu.
RATE DURATION
DAILY Daily rates will post on each day of a guest’s stay.

WEEKLY Weekly rates will post on the first day of each week of a guest’s stay (e.g., if a
guest checks in on a Monday, room and tax will post again on the following
Monday).
MONTHLY Monthly rates will post for the first month on the day of check-in and on the
same calendar date of each additional month (e.g., if a guest checks in on
Monday February first for three months, room rental charges will post again on
March 1st, April 1st and so on).
PACKAGE The number of nights in a package rate may vary. Room and miscellaneous
charges will post on the first day of each new package cycle (e.g., if a guest
checks in on March 1st for two 4 night packages, the next package charge will
post on March 5th).
To begin adding rate rules select Add Rate Rule.
Below is a picture of the ‘Add Rate Rule’ screen with a description of each function.
RULE TYPES
There are four types of rate rules that can be added to the rate setup: Rate Rules, No Arrival
Rules, Minimum Stay Rules and Link-To Rate Rules.
RATE Rate rules define the dollar amount to be charged for a particular room
and rate type (e.g., King Non-Smoking, Rack rate).

NO ARRIVAL No arrival rules are used to prevent a particular rate from being offered.
For example, a no arrival rule could be applied during a special event to
restrict rates for reservations if the property expected a high volume of
walk-ins at higher rates. (Note: No arrival rules apply only to daily rates
and one-night packages.)
MINIMUM STAY Minimum stay rules can be used to restrict booking to a minimum
number of nights. For example, a minimum stay rule could be applied to
weekends to help guarantee consistent occupancy for high demand
periods. (Note: Minimum stay rules apply only to daily rates and one-
night packages only.)
LINK-TO Link-To rates are useful when adding rates that have a fixed percentage
increase or decrease in price based on an existing rate that has already
been set in the system. For example, if the hotel has a ‘Rack’ rate rule
set for a particular room, a link to rate could be added to decrease 10%
for AAA members. The system will automatically calculate the discount
even if the rate that is linked-to changes. Link-To rates can be set to
round to the nearest dollar or calculate an exact total. (Note: Link-to
rates apply only to daily weekly and monthly rates and cannot be linked
to each other.)
APPLY TO
Rate rules can be set to apply to all guests or they may be restricted to apply only to
reservations. (For example, a rule might be set to apply only to reservations at a higher rate if
the property anticipated a high volume of advanced bookings)
START AND END DATE
Each rate rule added must have a start and end date specified. Room and tax will post for each
date specified. For example, if a rate rule was set to start on the 3rd of July and end date of the
5th, room and tax would post on the 3rd, 4th, and 5th with check-out expected on the 6th.
‘Always’ may be selected if the rate will be permanent.
OCCUPANCY
Rate Rules, No Arrival Rules and Minimum Stay Rules can be set to apply rates based
occupancy on a room type or property wide basis. (Note: Occupancy triggered rates only apply
to daily rates and one-night packages)
ROOM RATE
The dollar amount before additional charges for adults and children have been added.
EXTRA ADULTS AND CHILDREN
The dollar amount charged for each additional adult or child can be set. The number of
children and/or adults after which additional charges apply should also be set.

DAYS OF THE WEEK
The days of the week that the rate rule will apply to can be selected by checking the box
(boxes) next to the dates to which the rate will apply. ‘All’ may also be selected to indicate
that the rule applies to all days of the week.
RATE SETUP SCENARIO
The following is a walkthrough of a rate setup on an imaginary property designed to illustrate

how advanced rates might be set up in an actual hotel environment. The hotel in the following
example has 100 rooms and one room type, Double Queen (QQ2). The property has both a
high and low season as well as a special event period. Because the property is located near a
major theme park attraction, the hotel experiences fairly high occupancy year round except for
occasional slow periods in the low season. In the following section we will learn how to apply
the principles of yield management to set up rates using the ‘Advanced Rate’ system. For
We’ll start by adding basic ‘Rack’ rates followed by the addition of more complex rules such
as link-to rates, minimum stay and no arrival rules. Before any rate rules are set, rate types will
need to be added for Rack, AAA and corporate discount. For Instructions on adding rate types
see the ‘Adding Rate Types’ section of this manual.
ADDING DAILY RATES
First we’ll add ‘base’ rates for weekdays and weekends throughout the year. A base rate is a
fallback rate that the property will accept for a room when no other particular rate rules apply.
The first rate will be a base weekday ‘Rack’ rate of $99.00 for the Double Queen room type for
all guest types (walk-ins and reservations) with a $15.00 charge for extra adults (After two
adults) and a $10.00 charge for extra children (After one child). On the ‘Advanced Rate Setup’
screen the room type should be set to ‘QQ2’, the duration should be set to ‘Daily Rate’ and the
rate type should be set to ‘RACK’. Click ‘Add rate rule.’
• Set the rule type to ‘Rate.’

• Set ‘Apply to’ to ‘ALL.’
• Set the start date to 1/10/2006.
• Set the end date to 1/10/2007.
• Set occupancy to ‘N/A’.
• Set the room rate to $99.00.
• Set extra adult to $15.00 (After 2).
• Set the extra child charge to $10.00 (After 1).
• Set the days of the week to Sunday through Thursday.

When finished the screen should appear as above.
Click ‘Done.’
Now we’ll add a weekend base rate for the same date range with a rate of $119.00 per night for
Friday and Saturday nights with an extra adult charge of $20.00 and an extra child charge of
$15.00. On the ‘Advanced Rate Setup’ screen the duration should be set to ‘Daily Rate’ and
the rate type should be set to ‘RACK’. Click ‘Add rate rule.’

• Set the days of the week to Friday and Saturday.

Click ‘Done.’
The next rates added will be for weekdays and weekends during the high season (March 20th
through September 4th).
During the high season the weekday ‘Rack’ rate for the queen room is $129.00/night with a
$20.00 charge for extra adults (After two adults) and a $15.00 charge for extra children (After
one child). On the ‘Advanced Rate Setup’ screen the duration should be set to ‘Daily Rate’
and the rate type should be set to ‘Rack’. Click ‘Add rate rule.’
• Set the rule type to ‘Rate’.

• Set ‘Apply to’ to ‘ALL’.
• Set the days of the week to Sunday through Thursday.

• Click ‘Done.’
Now we’ll add a weekend ‘Rack’ rate for the high season with a rate of $139.00 per night with
an extra adult charge of $25.00 and an extra child charge of $20.00. On the ‘Advanced Rate
Setup’ screen the duration should be set to ‘Daily Rate’ and the rate type should be set to
‘Rack’.
• Click ‘Add rate rule.’


ADDING WEEKLY/MONTHLY RATES
Now we will add a weekly rate for the low season of $600 per week with an extra adult charge
of $100 and extra child charge of $75.00. This rate will serve two purposes. First, it will help
to guarantee additional occupancy during the low season. Second, it will help to widen the
hotel’s market by attracting business travelers from the many nearby extended stay properties.
On the ‘Advanced Rate Setup’ screen the duration should be set to ‘Weekly Rate’ and the rate
type should be set to ‘Rack’.

• Set the ‘Room Rate to $600.00.
When complete the screen should appear as shown on the page below.
Monthly rates can be added in exactly the same way as weekly rates by changing the ‘Rate
Duration’ to ‘Monthly’.

ADDING LINK-TO RATES
Now that the ‘Rack’ rate has been added for both date ranges, link-to rates may now be added
for the two discount rate types (10% AAA discount, 15% Corporate Discount). To add a link-
to rate for AAA, select ‘AAA’ from the ‘Rate Type’ drop down on the ‘Advanced Rate Setup’
screen and set the duration to ‘Daily’. Click ‘Add Rate Rule’.
.
• Set the rule type to ‘Link To Rate’.
• Set the start and end dates to ‘Always’.
• Set the ‘Linked To’ drop down menu to ‘RACK’.
• Set the ‘Adjust Rate’ drop down to ‘Decrease by (Round to the nearest dollar).
• Set the percentage to ‘10’.
When complete the screen should appear as shown on the page below.
The link-to rate for the corporate discount can be added in the same way with the rate type
changed to ‘CORP. DISCOUNT’, and the ‘Adjust Rate’ set to 15%. Link-to rates for weekly
and monthly guests should also be added if applicable.

ADDING MINIMUM STAY RULES
The hotel requires a two-night minimum stay on Friday and Saturday throughout the year and a
two-night minimum on all days during the high season. ‘Minimum Stay’ rules can increase
revenue by increasing occupancy and locking in more room nights. To begin adding the
minimum stay rule set the rate duration to ‘Daily Rate’ and the rate type to ‘Rack’ on the
‘Advanced Rate Setup’ screen. Click ‘Add Rate Rule’.
• Set the rule type to ‘Min. Stay’.

• Set the minimum number of nights to 2.
When complete the screen should appear as shown on the next page.
Click ‘Done.’
The minimum stay rule for the high season will be added in the same way with the start date
set to 03/20/2006 and end date set to 09/04/2006.
Note: It is not necessary to add minimum stay rules for linked-to rates if the rate being linked
to has an existing minimum stay rule.

ADDING NO ARRIVAL RULES
There is a local event from August 4th to August 5th that generates guaranteed walk-in traffic
for the hotel with the opportunity to charge higher rates. By adding a no arrival rule for
reservations during that period we can prevent reservations from being made at lower rates and
increase revenue. On the ‘Advanced Rate Setup’ screen the duration should be set to ‘Daily
Rate’ and the rate type should be set to ‘RACK’. Click ‘Add rate rule’.
• Set the rule type to ‘No Arrival’.

• Set ‘Apply to’ to ‘Reservation’.
• Set days of the week to ‘All’.
Note: It is not necessary to add no arrival rules for linked-to rates if the rate being linked to
has an existing no arrival rule.

ADDING OCCUPANCY TRIGGERED RATES
By adding an occupancy triggered rate, revenue can be increased through higher rates as
demand for rooms rises. On the ‘Advanced Rate Setup’ screen, the duration should be set to
‘Daily Rate’ and the rate type should be set to ‘RACK’. Click ‘Add rate rule’.

• Set ‘Apply to’ to ‘All’.
• Set occupancy to ‘Greater than’.
• Set percentage to 80 by property.
• Set the rate to $179.00.
• Set extra adults to $35.00 (After 2).
• Set extra children to $25.00 (After 1).
• Set the days of the week to ‘All’.
Click ‘Done’.

Another occupancy trigger will be added for occupancy of 90% and above at a rate of $189.00
with an additional adult charge of $37.00 and extra child charge of $27.00.
An occupancy triggered rate of $79.00 with an extra adult charge of $10.00 and an extra child
charge of $5.00 will also be added to decrease rates if occupancy falls below the hotel’s break-
even point of 65%. On the ‘Advanced Rate Setup’ screen the duration should be set to ‘Daily
Rate’ and the rate type should be set to ‘Rack’.

• Set ‘Apply to’ to ‘All’.
• Set occupancy to ‘Less than’.
• Set percentage to 65 by property.
• Set the rate to $79.00.
• Set the days of the week to ‘All’.
When complete the screen should appear as shown on the next page
Click ‘Done’.
Note: Occupancy triggers will also apply to any relevant link-to rates.

ADDING PACKAGE RATES
The next rate we will add is for a special shoulder season package the hotel offers that includes
two nights lodging and two theme park tickets at a rate of $219.00 with an extra adult charge of
$35.00 and an extra child charge of $25.00 for reservation guests (walk-ins excluded). The
special package will apply only to ‘Rack’ rates. The special will be heavily advertised,
hopefully resulting in increased advance bookings. On the ‘Advanced Rate Setup’ screen
select the rate type ‘RACK’ and select ‘Package Rate’ from the rate duration menu. Click Add
Rate Rule.

• Set ‘Apply to’ to ‘Reservations’.
• Set the extra adult charge to $35.00.
• Set the extra child charge to $25.00.
• Set ‘Days’ in Package to 2.
Click ‘Done’.

Click the Miscellaneous Charges button to add the package item.
In this case the category is ‘THEME PARK’. If you do not see any sales categories in the list
you will need to add them. For instructions on adding sales categories see the “Entering Sales

Categories” section of this manual. For ‘Charge Every’, select ‘Package’. In the ‘Amount’
field enter $80.00. The screen should now appear as shown on the page above.
You will notice that the ‘Combine Miscellaneous Charges with Room Rental on Folio’ box is
checked. This will combine room rental and the ‘THEME PARK’ charges under the ‘Room’
column on folios and confirmations, masking the overall breakdown of charges. The hotel in
the example is able to purchase theme park tickets in bulk at a deep discount. By masking the
breakdown of room rental and theme park tickets the hotel can increase room revenue by
charging higher rates without revealing the higher rate to the guest. If left unchecked, room
rental and miscellaneous charges will be displayed as they would on a typical folio.
MOVING RATE RULES
Once all rules have been added they will need to be moved into the correct order before the
system will function correctly. Above is a shot of how the Advanced Rate Setup screen will
appear after all the rate rules have been added for the two-queen room at the daily rack rate.
Rate rules are analyzed by the program in order starting with the first rate rule in the list.
Because of this, rate rules that specify a dollar amount should be moved below any ‘no arrival’
or ‘minimum stay’ rules. In the rate setup window shown above you will notice that the first
rule in the list is the base rate rule that covers weekday rates for one year. If left in the current
order, the system will apply this rate for all daily rates Sunday through Thursday for the entire
year, ignoring the rates for the high season and special event period.

We can begin to correct this problem by moving the rate rule with the widest date range to the
bottom of the list.
To move a rate rule click Move Rate Rule. Click on the rule you want to move (in this case it
is the first rule in the list) then click Move Rate Down or Move Rate Up button until it is in
the desired position.
The screen will now appear as shown above.
The first rule in the list is now the rate rule for Fridays and Saturdays for the entire year. If left
in this order the system will charge the $119.00 rate for Fridays and Saturdays for the entire
year and ignore the weekend rate for the high season and the occupancy triggered rate for the
special event. This rate will also need to be moved to the bottom of the list in the same way as
we moved the last rate.
After the move, the screen will appear as shown on the next page.

As you can see, the first rule in the list is for the high season weekday rate followed by the high
season weekend rate. If left in the current order the program will ignore the occupancy
triggered rates, minimum stay and no arrival rules because those rules are below the rates that
they apply to. To correct this problem, the weekday and weekend rates for the high season will
need to be moved down the list so that they are below the ‘minimum stay’ and ‘no arrival
rules’ and above the weekday and weekend rates for the low season. After the move, the screen
will appear as shown on the next page.

Note: link-to rates inherit the ‘Minimum Stay’ and ‘No Arrival ’rules of the rates they are
linked to. It may not be necessary to add ‘No arrival’ or ‘Minimum Stay’ to link-to rates.
As you can see in the example above, the no arrival and minimum stay rules are in position
above the rate rules to which they apply so they will not need to be moved. The rate setup is
nearly complete but there is one final step. As you can see above, the occupancy trigger for
80% is above the trigger for 90%. If left in the current order the 90% or greater rule will be
ignored in favor of the 80% rule because the system will encounter that rule first and apply it.
To correct this problem we’ll move the occupancy triggered rates into descending order from
highest to lowest in the list.
When complete the screen should appear as shown below.
Now the rate setup should function as intended. There are no rate rules in conflict with each
other and the ‘no arrival’, ‘minimum stay’ and occupancy triggered rules have been moved
above the rate rules to which they apply. Even though we are fairly certain that the rates are
set correctly, it is a good idea to verify this by using the ‘Advanced Rates Calendar’ as
described in the section below.
Click ‘Done – Move’.

COPYING RATES
The ‘Copy Rate Rule’ enables you to share rate rules between room types. For example, if
your property had a King Smoking as well as a King Non-Smoking room type with the same
rates, you would only need to set up rates for King Smoking room type. The ‘Copy Rates’
feature could be used to duplicate those rates for the King Non-Smoking room type.
To access the Copy Rates feature from the main menu:
• Select Change Settings (8).

• Select Rooms and Rates (2).
• Select Room Rates (F6).
• Select Room Rate Rules (2).
Select the ‘Room Type’, ‘Rate Type’ and ‘Rate Duration’ that you wish to copy rates TO and
click Copy Rate Rule.
IMPORTANT! Please use this feature carefully! Copy rates will remove all rates in the
destination Rates room type. There is no way to undo a copy.

• Under ‘Source Rates’ select the Room Type that you wish to copy the rate from in the
‘From Room Type’ drop down menu.
• Under ‘Source Rates’ select the Rate Type that you wish to copy the rate from in the ‘From
Rate Type’ drop down menu.
• Under ‘Destination Rates’ verify that the Room Type, Rate Type and Rate Duration you are
copying to are correct.
Once you are certain that you wish to proceed with the rate copy, click Copy (F10).
CHECKING YOUR RATES
To begin checking your rates click the Advanced Rates Calendar button (F3) at the bottom of
the ‘Advanced Rate Setup’ screen. You can choose which criteria you want to use to test the
rate setup by adjusting the number of adults and children, occupancy percentage and the rate
duration. Use the right and left arrows at the top of the window to adjust the date forward or
backward by one month.
The next page shows an example of an ‘Advanced Room Rates Calendar' Test of the
occupancy triggered high season rate that was described in the previous rate setup scenario. As
you can see the rate shows correctly for both days at $214.00 when tested at 95% occupancy
with two adults and two children. August 4th and 5th appear in red because they are no arrival
days for reservations and the ‘Reservation Room Rates’ button is selected.

BASIC RATES
New and existing users of Check-Inn® are strongly encouraged to set up rates using the
‘Advanced Rate’ system detailed in the previous above. Advanced rates can be set up more
quickly and easily and are far more powerful than basic rates.
Rate Groups allow you to set several rates and discounts for each room. These rates can
change for different time periods, and/or automatically change between normal and special
rates throughout the guest’s stay. Once this step has been completed, you will be able to select
the appropriate rate or discount from a list that will be displayed when you enter the rate field
of the Guest Information screen.
Think about the different types of rooms in your property (e.g., king, queen, King with
Jacuzzi). You will be assigning a set of rate groups for each type of room. Each type of room
may have up to six rate groups. These may include a daily (with up to two special daily rates),

a weekly, a monthly and a package rate group. Within each rate group you may define the
various discount rates that you extend to your guests (e.g., AAA, AARP, Corporate).
Each group is assigned one of the following rate types:
DAILY: A daily rate is one that is charged per night. A room may have both normal
and special rates of this type.
WEEKLY: A weekly rate is charged every seven days. For example, if a guest checks
in on a Monday, he would not be charged again until the following Monday.
MONTHLY: A monthly rate type will charge the guest once per month, on the same day
of each month. For example, if the guest checked in on 7/4/01, he will not
be charged again until 8/4/01.
PACKAGE: A package rate can be set to represent periods of time that can vary from one
to ninety-nine days.
The Room Rates Screen looks like this:

SETTING RATE DATES
2. Press “2” or click the Rooms & Rates button.
3. Press F6 or click the Room Rates button.
4. Click on the column you would like to set the dates for, and press F3 or click the Set
Dates button for the rates you will enter.
5. Set the Start Date by typing in the date or clicking the down arrow and selecting a date
from the calendar. This is the first day the rate will be active.
6. Set the End Date by typing in the date or clicking the down arrow selecting a date from
the calendar. This is the last day the rate will be active.
7. Press F10 or click the Done button.
NOTE: The program searches for rates from left to right starting with date column 21. To
ensure proper function, set the broadest date range in column 1 with the next widest range
in column 2 and so on.
8. Click on the Link Room Rates check box. This will allow the rate for a guest to
automatically change between the date columns during a guest’s stay. For further
information about link rates please see the “Link Rates” section of this manual.
SETTING THE GROUP RATE TYPE

DAILY, WEEKLY, AND MONTHLY RATES
1. Select the Rate Group field and choose a group that is not currently assigned (e.g.,
Group A) using the arrow keys or clicking the down arrow and selecting a group from
the list.
2. Select the Group Rate Type by using the arrow keys or by clicking the down arrow to
select a rate type. Each type of rate will need its own group.
3. Within each group there are sixteen spaces in which you may name your various rates
for that room type (e.g., 1 person rack rate, 2 people rack rate, 1 person 10% discount, 2
people 10% discount etc).
4. Enter the appropriate rates for each date column.
5. If you have previously entered your room numbers and descriptions, you will need to
go back to the Room Numbers and Descriptions screen and edit each of your rooms so
that the Rate/Group includes all the group letters for this type of room.
PACKAGE RATES
1. Select a rate group that is not currently being used (e.g., Group C) by either using the
arrow keys or clicking the down arrow and selecting a group from the list.
2. Select “Package” from the Group Rate Type list.
3. Enter the number of nights in the package (1-99) by selecting the Nights field and
typing in the number of nights.
4. Enter your package rates in the same manner as above.
go back to the Room Numbers and Descriptions screen and edit each of your rooms so
that the Rate/Group includes all the group letters for this type of room.

SETTING SPECIAL RATE DAYS
If your property has different rates depending on the day of the week, Check-Inn for Windows
can adjust guest rates automatically on these days with special rate groups.
NOTE: If your property has higher rates on the weekend, this option is quite useful.
SETTING UP A SPECIAL RATE
1. Press F7 or click the Special Days button on the Room Rate Settings screen.
2. Select the days of the week the rate will be active by pressing the number to the left of
each day, or clicking the button for the day of the week you are setting. Each day can
be set for NORMAL, SPECIAL A, or SPECIAL B rates. Continue until the correct
setting is shown for each day.
IMPORTANT! Be careful to choose the correct setting for each day. These settings
apply to ALL rooms in your inventory.
3. Press F10 or click on the Done button once you are finished.
4. Click on the “Link Room Rates” check box. This will allow the rate for a guest to
change between the normal rate and special rates at the appropriate times during their
stay. For further information about link rates, please see the “Link Rates” section of this
manual.
5. Select a rate group that is not currently being used (e.g., Group D). This will be used to
create the rates for your SPECIAL A group.
6. Select “Daily” from the Group Rate Type by either using the arrow keys or clicking the
down arrow and selecting “Daily” from the list.
7. Enter the NEW rates for SPECIAL A days in this group. Make sure to enter the “Rate
Descriptions” exactly as they appear in the NORMAL daily rate group.
NOTE: You may create a rate group for SPECIAL B days in the same manner as above.
go back to the Room Numbers and Descriptions screen and add the letter of the NEW
daily rate group(s) to the Rate/Group field for each room that will use these special
rates. Make sure that you include ALL rate groups for this room type, especially if you
are using Special A and Special B daily rates.
IMPORTANT! The letter of the normal daily rate group must be listed BEFORE the
letter of the special daily rate group from left to right. If you are using two special rate
days, be sure that your SPECIAL A rate group is listed before your SPECIAL B rate
group from left to right.
EXAMPLE:
• Normal rates apply from Sunday through Thursday.
• Friday’s rates are slightly higher than normal.
• Saturday’s rates are much higher than normal.

• All Queen rooms use rates from:
Group A for Sunday – Thursday rates. (NORMAL)

• Group D for Friday rates. (SPECIAL A)
• Group E for Saturday rates. (SPECIAL B)
• Thus all Queen rooms must show ADE in the rate column on the Room Numbers
and Descriptions screen.
NOTE: If the rate column showed AED, then Friday and Saturday would switch,
meaning Group E would be charged on Friday and Group D would be charged on
Saturday.
LINK RATES
To activate link rates, tab to the “Link Room Rates” check box and press the Spacebar, or
simply click the check box with your mouse.
ON: Check-Inn for Windows will automatically adjust room rates based on the date
columns and special days for your property.
NOTE: For special rates to work properly, Link Room Rates must be ON.
OFF: Check-Inn for Windows will not automatically adjust rates. All changes must be
made manually on the Guest Information screen.
PRINT ROOM RATES

1. Press F2 or click the Print Rates button.
2. A print preview of the room rates will be displayed.
• Press F2 or click the Print button to print one copy of the rates.
• Press F4 or click the Print 2X button to print two copies of the rates.
• Press F6 or click the E-mail button to e-mail a copy of the room rates.
• Otherwise Press F10 or click the Done button to return to the Room Rate Settings
screen without printing the room rates.
ENTERING TAX & SALES CATEGORIES

2. Press “3” or click the Tax & Sales Categories button.
SETTING TAX PERCENTAGES

1. Press F2 or click the Modify Taxes button in the bottom left corner of the screen.
2. Enter the name and percentage of each tax charged in your area. (EXAMPLE “Tax A”:
State, “Tax Rate”: 6.5000)
3. Press F10 or click the Done button once you have finished entering the tax types.

SETTING A FLAT TAX
1. Tax E is a “Flat Tax”. If your guest’s are charged a fixed tax amount with each lodging
charge, enter the name and the dollar amount in the Flat Tax E slot.
NOTE: This type of tax may only be applied to Lodging charges and is not available
on any other type of charge.
2. Press F10 or click the Done button once you have finished setting the tax types.
SETTING TAX EXEMPTION TYPES

You may enter up to three types of tax exemptions. (Type 1, Type 2, Type 3)
1. Press F2 or click the Modify Taxes button.

2. To enter the exemptions, click on the button next to the exemption type.
3. Select the Item Taxes that will not be charged when this exemption type is selected at
check-in.
SETTING AUTO TAX EXEMPTION

Your property may be operating in an area that offers tax exemption to certain types of
guests.

2. Set the Auto Exemption that fits your property by clicking on the check box next to the
auto exemption type.
• If there are no exemptions in your area select the “Off” check box.
• If there is no room tax for monthly guests in your area, select the “All Monthly
Guests” check box. This will set the monthly rates to tax exempt.
• If there is no room tax for monthly guests AND daily guests that have stayed in the
hotel over a certain number of nights, check the “After ## days & Monthly”.
3. Press F10 or click on the Done button, once you have selected the correct auto
exemption.
SETTING TAXES FOR LODGING, PHONE AND ROOM DEPOSIT

CHARGES
1. Click the Taxes: [your tax] button next to Lodging.

2. Check all taxes that apply to lodging charges by pressing the Spacebar to select the
tax, or simply clicking on the check box.
3. On the right side you can see a breakdown of the taxes, and total percentage that will be
charged.
5. Repeat the above procedure for the “Phone” charges and “Rm. Deposit” charges.

EXAMPLE:
• Tax A is STATE and the tax rate is “5.00%”

• Tax B is CITY and the tax rate is “3.50%”
Together they comprise a total Lodging tax of 8.50%.
ENTERING SALES CATEGORIES

The first three sales categories at the top of the window, Lodging, Phone, and Rm.
Deposit, are fixed and cannot be changed. Item numbers 3 through 20 can be set to include
any additional charge categories (e.g., Crib, Rollaway, etc.) that you wish to track on your
daily and monthly reports. To set the sales categories:
1. Enter the Item Name next to the item number.

2. Click on the Taxes: [your tax] button next to the Item Name.
3. Select all taxes that apply to the current item by pressing the Spacebar or checking the
box before each tax.
4. On the right side you will see a breakdown of the taxes, and total percentage that will
be charged.
5. Press F10 or click the Done button once the taxes are correct.
6. Repeat the above procedure for all sales categories available.
AUTO-CHARGE ALL GUESTS

If you have a repeating charge you wish to charge all guests checked in to your property,
you may set up a maximum of three auto-repeating charges in Tax & Sales Categories. If
you have over three auto-repeating charges set up, only the first three will apply.

2. Click on the Taxes: [your tax] button next to the Item Name you would like to enter a
repeating charge for.
3. Check the box next to “Auto-Charge All Guests” by pressing the Spacebar or simply
clicking the check box.
4. Enter the “Charge Amount”.
SETTING CHECK-IN/OUT AND CLOSE OUT TIMES

2. Press “4” or click the Check-In/Out Times button. It is here that you will set the
check-out, check-in, early check-in, close-out time and hold to time for your property.
3. Set the “Check-Out Time” by typing in the time, or by using the arrows. The check-out
time will be printed on your guest folios to let your guest know when they are expected
to check out.

NOTE: Guests are not charged for the next day unless they fail to check out before
Check-In time.
4. Set the “Check-In Time” by typing in the time, or by using the arrows. Check-In time is
the time when room and tax charges are posted on all checked-in guests.
5. Set the “Early Check-In Time” by typing in the time, or by using the arrows. If a guest
checks in prior to this time, they will be charged for the previous night. This is also the
time of day when the reservations for the current day will be displayed.
6. Set the “Close Out Time” by typing in the time, or by using the arrows. This time
marks the beginning and ending of your financial day. This is a 24-hour period. Your
daily reports are based on this time.
7. Set the “Hold to Time” by typing in the time, or by using the arrows. This is a reminder
to clerks for non-guaranteed reservations.
NOTE: Reservations are NOT automatically cancelled at this time; it is simply a

reminder.
8. Press F10 or click the Done button once all times have been set.
If you need to change the guest’s check-in date, you may do so through the Check-In or Guest
Screens. If you need to change the guest’s check-out date, you may do so through the Check-
Out screen.
ENTERING CREDIT CARD INFORMATION

2. Press “5” or click the Credit Cards & Phone Limit button.
3. Change the names for the credit cards if you would like, and delete any that you don’t
accept.
NOTE: If you change the order of the credit cards after you begin entering credit card
transactions, the credit card summary on the Daily Report will display incorrect totals.
4. If the symbol for the credit card is incorrect, enter in the correct symbol.
5. Enter the “Discount Percentage” for each credit card you accept. This is the percentage
of the total sale that each card takes as a processing fee.
6. Click the “Direct Deposit” check box for each card that directly deposits payments to
your bank account, or leave it blank if the credit card company issues you a settlement
check.
7. Press F10 or click the Done button to save your changes. Otherwise press ESC or click
the Cancel button.
ENTERING A SPECIALTY PAYMENT TYPE

If your property accepts less than six credit card types, Check-Inn for Windows can track
ONE specialty payment type (e.g., checks or gift certificates) in an unused credit card slot.
3. Enter an asterisk (*) followed by the name of the specialty item in an unused credit card
slot. This name will be listed as a payment type in all Cash Register screens.
NOTE: If you enter “checks” or “cheque” for the name you do not need to enter an
asterisk (*) before the name.
4. Enter a symbol for the payment type.

5. Make sure the Discount Percentage is zero.
6. Press F10 or click the Done button to save the specialty payment type.
The payments to this specialty type will be listed in the “Credit” column on guest folios and
daily reports. These entries will be listed with the symbol you have chosen.
If you are using the Credit Card Processing Module, this payment type will be listed separately
in the Cash Register screens. Payments will not require authorization and will not be sent to
credit card batches.
ENTERING A BILLING BALANCE

You may create a miscellaneous billing entry to transfer your existing “Account Receivable”
balance. The amount entered in the “Billing Balance” slot will not be affected by activity in
Accounts Receivable.
3. Enter the amount in the “Billing Balance” slot in the lower left corner of the Credit
Cards & Phone Limit screen.
the Cancel button to return to the Change Settings screen.
SETTING THE DEFAULT PHONE LIMIT

NOTE: Call-Inn Call Accounting or Phone Monitor must be purchased for this feature to
function.
Each guest that you check in will be allowed to make phone calls up to the dollar limit that you
define here. Once the set limit has been reached, an “over limit” warning will be displayed on
your terminal and the guest will be added to the Phone Limit Violation Report. Credit limits
for individual guests can be set through other screens.
If you have set up the Mitel Toll Control feature within the Call-Inn Call Accounting
software, the guest’s phone will be turned off when this phone credit limit has been reached.
3. Enter the initial phone credit limit for your guests in the lower right corner of the Credit
Cards & Phone Limit screen.

NOTE: To adjust the phone limit for a specific guest you may press “P” or click on the
Phone Credit Limit button in the Check-In or Guest Screen Cash Register.
CREDIT CARD PROCESSING
IMPORTANT! It is highly recommended that you call Innsoft technical support to

configure and test your merchant account information in the Check-Inn system. (In many
cases the technical support department may already have your merchant account information)
REQUIREMENTS FOR THE CREDIT CARD PROCESSING MODULE

1. Magnetic stripe reader (Either as part of a keyboard or with a wedge).
2. A Windows compatible modem. (See the Hardware Recommendation section of this
manual for details) or an always-on high speed internet connection.
3. A merchant account compatible with the Chase (FDMS South), Cardnet (FDMS
North), or Vital (Visanet) networks.
4. A ‘Parameter’ or ‘VAR’ sheet with your merchant account settings. (When requesting
an account setup sheet be sure to inform your merchant account representative that you
intend to process credit cards using Check-Inn for Windows lodging software. This will
help insure that you receive the appropriate setup sheet.)
ENTERING MERCHANT ACCOUNT INFORMATION

3. Press F3 or click the Card Processing Setup button in the lower left corner.
4. Select your Card Processor from the drop down box.
On this screen you may enter all of the Merchant setup information found on the VAR sheet
provided by your card processor, as well as modem setup information.
HINT: If you have a Qual. code or 4 digit Terminal Number, the card processor is CHASE.
If you are using CHASE (FDMS South):

1. Enter in your 12 digit Merchant Number.
2. Enter in the 4 digit Terminal Number.
3. Enter in your 5 digit Qual. Code
4. Select your state abbreviation from the drop down box.
5. Enter in your 5 digit zip code.
6. Enter in the specific SE numbers for EACH card that is supported.
7. Enter up to 3 dial-up numbers.
8. Press F10 or click the Done button to save merchant setup information. Otherwise
press ESC or click the Cancel button.

NOTE: If a “9” is required to get an outside line at your property, you will want to
include a “9,” in the dial-up number.
If you are using CARDNET (FDMS North):

1. Enter in your 12 digit Merchant number.
2. Enter in your 6 digit Terminal number.
5. Enter the Merchant Phone number.
7. Press F10 or click on the Done button to save merchant setup information. Otherwise
press ESC or click the Cancel button
If you are using Vital (Visanet):

1. Enter in your 12 digit Merchant number.
2. Enter in your 4 digit Terminal number.
5. Enter the Merchant Phone number.
6. Enter in your 6 digit Aquirer BIN number.
7. Enter the SIC (merchant category) code.
8. Enter in your 6 digit Agent Bank number.
9. Enter in your 4 digit Store number.
10. Enter in your 6 digit Chain number.
11. Enter in your Merchant City name.
13. Press F10 or click on the Done button to save merchant setup information. Otherwise
press ESC or click the Cancel button
MODEM SETUP
Any modem that is compatible with Windows should work with Check-Inn for Windows.
4. Press the Select Modem button.
5. Select a modem currently installed within Windows from the drop down box. Click the
OK button.

NOTE: You should not access the Modem Properties without the assistance of an
Innsoft, Inc. technician. If you are having trouble connecting to your credit card
processor, call Innsoft technical support.
HIGH SPEED CARD PROCESSING
To set up high-speed credit card processing (after entering your merchant account
information):
3. Enter your merchant account information in the same way described above.
5. Press F3 or click the Internet Setup button in the lower left corner.
6. Enter the activation code from your invoice in the field provided and check the box
labeled Enable Internet card processing.
NOTE: If you are using Chase or Cardnet you will need to enter a Datawire ID in the
field provided. (Contact your merchant services representative to obtain a Datawire ID)
7. Click Done F10 when finished.
If you receive an error message when attempting to use high-speed card processing, verify that
you have a working internet connection. If your internet connection is not functioning call
your internet service provider (ISP) to troubleshoot the problem. If you have a working
internet connection but are still receiving an error call Innsoft Technical Support at (503)643-
8162.
CREDIT CARD SECURITY
Credit card information such as card numbers and credit card batches are now encrypted and
password protected by the Check-Inn system to prevent fraud and misuse. By taking the time
to create secure passwords and encrypt your data you can protect your customers from fraud
and yourself from potential liability. Settings for credit card security such as logs, password
settings and encryption can all be accessed through the Administrative Security Console. To
access the Administrative Security Console follow the steps below.
3. Press F4 or click the Security button.
SETTING PASSWORDS
Setting passwords in the Administrative Security Console allows you to restrict access to
sensitive credit card information such as batches and authorization logs. Please take a few
moments to set passwords by following the instructions below.

WARNING: Do not lose your administrator password! Loss of the administrator password
may result in credit card data loss. A non-refundable fee of $250.00 and a notarized statement
from the property owner or manager will be required before any attempt is made to recover the
administrator password. Note: It is possible that the password will be unrecoverable.
To set a password:
1. Click the Set Password button.

2. Click Continue (F1) once you have read the warning message,
3. Enter a name for the user in the ‘FULL NAME’ field. Passwords that are not marked
as ‘Admin’ will be allowed access to batches and
4. Click Set Password and enter and re-enter a password. (You must enter a password
that contains both letters and numbers and is at least 8 characters in length. The
password is case sensitive.)
5. Click Done (F10) to continue.
6. Click Continue (F10) and enter your username password.
7. Click Done (F10).
If the username and password were entered correctly you will receive a message of ‘Success!
Password updated’.
GENERATING ENCRYPTION KEYS

An encryption key is a secret code used to secure your data. By generating an encryption key
in Check-Inn you can protect sensitive credit card information in the event that your data is
stolen or compromised. It is recommended that a new encryption key be generated as soon as
possible and regenerated at least every 90 days. To generate an encryption key please follow
the steps below.
1. Click Generate New Key.

2. Enter your username and password and click Done (F10).
3. Click Generate New Key & Re-encrypt. If successful you should receive a ‘New Key
Generation Completed!’ message.
SECURITY LOGS
The security log contains a detailed date/time stamped list of successful and unsuccessful
logins to the administrative security console. This information should be reviewed periodically
to check for evidence of unauthorized access. To view the security logs follow the steps below.
1. Click the Security Log button.

2. Enter your user name and password and click Done (F10).
Once you are finished viewing the log click Exit (F10) or Cancel <ESC> to exit the security
log.

CREDIT CARD RECEIPT OPTIONS
On the bottom of the Credit Card Processing screen there are two options to customize your
credit card receipts.
1. Select a “Receipt Option”, by clicking the check box for that option.
• Print Pre-Auth Receipts: Selecting this option will force the program to
automatically print a Credit Card Authorization Draft when a credit card is pre-
authorized.
• Duplicate Pre-Auth Receipts: Selecting this option will force the program print
separate customer and merchant receipts when a credit card is pre-authorized.
• Duplicate Sales Receipts: Selecting this option will force the program to
automatically print separate customer and merchant receipts when a credit card sale
is processed.
Press F10 or click the Done button to save changes, otherwise press ESC or click the Cancel
button.
SELECTING YOUR PRINTER

Any printer that is compatible with Windows will work with Check-Inn for Windows.
2. Press “6” or click the Select Printer / Install ECD button to set your Folio printer and
Report printer.
3. Click the Select Printer button to display the Printer Setup screen. Click on the down
arrow to and select a printer that is currently installed in Windows. Do not change the
page orientation; Check-Inn does not support the landscape layout.
4. Select a font from the drop down box.
NOTE: If you select a font other than “Times New Roman” it may cause reports and
folios not to print properly.
5. Select the width of the left margin from the drop down box next to the font selection.
Print a sample report before setting a margin. Most printers do not require a margin.
6. Repeat the above procedure for the “Report Printer”.
7. Press F10 or click on the Done button to save the printer settings.
ACTIVATING THE ELECTRONIC CASH DRAWER

2. Press “6” or click the Select Printer / Install ECD button.
3. In the bottom left corner of the screen, you will find Electronic Cash Drawer Settings.
4. Set the parallel or serial port the cash drawer will use by clicking the down arrow and
selecting the port from the list.
5. Enter the Trigger String that will open the drawer. For most serial drawers, the trigger
string can be anything, such as “AAAA”. For parallel drawers, the trigger string most
often used is “#7#7” which represents CTRL-G CTRL-G.
6. Select the types of transactions that will open the drawer by clicking the down arrow
and selecting All Transactions, Cash Only, Cash & Credit, or Cash & Billings.

NOTE: You should not need to change the “Baud Rate” unless instructed to by the
electronic cash drawer manufacturer.
7. Press F10 or click the Done button to save the ECD settings.
VOICE MAIL INTEGRATION

NOTE: This requires a special module that may be purchased through Innsoft, Inc.
2. Press “6” or click the Select Printer/Install ECD button.
3. In the lower right corner of the screen you will find “Voice Mail Settings”.
4. Select the “Voice Mail Type” by clicking the down arrow and selecting the
‘Innovation’ or ‘Centigram’ format.
5. Set the serial port your voice mail system will use by clicking the down arrow and
selecting the port from the list.
SET COLORS AND SWITCHES
ADJUSTING THE DISPLAY SIZE

2. Press “7” or click the Set Colors & Switches button.
3. Adjust the Display Size using the sliding bar in the top left corner of the Set Colors And
Switches screen. Sliding the bar to the right will increase the display size, and sliding it
to the left will decrease the display size.
5. A message box will be displayed saying, “Please restart Check-Inn® for scale changes to
take effect.” Press Enter or click the OK button.
6. Press F10 or click the Done button to return to the Main Menu.
7. Press “E” or click on the Exit button.
8. Double click on the icon to re-open Check-Inn for Windows. If the display still needs
adjustment, follow the previous steps until it is correct.
SET BACKGROUND COLOR

3. Click the down arrow and select a background color for Check-Inn for Windows.
4. Press F10 or click the Done button to save the setting. Otherwise press ESC or click
SET SELECTION COLOR

Your current field will be indicated by the selection color you select here.

3. Click the down arrow and choose a selection color for Check-Inn for Windows.
4. Press F10 or click the Done button to save the setting. Otherwise press ESC or click
OCCUPANCY ALARM
The Occupancy Alarm will alert employees when a set percentage of rooms have been rented
at your property. You may set two alarms for each day of the week. The alarm messages will
be displayed on both the Main Menu and on the Reservations screen.
DEFINING THE OCCUPANCY LEVELS
3. Press F5 or click the Occupancy Alarm button.
4. Set the percentage of rooms that must be rented before each message will be displayed.
Use the arrow keys to increase or decrease the percentage. If you would like to disable
a message on a certain day, set the percentage to zero.
5. Type in the messages that you wish to be displayed in the Alarm Message fields at the
bottom of the screen (e.g., Higher Rates, Maximum Rates, No Discounts, Do Not
Rent).
NOTE: This will NOT affect the rates in ANY way.
MARKETING CODES
A marketing code is a unique name that you create to track a segment of customers. (e.g., You
may publish a 10% discount coupon and would like to know what kind of revenue this
generates, by entering “Coup10” as the marketing code.) These codes are assigned in the
guest’s Remarks screen.
3. Press F4 or click the Marketing Codes button.
ADDING A MARKETING CODE
The marketing codes that you enter in this screen will be displayed in a drop down box on
the guest’s Remarks screen.
1. Press F2 or click the Add Code button.

2. Enter the marketing code the way it will be displayed in the drop down box of remarks.
3. Press F10 or click the Done button to save the marketing code, otherwise press ESC or
click the Cancel button.

EDITING A MARKETING CODE
1. Press F3 or click the Edit Code button.

2. Re-enter the marketing code.
3. Press F10 or click the Done button to save the changes to the marketing code,
otherwise press ESC or click the Cancel button.
DELETING A MARKETING CODE
1. Press DEL or click the Delete Code button.

2. A message box will be displayed asking, “Delete Marketing Code [selected marketing
code]”? ” If you would like to delete the marketing code press F10 or click the YES
button, otherwise press ESC or click the NO button.
PRINTING A LIST OF THE MARKETING CODES
1. Press F6 or click the Print List button.

2. A Print Preview screen will be displayed showing an exact copy of what will be
printed.
• Press F2 or click the Print button to pint one copy of the list.
• Press F4 or click the Print 2X button to print two copies of the list.
• Press F6 or click the E-mail button to e-mail a copy of the list.
• Otherwise press F10 or click the Done button.
SELECTING CHECK-INN® FUNCTIONS

3. To select a function, tab to the setting and press the Spacebar to check the box, or
simply click on the box next to the setting with your mouse.
4. Press F10 or click the Done button to save the settings. Otherwise press ESC or click
the Cancel button.
QUICK SEARCH FOR REPEAT GUESTS
ON: A screen will be displayed at guest check-in and reservations that will allow you to
search for a previous guest by entering the guest’s last and first name. A listing of
all guests in the guest history that fit the description will be displayed. When you
select a guest, that guest’s information will be added to the Guest Screen for the
current guest check-in.
NOTE: A guest that has stayed at your property more than once will have multiple
entries in the list.
OFF: You will not be prompted to search for any past guests that have stayed at the
property.

AUTOMATIC POPUP OF GUEST REMARKS
ON: If Remarks for a guest are present the remarks window will be displayed
automatically when checking in the guest or making a reservation
OFF: The remarks window will not be automatically displayed.
FORCE GUEST INFORMATION
ON: The clerk will be forced to enter the guest’s first and last name, clerk name, and rate
to complete a check-in. The clerk will also be forced to enter the guest’s first and
last name, phone number, and clerk name to make a reservation.
OFF: Only guest name and rate are required to complete a check in. Or only guest name
to make a reservation.
FORCE SEQUENTIAL GUEST NUMBERS
ON: Check-Inn will keep the last four digits of the guest number sequential for
checked-in guests. This may be useful if you want to be assured that no guest has
been deleted from the system. The additional numbers in the guest number will not
be sequential.
OFF: Guest numbers will increase but will not be sequential.
LAST NAME FIRST IN GUEST INFORMATION
ON: Will display the last name first when viewing guest information.
OFF: Will display the first name first when viewing guest information.
ADD FIELD FOR MANUAL FOLIO NUMBER
ON: Changes the “Remarks to Guest” field to “Folio”. This could be useful for having
your own folio number on folios.
OFF: The “Remarks to Guest” field will be displayed in the Guest Information Screen.
NOTE: Any information that is typed into this field will be printed on the guest folio.
ALLOW BILLING AS A PAYMENT OPTION
ON: Will allow “Billing” as a payment option in guest Cash Register screens. This
applies to Check-In, Check-Out, Reservations, and the Guest Screen.
OFF: This will remove billing as an option for payment in the guest Cash Register
screens.

ALLOW BALANCE TRANSFER
Check-Inn for Windows will allow the transfer of charges and credits between rooms.
Only one transfer may be entered during each cash register transaction. Room transfers
should ALWAYS cancel each other, however if they do not, an entry will appear on the
Daily Report.
ON: Will allow “Rm Transfer” as a payment option on a guest Cash Register screens.
This applies to Check-In, Check-Out, and the Guest Screen.
OFF: This will remove “Rm Transfer” as a payment option on the guest Cash Register
screens.
CHARGE NO-SHOWS AUTOMATICALLY
ON: Automatically applies one night’s lodging charges or a forfeit amount to no-show
guests and transfers the balance to Accounts Receivable.
OFF: No-show charges must be added manually to the guests.
NOTE: If a no-show has an advance deposit, that amount will be sent to Accounts
Receivable as a credit.
AUTO-SORT RESERVATIONS
ON: The program will automatically sort reservations to resolve conflicts. Existing
reservations will be transferred to other rooms of the exact same description to
better accommodate a new reservation.
OFF: The program will not sort reservations for you. Any reservation conflicts that occur
will result in a night count adjustment.
HIDE WINDOWS DESKTOP
ON: Check-Inn for Windows will hide the Windows desktop and disable all Windows
functions including the screen saver while Check-Inn is running. If you are
running Windows NT/ XP/ or 2000, users may be able to exit Check-Inn for
Windows using Alt + Tab or Ctrl + Alt + Del.
OFF: You will be able to minimize Check-Inn for Windows and access other programs
and functions.
HIDE PET ON REGISTRATION CARD
ON: The field for number of pets will not be displayed on registration cards.
OFF: The field for number of pets will be displayed on registration cards.

ALLOW CONFERENCE OR DUMMY ROOMS
ON: Allows you to enter conference rooms (or dummy rooms, garages, boat slips, RV
spaces, etc.) in the computer so that these rooms will not affect your total number of
rooms occupied or available. Enter a letter (not including S) before the room
number to make it a “Dummy Room”. (e.g., C101)
OFF: Rooms with a letter before the room number will behave no differently than other
rooms entered in the system.
RECORD AND REPORT AUDIT CHANGES
ON: Any changes made in the Audit or Edit screens will be recorded on the Shift Report.
In addition, the time and date that this feature was turned on, the time and date that
the changes were made, the date affected, and a separate Shift Summary for Audit
section will be displayed on the Shift Report. An “Audit Tracking” notation will
display at the top of each page of the Shift Report.
OFF: Changes in the Audit or Edit screens will not be recorded. However, the time and
date that this feature was turned off will still be recorded on the Shift Report.
DATE AND TIME STAMP ON PRINTED REPORTS
ON: This will place the date and time on all reports when they are printed out. This
could be useful for keeping track of when the reports were printed.
OFF: No reports will have the date and time on them when they are printed out.
DATE & TIME STAMP ON FOLIOS
ON: Records the date and time that the folio was printed.
OFF: The time and date that the folio was printed will not be displayed on the folio.
INCLUDE FOLIO NUMBER ON GUEST RECEIPTS
ON: Displays the Check-Inn folio number on guest receipts.
OFF: Will not display the Check-Inn folio number on guest receipts.
INCLUDE GUEST STATUS ON FINANCE REPORTS
ON: Will display the status of a guest on finance reports (i.e. CI/CO/SO/?)
OFF: Will not display the status, (e.g., CO for Check-out), of a guest on finance reports.
INCLUDE GUEST NAMES ON HOUSEKEEPING REPORT
ON: Displays the guest name on Housekeeping Reports.

OFF: Will not display the guest name on Housekeeping Reports. Rooms will be listed as
“Dirty” or “Dirty-Unoccupied”.
INCLUDE BILLING INVOICE NUMBER
ON: Will place a sequential invoice number on each invoice printed from Accounts
Receivable.
OFF: Will not place an invoice number on invoices printed from Accounts Receivable.
The system will put “Invoice” in its place.
BREAKDOWN TAXES BY CATEGORY
ON: Breaks down taxes into there separate categories (e.g., State, City, etc.) on the guest
folio.
OFF: Will not show a tax breakdown on the folio.
HIDE SALE ITEMS 8 & 9 ON GUEST FOLIOS
ON: Allows you to post a charge for sale items 8 and 9 but does not show the breakdown
on the folio. This might be useful if you need to track the various expenses that
make up a package (e.g., golf, breakfast, etc.), but you do not want the customer to
be aware of the breakdown.
NOTE: The amount will still be added to the miscellaneous charge total on guest
folios.
OFF: Will list sale items 8 and 9 just like any other item on guest folios.
SECOND ADDRESS LINE FOR GUEST INFORMATION
ON: Will add a second address line on the Guest Information screen.
OFF: Will replace the second address line with a remarks line in the guest information
section. The remarks line displayed here is the “Remarks & Marketing Codes”
field on the Remarks screen. Any information changed in either field will change
the information in the other.
ROOM NUMBER IN UPPER RIGHT CORNER OF FOLIO
ON: Will display the guest’s room number in the upper right hand corner of the folio.
OFF: Will not display the guest’s room number in the upper right hand corner of the
folio.

SET STATEMENTS
2. Press “8” or click the Set Statements button.
RESERVATION STATEMENTS
1. Select the reservation statement that best matches your property’s policy. This
statement will be printed on all confirmations. To view the selected statement press F4
or click the Edit Reservation Statement.
2. Press F4 or click the Edit Reservation Statement button if you would like to create a
customized reservation statement.
3. Press F2 or click the drop down menu to select “User Defined” or choose from event
statements one through nine.
4. Enter the desired text and press F10 or click the Save and Exit button to save the
statement. Press ESC or click the Cancel button to return to the Set Statements screen
without saving the changes.
To link your custom reservation statements to specific events see the Event Tracking
section of this manual.
BILLING STATEMENTS
1. Select the billing statement that best matches your property’s policy. This statement
will be printed on all billing invoices and statements.
2. Press F5 or click the Edit Billing Statement button, if you would like to customize the
billing statement (For Edit Options please see below.)
3. Press F10 or click the Save and Exit button to save changes to the billing statement.
Press ESC or click the Cancel button to return to the Set Statements screen without
saving the changes.
You may also create your own billing statement. Select “User Defined Billing Statement”
and press F5 or click the Edit Billing Statement button. This will display a blank
Statement Editor that will allow you to enter any statement you would like.
EDITING OTHER TEXT FILES

1. Press F6 or click the Edit Other Statements button to display a menu of files that can
be edited.
2. Press the corresponding function key or click the statement button you wish to edit.
(e.g., Folio/Receipt)
FOLIO/RECEIPT
Selecting option “1” allows you to change the statement at the bottom of the guest’s folio.

MAINTENANCE
Selecting option “2” allows you to keep a list of general maintenance problems that require
attention.
HOT KEY 1
Selecting option “3”allows you to make a Hot Key that will display a pop-up screen
anywhere in the program when CTRL-F1 are pressed. This can be used for such things as
to keep a list of undesirables, emergency phone numbers or the phone numbers of local
attractions.
HOT KEY 2
Selecting option “4” allows you to make a second Hot Key (CTRL-F2). Please see above.
HOUSEKEEPING ORDER
Selecting option “5” allows you to define the order of your rooms in Housekeeping
Reports. On the blank screen that is provided, you will want to list your rooms, each on its
own line, down the left-hand side of the screen. A blank line between rooms will indicate
where one housekeeper’s list will end and the next housekeeper’s list will begin.
QUOTE STATEMENT
Selecting option “6” allows you to compose a statement that will appear on reservation
quotes (PAGE NUMBER FOR QUOTES)
REGISTRATION CARDS
Selecting option “7” allows you to create a message that will appear on registration cards.
OTHER TEXT FILES

Selecting option “8” allows you to edit any other text file in the program by typing the
name of the file and clicking Done (F10)
LOAD LOGO FILE

The ‘Load Logo File’ (9) option enables you to add your own custom logo image to folios
and reports. To add a logo follow the steps listed below.
1. To select the location on the folio or report where you would like the logo to appear
click the drop down menu next to the field labeled ‘Logo Location’. Logos may be
placed on either the upper right or upper left-hand corner of the folio or report.
2. Click Browse for Logo and a new window should open.
3. Click the drop down menu labeled ‘look in’ and select the location on your computer
where the logo image file is stored. For example, if your logo image was called
‘logo.jpg’ and was located on the ‘C’ drive in a folder called ‘Images’, you would click
the down arrow, select the ‘C’ drive, double click the ‘Images’ folder, click on
‘logo.jpg’ and click the Open button.
4. Once the file is selected, click Load (F10).
5. Add any additional logos desired in the same way.
NOTE: The logo will be automatically scaled to match the size of the name and
address header at the top of folios and reports. Supported file formats include: JPG
(JPEG), BMP, GIF.

CHECK-OUT FOLIO THANK YOU STATEMENT
Selecting option “A” allows you to compose a custom thank you statement for check-out
folios.
USING THE STATEMENT EDITOR

1. Press the corresponding function key or click the statement button you wish to edit.
2. Press F10 or click the Save and Exit button, to save your changes to the statement.
Otherwise press ESC or click the Cancel button.
DELETING A STATEMENT
1. Press F8 or click the Delete & Exit button.

2. A message box will be displayed asking, “DELETE Current file and exit?” Press F10
or click the YES button to delete the text, otherwise press ESC or click the NO button.
PRINTING A STATEMENT
1. Press F2 or click the Print button.

• Press F2 or click the Print button to print one copy of the statement.
• Press F4 or click the Print 2X button to print two copies of the statement.
• Press F6 or click the E-mail button to e-mail a copy of the statement.
• Press F10 or click the Done button to return to the statement editor.
DATE AND TIME STAMP THE STATEMENT
1. Press F3 or click the Date & Time button.

2. The current date and time will be inserted after the cursor in the statement.
3. To delete the date and time, use the Back Space key.
SEARCH THE TEXT
1. Press F4 or click the Search button.

2. Enter the word or phrase you would like to find.
3. Press “F” or click the Find Next Button. Continue to press the Find Next button until
the cursor is in the correct location.
BASIC PASSWORDS
For protection against unauthorized access to Check-Inn® for Windows, you may set up to
three levels of password protection, (clerk, auditor, and security).
CLERK PASSWORD:
• The Clerk password is a global password for all the clerks and has limited power to
password locks. This password may be used on the “password lock” function on the
Main Menu or upon entry into Check-Inn® for Windows.

AUDITOR PASSWORD:
• The Auditor password gives access to all clerk functions plus partial access to the Audit
screen(s). Access to the Audit screen is limited to the last three days’ activities.
SECURITY PASSWORD:
• The Security password allows access to all functions. Using the security password you
may limit clerk and auditor access to such screens as full use of Daily Audit,
customization screens, etc.
2. Press “9” or click the Set Password button.
3. To achieve all levels of protection enter clerk, auditor, and security passwords. You
will be asked to confirm each password as you are entering them. All passwords must
be different.
4. If you don’t have an auditor or would not like to use the auditor’s password just leave it
blank.
5. You may use both letters and numbers in the passwords. We recommend that you keep
the passwords relatively short (three to five letters) for quick access.
6. Press F2 or click the Password Options button.
7. Select the items you would like to password protect.
PASSWORD OPTIONS
SECURITY PASSWORD REQUIRED

DAILY & MONTHLY REPORTS
A Security password will be required to view Daily & Monthly Reports.
DELETE GUEST
A Security password will be required to delete guest in the Guest Screen.
CHANGE CHECK-IN/OUT-DATE
A Security password will be required to change the check-in or check-out date of a guest.
USER-DEFINED ROOM RATE

A Security password will be required to type in a user-defined rate for a guest.
EDIT PHONE CALLS

A Security password will be required to edit phone calls.
CLEAN ALL ROOMS

A Security password will be required to set all rooms to clean at one time from the Room
Status screen and Housekeeping Report.

LOCK/UNLOCK RESERVED ROOM
A Security password will be required to lock or unlock a reservation’s room number.
GROUP CHECK-IN/OUT
A Security password will be required to perform a group check-in or check-out.

A Security password will be required for any credit card processing functions, such as
submitting batches, printing batch totals, authorizing credit cards, modifying entries, and
deleting transactions in the Credit Card Audit.
BILLING FUNCTIONS
A Security or Auditor password will be required to perform any billing functions in Accounts
Receivable.
BALANCE TRANSFERS
A Security password will be required to transfer a room balance to another room.
BACKUP CHECK-INN® DATA

A Security password will be required to backup the Check-Inn® data in any way other than
auto-backups.
EXIT CHECK-INN® FOR WINDOWS

A Security password will be required to exit the Check-Inn® program.
E-MAIL FUNCTIONS
A Security password will be required to change e-mail settings, manage and send e-mail
messages.
AUDITOR PASSWORD ALLOWED
EXIT CHECK-INN FOR WINDOWS

Allows the auditor to exit Check-Inn® for Windows.
VIEW MONTHLY TOTALS ON REPORTS

Allows the auditor to view monthly totals on financial reports.
ALLOW AUDITOR TO CLEAR LOGS

Allows the auditor to clear the Central Reservations Log, Long Distance Breakdown, Phone
House Account, Phone Misc., and POS/Movie interface.
E-MAIL FUNCTIONS
Allows the auditor to manage saved e-mail messages.
CLERK PASSWORD REQUIRED
PASSWORD LOCK
A password is required to access Check-Inn® for Windows once it has been locked from the
Main Menu.

The password lock is a way of protecting against access by the general public.
1. Press “9” or click the Password Lock button on the Main Menu.
2. A message box will be displayed asking, “Do you wish to lock this computer?” Press
F10 or click the YES button to lock the computer.
3. To unlock Check-Inn® for Windows, press Enter or click the OK button and enter your
password.
ADVANCED PASSWORDS
The Advanced password system enables the creation of separate, password protected accounts
for each Check-Inn user. Access to program functions is controlled by creating user groups
with customized permissions settings for different types of users (desk clerk, auditor,
housekeeping, maintenance etc.). Please note that advanced passwords replace basic
passwords.
IMPORTANT: Print a copy of your current shift report before setting up advanced passwords.
Once advanced passwords have been configured, previous shift reports will not be accessible.
Follow the steps below to begin setting up advanced passwords.
1. Click the Change Settings (8) button on the main menu.

2. Select Set Passwords and Security (9)
3. Check the box labeled Activate Advanced Passwords and click Yes to continue. Click
NO to cancel setup.
4. Click the Advanced Passwords (1) button.

CREATING GROUPS
Before individual user accounts can be created, you must first create user groups. User groups
define which program functions members are restricted from or allowed to access. For
example, a ‘Clerk’ group could be created for desk clerks that allows basic functions such as
guest check-in and processing reservations but restricts access to credit card numbers and audit
functions. By default, a user group called ‘Administrator’ is created when the software is
installed. The Administrator group is the “Master” user with rights to all areas of Check-Inn.
Follow the steps below to begin creating groups.
1. Click the Add button under the section labeled ‘Groups’.
2. In the field labeled ‘For Group’, type the name of the group that you wish to create
(e.g., Clerk).
3. Using the drop down menu labeled ‘Program Subcategory’, select a program function
set that you wish to edit. Program functions are divided into rights and requirements.
Rights refer to actions that a group member is allowed to perform. For example, a
report right for full credit card number could be enabled to allow an auditor to view full
card numbers in guest history for the purpose of processing refunds.
Requirements refer to actions that must be performed by a group member before they
may continue. For example, a reservation requirement for a credit card could be set up
so that a user would be unable to continue with a reservation without entering a credit
card number.
• For a brief explanation of an individual item, click on the item and press F5 or
click the Item Help button.
•Press F2 or Check All/Uncheck All to check or uncheck all of the selections for the
program subcategory.
• Press F3 or click the Presets button to select from a list of generic preconfigured
profiles.
• Press F4 or click Copy Group to copy the settings from another group that has
already been set up.
4. Once you have finished editing the settings for the group, press F10 or click Done.
ADDING USERS
Once groups have been added, you may begin adding user accounts for individual employees.
Follow the steps below to begin adding users.
1. Under the section labeled ‘Users’, click the Add button.

2. In the field labeled ‘User Name’, enter the desired username for the user (e.g., John).
3. In the field labeled ‘Full Name’, enter the full name for the user (e.g., John Doe)
4. Check the box labeled ‘Employee Active’ to activate the user in the system.
5. Using the drop down menus labeled ‘Member of Groups’, select the group or groups
that you want the user to be a member of.
6. In the ‘Password’ field, enter the desired password for the user. In the field labeled
‘Re-Enter Password’, re-enter the password entered in the ‘Password’ field. If you are
using employee password cards supplied by Innsoft, swipe the card to encode the
password.
NOTE: Each password must be unique.
7. When you are finished, click Done or press F10.

8. Click Cancel or press ESC and click Yes to discontinue adding the user. Click No to
return to the Add/Edit User screen.
Login Time Out

Use the drop down menu labeled ‘Login Time-Out’ to set the amount of idle time before a user
will be automatically logged out of the system
Purge Log
Use the drop down menu labeled ‘Purge Log’ to set the number of months that advanced shift
report information will be stored by the program.
Note: For additional information on ‘Advanced Shift Report’ functions see the following
section.
Print
Click Print or press F2 to print a list of all groups and users and their specific rights and
restrictions.

EVENT TRACKING
Event tracking allows you to track events in your area that affect your property’s occupancy.
Events display on the Main Menu and on the Reservations screen on the day of the event.
NOTE: Events will NOT affect room rates in ANY way.

1. Press “8” or click the Changes Settings button on the Main Menu.
2. Press “A” or click the Event Tracking button.
ADDING AN EVENT
Press F2 or click the Add Event button.
1. Enter the “Event Name” (Ex.: DOG SHOW).
2. Enter the start date for the event by typing in the date or clicking the down arrow and
selecting a date from the calendar.
3. Enter the end date for the event in the same manner you entered the start date.
4. Select the “Effect” this event will have on your property from the drop down box.
(Very Slight, Slight, Moderate, Heavy).
5. Select a reservation statement for the event from the drop down menu if desired. (See
the Set Statements section of this manual for instructions on adding multiple
reservation statements).
NOTE: This is simply a reminder; it will NOT affect your rates.
6. Press F10 or click the Done button to save the event, otherwise press ESC or click the
Cancel button.
EDITING AN EVENT
1. Press F3 or click the Edit Event button.
2. Re-enter any incorrect information in the same manner as above.
3. Press F10 or click the Done button to save the changes to the event. Otherwise press
ESC or click the Cancel button.
DELETING AN EVENT
1. Press F4 or click the Delete Event button.
2. A message box will be displayed asking, “ Delete the event: [selected event]?” Press
F10 or click the YES button to delete the event. Otherwise press ESC or click the NO
button.
PRINTING AN EVENT LIST
1. Press F5 or click the Print Event button to print a list of all events.

E-MAIL
IMPORTANT! You must have a POP3 (not web based) e-mail account and Internet access
for this feature to function. AOL is NOT compatible.
Any item that you can print in Check-Inn may be e-mailed as an attachment along with an
optional memo.
SETTING UP THE E-MAIL FEATURE
To set up email you will need to supply the address of your ISP’s outgoing mail server and the
email address where reply mail should be sent.
To access the email settings, bring up a print preview of a folio, report, confirmation etc.
1. Press F6 or click the E-mail button.

2. Press “Alt+S” or click the Settings tab in the upper left corner.
MAIL SETTINGS
1. Select “Mail Settings” from the Settings menu.

2. Enter your outgoing mail host. (e.g., SMTP.YourHost.com or mail.YourHost.com) If
you are unsure of what to enter for your outgoing mail server address, contact your ISP
(Internet Service Provider) for details. If your ISP uses a port other than port 25 to
send mail, add a colon and the port number at the end of the host name. (e.g.,
SMTP.YourHost.com:487 or mail.YourHost.com:487)
3. Enter your reply address. This is the address where replies to your e-mail will be sent.
(e.g., [email protected])
4. Enter your sender name. This is the name that appears on your e-mail.
5. Press F10 or click the Save button to save your settings, otherwise press ESC or click
the Cancel button.
NOTE: If you currently use Microsoft Outlook Express© you may copy your account
information automatically by pressing the Auto-Set button. A message box will be
displayed saying, “This will replace your current email settings, Continue?” Press “Y” or
click the Yes button to replace the current settings, otherwise press “N” or click No button
LOGIN SETTINGS
A user name and password are usually not required. If you must login to send and receive
e-mail, check the “Use Login Information” box.
1. Select “Login Settings” from the Settings menu.

2. If you login with a username and password (usually not required), check the “Login
with User Name and Password” check box.
3. Enter your Username and Password in the correct fields.

4. Press F10 or click the Save button to save your settings, otherwise press the ESC or
ATTACHMENT SETTINGS
1. Select “Attachment Settings” from the Settings menu.

2. Select the E-Mail attachment size. Each page is formatted to fit on one 81/2x11 page. If
you need to change the size of the attached page, click the down arrow and select the
percentage of the original size for the attachment. (120% to 40%)
3. Press F10 or click the Save button to save your settings, otherwise press ESC or click
the Cancel button.
SETTING EMAIL STATEMENTS
Email statements are custom email messages that can be added to the Check-Inn E-mail
system. If an email statement is selected when sending a message, the text of the statement
will appear in the body of the email. Up to five statements may be added.
To begin adding email statements:
1. Press F6 or click the EMAIL button on any print preview screen such as a reservation
confirmation or daily report.
2. Select Settings and then Statements from the drop down menu at the top of the
window.
3. Select the statement number that you wish to add from the drop down menu.
4. Enter the desired text and click Save.
Repeat the same steps to add additional statements. When sending email, you can insert an
email statement by selecting it from the ‘Statement’ dropdown menu. Select ‘None’ if do
not wish to include a statement in the email message.
CREATING AN E-MAIL
1. Select the pages you would like to e-mail by entering the start page and end page in the
“Print Pages” field. You may type in new Start and End pages, or use the arrow keys to
adjust each number. E-mail attachments are limited to 36 pages.
2. Press F6 or click the E-mail button.
3. Enter the e-mail address of the person to whom you are sending the confirmation or
report. If the e-mail address has been previously entered, you may click the down
arrow and select the address from the list.
4. If you are sending the e-mail to more than one person enter the additional e-mail
address in the CC field.
5. Enter the subject of the e-mail. If the subject is left blank, “Check-Inn for Windows”
will be inserted in the subject field, when the message is sent.
6. Select the statement you would like to include by clicking the down arrow and selecting
the correct statement. If you do not want to include a statement, select “None”.
NOTE: The statement will text will not appear in the message text box.
7. If you would like to enter a message to include with the e-mail, simply type the
message in the space provided.
8. Each page will be sent as a separate attachment to the e-mail. You may view a list of
the attachments by pressing ALT+D or clicking the Details tab.
SENDING AN E-MAIL
1. Press F10, click the Send button, or click on the File tab and select “Send Message” to
send the e-mail.
2. A message box will be displayed saying, “Message Sent!” if the message was sent
successfully. Press Enter or click the OK button.
3. Press F10 or click the Done button to exit the Print Preview screen.
SAVING AN E-MAIL
1. Press F3, click the Save button, or click on the File tab and select “Save Message” to
save the e-mail to send at a later time.
2. A message box will be displayed saying, “Your Message Has Been Saved.” Press
Enter or click the OK button.
3. Press ESC or click the Done button to return to the Print Preview screen.
4. Press F10 or click the Done button to exit the Print Preview screen.
MANAGING MESSAGES
If you have previously saved e-mail messages, you may use Manage Messages to send or
delete the saved messages.
1. Press F4, click the Manage button, or click on the File tab and select “Manage
Message” to manage your saved messages.
2. Once you have finished press ESC or click the Done button.
SELECTING AND DE-SELECTING MESSAGES
1. Tab to the address and press the Spacebar to check the box, or simply click on the box
next to the e-mail address with your mouse. (A box with a check is selected.)
2. Press F5 or click the Select All button to select all the messages in the list.
3. Press F6 or click the De-select All button to de-select all the messages in the list.
DELETING MESSAGES
1. Select the message or messages you would like to delete.

2. Press DEL or click the Delete button to delete the selected messages.
3. A message box will be displayed asking, “Delete ALL checked messages?” Press F10
or click the YES button to delete the marked messages. Otherwise press ESC or click
the NO button.
SENDING SAVED MESSAGES
1. Select the message or messages you would like to send.

2. Press F10 or click the Send button to send the selected messages.

3. A message box will be displayed asking, “Send ALL checked messages?” Press F10 or
click the YES button to send the marked message. Otherwise press ESC or click the
NO button.
You have now completed the customization process of Check-Inn® for Windows. Press F10 or
click the Done button until you return to the Main Menu and you may begin to use the
software.

RUNNING CHECK-INN FOR WINDOWS
Below is a picture of the Check-Inn main menu.
1. To start Check-Inn for Windows simply double click the icon that Check-Inn creates
when the program is installed. This will place you at the Main Menu of Check-Inn for
Windows, as shown below.
2. Verify that the date and time are correct in the bottom right-hand corner of the screen.
If necessary, click on the digital clock in the lower right corner of the Windows desktop
to change the date or time.
3. The Main Menu displays your property’s current status and allows you access to all the
features available in Check-Inn. To select an item on the Main Menu, click on the
button or simply type the number shown at the left of the item.
The status boxes on the left side of the Main Menu display the number of clean and dirty rooms
available, the number of rooms currently rented and the percentage of rooms occupied. It also

shows the number of reservations and cancellations today, and whether or not you have any
conflicts between reservations and guests currently checked-in.
MAIN MENU ITEMS

1. GUEST CHECK-IN
Allows you to check in walk-in guests or a guest with a reservation.
2. GUEST CHECK-OUT
Allows you to check out a currently checked-in guest.
3. GUEST SCREEN
Allows you to modify guest information, including room number, and make charges or
payments to current guest accounts.
4. CASH REGISTER
Allows you to sell front desk items such as cards and maps, etc. to customers that are not
checked in to the property.
5. AUDIT
Allows you to edit the daily information, credit card payments, billing and cash register
totals.
NOTE: Credit card processing is also done in the audit screen if the Credit Card
Processing Module is being used
6. RESERVATIONS
Allows you to make, modify or cancel reservations.
7. REPORTS
Allows you to generate operational reports such as Daily and Monthly financial reports,
Reservation Reports, Occupancy Reports, Housekeeping Reports and others.
8. CHANGE SETTINGS
Allows you to customize Check-Inn for Windows for your property.
9. PASSWORD LOCK
Locks the computer from unauthorized access while the terminal is not in use.
NOTE: Any password in Check-Inn for Windows will work to unlock the program.
E. EXIT CHECK-INN
Allows you to close the program and return to the Windows desktop.

CHECK-INN SERVICE AND SUPPORT
The Check-Inn service and support screen enables users to check service contract status,
download software updates and access Innsoft technical support and sales contact information.
Users with a valid service contract will notice a button with a green check mark and question
mark in the top left hand corner of the Check-Inn main menu. A red ‘X” denotes an invalid
service contract. Click the button to open the service and support information screen.
1. Click the “Renew Service Contract” button to open a browser link to the Innsoft secure
online payment form. Follow the instructions for making a payment.
2. Click the “Download Update” button to download and install an update to Check-Inn.
Important! Updates should only be installed when recommended by Innsoft.
3. Click the “Emergency Support” button to view technical support contact information.

CHECK-INN FOR WINDOWS FUNCTION KEYS
There are seven “Function Keys” that may be pressed at any time while running Check-Inn
for Windows for additional reports:
GUEST LIST (BY NAME)

Pressing ALT-F1 will bring up a listing of all currently checked-in rooms in alphabetical order
by the guests’ last name.
GUEST LIST (BY ROOM)

Pressing ALT-F2 will bring up a list of all rooms in numerical order, showing either the guest
name if the room is occupied or the room description if it is available.
GUEST LIST (BY COMPANY)

Pressing ALT-F3 will bring up a company sorted guest list. This will show the guest’s name,
room number, company, when the guest is expected to depart, the balance they owe and any
remarks.
AVAILABILITY LIST
Pressing ALT-F4 will display the rooms that are currently available with their descriptions.
CURRENT GUEST SEARCH

Pressing ALT-F5 will bring up a Quick Guest Search, which allows you to do a search for
current guests.
USER DEFINED HOT KEYS

Pressing CTRL-F1 & CTRL-F2 will bring up a User Defined List. These Hot Keys can be
modified from the Change Settings menu in the Set Statements screen. They may be used to
log emergency phone numbers, track undesirables, or keep other information that needs to be
easily accessed.
CHECK-IN
Guest Check-In is the first item on the Main Menu. This function is used to check in walk-in
guests or guests with reservations. “Guest Check-In” should only be used to check-in current
guests. If you wish to add a guest not currently checked-in to a past daily report, you may add
them through the Daily Audit.
NOTE: Guests added through Audit will not be added to your Guest History file.
1. Press “1” or click the Guest Check-In button on the Main Menu.
2. A message box will be displayed asking, “Does the guest have a reservation?” Press
“Y” or click the Yes button if the guest has a reservation. Otherwise press “N” or click
the No button. Note that the room type is color coded to denote its status:
Green=Clean, Blue=Dirty, Red=Not Available.
The Room Selection screen appears as shown on the opposite page:

GUESTS WITHOUT RESERVATIONS (WALK-INS)
SELECTING A ROOM
To select a room from the list:
1. Double click on the desired room or single click the room and click the Continue (F10)
button.
OR:
2. Search for the room by typing the room number or room description in the Room Search
field.
ENTERING GUEST INFORMATION
1. If you have “Quick Search for Repeat Guests” checked in Set Colors and Switches, a Quick
Guest Search screen will be displayed

• Type in the guest’s name that you would like to find.
• If the desired guest appears in the list you may select their record by pressing F10 and
clicking the Done button, or by double clicking on the record. Information from the
guest’s previous stay will be added to the Guest Information screen. At the top of the
screen, a box will be displayed showing the room number, room rate, date, and number
of nights the guest stayed on their last visit.
2. If you are unable to locate the guest through Quick Guest Search, enter the guest’s name
and address, pressing the Tab key or Enter key to move through the guest information.
NOTE: If you have “Automatic Zip Code Identification” turned on in Change Settings, the
cursor will skip the city and state fields by typing in the zip code, Check-Inn® will auto-fill
the city and state.
3. If the guest’s company will be billed for their stay through Accounts Receivable you can
select the company name from the drop down menu labeled Company.
4. Enter the clerk’s initials.
5. Enter the credit card information. You have two options in entering credit card
information.
• If you have a magnetic stripe reader, you may swipe a credit card on the Guest Check-
In screen and it will auto-fill the credit card information.
• If you do not have a magnetic stripe reader, you may type the number manually. If the
number entered is not a valid card number (i.e. mistyped, or not a correct card number),
you will see an “INVALID” message to the right of the credit card number.
6. Enter the guest vehicle information. You may use these slots in any manner you would like.
(e.g., driver’s license number, passport number, license plate number, etc.) If you swipe a
driver’s license with a magnetic stripe, the guest’s name and license number will be filled
automatically.
7. Press F11 or click the Remarks button to add guest remarks and marketing codes. (Please
see the “Remarks” section below for further instructions.)
1. Press F12 or click the Extra People button to add extra people to the room. (Please see
the “Extra People” section below for further instructions.)
ENTERING RATE INFORMATION
To begin setting rates, select the rate field with your mouse or the Tab button. Once
selected, a rate settings window will in the right half of the screen.
1. Select the Rate Duration (Daily, Weekly, Monthly or Package) using the drop down
2. Set the number of Nights (Weeks, Months or Packages).
3. Set the number of Adults, Children and Pets.
4. Set the tax exemption type if the guest has a special exemption.
You can set the room rate using any of the three methods below:
• USER DEFINED RATE

Select [USER DEFINED] from the list of rate descriptions at the top of the window
and type the desired rate amount. Click Done (F10).

• ADVANCED OR BASIC RATES
If you have already set Advanced or Basic rates in the program, a list of rate
descriptions and dollar amounts will appear in the rate selection window. (For
information in setting advanced or Basic rates see the following section on setting basic
rates. Click on the desired rate and click Done (F10)
• CUSTOM RATES
If you want to set a different rate for each day (week, month, package) click the
Custom Rates (F8) button. A window will appear asking: ‘Do you wish to set custom
rates for this guest?’. Click NO or press the escape key to cancel. Click YES to
continue setting custom rates. Enter the dollar amount in the field next to each date that
applies to the guest’s stay. When complete, click Done (F10).
Once you have set the guest’s rates, you can verify that they are correct for the entire
stay by clicking Display Rates. The display rates window will show a breakdown with
the date(s), base rate, any additional Adult or Child charges along with the total for
each day. To print the display rates breakdown click the Print (F2) button.
HIDING THE RATE
You can prevent the room rate and tax totals from appearing on a guest’s folio by checking
the box labeled Hide Room and Tax on Folio. This is often required for third party
Internet bookings.
Once all rate and guest information has been entered, click Continue to proceed to the
Cash Register screen. See “Completing the Check-In Process” after the next section to
finish the check-in.
NOTE: For information on other features on the Check-In Guest Information screen
see “Guest Information Options” below.
TIP
If you have a magnetic stripe reader, you may swipe a credit card and/or a driver’s
license with a magnetic stripe and Check-Inn will auto-fill the appropriate fields on the
Guest Information screen.
GUESTS WITH A RESERVATION

1. Select a guest name from the list of reservations and either press F10, click the
Continue button, or double click the reservation. You may search for the reservation
by typing in the room number or the guest name.
NOTE: For information on other features in Check-In Reservation Room Selection,

please see “Room Selection Options” below.
2. Enter any additional guest information and confirm the rate and number of nights. A
“$” icon will display in the lower left corner of the Guest Information screen if a
deposit was entered when the reservation was made.

3. Press F10 or click the Continue button.
4. This will bring you to the Cash Register screen. See “Completing the Check-In
Process” below to finish the check-in process.
NOTE: For information on other features on the Check-In Guest Information screen
please see “Guest Information Options” below.
CHECKING IN A SPLIT ROOM

1. Select a split room from the list of available rooms and either Press F10, click the
Continue button, or double-click on the split room. You may search for a room by
typing the room number or room description in the Room Search field. All split rooms
must have an “S” before the room number.
NOTE: For information on other features in Check-In Room Selection please see
“Room Selection Options” below.
2. Enter the guest information as described in the “Guests Without a Reservation” section
above.
3. Press F2 or click the Change Room button.
4. Press “2” or click the Split Room button.
5. Select the room that the current guest will share by clicking the down arrow and
selecting a room-guest from the list. Conference and Split rooms will not be available
for selection; they are unable to be split.
6. Press F10 or click the Continue button to split the room
7. Press F10 or click the Continue button to finish the Check-In.
8. This will bring you to the Cash Register screen. See “Completing the Check-In
Process”, after the next section, to finish the check-in.
NOTE: An icon will be displayed showing a square divided into four sections. The master
room will have a red section, and the split rooms will be entirely blue. To view the guest
names for the room press F2, click the Change Room, or double click on the icon.
COMPLETING THE CHECK-IN PROCESS

The guest’s balance, including tax, for the entire stay will be displayed on the Check-In Cash
Register screen.
1. Enter any additional charges.

• Enter the amount of the additional charge (not including tax). There is no need to
type the decimal point when entering the amount in the cash register.
• Press the function key or click the button for the appropriate sales category button.
You may need to press the Shift key to access the additional charge keys.
Example:
Entering a $10.00 phone charge.
• Press “1”,“0”,“0”,“0”
• Press F1 or click the Phone button.

IMPORTANT! DO NOT press ENTER when entering a charge. Always use the
appropriate function key.
2. Entering Payments.
• Enter the amount of the payment. There is no need to type the decimal point when
entering the amount in the cash register.
• Press Enter or click the Select Payment Type button.
3. Select the payment type from the drop down box. Press F10 or click the Done button to
apply the payment. Depending upon your settings your payment options may vary.
CASH
Cash is to be used for any cash or check payments made.
CREDIT CARD
If you are processing credit cards through the Check-Inn program you may either pre-authorize
or charge the guest’s credit card at check-in.
To pre-authorize the card:
1. Click the Authorize Credit Card button or press the letter “A” on your keyboard.
2. Enter the amount you wish to authorize in the ‘Enter Amount’ field. (Usually the room
and tax total plus any additional hold for room deposit, incidentals etc.)
3. Swipe the card or type the card number and expiration date. (Cards should be swiped
rather than hand entered whenever possible.)
5. If the authorization is successful you should receive a six-digit approval code. If the
authorization is unsuccessful you will receive a ‘DECLINE’ message.
6. Click Done (F10) to print a receipt(s).
To Charge the card:
1. Enter the amount you wish to charge (i.e. send to the credit card batch) in the ‘Amount’
field.
2. Click the Select Payment Type button and select ‘C. Card Sale’
3. Swipe the card or type the card number and expiration date. (Cards should be swiped
rather than hand entered whenever possible.)
5. If the authorization is successful you should receive a success message with a six-digit
approval code. If the authorization is unsuccessful you will receive a ‘DECLINE’
message.
6. Click Done (F10) to print a receipt(s).
NOTE: If you receive an error when processing a credit card call Innsoft Technical
Support at (503) 643-8162.
If you are not processing credit cards through the Check-Inn program:

1. Type the amount you wish to charge in the ‘Amount’ field.
2. Click the Select Payment Type button and choose the correct credit card type
(Visa/MC, AMEX, Discover, etc.)
BILLING
You will be prompted to enter the guest’s address and company information to create the
billing entry in Accounts Receivable. If you have already entered the guest’s information,
Check-Inn will auto-fill the billing entry. The billing option can be removed in Set Colors &
Switches.
RM. TRANSFER
Select the room this amount will be sent to by clicking the down arrow and selecting a room
from the list. This amount will be Credited to the current from and Charged to the room you
have selected. Press F10 or click the Done button to transfer the amount, otherwise press ESC
or click the Cancel button. Rm. Transfer will only be displayed if it is turned on in Set Colors
& Switches.
4. Press F10 or click the Continue button once you are finished.
5. A Print Preview of the guest’s folio will be displayed.
• Press F2 or click the Print button to print one copy of the guest folio.
• Press F4 or click the Print 2X button to print two copies of the guest folio.
• Press F6 or click the E-mail button to e-mail a copy of the guest folio.
• Otherwise press F10 or click the Done button to return to the Main Menu.
ROOM SELECTION OPTIONS

QUICK GUEST CHECK-IN
You may use Quick Check-In for a guest with or without a reservation. If the guest has a
reservation, the check-in will be completed using information from their reservation. If the
guest does not have a reservation, the guest name will be “Check-In, Quick” and the room’s
default rate will be assigned.
1. Press “1” or click the Guest Check-In button.

2. A message box will be displayed asking, “Does the guest have a reservation?” Press
“Y” or click the Yes button if the guest has a reservation, otherwise press “N” or click
the No button.
3. Select the first guest or room you would like to check in.
4. Hold down the CTRL key and click on the rest of the rooms you would like to check-
in, or arrow to each room and press the * key.
5. Press F12 or click the Quick Check-In button.
6. A message box will be displayed asking, “ Quick check-in all selected rooms?” If you
want to check them in, press F10 or click the YES button. Otherwise press ESC or
click the NO button

ROOM SEARCH
1. On the Check-In Room Selection screen, type the room number or room description that
you are searching for. If you are checking in a guest with a reservation, type the room
number or guest name that you would like to find.
2. If the room is found, the selection bar will move to the desired room.
3. If the room is not found, a message box will be displayed saying, “Room Not Found”.
4.
4. Press ENTER or click the OK button.
CHANGING THE ROOM STATUS
1. Select the room you would like to change.

2. Press F4 or click the Change Room Status button.
3. This will change the status between <Clean>, <Dirty>, or <Not Available>. Click on
the button until you reach the appropriate status.
SETTING ALL ROOMS TO CLEAN
1. Press F5 or click the Clean All Rooms button to change all unoccupied rooms to
<Clean> status while checking in a guest. Do not do this after check-in time, as your
Housekeeping Reports will be wrong for the next day.
2. A message will be displayed asking, “Set unoccupied rooms to CLEAN?” Press F10 or
click the YES button if you would like to set the rooms to clean, otherwise press ESC
or click the NO button.
STATUS SCREEN OPTIONS

1. Press F9 or click the Status Screen button from the Check-In Room Selection screen.
SETTING ALL ROOMS TO CLEAN
1. Press F5 or click the Clean All Rooms button to change unoccupied rooms to <Clean>
status. Do not do this after check-in time, as your Housekeeping Report will be wrong
for the next day.
2. A message will be displayed asking, “Set unoccupied rooms to CLEAN?” Press F10 or
click the YES button if you would like to set the rooms to clean, otherwise press ESC
or click the NO button.
MAINTENANCE LOG
NOTE: For additional help using the maintenance log editor, please see “Statement Editor” in
the “Set Statements” section of this manual.
1. Select the room that requires a maintenance log.

2. Press F8 or click the Maintenance Log button to create a Maintenance Log.
3. Press F2 or click the Print button to print the log.
4. Press F3 or click the Date & Time button to insert the date and time into your log.

5. Press F4 or click the Search button to search for a word or phrase within the log.
6. Press F8 or click the Delete & Exit button to delete the entry and return to the Status
screen.
7. Press F10 or click the Save & Exit button to save the new entry and return to the Status
screen, otherwise press ESC or click the Cancel button.
NOTE: When a maintenance log has been entered for a room a “[L]” will display next to
the room description or guest’s name.
GUEST INFORMATION SCREEN OPTIONS

Once you have checked in a guest you may want to make changes to their information such as
their room number, rate, check-in date etc. through the Guest Screen. To Begin:
1. Select option three, Guest Screen, from the main menu.

2. Type the guest’s name or number in the search field and press enter or double click on
the desired entry.
CHANGING THE GUEST’S ROOM NUMBER

2. Press “1” or click the Change Room Number button if you are checking in a split
room or use the card lock interface, otherwise the New Room Selection screen will be
displayed automatically.
3. Select the new room for the guest on the New Room Selection screen, and press F10,
click the OK button, or double-click the new room.
NOTE: If another guest currently occupies the room, the guests will switch rooms.
CHANGING THE GUEST’S CHECK-IN DATE
If the guest’s check-in date is incorrect, you may change the check-in date in the Guest
Information screen. This is useful if you forget to enter the guest into the system or because
you are allowing an especially early check-in time.
1. Press F3 or click the Check-In Date button.

2. Type in the correct check-in date or click on the down arrow and select a date from the
calendar.
NOTE: The check-in date cannot be changed beyond today’s date. The check-in date
cannot be changed for packages with miscellaneous charges.
3. Press F10 or click the OK button to save the new check-in date and return to the Guest
Information screen.

CHANGING THE GUEST’S RATE
After a guest has checked in you may want to change their rate. You can do so using any of
the three methods shown below.
USER DEFINED RATE
1. Select the rate field.

2. Select the rate duration (Daily, Weekly Monthly, Package) if different from the original
rate.
3. Click on the rate description ‘User Defined’.
4. Type the desired rate amount in the Rate field and click Done (F10).
NOTE: This function may be password protected.
ADVANCED OR BASIC RATES

2. Select the Rate Duration (Daily, Weekly, Monthly, Package) if different from the
original rate.
3. Enter the number of Adults, Children and Pets.
if different from the original rate
4. Click on the desired rate description.
CUSTOM RATES

2. Select the rate duration (Daily, Weekly, Monthly, Package) if different from of the
original rate.
3. Click the Custom Rates (F8) button.
4. Enter the desired rate in the field next to each date that applies to the guest’s stay.
Once you have changed the rate you can verify that the new rate is correct by clicking the
Display Rates button. The display rates window will show a breakdown with the date(s),
base rate, any additional Adult or Child charges and the total for each day. (Note: Display
rates will only show the rates for the current date forward.)
HIDING THE RATE
the box labeled Hide Room and Tax on Folio. This is often required for third party or
Internet bookings.
SEARCH MASTER GUEST HISTORY
1. Press F4 or click the Search Master button.

2. Enter any part of the first name, last name and phone number. Check-Inn will also
search your guest history for the information you entered in the Other search field.
3. Press F10 or click the Search button to start the search.
4. A guest record that matches your search criteria will be displayed. You may continue to
cycle through found guests by pressing F5 or clicking the Continue Search button.
The most recent guest stay will be displayed first, followed by stays that occurred
further in the past. Press F6 or click Search Back to view previous entries.
COPY PREVIOUS GUEST
1. Press F5 or click the Copy Last button.

2. A message box will be displayed asking, “Copy previous guest?” Press F10 or click the
YES button to copy the previous guest information.
REMARKS AND MARKETING CODES
1. Press F11 or click the Remarks button.

2. Enter your remarks for the guest. Check-Inn has several types of remarks that are
handled differently in the program.
• Remarks to Guest/Folio
This field will be printed on guest folios. If you are using custom folio numbers,
enter the folio number in this field.
• Market Codes & Remarks
This field will only be printed on guest reports and will not be seen by the guest.
Press F2 or click the Insert Market Code button, to select a marketing code from
the list of codes set up in Set Colors & Switches. You may also enter a market code
beginning with a “/”. (e.g., If you use the code “COM” for commercial guests or
“AAA” for Triple A guests, enter “/COM” or “/AAA” in this field.)
NOTE: The Market Segment Report will search this field for the market codes you
enter.
• Flag as “Bad Guest”

Press F3 or click the check box next to “Flag as Bad Guest”. This will add a red
slash on the clipboard icon of the guest and will list the guest’s name in red on the
Quick Search screen.
• Additional Remarks
These remarks will not appear on reports or folios. They may be viewed or
changed here at any point during the guest’s stay or in Guest Tracking after the
guest’s stay.
3. Press F4 or click the Print Remarks button, to print the guest’s remarks.
4. Press F10 or click the Done button when you are finished.
NOTE: A clipboard icon will be displayed in the lower left corner of the Guest
Information screen once a remark is entered. To view the remarks either press F11, click
the Remarks button, or click on the “Clipboard” icon.

EXTRA PEOPLE
1. Press F12 or click the Extra People button.
2. To save changes, press F10 or click the Done button. If you do not want to save your
changes press ESC or click the Cancel button.
ADDING A PERSON
1. Press F2 or click the Add Person button.

2. Enter the name of the extra person in the room.
3. Press F10 or click the Done button to save the name, otherwise press ESC or click the
Cancel button.
EDITING A PERSON
1. Select the name you would like to edit.

2. Press F3 or click the Edit Person button.
3. Enter the correct name.
the Cancel button.
DELETING AN EXTRA PERSON
1. Select the name you would like to delete.

2. Press F4 or click the Delete Person button.
3. A message box will be displayed asking, “Delete extra person?” Press F10 or click the
YES button to delete the extra person, otherwise press ESC or click the NO button.
PRINTING AN EXTRA PERSON LIST
1. Press F6 or click on the Print List button to print a list of all extra people in a room.
2. A Print Preview of the extra person list will be displayed.
• Press F2 or click the Print button to print one copy of the list.
• Press F10 or click the Done button to return to the Extra People screen.
NOTE: An icon showing three people will be displayed in the lower left corner of the
guest information screen once an extra person is entered. To view the extra people either
press F11, click the Extra People button, or click on the “Extra Person” icon.
CASH REGISTER OPTIONS
ROOM DEPOSITS
A room deposit is used to track a refundable deposit that you will be prompted to return at the
end of the guest’s stay. This would be useful for such things as phone deposits, key deposits,

remote control deposits, room damage deposits, etc. You will be reminded when the guest
checks out and asked if you would like to refund the amount to the guest.
1. Enter the total amount of the deposit.

2. Press F2 or click the Rm Deposit button to create the charge.
SET PHONE CREDIT LIMIT
1. Press “P” or click the Phone Credit button.

2. Enter the phone credit limit that you would like to extend to the guest. This amount
only applies to this guest.
3. Press F10 or click the Done button to save the credit limit, otherwise press ESC or
REPEATING CHARGE
A repeating charge will be applied each time a guest is charged for lodging. (i.e. If a guest’s
rate type is weekly, the charge will repeat once per week.)
1. Press “R” or click the Repeating Charge button.

2. Enter the amount that you would like to charge the customer each time in the Charge
Amount field.
3. Enter the charge type by clicking the arrow and selecting a type in the “Charge Type”
drop down box. Press F10 or click the Done button when finished, otherwise press
TRAVEL AGENCY
1. Press “T” or click the Travel Agency button to assign a travel agent to a guest. (This
is to remind you that a commission will need to be paid).
2. Press the down arrow to select an agency from the current list. Choose “None Selected”
if you would not like to assign an agency or would like to remove the current agency.
3. Press F2 or click the New Agency button if you need to add or edit a travel agency,
this will display the “Travel Agent Audit”. Please see “Adding an Agency” for details.
4. Press F10 or click the Done button to save the selected travel agency, otherwise press
NOTE: An airplane icon will display in the lower left-hand corner if a travel agency
has been selected.
COPY LAST CHARGE
1. Press the Spacebar or click the Copy Last button to repeat the last charge.
Example:
A guest has made three phone calls, each costing $1.73.
• Press “1”, “7”, “3”
• Then press Spacebar, Spacebar.
DELETE ITEM
1. Press “D” or click the Delete Item button.

2. Select the item you would like to delete by entering the transaction number or using the
arrows to increase or decrease the number shown.
3. Press F10 or click the Done button to delete the item, otherwise press ESC or click the
Cancel button.
REFUND
1. Press the “-” (minus sign or hyphen) key, and then enter the amount that you would
like to refund.
2. Press the function key or click the button for the appropriate refund type.
Example: You would like to refund a $5.00 phone charge to a guest.

• Press “-”, “5”, “0”, “0”
VOID SALE / RETURN TO CHECK-IN SCREEN
1. Press ESC or click the Void Sale button, if you would like to return to the Check-In
screen without saving the current changes.
2. A message box will be displayed asking, “Do you wish to VOID Sale?”
• Press F10 or click the YES button to void the sale, and return to the Guest
Information screen.
• Press ESC or click the Cancel button to remain on the Cash Register screen with
no changes.
CREDIT CARD PRE-AUTHORIZATIONS
IMPORTANT! The Credit Card Processing Module is required for this function. This is a
special module that is purchased separately and requires a special code number.
1. To pre-authorize an amount without actually charging the guest, press “A” or click on
the Authorize button.
2. Enter the total amount that you would like to pre-authorize. Check-Inn will not add
pre-authorizations, so the total amount will need to be authorized each time.
3. Enter the card information.
• If you have not swiped the guest’s card already, either type the card number and
expiration date or swipe the guest’s credit card.
• If you have already swiped the guest’s credit card, press “A” or click the Press “A”
to Authorize button.

CHECK-OUT
Guest Check-Out is the second item on the Main Menu of Check-Inn® for Windows. This
function allows you to check-out any guest that is currently checked into the system.
NOTE: Before checking-out a “Master” split room, all “Additional” split rooms must be
checked out or un-split.
CHECKING OUT A GUEST
1. Press “2” or click the Guest Check-Out button on the Main Menu.
2. The Check-Out Room Selection screen displays the guests that are currently checked in
to your property. You will see the guest’s room number, name, room type, current
balance, departure date, and the date of the next reservation for their room.
3. Select the person you would like to check out and either press F10, click the Continue
button, or double click on the correct guest. You may search for the guest by typing in
the guest’s name or room number in the Room Search field.
4. The Cash Register screen will be displayed with the guest’s current balance, including
tax. The guest’s balance must be zero before the guest’s check-out may be completed.
5. Enter any additional charges.
• Enter the amount of the additional charge (not including tax). There is no need to
type the decimal point when entering the amount in the cash register.
• Press the function key or click the button for the appropriate sales category. You
may need to press the Shift key to access additional charge keys.
Example:
• Press “1”,”0”,”0”,”0”
• Press F1 or click on the Phone button.
6. Entering Payments.
• Enter the amount of the payment. There is no need to type the decimal point when
• Press Enter or click the Select Payment Type button.
apply the payment. Depending upon your settings you may have very different payment
options to choose from.
CASH
CREDIT CARD
• If you have purchased the Credit Card Processing module, you will have “C. Card
Sale” as a payment option. Check-Inn will dial out or connect over a high speed
connection to obtain an approval to charge the card when your batch is sent. If you
do not own the Credit Card Processing module, a separate payment option for each
credit card type will be listed. Select the appropriate type from the list.
BILLING
You will be prompted to enter the guest’s address and company information to create
the billing entry in Accounts Receivable. If you have already entered the guest’s
information, Check-Inn will auto-fill the billing entry. The billing option can be
removed in Set Colors & Switches.
RM. TRANSFER
Select the room this amount will be sent to by clicking the down arrow and selecting a
room from the list. This amount will be Credited to the current room and Charged to the
room you have selected. Press F10 or click the Done button to transfer the amount,
otherwise press ESC or click the Cancel button. Rm. Transfer will only be displayed if
it is turned on in Set Colors & Switches.
8. Press F10 or click the Continue button once the guest’s balance is zero.
CHECK-OUT ROOM SELECTION OPTIONS

GUEST MESSAGES
NOTE: For additional help using the message editor, please see the “Statement Editor” in
the “Set Statements” section of this manual.
1. Select a guest from the list and press F6 or click the Guest Message button to view the
guest message or make a new entry.
2. Press F2 or click the Print button to print the message.
3. Press F3 or click the Date & Time button to insert the date and time into your message.
4. Press F4 or click on the Search button to search for a word or phrase within the guest’s
message.
5. Press F8 or click the Delete & Exit button to delete the message and return to the Guest
Room Selection screen.
6. Press F10 or click the Done to save the new message and return to the Guest Room
Selection screen, otherwise press ESC or click the Cancel button to exit the message
with no changes.
NOTE: If a message has been entered for a guest a “[M]” will be displayed next to the
guest’s name.

QUICK CHECK-OUT
If a guest has a zero balance, Check-Inn will allow you to check the guest out without entering
any additional information.
1. Select the guest or room you would like to check-out from the Check-Out room
Selection screen.
2. Hold down the CTRL key and click on the rest of the rooms you would like to check-
out, or arrow to each room and press the * key. Split rooms are not available for Quick
Check-Out.
3. Press F12 or click on the Quick Check-Out button.
4. A message box will be displayed asking, “Quick Check-Out all selected rooms?” Press
F10 or click the YES button to check out the rooms, otherwise press ESC or click the
Cancel button.
NOTE: If the guest balance is not zero, a message box will be displayed saying, “Guest
balance is not zero. Please use regular check-out.” Press Enter or click the OK button then
use the regular check-out procedure.
CHECK-OUT CASH REGISTER OPTIONS
REFUNDING A ROOM DEPOSIT

If a guest has paid a room deposit, you may need to refund the amount to the guest at check-out
time. Room deposits are not required to be refunded, you will simply see a reminder at check-
out.
1. Press “2” or click the Guest Check-Out button.

2. Select the room that you would like to check out and press F10 or click the Continue
button.
3. You will be reminded of the amount of the deposit. Press Enter or click the OK button
to continue.
4. Enter a credit for the amount that you are refunding
(e.g., $-20.00) and press F2 or click the Rm Deposit button. Press F10 or click the
Continue button.
5. The cash register should now display the ‘CHANGE’ amount in red. Enter the refund
amount (e.g., $-20.00) and click the Select Payment Type button to select the refund
type (Cash, Credit Card, etc.).
6. Click Done then Continue.
VIEW BILL
If you wish to print a copy of the guest’s folio from the check-out cash register press “B” or
click the “View Bill” button and select the type of folio you wish to print.

LATE CHECK-OUT
If a guest has stayed beyond the check-in time and you do not wish to charge them for an extra
night, you may remove the extra charge at check-out.
1. Press “C” or click the Check-Out Date button.

2. Enter the last day of the guests’ stay by either typing in the date or clicking the down
arrow and selecting a date from the calendar.
NOTE: You may not select a date beyond today’s date.
3. Press F10 or click the OK button. You must complete the check-out for the change to
take effect.
TRAVEL AGENCY
this will display the “Travel Agent Audit”. Please see “Adding an Agency” for details
NOTE: An airplane icon will display in the lower left-hand corner if a travel agency
has been selected.
COPY LAST CHARGE
Example: A guest has made three phone calls, each costing $1.75.
• Press “1”, “7”, “5”
DELETE ITEM

Cancel button.
REFUND
like to refund.

• Press “-”, “5”, “0”, “0”
VOID SALE / RETURN TO MAIN MENU
1. Press ESC or click the Void Sale button, if you would like to return to the Main Menu
without completing the check-out.
• Press F10 or click the YES button to void the sale, and return to the Main Menu
without processing the check-out.
no changes.
GUEST SCREEN
The Guest Screen is the third item on the Main Menu. It allows you to change a guest’s room
number or check-in date, add or edit guest charges and payments, access guest messages and
reports, delete guests and reinstate guests checked-out today.
The Guest Information screen will appear as shown below.

1. Press “3” or click the Guest Screen button on the Main Menu.
2. The Guest Selection screen will be displayed with a list of your current guests and
several additional features. For information on selecting a guest and using the guest
screen features, please see the sections below.
NOTE: If you would like to change the information for a guest who is no longer in the Guest
Screen, please see “Daily Audit”.
GUEST SCREEN ROOM SELECTION OPTIONS

SELECTING A CURRENT GUEST
1. Select the guest you would like to change or view and either press F10, click the
Continue button, or double click the correct guest. You may search for the guest by
typing the guest’s name or room number in the “Room Search” field.
• A “C/O” after the guest name indicates the guest was checked-out on the current
day, the guest’s name will also be displayed in red.
• A “+” after the guest name indicates there are extra people added to the room.
• An “M” before the guest name indicates that there is a message for the guest.
• An “L” before the guest name indicates a maintenance log has been entered for the
room.
• An “R” before the room type indicates that the guest has market codes or remarks.
• The room type field is color coded to denote its status: Green=Clean, Blue=Dirty,
Red=Not Available.
2. After selecting the guest, the Guest Information screen will be displayed. You will be
able to make any appropriate changes to the guest from this screen.
NOTE: For information about the features on the Guest Information screen please see
“Guest Information Screen Options” below.
GUEST REPORTS
You may view and print eight different guest reports.
NOTE: If you have purchased the Credit Card Processing Module, pre-authorization amounts
will be displayed below the guest names on any of these reports.
1. Press F2 or click the Guest Reports button.

2. Select the desired report by clicking on the button or pressing the corresponding
number. (e.g., Press “1” for the Alphabetical Guest List)
3. A Print Preview of the selected report will be displayed.
• Press F2 or click the Print button to print one copy of the report.
• Press F4 or click the Print 2X button to print two copies of the report.
• Press F6 or click the E-mail button to e-mail a copy of the report.
• Press F10 or click the Done button to return to the Guest Reports menu without
printing.

ALPHABETICAL GUEST LIST
Press “1” or click the Alphabetical Guest List button to display a list of all occupied
rooms in alphabetical order by the guest’s last name. Each guest’s rate, dates of stay,
payments, balance, number of adults, children, pets and remarks are also shown on this
report.
ROOM ORDER GUEST LIST

Press “2” or click the Room Order Guest List button to display a list of all occupied
rooms in order by the room number. Each guest’s rate, dates of stay, payments, balance,
number of adults, children, pets and remarks are also shown on this report. If the guest’s
credit card has been pre-authorized, the authorization code will appear below the their
name and room number.
COMPANY ORDER GUEST LIST

Press “3” or click the Company Order Guest List button to display a list of all guests
alphabetically by company name. Each guest’s departure date, balance, and remarks are
also shown on this report.
DEPARTURE LIST
Press “4” or click the Departure List button to display a list of all guests that are expected
to depart that day. Each guest’s rate, payments, balance and remarks are also shown on this
report.
ALL ROOM LIST

Press “5” or click the All Room List button to display a list of all occupied and non-
occupied rooms. Each guest’s name, dates of guest stay, rate, payment, balance, and
remarks are also shown on this report for occupied rooms.
PHONE LIMIT VIOLATION

Press “6” or click the Phone Limit Violation button to display a listing of all guests who
have exceeded their phone credit limit. Each guest’s name, charges, phone credit limit,
phone balance, and remarks are also shown on this report.
NOTE: The Phone Limit Violation Report is only useful if you have purchased Call-Inn
Call Accounting.
PHONE LIMIT LIST

Press “7” or click the Phone Limit List button to display a listing of each guest’s, phone
charges, phone credit limit, phone balance, and remarks.
NOTE: To update the phone balances for your current guest’s, Press F3 or click the
Recalculate Phone button on the Guest Room Selection screen.
MAINTENANCE LOG
Press “8” or click the Maintenance Log button to display a list of all rooms with
maintenance problems and displays the problems that were recorded.

REGISTRATION CARDS
Press “9” to print registration cards for walk-ins and guests with reservations.
To print blank registration cards for walk-in guests:
1. Set the number of cards to be printed in the ‘No. of Cards’ field by typing the number
or using the up and down arrow buttons.
2. Click the Print Blank Cards button.
To print registration cards for guests with reservations:
1. Click the drop down menu or press “1” to sort registration cards by either ‘Last Name’
or ‘Room No.’.
2. If you want to include the room number on the registration card select ‘YES’. If not
select ‘NO’.
3. If you want include ‘Adults and Children’ on the registration cards click YES. If not
click NO.
4. Click the down arrow and select which day and date you want to print registrations
cards for.
5. Click Print Reg. Cards (F10).
NOTE: To compose a custom statement that will appear on your registration cards see the
'Set Statements' section of this manual.
ID GUEST LIST
Press “A” to print a list of ID images for all guests.
DAILY STATUS REPORT

Press “B” to print a guest status report detailing arrivals, departures, stay-overs and room
availability by date. Select the desired date and click the “Sort By” drop down menu to
choose a Summary, report or a report sorted by name or room number.
RECALCULATE PHONE CALLS
Press F3 or click on the Recalculate Phone button to ensure that all current phone calls have
been processed and will be included in the guest balances.
GUEST MESSAGES
NOTE: For additional help using the message editor, please see the “Statement Editor” in the
“Set Statements” section of this manual.
1. Select a guest from the list and press F6 or click the Guest Message button to view the
guest message or make a new entry.
2. Press F2 or click the Print button to print the message.
3. Press F3 or click the Date & Time button to insert the date and time into your message.

4. Press F4 or click on the Search button to search for a word or phrase within your
message.
5. Press F8 or click the Delete & Exit button to delete the guest message and return to the
Guest Room Selection screen.
6. Press F10 or click the Save & Exit button to save the new message and return to the
Guest Room Selection screen, otherwise press ESC or click the Cancel button.
NOTE: An “[M]” symbol will be displayed next to the guest name if a message is present.
QUICK PRINT
If you would like to print folios for several guests at once you may do a quick print.
1. Hold down the CTRL key and click on each guest, or by press the * key while the
guest is selected. Make sure all of the guests you mould like to print folios for have
been selected before continuing to the next step.
2. Press F12 or click the Quick Print button.
3. A message will be displayed asking, “Print folios for all selected rooms?” Press F10 or
click the YES button to print the selected folios, otherwise press ESC or click the NO
button. A “Guest Statement” menu will be displayed.
4. Select the type of folio you would like to print for the selected guests from the
following choices:
PROJECTED SUMMARY
Press F2 or click the Projected Summary button. The Projected Summary folio displays a
summary of all charges until the end of the guest’s stay, as well as any payments made up
to the current date.
PROJECTED DETAILED
Press F3 or click the Projected Detailed button. The Projected Detailed folio displays a
detailed listing of all charges and payments up to the current date as well as a summary all
future charges until the end of the guest’s stay.
RUNNING SUMMARY
Press F4 or click the Running Summary button. The Running Summary folio displays a
summary of all charges and payments that have taken place from the beginning of the
guest’s stay to the current date.
RUNNING DETAILED
Press F5 or click the Running Detailed button. The Running Detailed folio displays a
detailed report of all charges and payments that have taken place from the beginning of the
NOTE: You have the option of including phone call details on a folio. If you would like
to include the phone call details, click on the check box to the right of “Include Phone
Detail”.

Press ESC or click the Cancel button to return to the main menu of Check-Inn® without
printing.
GUEST INFORMATION SCREEN OPTIONS

2. Select a guest from the Room Selection screen. (For more information please see
“Selecting A Current Guest” at the beginning of this section.)
(The room status can be determined by the color of the room type: Green=Clean,
Blue=Dirty, Red=Not Available.)
NEW ROOM OPTIONS

2. Press “1” or click the Change Room Number button if you use split rooms or the card
lock interface, otherwise the New Room Selection screen will be displayed
automatically.
3. Select a new room for the guest on the New Room Selection screen, and press F10,
NOTE: If another guest currently occupies the room, the guests will switch rooms.
SPLITTING / UNSPLITING A ROOM

2. Press “2” or click the Split/Unsplit button.
• If the room has not been split, a drop down box will be displayed, allowing you to
select the “Master” room from the list by clicking the down arrow and selecting a
room-guest.
• If the room has already been split, this room will be removed from the “Master” and
the unsplit room number (beginning with the letter S) will be restored.
NOTE: If a guest is “unsplit”, this does not change the split room status on
previous days.
VIEWING THE GUEST’S BILL
You may view and print the guest’s folio from the Guest Information screen.
1. Press F3 or click the View Bill button.

2. A Print Preview of the selected report will display.
• Press F2 or click the Print Folio button to print one copy of the folio.
• Press F4 or click the Print X2 button to print two copies of the folio.
• Otherwise, press F10 or click the Done button to return to the Guest Information
screen.

• Select the type of folio you would like to view or print from the following choices:
NOTE: You have the option of including phone call details on a folio. If you would like to
include the phone call details, click on the check box to the right of “Include Phone Detail”.
PROJECTED SUMMARY
Press F2 or click the Projected Summary button. The Projected Summary folio displays a
summary of all charges until the end of the guest’s stay, as well as any payments made up
to the current date.
PROJECTED DETAILED
Press F3 or click the Projected Detailed button. The Projected Detailed folio displays a
detailed listing of all charges and payments up to the current date as well as a summary all
future charges until the end of the guest’s stay.
RUNNING SUMMARY
Press F4 or click the Running Summary button. The Running Summary folio displays a
summary of all charges and payments that have taken place from the beginning of the
RUNNING DETAILED
Press F5 or click the Running Detailed button. The Running Detailed folio displays a
detailed report of all charges and payments that have taken place from the beginning of the
INCIDENTAL FOLIO
Press F6 or click the Incidental Folio button. The Incidental folio hides all payments and
displays miscellaneous and phone charges for the days they occurred.
ROOM RENTAL FOLIO

Press F7 OR CLICK THE Room Rental Folio button. The Room Rental folio displays all
lodging charges while hiding all payments, miscellaneous and phone charges.
EDITING THE GUEST’S BILL
If you would like to correct a mistake on a guest’s bill you may make changes using Edit Bill
from the Guest Information screen.
1. Press F4 or click the Edit Bill button.

2. Select a column to edit by clicking on the column or using the arrow keys.
3. Enter the new amount of the charge or payment in the place of the incorrect figure,
Check-Inn will re-calculate the guest’s balance automatically when you press Enter.
4. Press F10 or click the Done button when you have completed your corrections.
USING THE CASH REGISTER
If you would like to add a charge, make a payment, enter a phone credit limit, add a travel
agency, enter a repeating charge, or authorize a credit card you may the Guest Screen Cash
Register.
1. Press F5 or click the Cash Register button.
2. For information on using the cash register, please see “Cash Register Options” section
below.
CHANGING THE GUEST’S CHECK-IN DATE
If the guest’s check-in date is incorrect, you may change the check-in date in the Guest
Information screen. This is useful if you forget to enter a guest into the system or because you
are allowing an especially early check-in time.
1. Press F3 or click the Check-In Date button.

2. Type the correct check-in date or click the down arrow and select a date from the
calendar.
3. Press F10 or click the OK button to save the new check-in date and return to the Guest
Information screen. Check-Inn will recalculate the guest balance if necessary.
DELETING A GUEST FROM THE SYSTEM
Periodically it may become necessary for a guest to be deleted from the system. (e.g., a guest
checks-in and decides that they cannot stay.) In this case you may wish to completely remove
the guest from the system. Keep in mind, this information will be completely removed from
the system and cannot be restored without re-entry.
1. Press F7 or click the Delete Guest button.

2. A message box will be displayed asking, “Do you wish to remove guest?” Press F10 or
click the YES button to remove the guest. Otherwise press ESC or click the NO button
to keep the guest in the system.
3. If you have purchased the Credit Card Processing Module, a message box will be
displayed saying, “WARNING! Deleting the guest will not affect (refund) CREDIT
CARD sales. Continue?” Press F10 or click the YES button if you would still like to
delete the guest, otherwise press ESC or click the NO button.
NOTE: If you have deleted a guest that has made a credit card payment, go the Audit
screen, select Credit Card Processing, and remove the charge from your batch. For further
instructions refer to the “Audit” section of this manual.
4. Another message box will be displayed asking, “Is the Guest’s Current Room Clean?”
Press F10 or click the YES button if the room is clean, otherwise press ESC or click
the NO button to mark the room dirty.
NOTE: Deleting a guest is recorded in the Shift Report.
EDITING PHONE CALLS AND CHARGES
This screen allows you to add, view, or modify a guest's phone calls.
1. Press F9 or click the Phone Charges button from the Guest Information screen.

ADDING A CALL
1. Press F3 or click the Add Call button.

2. Enter the Date, Time, Duration, Extension, Phone Number, and Cost of the phone call.
3. Press F10 or click the Done button to add the call, otherwise press ESC or click the
Cancel button.
MODIFYING A CALL
1. Select the call you would like to modify.

2. Press F2 or click the Modify Call button.
3. Change any information that is incorrect.
the Cancel button.
DELETING A CALL
1. Select the call you would like to delete.

2. Press DEL or click the Delete Call button.
3. A message will be displayed where the phone number was saying, “(Phone Call
Deleted)”.
4. Press F10 or click the Done button when you have finished.
1. Press F11 or click the Remarks button.

beginning with a “/”. (i.e. If you use the code “COM” for commercial guests or
enter.
•Flag as Bad Guest

changed here at any point during the guest’s stay, or in “Guest Tracking” after the
guest’s stay.
3. Press F4 or click the Print Remarks button, to print the guest remarks.
4. Press F10 or click on the Done button when you are finished.
EXTRA PEOPLE
1. Press F12 or click the Extra People button.

2. To save changes, press F10 or click the Done button. Press ESC or click the Cancel
button if you would not like to save your changes.
ADDING A PERSON
1. Press F2 or click the Add Person button.

2. Enter the name of the extra person in the room.
3. Press F10 or click the Done button to save the name, otherwise press ESC or click the
Cancel button.
EDITING A PERSON
1. Select the name you would like to edit.

2. Press F3 or click the Edit Person button.
3. Enter the correct name.
the Cancel button.
DELETING AN EXTRA PERSON
1. Select the name you would like to delete.

2. Press F4 or click the Delete Person button.
3. A message box will be displayed asking, “Delete extra person?” Press F10 or click the
YES button to delete the extra person, otherwise press ESC or click the NO button.
PRINTING AN EXTRA PERSON LIST
1. Press F6 or click the Print List button to print a list of all extra people in a room.
• Press F10 or click the Done button to return to the Extra People screen.
NOTE: An icon showing three people will be displayed in the lower left corner of the
Guest Information screen once an extra person is entered. To view the extra people either
press F11, click the Extra People button, or click on the “Extra Person” icon.

REINSTATING A GUEST
If a guest was accidentally checked-out, or would like to check back in, you may reinstate the
guest if they are still listed in the Guest Screen. “Additional” split room entries will not be
available on the Guest Screen for reinstatement.
NOTE: Checked out guests will be listed in red in the Guest Screen with ‘C/O’ next to their
name.
2. Select the guest you would like to reinstate, and press F10 or click the Continue
button.
3. Press F8 or click the Reinstate Guest button.
4. A message box will be displayed asking, "Do you wish to reinstate guest?"
• Press F10 or click the YES button if you would like the guest will be returned to the
system as if he were never checked out.
• Press ESC or click the NO button to leave the guest checked-out.
CHANGING THE RATE TYPE

1. If you would like to change the rate type of a guest (e.g., from daily rate to weekly rate,
from weekly to daily etc.), the guest will need to be checked out from his current rate
type and checked back in at the new rate type.
2. To transfer a balance from one rate type to the other, pay the balance off as cash
payment and complete the check out procedure. When you check the person back in at
the new rate type, add the same balance in as a negative amount.
NOTE: This will have no net effect on total cash on daily and shift reports.
GUEST SCREEN CASH REGISTER OPTIONS

2. Select the guest you would like to view or change, and press F10 or click the Continue
button.
3. Press F5 or click the Cash Register button.
The Guest Screen Cash Register appears as shown on the following page:

The guest’s room balance, including tax, for the entire stay will be displayed on the Cash
Register screen.
ENTERING A CHARGE
1. Enter the amount of the charge (not including tax). There is no need to type the decimal
point when entering the amount in the Cash Register.
2. Press the function key or click the button for the appropriate sales category. You may
need to press the Shift key to access the additional charge keys.
Example: Entering a $10.00 phone charge.
• Press “1”, “0”, “0”, “0”
ENTERING A PAYMENT
1. Enter the amount of the payment. There is no need to type the decimal point when
entering the amount in the Cash Register.
2. Press Enter or click the Select Payment Type button.

options to choose from:
CASH
CREDIT CARD
If you have purchased the Credit Card Processing module, you will have “C. Card
Sale” as a payment option. Check-Inn will dial out or connect via high-speed Internet
to obtain an approval to charge the card when your batch is sent. If you do NOT have
Credit Card Processing, a separate payment option for each credit card type will be
listed. Select the appropriate type from the list.
BILLING
If you have not already selected the company to be billed you will be prompted to enter
the guest’s company and address information to create the billing entry in Accounts
Receivable.
RM. TRANSFER
Select the room this amount will be sent to by clicking the down arrow and selecting a
room from the list. This amount will be Credited to the current from and Charged to the
room you have selected. Press F10 or click the Done button to transfer the amount,
otherwise press ESC or click the Cancel button. Rm. Transfer will only be displayed if
it is turned on in Set Colors & Switches.
• Press F10 or click the Done button to return to the Main Menu.
SET PHONE CREDIT LIMIT
1. Press “P” or click the Phone Credit button.

2. Enter the phone credit limit that you would like to extend to the guest. This amount
only applies to this guest.
3. Press F10 or click the Done button to save the credit limit, otherwise press ESC or
REPEATING CHARGE
A repeating charge (e.g., safe, rollaway bed) will be applied each time a guest is charged for
lodging. (i.e. If a guest’s rate type is weekly, the charge will repeat once per week.)
NOTE: You may enter up to three repeating charges.

Amount field.
drop down box.
4. Press F10 or click the Done button when finished, otherwise press ESC or click the
Cancel button.
TRAVEL AGENCY
this will display the “Travel Agent Audit”. Please see “Adding an Agency” for details.
An airplane icon will display in the lower left-hand corner if a travel agency has been
selected.
CREDIT CARD PRE-AUTHORIZATIONS
IMPORTANT! The Credit Card Processing Module is required for this function. This is a
special module that is purchased separately and requires a special code number.
1. To pre-authorize an amount without actually charging the guest, press “A” or click the
Authorize button.
2. Enter the total amount that you would like to pre-authorize. Check-Inn will not add
pre-authorizations, so the total amount will need to be authorized each time.
3. Enter the card information.
• If you have not swiped the guest’s card already, either type the card number and
expiration date or swipe the guest’s credit card.
• If you have already swiped the guest’s credit card, press “A” or click the Press “A”
to Authorize button.
COPY LAST CHARGE
• Press “1”, “7”, “3”
DELETE ITEM

Cancel button.
REFUND
like to refund.
2. Press the function key or click the button for the appropriate charge type. If you are
refunding a payment, press ENTER and select the correct payment type.
• Press “-”, “5”, “0”, “0”
VOID SALE / RETURN TO GUEST SCREEN
1. Press ESC or click the Void Sale button if you would like to return to the Check-In
• Press F10 or click the YES button to void the sale and return to the Guest
Information screen.
no changes.
CASH REGISTER
The Cash Register is the fourth item on the Main Menu. Use this screen to make sales to
customers who are not checked into the property. For example, a person driving through town
wants to buy a map but does not want to stay overnight. This is the cash register that you
would use in this case. If a checked-in guest wanted to make a purchase, you would use the
cash register on the Guest Screen.
USING THE CASH REGISTER:

1. Press “4” or click the Cash Register button on the Main Menu.
ENTERING A CHARGE
1. Enter the amount you want to charge for the item without tax.
2. Press the function key or click the button for the appropriate sales category. You may
need to press the Shift key to access the additional charge keys.
Example:
• Press “1”, “0”, “0”, “0”

ENTERING A PAYMENT
1. Enter the amount of the payment. There is no need to type the decimal point when
2. Press Enter or click the Select Payment Type button.
options to choose from.
CASH
CREDIT CARD
• If you have purchased the Credit Card Processing module, you will have “C. Card
Sale” as a payment option. Check-Inn will connect (via a dial-up or high speed
connection) to obtain an approval to charge the card.
• A signature line and a statement of responsibility for the charge will be provided on
the guest folio.
• If you do NOT have Credit Card Processing, a separate payment option for each
credit card type will be listed. Select the appropriate type from the list.
5. A Print Preview of the receipt will be displayed.
• Press F2 or click the Print button to print one copy of the receipt.
• Press F4 or click the Print 2X button to print two copies of the receipt.
• Press F6 or click the E-mail button to e-mail a copy of the receipt.
COPY LAST CHARGE
• Press “1”, “7”, “3”
DELETE ITEM

Cancel button.
REFUND
like to refund.

2. Press the function key or click the button for the appropriate charge type. If you are
refunding a payment, press ENTER and select the correct payment type.
Example:
You would like to refund a $5.00 phone charge to a guest.
• Press “-”, “5”, “0”, “0”
VOID SALE
1. Press ESC or click the Void Sale button if you would like to cancel the sale.
• Press F10 or click the YES button to void the sale.
no changes.
AUDIT
Check-Inn for Windows provides several features for maintaining and correcting your daily
information. The Audit screen consists of six parts:
1. DAILY AUDIT: This screen displays all guest charges and payments for occupied rooms
on the selected day. It also includes payments of advance deposits for reservations. If
necessary, guest entries may be added or edited in this screen.
2. CREDIT CARD AUDIT: This screen displays a breakdown of the charges by credit card
company, including the amount held back in the form of processing charges or charge-
backs.
3. ACCOUNTS RECEIVABLE: This screen allows you to print, edit, or pay bills for guest
charges sent to “Billing”. It also includes reports for guest and company billing histories.
4. CASH REGISTER AUDIT: This screen allows you to change the charges and payments
entered on the stand-alone cash register for the selected day.
5. TRAVEL AGENT AUDIT: This screen allows you to track Travel Agency information,
fees and current commissions.
6. CREDIT CARD PROCESSING: This screen allows you to print, modify, and submit
batches of credit card transactions to your card processor.
NOTE: The Credit Card Processing Module is required for option ‘6. Credit Card
Processing’ to appear.

DAILY AUDIT
AUDITING DAILY INFORMATION
1. Press “5” or click the Audit button on the Main Menu.
2. Press “1”or click the Daily Audit button.
3. Enter the date you would like to view/edit by typing the date or by clicking the down
4. Press F10 or click the OK button.
The Daily Audit screen appears as shown below:
SEARCHING FOR A GUEST

1. Enter the Guest Name or the Room Number you would like to find in the top left corner
of the screen.
• If the guest or room number is found, the selection bar will move to the entry you
searched for.
• If the Room is not found a message box will be displayed saying, “Room number
not found”, or “Guest name not found”. Press Enter or click the OK button.

MODIFYING GUEST PROPERTIES
These features will allow you to change the guest’s dates of stay, advance deposit amount, tax
exemptions, and split room status, making it easier to correct mistakes.
MODIFYING GUEST DATES
1. Press F2 or click the Guest Properties button.

2. Press F2 or click the Change Guest Dates button.
3. Set the correct guest check-in dates by typing the new date or by clicking the down
NOTE: If the guest is currently checked in, only the check-in date will be displayed.
4. Press F10 or click the OK button to save new dates.
MODIFYING THE TAX-EXEMPT STATUS

2. Press F3 or click the down arrow to change the tax-exempt status between Non-
Exempt, Fully Exempt, Exempt 1,2, or 3.
3. Press F10 or click the Done button to save the current exemption status.
NOTE: This will only affect the current day in the audit.
MODIFYING ADVANCE DEPOSIT OR NO-SHOW STATUS

2. Press F4 or click either the YES or NO check box.
NOTE: Call technical support for assistance with this feature.
MODIFYING THE ADVANCE DEPOSIT AMOUNT

2. Press F5 or click the Set Adv. Deposit button.
3. Enter the “Deposit” amount.
NOTE: Call technical support for assistance with this audit feature.
MODIFYING THE SPLIT ROOM STATUS

2. Press F6 or click either the YES or NO checkbox.

3. Press F10 or click the Done button when you have finished.
ADDING A GUEST
1. Press F3 or click the Add Guest button.
2. Enter the start date for the guest entry by typing in the date or clicking the down arrow
and selecting a date from the calendar. This will be the first day an entry will be added
for the guest.
3. Enter the end date for the guest entry in the same way you entered the start date. This
will be the last day an entry will be added for the guest.
4. Enter the guest’s first and last name.
5. Enter the guest’s room number.
6. Enter the room rate.
7. Enter any payments made on the first day of the guest’s stay. If payments were made
on different days, save the entry and then find the day of the payment and enter it
manually.
8. Press F10 or click the Done button to add the new guest information, otherwise press
NOTE: Guests added through the audit will not be saved to guest history.
DELETING A GUEST ENTRY

1. Change the Audit date to the first day that you would like to delete the guest. Check-
Inn will delete the entries for the guest from this date forward. Any guest entries
before this Audit date will not be deleted.
2. Select the guest you would like to delete.
3. Press F4 or click the Delete Guest button.
4. A message box will be displayed asking, “Delete [guest name] to the end of stay?”
Press F10 or click the YES button to remove the guest entries. If you would not like to
delete the guest, press ESC or click the NO button.
NOTE: Deleting a guest is not a substitute for Check-out.
CHANGING THE AUDIT DATE

You may change the Audit Date at the top of the Daily Audit in several ways.
1. Press F5 to view the previous day’s Daily Audit.

2. Press F6 to view the following day's Daily Audit.
3. You may also press the down arrow and select the day you wish to view from the
calendar.

MARKING AN ENTRY AS OCCUPIED/NOT OCCUPIED
If an entry modified in the Daily Audit screen has no room rental charges associated with it,
Check-Inn for Windows may incorrectly mark the room as occupied.
1. Select the audit entry you would like to change. When a room with no rental charges is
selected, an “Occupied” option will be displayed below the guest search.
2. Press the F7 key or click on the “Occupied” field to change the room between
“Occupied” and “Unoccupied” status.
CREDIT CARD AUDIT
AUDITING CREDIT CARD PAYMENTS

The Credit Card Audit allows you to enter payments and adjustments for each credit card type
on the selected date. This provides a way to keep track of each credit card company’s
payments and outstanding balance.
NOTE: This section will only be useful if the credit card company sends you a check for
balances charged to that card type. If you have “direct deposit” turned on then Check-Inn will
keep the card company’s balance at zero.

2. Press “2” or click the Credit Card Audit button.
3. Enter the date of the credit card audit you would like to view/edit by typing the correct
date, or by clicking the down arrow and selecting the date from the calendar. You may
press F5 to go back one day or press F6 to go forward one day.
4. If the credit card is not set for direct deposit, you may enter the amount the card
company paid you that day in the “payments received” column.
5. If there are charge-backs or other adjustments beyond the discount charged, you may
enter them in the “Audit Adjust” column for the appropriate credit card.
ACCOUNTS RECEIVABLE
Accounts Receivable allows you to send guest charges to a separate section for future payment.
Sending charges to “Billing” from the Cash Register will add the amount to your totals in this
section. This is most useful on you bill companies or organizations directly for guest charges.

2. Press “3” or click the Accounts Receivable button.
BILLING YOUR GUESTS

1. Select the guests that will have bills printed/viewed. You may view or print several
bills at once by holding down the CTRL key and clicking on each guest, or by pressing
the * key.

2. Press F2 or click the View/Print Bill button when you have selected all the bills you
would like to print.
3. A Print Preview of the guest bills will be displayed.
• Press F2 or click the Print button to print one copy of the bill.
• Press F4 or click the Print 2X button to print two copies of the bill.
• Press F6 or click the E-mail button to e-mail a copy of the bill.
• Press F10 or click the Done button to return to Accounts Receivable without
printing the bill.
EDITING A BILL
You may need to edit a bill to make a payment or update the billing information.
1. Select the guest bill you would like to edit.
3. If you need to make changes to the billing information, click on the appropriate field
and correct the information.
ENTERING A PAYMENT
1. Select the guest that has made a payment in their bill.

2. Press the F3 button or click the Edit Bill button.
3. Press F2 or click the Make Payment button.
4. Enter the amount of the payment.
5. Click the Select Payment Type button.
6. Select the “Payment Type” from the drop down box.
8. You may adjust the guest’s bill without a payment by entering the adjustment amount
and pressing F2 or clicking the Audit Adj. button.
9. You may press the Spacebar or click the Copy Last button if you would like to copy
the last transaction.
10. You may press Delete or click the Delete Item key to delete a transaction. Select the
item number you would like to delete. Press F10 or click the Done button to delete the
item.
PRINTING A BILL
1. Press F3 or click the Print Bill button.

2. A Print Preview of the guest’s bill will be displayed.
• Press F2 or click the Print button to print one copy of the bill.
• Press F4 or click the Print 2X button to print two copies of the bill.
• Press F6 or click the E-mail button to e-mail a copy of the bill.
printing the bill.
PRINTING A FOLIO
1. Press F4 or click on the Print Folio button.

• Press F2 or click the Print button to print one copy of the folio.
• Press F4 or click the Print 2X button to print two copies of the folio.
• Press F6 or click the E-mail button to e-mail a copy of the folio.
printing the folio.
GROUP BILLING
Group Billing allows you to bill a guest’s company or organization for their charges.
1. Press F4 or click the Group Billing button.
ADDING A GROUP
1. Press F2 or click the Add Group button.

2. Enter the “Group Name”. This name will reflect the company you have made
arrangements to bill.
3. Enter the “Billing Address”.
4. Enter the “Contact” for the group.
5. Enter the “Phone Number” for the group.
6. Enter any “Other” information that you would like to keep.
7. Enter the amount due for the group, if applicable, in the “Balance” field.
NOTE: Unless you are entering a group that already has a balance due, leave this field
blank.
8. Press F10 or click the Done button to enter the group into billing. Press ESC or click
the Cancel button if you would not like to save the group information.
EDITING A GROUP
1. Press F3 or click the Edit Group button.

2. Change any incorrect information in the manner listed for “Adding a Group”.
3. Press F10 or click the Done button to save your changes, otherwise press ESC or click
the Cancel button.
PRINTING A GROUP BILL
1. Select the Group you wish to print a bill for.

2. Press F4 or click the Print Bill button.
3. Enter the “Start Date” by typing in the date, or by clicking the down arrow and
selecting a date from the calendar. Any billing entries before this date will not be
included.
4. Enter the “End Date” in the same manner that you entered the start date. Any billing
entries after this date will not be included.
5. Select the “Billing Type” by clicking the down arrow and selecting either Invoice or
Statement.

7. A Print Preview of the group bill will be displayed.
• Press F2 or click the Print button to print one copy of the group bill.
• Press F4 or click the Print 2X button to print two copies of the group bill.
• Press F6 or click the E-mail button to e-mail a copy of the group bill.
• Press F10 or click the Done button, to return to Group Billing without printing.
MAKING A PAYMENT TO A GROUP BILL
If a company or organization makes a single payment for several guests, you may apply the
payment to the company directly. Check-Inn for Windows will pay the oldest entries first
until the entire payment has been applied.
1. Select the group that has made a payment on their bill.

2. Press F5 or click the Make Payment button.
3. Enter the amount of the payment.
4. Click the Select Payment Type button.
5. Select the “Payment Type” from the drop down box.
7. You may adjust the guest’s bill without a payment by entering the adjustment amount
and pressing F2 or clicking the Audit Adj. button.
8. Press the Spacebar or click the Copy Last button to copy the last transaction.
9. Press “D” or click the Delete Item button to delete an item.
NOTE: These payments do not affect your Daily Audit in anyway. They will not be
included in the summary line on the Daily Report, but will be reflected in the “Accounts
Receivable Summary” section at the end of the report.
PRINTING A LIST OF CURRENT GROUPS

2. A Print Preview of the group billing list will be displayed.
• Press F2 or click the Print button to print one copy of the group billing list.
• Press F4 or click the Print 2X button to print two copies of the group billing list.
• Press F6 or click the E-mail button to e-mail a copy of the group billing list.
• Press F10 or click on the Done button to return to Group Billing without printing a
list of current companies.
DELETING A GROUP
1. Press DEL or click on the Delete Group button.
2. A message box will be displayed asking, “Remove selected group?” Press F10 or click
the YES button to remove the group, otherwise press ESC or click the NO button.
DELETING A BILL
You may delete a bill when it is paid in full and will no longer be used.

1. Select the entry you would like to delete.
2. Press DEL or click the Delete Bill button.
AUDIT ADJUSTMENTS (UNCOLLECTABLE BILLS)

1. If any part of a guest’s bill is un-collectable, you will need to make an audit adjustment
to remove the amount from Accounts Receivable. Select the entry that requires the
adjustment.
3. Press F2 or click the Make Payment button to enter the Cash Register screen.
4. Press the "-" (minus) key, enter the un-collectable amount, and press F2 for AUDIT
ADJ. This amount will show in the billing summary on the bottom of the Daily Report,
as well as under the Room Deposit item in the Misc. Breakdown section of the Daily
Report. The reason for it being shown under the room deposit key is that all items using
the F2 key are broken down in that category.
ACCOUNTS RECEIVABLE REPORTS

There are three Accounts Receivable reports available in Check-Inn® for Windows.
1. Press “3” or click the Accounts Receivable button.

2. Press F5 or click the A/R Reports button.
COMPANY AGING REPORT

Press “1” or click the Company Aging Report button. The Company Aging Report lists
all companies with a balance due. The balance is broken down by the age of the amounts
and is totaled on the right. The grand total of all company balances is listed at the bottom
of the report. Any entry without a company assigned will be listed under “Unlisted Co.”.
ACCOUNT AGING REPORT

Press “2” or click the Account Aging Report button. The Account Aging Report is a list
of all guest bills in Accounts Receivable. The amount of each bill is listed in the column
that represents its age. All the billings are totaled at the bottom of the report.
ACCOUNT HISTORY REPORT

Press “3” or click the Account History Report button. The Account History Report This
report is a listing of all billing payments, including group-billing payments, for up to the
last six months.
1. Select a start date by either typing in a date or clicking on the down arrow and selecting
a date from the calendar.
2. Select an end date in the same manner as above.
3. Select a specific company or select “All Companies” from the drop down list.
4. Press F10 or click the OK button to display the report, otherwise press ESC or click the
Cancel button to return to Accounts Receivable.

CASH REGISTER AUDIT
Only the balances from the Cash Register Screen (Item 4 on the Main Menu) are shown in this
screen. Any charges associated with a room will show up in the Daily Audit. These totals are
listed in the “Cash Register” breakdown on the “Daily Report”.

2. Press “4” or click the Cash Register Audit button.
3. Enter the date you would like to view/edit by typing in the date or by pressing the down
arrow and selecting a date from the drop down calendar. You may also press F5 to
view the previous day or F6 to advance one day.
4. Press the Tab key to move between columns or click the column you would like to
change.
• The total charges entered in the Cash Register screen are listed in the columns
marked “Sales”.
• The total payments entered in the cash register are listed in the column marked
“Payment”.
5. Press F2 or click the View Totals button to view sales, taxes, total charges, total
payments, and balance.
TRAVEL AGENT AUDIT

This section is very similar to Accounts Receivable. Begin by entering the names, addresses
and commission rates of the travel agencies that regularly send guests to your property. A *
will be displayed next to the names of travel agents that are currently owed commissions.

2. Press “5” or click the Travel Agent Audit button.
ADDING AN AGENCY
1. Press F2 or click the Add Agency button.
2. Enter the “Agency Name”.
3. Enter the “Address” for the agency.
4. Enter the “Contact” person for the agency.
5. Enter the “Phone” number for the agency.
6. Enter the “Agency ID” if provided.
7. Enter the “Percent” of room rental or the “Flat Fee” that this agency will receive in
commissions.
8. Click the “Charge Daily” check box if the flat fee is applied to each day of the guest
stay.
9. Press F10 or click the Done button to add the agency, otherwise press ESC or click the
Cancel button to exit without saving the entry.
EDITING AN AGENCY
1. Press F3 or click the Edit Agency button.

2. Change any incorrect information about the agency.
the Cancel button to exit the screen without saving changes.
PRINTING A STATEMENT
1. Press F4 or click the Statement button to print a commission’s statement for an agent
(includes total owed).
2. A Print Preview of the commissions statement will be displayed.
• Press F2 or click the Print button to print one copy of the statement.
• Press F4 or click the Print 2X button to print two copies of the statement.
• Press F6 or click the E-mail button to e-mail a copy of the statement.
• Press F10 or click the Done button to return to the Travel Agencies screen without
printing a statement.
3. A message box will be displayed asking, “Clear Travel Agency Entries?” Press F10 or
click the YES button to clear the entries. Otherwise press ESC or click the NO button.
MAKING CHANGES TO THE STATEMENT

1. Press F5 or click the Audit Statement button.
ADDING AN ENTRY
1. Press F3 or click the Add Entry button.

2. Select the date for the entry by typing the date in manually, or by clicking the down
3. Enter the “Guest Name”.
4. Enter the “Reservation #”.
5. Enter the “Room Rate” and “Number of Nights”.
6. Enter the “Percent” of commission or the “Flat Fee” that this agency will receive.
7. Enter any “Remarks” about the entry.
8. Press F10 or click the Done button to add the entry, otherwise press ESC or click the
Cancel button.
MODIFYING AN ENTRY
1. Press F2 or click the Modify Entry button.

2. Change any incorrect information about the entry.
the Cancel button to exit the screen without saving changes.
DELETING AN ENTRY
1. Press DEL or click the Delete Entry button.

2. The guest’s name will now display “(Deleted Entry)”. If you wish to reinstate the
entry, click the Undelete Entry button again.

PRINTING A TRAVEL AGENCY LIST
2. A Print Preview of the travel agency list will be displayed.
• Press F10 or click on the Done button to return to the Travel Agent Audit screen
without printing.
DELETING A TRAVEL AGENCY

1. Press the Delete key or click the Delete button.
2. A message box will be displayed asking, “Remove travel agency [Travel Agency]?”
Press F10 or click the YES button to delete the agency, otherwise press ESC or click
the NO button.
NOTE: You will not be able to delete an agency that is currently assigned to a guest or
reservation.

NOTE: A special module must be purchased from Innsoft, Inc. is required for this feature.
Contact Innsoft, Inc. to purchase this module. See “Customizing Check-Inn®” for more
information about setting up credit card processing.
AUDITING AND SUBMITTING CREDIT CARD BATCHES

2. Press “6” or click the Credit Card Processing button.
3. A list of all current credit card transactions that will be submitted will be displayed.
Each entry will have the transaction number, room number, cardholder’s name, card
number, type of credit card, expiration date, approval code and amount of the
transaction. This list of transactions will be sent to your card-processing network in
your next batch.
NOTE: If the credit card transaction was done from the “Cash Register” option on the
Main Menu, a room number will not be listed. Also, if the credit card is not swiped the
cardholders name will not be displayed and will appear as ‘N/A’ on the printed batches.
CREDIT CARD PROCESSING OPTIONS
BATCH TOTALS
The Batch Totals screen displays a total dollar amount for all transactions in the batch.

1. Press “T” or click the Batch Totals button.
2. A Print Preview of the Batch Totals will be displayed.
• Press F2 or click the Print button to print one copy of the batch totals.
• Press F4 or click the Print 2X button to print two copies of the batch totals.
• Press F6 or click the E-mail button to e-mail a copy of the batch totals.
• Press F10 or click the Done button to return to the Credit Card Processing Audit
screen without printing a copy of the batch totals.
SUBMIT BATCH
Once you have finished editing your entries, use this key to submit the batch to your
Processing Network.
1. Press “B” or click the Submit Batch button.
NOTE: If an error occurs, none of the batch will be submitted or removed from the screen.
See the Questions and Answers section for help with batch errors.
AUTHORIZE CARD (ADD AN ENTRY TO THE BATCH)
Entries added to the credit card batch must have an approval code. Entering a transaction here
will not change the guest balance in the Guest Screen. The amount that is entered here will be
the amount that is sent to your bank for settlement
1. Press “A” or click the Authorize button.

2. Enter the amount to be submitted for payment.
3. Enter the credit card number and expiration date, or swipe the credit card.
4. Press F2 if you are authorizing a charge for a no show guest.
5. Press F10 or click the Done button if you would like this transaction to be sent for
collection with the batch, press ESC or click the Cancel button if you would not like to
charge the card.
NOTE: A * will display beside the transaction number (TX #) to indicate that the credit
card information or an approval code was entered manually.
PRINT BATCH
Print Batch can be used if you would like to get a printout of all the transactions before
submitting or changing something in the batch.
1. Press “P” or click on the Print Batch button.

2. A Print Preview with all information on the Credit Card Batch screen including totals
for each credit card will be displayed.
• Press F2 or click the Print button to print one copy of the batch.
• Press F4 or click the Print 2X button to print two copies of the batch.
• Press F6 or click the E-mail button to e-mail a copy of the batch.
• Press F10 or click the Done button to return to the Credit Card Batch screen
without printing the batch.
MODIFY ENTRY
1. Press “M” or click the Modify button.

2. Modify Entry allows you to edit the amount of a credit card sale. If the amount is
changed, the system may need to get another authorization.
3. Enter the new sale amount for the transaction.
4. Press F10 or click the Done button to return to the Credit Card Batch screen.
Otherwise press ESC or click the Cancel button to cancel the change.
DELETE AN ENTRY
1. Select the entry that you would like to delete and press “D” or click the Delete button.
2. A message box will be displayed asking, “Do you wish to delete/undelete the credit
card transaction?”
3. Press F10 or click the YES button to delete the transaction, otherwise press ESC or
click the NO button.
4. Under “Cardholder Name” it will be marked “(Entry Deleted)”. You may press the
Undelete key to reinstate the information.
NOTE: This will not change the payment total in the audit.
PRINT A SALES RECEIPT
1. Select the desired entry and press “R” or click the Receipt button.
2. A Print Preview of the sales draft will be displayed.
• Press F2 or click the Print button to print one copy of the sales draft.
• Press F4 or click the Print 2X button to print two copies of the sales draft.
• Press F6 or click the E-mail button to e-mail a copy of the sales draft.
• Press F10 or click the Done button to return to the Credit Card Batch screen
without printing a copy of the sales draft.
NOTE: The breakdown of the charges will NOT be listed when you print the receipt from
this screen.
VIEW PAST CREDIT CARD BATCHES AND AUTHORIZATIONS
To view past batches and authorizations:

2. Press “6” or click the Credit Card Processing button.
3. Click the History Report button, enter a valid username and password and click Done
(F10).
4. Select either ‘Processed Batches’ or ‘Authorization Log’.
5. Select the Month, Year and Day desired.
6. Click Build (F10).

RESERVATIONS
Reservations is item six on the Main Menu. The reservation system lets you view, change, add
and cancel reservations as well as keep a diary.
The main Reservations screen looks like this:
1. Press “6” or click the Reservations button on the Main Menu.

2. Select the reservation date by typing the date, clicking on the date from a calendar, or
using the arrow keys.
NOTE: If the reservation is more than a year from the current date you may change
the year by pressing “Y+” or typing the year.
3. The availability of each type of room for the day selected is displayed in the availability
chart at the bottom of the screen. (For instructions on “Adding a Reservation” please
see below.

ADDING A RESERVATION
DATE SELECTION

2. You may select the reservation date in several ways:
• Type the new date.
• Use the M+, M-, Y+, and Y- buttons to change the month and year of the
reservation.
• Click the correct date on the calendar.
The availability of each room type on the date entered will be displayed.
3. Press F10 or click the Continue button to select a room.
ROOM SELECTION
You must select an available room in order to make a reservation. The reservation may be
moved to another room at any time after the reservation has been entered.
NOTE: If you have “Reservation Sort” turned ON in Change Settings, Check-Inn for
Windows may change the room number (but not room type) to avoid reservation conflicts.
1. Select the room you would like to reserve by entering the room number, clicking on the
room, or using the arrow keys and pressing F10 or clicking the Continue button. Note
that the room type is color coded to denote its status: Green=Clean, Blue=Dirty,
Red=Not Available.
QUICK GUEST SEARCH

NOTE: “Quick Search for Repeat Guests” can be turned On/Off in Set Colors and Switches in
the Change Settings.
1. A Quick Guest Search screen will be displayed allowing you to enter a previous guest’s
name. All guests matching the search criteria who have stayed at the property will be
listed.
• Type in the guest’s name that you would like to find.
• Select the correct guest by selecting them on the list and pressing F10, clicking the
Done button, or double-clicking on the guest.
• If there is no match, the Reservation Guest Information screen will be displayed.
RESERVATION GUEST INFORMATION SCREEN
ENTERING GUEST INFORMATION

1. Enter the guest’s name and address, pressing the Tab key or Enter key to move
through the guest information.
2. If the guest’s company will be charged for the stay is through Accounts Receivable you
may use the arrow keys or click the down arrow to select a group from the list.

NOTE: If you have “Reservation Sort” turned ON in Change Settings, Check-Inn
will attempt to move other reservations to allow a longer reservation from the current
room.
3. Enter the clerk’s initials.

4. Enter the credit card information. You have two options in entering credit card
information.
5. If you have a magnetic stripe reader, you may swipe a credit card on the Guest
Information screen and it will auto-fill the credit card information.
6. If you do not have a magnetic stripe reader, you may type the number manually. If the
number entered is not a valid card number (i.e. mistyped, or not a correct card number),
you will see an “INVALID” message to the right of the credit card number.
5. Enter the guest vehicle information. You may use these slots in any manner that you
wish. (i.e.: driver’s license number, passport number, license plate number, etc.) If you
swipe a driver’s license with a magnetic stripe, the guest’s name and license number
will be filled automatically.
6. Enter the expected arrival time of the guest.
7. If the reservation is guaranteed and you would like to charge a forfeit amount other than
one night’s room rental, enter the charge amount in the forfeit amount slot.
8. Click the "Guaranteed" checkbox if the reservation is guaranteed. Reservations with
valid credit card number are automatically guaranteed.
IMPORTANT! If you have “Charge No Shows” turned on in Change Settings and a

guaranteed reservation no-shows, a forfeit amount (usually one night’s rental) will be
charged. This amount will appear in the Daily Report with a /R after the guest’s name
and will be sent to Accounts Receivable for collection. It is the responsibility of the
clerk or manager to go into Accounts Receivable and post a payment for the guest.
9. Click the "6:00PM Hold" checkbox if you are going to hold the room to 6pm for a non-
guaranteed reservation.
10. Press F11 or click the Remarks button to add guest remarks and marketing codes.
(Please see the “Remarks” section below for further instructions.)
11. Press F12 or click the Extra People button to add extra people to the room. (Please see
the “Extra People” section below for further instructions.)
12. Press F10 or click the Continue button to save the reservation.
13. Press ESC or click the Cancel button if you would like to cancel the reservation.
• A message box will be displayed asking, “Do you wish to cancel the reservation?”
Press F10 or click the YES button to cancel the reservation, otherwise press ESC or
click the NO button to resume the reservation.
NOTE: Check-Inn will track the date that a reservation was made or cancelled and display
that date along with the Reservation Number.
ENTERING ROOM RATE INFORMATION
To begin setting rates, select the rate field with your mouse or the Tab button. Once
selected, a rate settings window will appear in the right half of the screen.
1. Select the Rate Duration (Daily, Weekly, Monthly or Package) using the drop down
2. Set the number of Nights (Weeks, Months or Packages).
3. Set the number of Adults Children and Pets.
4. Set the tax exemption type if the guest has a special exemption.
You can set the room rate using any of the three methods below:
• USER DEFINED RATE

Select [USER DEFINED] from the list of rate descriptions at the top of the window
and type the desired rate amount. Click Done (F10).
• ADVANCED OR BASIC RATES
If you have already set Advanced or Basic rates in the program, a list of rate
descriptions and dollar amounts will appear in the rate selection window. (For
information on setting advanced or basic rates see the basic rate setup instructions in
the ‘Customization / Change Settings section of this manual). Click on the desired rate
and click Done (F10)
• CUSTOM RATES
If you want to set a different rate for each day (week, month, package) click the
Custom Rates (F8) button. A window will appear asking: ‘Do you wish to set custom
rates for this guest?’. Click NO or press the escape key to cancel. Click YES to
continue setting custom rates. Enter the dollar amount in the field next to each date that
applies to the guest’s stay. When complete, click Done (F10).
Once you have rates for the guest, you can verify that they are correct for the entire stay
by clicking Display Rates. The display rates window will show a breakdown with the
date(s), base rate, any additional Adult or Child charges and the total for each day. To
print the display rates breakdown click the Print (F2) button.
HIDING THE RATE
the box labeled Hide Room and Tax on Folio. This is often required for third party or
Internet bookings.
RESERVATION RATE QUOTE
The Reservation Rate Quote feature enables you to view and print a rate quote, or make a
reservation without choosing a room number. For this feature to work properly, you must have
previously set-up rates using either ‘Advanced’ or ‘Basic’ rates. (For information on setting
advanced or basic rates see the basic rate setup instructions in the ‘Customization / Change
Settings section of this manual)
The Reservation Rate Quote appears as shown on the following page:

1. Press “6” or click the Reservations button from the Main Menu.
2. Select a date for the reservation quote. You may select the reservation date in several
ways:
• Type the start date for quote in the “Reservation Date” box.
• Use the M+, M-, Y+, and Y- buttons to change the month and year of the
reservation.
• Click the correct date on the calendar.
The availability of each room type on the date entered will be displayed.
3. Double click on the desired room type from the “Room Availability Table”. (e.g.,
Queen)
4. Select the appropriate room rate by either using the arrow keys to highlight the rate or
simply clicking on the rate. (e.g., Single, AAA, etc.)
5. Select the correct rate type for the quote. Click the down arrow next to the Rate Type
field and choose Daily, Weekly, Monthly, or Package.
6. Enter the total number of nights (weeks, months, or packages) the guest will be staying
by typing a new number or by using the arrows to increase or decrease the number.

The Check-Out date and Total amount for the quote will be displayed at the bottom
right in the “Rate Calculator” section.
NOTE: If you need to adjust the start date for the quote, click the down arrow and
select the date correct date from the calendar. Or, you may press F5 to go back one day
or press F6 to go forward one day.
PRINTING A RESERVATION QUOTE
1. Press F2 or click the Print Quote button, to print out the reservation quote.
2. Enter the name of the guest requesting the quote in the GUEST NAME field.
3. Enter the name of the clerk preparing the quote in the CLERK NAME field.
4. Enter any additional information you wish to include with the quote.
5. Check the box next to “Include Charge Details in Quote” if you would like to include a
detailed breakdown of the quoted charges.
6. Press F10 or click the Print button to print the quote, otherwise press ESC or click the
Cancel button to return to the Reservation Rates screen.
7. A Print Preview of the guest quote will be displayed.
• Press F2 or click the Print button to print one copy of the quote.
• Press F4 or click the Print 2X button to print two copies of the quote.
• Press F6 or click the E-mail button to e-mail a copy of the quote.
• Press F10 or click the Done button to return to the Reservation Rates screen
without printing the quote.
CHECKING AVAILABILITY AND MAKING A RESERVATION
If you would like to create a reservation based in the information in the current quote, you
may select “Check. Availability” on the Reservation Quote screen. Check-Inn® will check
the availability list and select a room if one is available.
NOTE: The Check Availability feature is disabled if the rates assigned to the selected
room type are not the same for EVERY room of that type.
1. Press F3 or click the Check Availability button.

• If no rooms are available, a message box saying, “No rooms of this type are
available.” Press Enter or click the OK button to return to the Reservation Quote
screen.
• If a room is available, A message box will be displayed confirming the room type,
check-in and check-out date, and number of nights, weeks, months, or packages. If
you would like to make a reservation with the given information, press “Y” or click
the Yes button, otherwise press “N” or click the No button.
2. If you continue with the reservation, follow the instructions for “Reservation Guest
Information Screen” above. The room rate and number of nights from the quote will
already be filled in.
RESERVATION SEARCH
Check-Inn will allow you to search for a reservation or cancellation.
1. Press “6” or click the Reservations button.

2. Press "S" or click the Search Reservations button.
3. Enter the first and/or last name, the reservation number, or any other piece of
information that may have been entered while making the reservation for the guest.
Press F10 or click the Search button.
4. A message box will be displayed asking, “Do you wish to restrict search dates?”
• Press “Y” or click the YES button to restrict the dates. If you answered “YES”,
enter the start and end dates by typing in the date, or clicking the down arrow and
selecting the dates from the calendar.
• Press “N” or click the NO button.
5. Press F10 or click the OK button, otherwise press ESC or click the Cancel button to
abort the search.
6. If the reservation or cancellation is found it will be displayed on the screen. Press F5 or
click on the Continue Search button to view the next matching reservation.
RESERVATION GRID
This screen allows you to view room reservations and availability for a period of 28 days at a
time.

2. To determine room availability when making a reservation, first select the reservation
date from the calendar.
3. Press "G" or click the View Reservation Grid button.
4. To complete the reservation, simply locate the desired room, and double click the box
on the grid to go to the Guest Information screen. Otherwise press F10 or click the
Done button to return to the Reservations screen.
Reservations will be displayed in color, depending on the type of reservation. A small gap
between reservations will indicate where one reservation ends and another begins. By placing
your cursor over the reservation, the guest’s name will be displayed in the hint box.
Green Indicates an occupied room.

Red Indicates a Non-Guaranteed Reservation.
Yellow Indicates a Guaranteed Reservation.
RESERVATION GRID OPTIONS

SELECT ROOM TYPE
1. Press F3 or click the Select Room Type button.
2. Click on the check box before the room types you would like displayed.
3. Press F10 or click the Done button to display the selected rooms. Click on the Clear
Selection button if you would like to remove your selections.
DAILY STATISTICS
This will display the number of stay-overs, check-ins and check-outs on an future date.
This can be useful for determining future staffing needs.
1. Press F8 or click the Daily Statistics button.

2. Press F10 or click the Done button when finished viewing the daily statistics.
ROOM SORT
You may sort the rooms in the reservation grid by room number, room type, or availability.
1. Press F9 or click the down arrow to display the drop down box next to Room Sort.
2. Select whether you would like to view the grid by “Room Type Sort” , “Room Number
Sort”, or “Availability Sort”.
3. If you select “Availability Sort”, enter the number of nights by typing in the number or
by using the arrows to increase or decrease the number of available nights.
ADJUSTING RESERVATION GRID START DATE
You may view various segments of time by adjusting your Start Date.
1. Press F5 to move backward one month, or press F6 to move forward one month. You
may also use the horizontal scroll bar at the bottom of the reservation grid to adjust the
calendar within a two-month period. Otherwise click the down arrow and select the
date you would like to view from the calendar.
2. The vertical scroll bar on the right side allows you to view all rooms if there is more
than one page.
PRINTING THE RESERVATION GRID
1. Press F2 or click the Print button.

2. A Print Preview of the reservation grid will be displayed.
• Press F2 or click the Print button to print one copy of the Reservation Grid.
• Press F4 or click the Print 2X button to print two copies of the Reservation Grid.
• Press F6 or click the E-mail button to e-mail a copy of the Reservation Grid.
• Press F10 or click the Done button to return to the Reservation Grid without
printing a copy.
KEEPING A DIARY
The diary is a place to record the times, dates and details of events occurring on your property
that may need to be accessed at some future time.
NOTE: For additional help using the diary editor, please see the “Statement Editor” in the
“Set Statements” section of this manual.
1. Press “D” or click the Edit Diary Entries button to edit or view the diary for that date.
2. Press F2 or click the Print button to print the entry.
3. Press F3 or click the Date & Time button to insert the date and time into your entry.
4. Press F4 or click the Search button to search for a word or phrase within the diary
entry.
5. Press F8 or click the Delete & Exit button to delete the entry and return to the
Reservations screen.

6. Press F10 or click the Done button to save the new entry and return to the Reservations
screen, otherwise press ESC or click the Cancel button. A red “D” will appear on the
main menu indicating the presence of the diary entry.
GROUP BOOKING
1. Begin your group booking with the first person (the group leader) and make a
reservation as you would normally. Include personal information and advance deposits,
etc. (For more information please see “Adding a Reservation” at the beginning of this
section.)
2. Press F9 or click the Group Booking button on the Reservation Guest Information
screen.
3. A message box will be displayed asking, “Do you wish to pick rooms?”
• Press “Y” or click the YES button to pick the rooms yourself. The Room
Reservation screen will be displayed. You may select multiple rooms by holding
down the CTRL key and clicking on the various rooms, or by pressing the * key
while each room is selected and press F10 or click the Done button.
• Press “N” or click the NO button if you would like Check-Inn to select the rooms.
When allowing Check-Inn® to select the rooms, all rooms selected will be of the
same TYPE and not necessarily together. Enter the number of additional rooms that
you would like to include in the group reservation. Check-Inn® will inform you as
to how many additional rooms are available.
• Press ESC or click the Cancel button if you wish to abort the group booking.
NOTE: The computer will copy all guest and deposit information into the additional
rooms. However if you wish to put individual guest information into each room, you may
do so in the Reservation Guest Information screen.
GROUP CONFIRMATION
2. Select a date for the reservation.
4. Select the rooms you would like to print a group confirmation for by pressing the * key
while each room is selected, or you may select multiple rooms by holding down the
CTRL key and clicking on the rooms.
5. Press F12 or click the Group Functions button.
• Press “1” or click the Print Selected Reservations button to print an individual
confirmation for each room. A message box will be displayed asking, “Do you wish
to print all selected reservations?” Press F10 or click the YES button to print the
confirmations. Otherwise press ESC or click the NO button.
• Press “2” or click the Print Reservations AS GROUP button to print the total for
all reservations selected on one confirmation.
6. A Print Preview of the confirmations will be displayed.
• Press F2 or click the Print button to print one copy of the confirmation(s).
• Press F4 or click the Print 2X button to print two copies of the confirmation(s).
• Press F6 or click the E-mail button to e-mail a copy of the confirmation(s).

• Press F10 or click the Done button to return to the Reservations screen without
printing the confirmations.
GROUP CANCELLATION
4. Select the rooms you would like to cancel by pressing the * key while each room is
selected, or you may select multiple rooms by holding down the CTRL key and
clicking on each room.
5. Press F12 or click the Group Functions button on the Reservations Room Selection
screen.
6. Press “3” or click Cancel Selected Reservations button.
7. A message box will be displayed asking, “Cancel all selected Guests?” Press F10 or
click the YES button to cancel the reservations.
CHANGING RESRVATION NUMBER OR DATE

1. Press F2 or click the Change button on the Reservation Information screen. You will
be given three options:

2. Press “1” or click the Change Room Number button if you use split rooms or the card
lock interface, otherwise the New Room Selection screen will be displayed
automatically.
3. Select a new room for the guest on the New Room Selection screen, and press F10,
NOTE: If another room is currently booked in the newly selected room, the rooms will
be swapped.
CHANGE RESERVATION DATE
1. Press “2” or click the Change Reservation Date button to change the date of the
reservation.
2. Select the new reservation date by typing the date or by clicking a new date on the
calendar.
3. If that room is already reserved on the day you are attempting to move to, a message
box will be displayed saying, “Room already reserved for this date”. Press F10 or click
the OK button. You may change the reservation to another room and attempt the
reservation again.
4. Press F10 or click the Done button to change the date, otherwise press ESC or click the
Cancel button to keep the original date.

LOCK ROOM NUMBER
1. If turned “On” this guest will remain assigned to this room. He will not be sorted to a
room of the same type to solve future reservation conflicts. A small picture of a lock
will display on the bottom left corner of the Reservations Guest Information Screen.
VIEW CENTRAL RESERVATIONS

If you have purchased the Central Reservations Interface module, you will have an additional
option to view reservations that have been posted through the interface.

2. Press “R” or click the View Reservation Reports button.
3. Press “4” or click the Central Reservations button. The reservation will be displayed
exactly as it was sent to Check-Inn® by the central reservation system.
4. A Print Preview of the Central Reservations log will be displayed.
• Press F2 or click the Print button to print one copy of the reservation.
• Press F4 or click the Print 2X button to print two copies of the reservation.
• Press F6 or click the E-mail button to e-mail a copy of the reservation.
• Press F10 or the Done button to return to the Reservations screen without printing a
copy of the reservation.
ENTERING A RESERVATION DEPOSIT

IMPORTANT! Only enter a deposit if you have actually collected a payment.

4. Select an existing reservation or an available room from the room list by pressing F10
or clicking the Continue button.
5. Press F3 or click the Enter Deposit button. The guest’s name and room rate must be
entered before you may enter a deposit.
6. Enter the deposit in the amount field of the Reservation Cash Register. Click on the
Select Payment Type button and select the type of payment that was received. Press
F10 or click the Done button.
NOTE: Do not enter amount under "Extra Deposit" as this would be used for an extra
charge in addition to the advance deposit (e.g., security fee for damage to the room).
7. Press F10 or click the Continue button when you are finished. Otherwise press ESC
or click the Void Sale button if you do not want to enter a deposit.
8. A Print Preview of the confirmation will be displayed.
• Press F2 or click the Print button to print one copy of the confirmation.
• Press F4 or click the Print 2X button to print two copies of the confirmation.
• Press F6 or click the E-mail button to e-mail a copy of the confirmation.
• Press F10 or click the Done button if you would like to return to the reservation
without printing.

CASH REGISTER OPTIONS
REPEATING CHARGE
A repeating charge will be applied each time a guest is charged for lodging. (i.e. If a guest’s
rate type is weekly, the charge will repeat once per week.)
NOTE: You may enter up to three repeating charges.

Amount field.
drop down box.
4. Press F10 or click the Done button when finished, otherwise press ESC or click the
Cancel button.
COPY LAST CHARGE
• Press “1”, “7”, “3”
DELETE ITEM

Cancel button.
REFUND
like to refund.
• Press “-”, “5”, “0”, “0”
VOID SALE / RETURN TO RESERVATION SCREEN
1. Press ESC or click the Void Sale button, if you would like to return to the Check-In

• Press F10 or click the YES button to void the sale, and return to the Guest
Information screen.
no changes.
PRINTING A CONFIRMATION
2. Enter the date of the reservation and press F10 or click the Continue button.
3. Select an existing reservation from the list or select an available room and make a
reservation as described in the “Adding A Reservation” section.
4. Press F4 or click the Print Confirm. button.
5. A Print Preview of the confirmation will be displayed.

• Press F2 or click the Print button to print one copy of the confirmation.
• Press F4 or click the Print 2X button to print two copies of the confirmation.
• Press F6 or click the E-mail button to e-mail a copy of the confirmation.
• Press F10 or click the Done button if you would like to return to the reservation
without printing
VIEWING A RESERVATION
1. Press “6” or click the Reservation button on the Main Menu.
2. Select a date for the reservation and press F10 or click the Continue button.
3. All reservations for that day will be listed along with the available rooms. Select a
reservation and press F10 or click the Continue button.
4. Press F10 or click the Continue button to return to the Reservations screen.
CANCELLING A RESERVATION
2. Select a date for the reservation and press F10 or click the Continue button.
3. All reservations for that day will be listed along with the available rooms. Select a
reservation and press F10 or click the Continue button.
4. Press F6 or click the Cancel button.
5. A message box will be displayed asking, “Cancel the reservation?”. Press F10 or click
the YES button to cancel the reservation, otherwise press ESC or click the NO button.
6. If a deposit has been made on the room, a message box will be displayed saying, “A
deposit of $##.## was made to guarantee room”.
• Press OK or click the Enter button, and enter the refund to the guest.
• If there is a cancellation fee, enter the amount into the Cash Register and press F2
or click the Room Deposit button.
• Press F10 or click Continue.
7. If the reservation has any remaining deposit, a message will be displayed to refund the
remainder.
• Press F10 or click the YES button to refund the remaining amount to cash.

• Press ESC or click the NO button to return to the Cash Register.
8. A Print Preview of the cancellation notice will be displayed.
• Press F2 or click the Print button to print one copy of the cancellation
confirmation.
• Press F4 or click the Print 2X button to print two copies of the cancellation
confirmation.
• Press F6 or click the E-mail button to e-mail a copy of the cancellation
confirmation.
• Press F10 or click the Done button to exit without printing the cancellation
confirmation.
VIEWING A CANCELLATION
2. Press “C” or click the View Cancellations button.
3. Select the cancellation you would like to view by pressing F10 or clicking the
Continue button. You may search for the cancellation by the room number,
description, or guest name.
RESTORING A RESERVATION
2. Select the date of the reservation from the calendar.
3. Press “C” or click the View Cancellations button.
4. Select the reservation that you would like to restore and press F10 or click the
Continue button.
5. Press F6 or click the Restore button.
6. A message box will be displayed asking “Restore the Reservation?”. Press F10 or click
the YES button to restore the reservation, otherwise press ESC or click the NO button.
7. You should notice that the header at the top of the screen now says “Reservation” and
not “Cancellation”.
8. Press F10 or click on the Continue button when you are finished.
COPYING A RESERVATION
Check-Inn will allow you to copy guest information from the last reservation entered into the
system. If the program has been turned off and restarted, you will not be able to copy a
reservation until after a new reservation has been entered.

2. Select the start date of the reservation from the calendar.
4. Select an available room from the list.
6. Press F5 or click the Copy Last button.
7. A message box will be displayed asking, “Copy previous guest?” Press F10 or click
the YES button to copy the guest information, otherwise press ESC or click the NO

button. All of the information that was entered in the previous reservation will now be
copied into this reservation.
8. Press F10 or click the Continue button when you are finished.
ASSIGNING A TRAVEL AGENCY

4. Select the reservation you would like to assign the travel agency, or click on an
available room to make a new reservation. (For instructions on adding a reservation
please see “Add Reservation” section.)
5. Press F7 or click the Travel Agency button.
6. Select a travel agency from the drop down list. If you need to add or change a travel
agency, you may do so in Travel Agent Audit.
7. Press F10 or click the Continue button to save the agency for the reservation,
otherwise press ESC or click the Cancel button.
SEARCH MASTER GUEST HISTORY

4. Select an available room for the new reservation by pressing F10 or clicking the
Continue button. (For instructions on adding a reservation, please see the “Add
Reservation” section.)
5. Press F4 or click on the Search Master button.
6. Enter any part of the first name, last name and phone number. Check-Inn will also
search your guest history for the information you entered in the “Other” search field.
7. Press F10 or click the Search button to start the search.
8. A guest record that matches your search criteria will be displayed. You may continue to
cycle through found guests by pressing F5 or clicking the Continue Search button.
Press F6 or click Search Back to return to the previous record. The most recent guest
stay will be displayed first, followed by stays that occurred further in the past.

4. Select the reservation you would like to enter remarks and marketing codes, or click on
an available room to make a new reservation. (For instructions on adding a reservation,
please see the “Add Reservation” section.)
beginning with a “/”. (e.g., If you use the code “COM” for commercial guests or
enter.
• Flag as Bad Guest

changed here at any point during the guest’s stay, or in Guest Tracking after the
guest’s stay.
6. Press F4 or click the Print Remarks button, to print the guest remarks.
OVERBOOKING WITH CHECK-INN
Because Check-Inn does not print the room numbers on confirmations, you may use the
Conference Room feature to create dummy rooms for overbooking your reservations. You
may create additional rooms up to the limit of your license (Example: if your property has 37
actual rooms, and you are licensed to 50 rooms, you will be able to create 13 dummy rooms).
1. To create a dummy room, press “8” or click the Change Settings button from the Main
Menu.
2. Press “2” or click the Rooms and Rates button.
4. Enter the information for the Dummy Room. The room number must begin with the
letter “C” (e.g., C101)
5. Press F10 or click the Done button to finish adding the room.
6. To turn the switch on so that the computer will not count these rooms against your
occupancy rate or your ADR, press “8” or click the Change Settings button.
8. Check the box beside the switch marked “Allow Conference or Dummy Rooms”.
10. You may make reservations for these rooms just like you do for regular rooms. When a
guest arrives, you may change the room assignment from a dummy room into a regular
room.

RESERVATION REPORTS
Reservation Reports will allow you to view reservations and cancellations that have been
made, and any deposits that have been received.
1. Press “6” or click the Reservation button on the Main Menu.

2. Press “R” or click the View Reservation Reports button.
There are eight reservation reports available on this screen.
DAILY RESERVATIONS
The Daily Reservations Report lists all reservations for a specific day or days. The information
provided in the report includes the guest name, room number, confirmation number, room rate,
number of adults, children and pets, deposit amount, arrival time, guaranteed status, hold to
time (if any), number of nights, and remarks.
1. Press “1” or click the Daily Reservations button.

2. Enter the start date and end date for the report by typing in the date or by clicking on
the down arrow and selecting a date from the calendar.
3. Select the format of the report.
• Room- lists the reservations by room number.
• Name- lists the reservations by guest name.
4. Press F10 or click the OK button to view the report.
RESERVATION DEPOSITS
The Reservation Deposit Report will list the advance deposits that you have already received
for each reservation made. The report also includes the total amount of cash or credit card
payments that you have received, the guest name, room number, confirmation number, room
rate, number of adults, children and pets, deposit amount, arrival time, guaranteed status, hold
to time (if any), number of nights and remarks.
1. Press “2” or click the Reservation Deposits button to view and print the report.
ALL RESERVATIONS
The All Reservations Report is a listing of all future reservations that you currently have in the
system for future dates. The information provided in the report includes the guest name, room
number, confirmation number, room rate, number of adults, children and pets, deposit amount,
arrival time, guaranteed status, hold to time (if any), number of nights, and remarks.
1. Press “3” or click the All Reservations button to view and print the report.
CENTRAL RESERVATIONS
NOTE: A special Central Reservations Option Code is required to connect your central
reservations computer with your Check-Inn® computer. Please contact Innsoft, Inc. for details.
The Central Reservations Report is a log of all reservations that were received by Check-Inn®
from your central reservations computer. These reservations are automatically added to your

existing reservations. If Check-Inn® has added or changed any Central Reservations, they will
be logged in this report. If there were problems making the requested change or addition, it will
be logged with an explanation of the error. If Check-Inn® receives a reservation it is unable to
process, the entire reservation will be sent to this report for entry by hand. This report should
be reviewed each night to insure accurate posting for your central reservations. Contact Innsoft,
Inc. technical support if you have problems with the Central Reservation link.
1. Press “4” or the Central Reservations button to view and print the report.
2. To force all reservations to post, press F3 at the Main Menu.
DAILY CANCELLATIONS
The Daily Cancellations Report is a listing of cancellations for a certain day or days. The
information provided in the report includes the guest’s name, room number, confirmation
number, room rate, number of adults, children and pets, deposit amount, arrival time,
guaranteed status, hold to time (if any), number of nights, and remarks.
1. Press “5” or click the Daily Cancellations button.

3. Press F10 or click on the OK button to view or print the report.
FORECASTING
The Forecasting Report will allow you to view occupancy statistics and expected revenue for a
future date or date range. It will give a summary breakdown with the number of days, total
rooms rented, total rooms occupied, total reservations made, percent occupied, average daily
rate, as well as a breakdown for each of your room types.
1. Press “6” or click the Reservation Forecasting button.

3. Press F10 or click the OK button to view and print the report.
EXPIRED RESERVATIONS
NOTE: Check-Inn® does NOT automatically cancel reservations with delinquent deposits.
The Expired Reservations Report will list the reservations that have not yet sent their advance
deposit. The information provided on the report includes the guest’s name, room number,
confirmation number, room rate, number of adults, children and pets, deposit amount, arrival
time, guaranteed status, hold to time (if any), number of nights, and remarks.
1. Press “7” or click the Expired Reservations button.

2. Select the number of days a reservation must be held without a deposit before it is
considered expired by clicking the down arrow and selecting the number of days.
3. Press F10 or click the OK button to view the report.

RESERVATIONS AND CANCELLATIONS BY DATE MADE
The Reservations and Cancellations by Date Made Report will sort reservations and
cancellations by the date they were made. The information provided on the report includes the
guest name, room number, confirmation number, room rate, number of adults, children and
pets, deposit amount, arrival time, guaranteed status, hold to time (if any), number of nights,
and remarks. Below each reservation, a separate line will tell you the type of room, when the
reservation was made or cancelled and the arrival date.
1. Press “8” or click the Reservations (Date Made) button.

4. Press F10 or click the OK button to view this report.
PRINTING REPORTS
1. A Print Preview of the selected report will be displayed.
• Press F10 or click the Done button to return to the Reservation Reports menu.

REPORTS
You may view and/or print the Daily Report, Monthly Report, Reservation Reports,
Housekeeping Report, Occupancy Report, Shift Reports, Marketing Report, Room Revenue
Report, Tax Exempt Report, Phone Report, POS & Movie Reports and create mailing labels
from this menu.
VIEWING/PRINTING THE DAILY FINANCIAL REPORT

The Daily Report contains all of the financial information for a 24-hour period based upon the
“Close Out Time” that is set in the check-in/out times screen. You may view reports for one
day or several days.
1. Press “7” or click the Reports button from the Main Menu.
2. Select “1” or press the Daily Financial Report button.
3. Enter the start date and end date for the reports by typing in the date or by clicking on
4. Select the format for the reports, either “Detailed – Room Order”, “Detailed – Entry
Type Order” or “Summary”.
5. Press F10 or click the OK button to generate the report.
6. A “Please Wait” message will be displayed to notify you as to the current status of the
creation of the Daily Report(s).
7. Check-Inn for Windows will create a Daily Report for each day in the date range you
selected.
8. A Print Preview of the Daily Report will be displayed.
• Press F2 or click the Print button to print one copy of the Daily Report.
• Press F4 or click the Print 2X button to print to copies of the Daily Report.
• Press F6 or click the E-mail button to e-mail a copy of the Daily Report.
• Press F10 or click the Done button to return to the Report Menu without printing a
copy of the Daily Report.
The property name, address, page number and date are printed at the top of each Daily Report.
There is an option to time and date stamp when the report was printed in Set Colors & Switches
from the Change Settings menu.
The beginning of the Daily Report contains the information on charges and payments for each
guest during the date specified. The top section of the report contains the following
information:
GUEST'S NAME
Contains the guest's last and first name, the guest number and the guest’s status (advance
deposit, stay-over etc.)
ROOM NO.
Contains the guest’s room number.
BALANCE DUE YESTERDAY

Contains the guest’s balance before today’s charges and payments.

ROOM RENTAL
Contains the daily room rate, not including taxes.
TELEPHONE
Contains any phone charges entered for the selected date.
MISC.
Contains a total of all miscellaneous charges for the selected date.
TAX
Contains all taxes charged to the room for the selected date. This includes, room tax, telephone
taxes and taxes charged for miscellaneous items.
TOTAL CHARGES
Contains a total of the charges for the room for the date.
CASH
Contains the amount collected in cash or check for the room.
CREDIT CARD
Contains the credit card symbol (e.g., VM = Visa/Master card) and the amount paid using a
credit card.
ACCTS. REC. BILLING

Contains the total amount sent to Accounts Receivable for the room on the selected date.
TOTAL AMOUNT
Contains the total amount paid for the room for the selected date.
BALANCE DUE TODAY

Contains the new balance after adding today’s charges and subtracting today’s payments.
MISCELLANEOUS BREAKDOWN
This contains a breakdown by category of the total miscellaneous charges for that day. The
categories are set in Tax and Sales Categories from the Change Settings menu.
OCCUPANCY SUMMARY
This section shows the total rooms occupied, the occupancy rate and the average daily rate for
the selected date. A month-to-date summary is also displayed (occupancy for days from the
beginning of the month to the date of the report). If you have Conference Rooms set to “ON”
in Change Settings, you will find separate calculations for those rooms.
NOTE: Rooms rented using weekly, monthly, and package rates of 2 or more nights do not
affect the "Occupancy Rate" or the "Average Daily Rate".
TAX EXEMPT SUMMARY

This section contains a breakdown of all tax-exempt room rental charges. This will show a
breakdown for each tax type, starting with “Y” for completely tax exempt, followed by 1,2,
and 3 for the exempt types you have set in Tax and Sales Categories. A month-to-date
summary is also displayed (tax exemptions from the beginning of the month to the date of the
report).
CASH REGISTER REPORT

This section contains a breakdown of all charges, payments and taxes made in the stand-alone
cash register on the Main Menu that were NOT associated with a room.
SUMMARY TAX BREAKDOWN

This section shows the amount of tax paid that day for each category of taxes (Example:
Lodging, Sales, Etc.).
BILLINGS REPORT
This section will display all billings made to Accounts Receivable, billings paid and net
billings.
ADVANCE DEPOSIT REPORT

This section will display the previous deposit balance, the amount of deposits made, the
deposits used and the new deposit balance for the current day and the current month to the date
of the report. Below these balances, the number of new deposits made, deposits used and no-
shows will be recorded.
If the audit entries for the day do not match the total deposits recorded in the advance deposit
section of the report, a warning flag will appear below the advance deposit section. The
warning will indicate whether the audit activity is OVER or SHORT when compared to the
deposit activity recorded in the advance deposit section.
SUMMARY
This section summarizes the charges, taxes, payments, and balances for the day and the month-
to-date (from the beginning of the month to the date of report).
The balance can be found by using the following calculation.

Beginning Balance + Total Charges + (Adv. Deposits Made – Adv. Deposits Used) – Total
Payments = Ending Balance
Example: Beginning Balance: $608.00, Total charges $150.00, Adv. Deposits Made: $25, Adv.
Deposit Used: $14, Total Payments: $135. Then the following would be true:
$608 +$150 = $758 (Beginning Balance + Total Charges)

+$25 - $14 = $11 (Adv. Deposits made – Adv. Deposits Used)
- $135 = -$135 (Total Payments)
Total $634 (Ending Balance)
ACCOUNTS RECEIVABLE SUMMARY

This section contains a breakdown of the credit card and billing activity for the selected date.
1. The "Balance Yesterday" column contains the amount owed to the property each credit
card company and billing as of yesterday.
2. The "Today's Charges" column is the total charges for each card for the date.

3. The "Discount" column gives the amount each credit card company is taking as a
processing fee.
4. The "Today's Net" column is the actual credit card amount that should be received from
the credit card company.
5. If the credit card is directly deposited into your account, "Payments Received" will
equal "Today's Net", otherwise the “Payments Received” column is the amount entered
in the Credit Card Audit screen.
6. "Audit Adjustment" is the amount entered in the Credit Card Audit screen and is equal
to the amount of extra credit card charges, charge-backs and other adjustments.
7. The "Balance" column is the new balance after all charges and payments have been
applied.
TOTAL CASH RECEIVED

This section will display all cash received, for both the day’s business and cash payments
applied to Accounts Receivable.
NOTE: The Total Cash received will only display if you have made a cash payment to billing.
VIEWING/PRINTING THE MONTHLY FINANCIAL REPORT

1. Press “7” or click the Reports button on the Main Menu.
2. Press “2” or click the Monthly Financial Report button.
3. Enter the start date and end date for the reports by typing in the date or by clicking the
arrows to increase or decrease the month and year.
4. Select the format for the reports, either “Detailed” or “Summary”. You may choose
“Detailed – Compare” or “Summary – Compare” if you would like to compare last
year’s totals with this year’s totals,
6. A “Please Wait” message will be displayed for the month that is being calculated.
Check-Inn for Windows will create a Monthly Report for each month in the date range
you select.
7. A Print Preview of the monthly report.
• Press F10 or click the Done button to return to the Report Menu without printing
the Monthly Report.
The beginning of the Monthly Report contains the information on charges and payments for
each day during the period specified. The top section of the report contains the following
information:
BALANCE DUE YESTERDAY

Contains the total balance before today's charges and payments have been applied.
ROOM RENTAL
Contains a summary of the daily room rates not including taxes for the day.

TELEPHONE
Contains a summary of the phone charges for the day.
MISC.
Contains a summary of the miscellaneous charges for the day.
TAX
Contains a summary of all taxes charged for the day, including room tax, telephone taxes and
taxes charged for miscellaneous items.
TOTAL CHARGES
Contains a total of the charges for the room for the day.
CASH
Contains the amount collected in cash or checks for day.
CREDIT CARD
Contains the amount collected in credit card payments for the day.
ACCTS. REC.
Contains the total amount sent to Accounts Receivable for the day.
TOTAL AMOUNT
Contains the total amount paid for the day.
BALANCE DUE TODAY

Contains the new balance after that day’s charges and payments have been applied.
MISCELLANEOUS BREAKDOWN
This section contains a category breakdown of the total miscellaneous charges for that month.
The categories are set in Tax and Sales Categories.
OCCUPANCY SUMMARY
This selection shows the total number of days in the date range, the total rooms occupied, the
average occupancy rate and the average daily rate for the period that you have selected. If you
have Conference Rooms set to “on” in Change Settings, you will find separate calculations for
those rooms.
NOTE: Rooms rented using weekly, monthly, and package rates of 2 or more nights do not
affect the "Occupancy Rate" or the "Average Daily Rate".
ROOMS RENTED
This section shows a breakdown of the number of rooms rented per day during that month.
TAX EXEMPT SUMMARY

This section contains a breakdown of all tax-exempt room rental charges. This will show a
breakdown for each tax type, starting with “Y” for completely tax exempt, followed by 1,2,
and 3 for the exempt types you have set in “Tax and Sales Categories”.

NOTE: Only exemption types with current charges will be listed.
SUMMARY TAX BREAKDOWN

This section shows the amount of tax paid that month for each category of taxes (e.g., Lodging,
Sales, Etc.).
BILLING REPORT
This section will display a summary of billing entries made, billing entries paid and the net
billing activity for the month.
ADVANCE DEPOSIT REPORT

This report will display a summary of the previous deposit balance, the amount of deposits
made, the deposits used and a new deposit balance for the month.
SUMMARY
This section summarizes the charges, taxes, payments, and balances for the month and the Year
To Date (from the beginning of the Year to date of report).
The balance can be found by using the following calculation.

(Total Charges + Adv. Deposits Made) – (Adv. Deposits Used + Total Payments) = New
Balance
Example: Total charges $150.00, Adv. Deposits Made: $25, Adv. Deposit Used: $14, Total
Payments: $135. Then the following would be true:
($150 -$135) = $15 (Total Charges - Total Payments)

+ ($25 -$14) = $11 +(Adv. Deposits Made - Adv. Deposits Used)
Total = $26 (New Balance)
ACCOUNTS RECEIVABLE SUMMARY

This section contains a breakdown of the credit card and billing activity for the selected date.
1. The "Balance Yesterday" column contains the amount owed to the property each credit
card company and billing as of yesterday.
2. The "Today's Charges" column is the total charges for each card for the date.
3. The "Discount" column gives the amount each credit card company is taking as a
processing fee.
4. The "Today's Net" column is the actual credit card amount that should be received from
the credit card company.
5. If the credit card is directly deposited into your account, "Payments Received" will
equal "Today's Net", otherwise the “Payments Received” column is the amount entered
in the Credit Card Audit screen.
6. "Audit Adjustment" is the amount entered in the Credit Card Audit screen and is equal
to the amount of extra credit card charges, charge-backs and other adjustments.
7. The "Balance" column is the new balance after all charges and payments have been
applied.
TOTAL CASH RECEIVED

This section will display all cash received, both for the month’s business and cash payments
applied to Accounts Receivable.
EXPORTING TO QUICKEN AND QUICKBOOKS
To export to Quicken or QuickBooks, you must already have a checkbook account setup in one
of these programs. See your program help for more information on how to do this.
NOTE: In addition to Quicken & QuickBooks, Check-Inn for Windows is also capable of
exporting to Wolfpack and any other comma delimited format such as Peachtree.

2. Select either “Daily Reports” or “Monthly Reports”.
3. Select the dates that you would like the report to begin and end by typing in the dates or
by clicking on the down arrow and selecting a date from the calendar. You may select
up to 31 days at a time or 31 months at a time.
4. Once the report is displayed, press “E” or click the Export button.
5. At the Export Menu, type in the export file name. For Quicken and QuickBooks for
DOS, the file should be "CHECKIN.QIF". QuickBooks for Windows should be
“CHECKIN.IIF”.
6. Press F2 or use the “Export File Type” drop down box to select the type of program to
which you will be exporting.
7. Press the corresponding function key or use the drop down box to choose the export
options for each category.
8. Once your export data and file has been selected, exit Check-Inn for Windows
completely and enter Quicken or QuickBooks. For Quicken: press “2” (Register), press
F2 for Acct/Print and select “6” for Import. Enter the path and filename (e.g.,
c:\inn\checkin.qif) and press Enter. Your data will then be imported. For
QuickBooks(DOS): Select “7” (Setup/Customize), then select “2” (backup) and “6”
(import company data). Then type the path and file name (c:\inn\checkin.exp). Your
data will then be imported.
9. If this is the first time that you have imported data, you may encounter several
messages before your import can complete. QuickBooks may send you a message
"This file not created by QuickBooks...” which is a normal message and should be
passed by pressing Enter. In both Quicken and QuickBooks will want you to set up
categories the first time that you import. Consult your Quicken or QuickBooks manual
to complete this process.
EXPORT TO QUICKBOOKS FOR WINDOWS

QuickBooks for Windows uses an IIF format rather than QIF and requires a more complicated
setup. An account code file (account.cds) is required to export data to QuickBooks. Check-
Inn® comes with a default account code file for your use. You may wish to set up a new
company to test the default account code file and become familiar with the data exported by
Check-Inn®. If you need to modify the account code file, use the Check-Inn® Statement Editor.
MODIFYING YOUR ACCOUNT CODE FILE
Use Check-Inn®’s editor to set up a file for your accounting codes.
1. Press “8” or click the Change Settings button on the Main Menu, to access the
statement editor.

2. Press “8” or click the Set Statements button.
3. Press F6 or click the Edit Other Statements button.
4. Press F9 or click the Other Text Files button.
5. Enter “Account.cds” for the name of the file. This file must be correct for the export to
QuickBooks for Windows to function.
6. An entry must be made for each category to be exported. Each entry must be entered
on it’s own line. Below is a list of each category to be exported from Check-Inn for
Windows and its assigned number, which you will use in the Account.cds file. Please
note that if you are not planning to export a particular category, it is not necessary to
include an entry in the accounts.cds file. However, QuickBooks requires that the #55
Guest Ledger Balance Acct. entry be made and that the data in the IIF balances for the
import to be successful.
The format for each entry is as follows:
Innsoft Category Number, Journal Name, Ledger Name, Category Name, Sub-category
Name, Account Type, Amount Name, Flip Sign
Innsoft Category Number

Please see chart below for assigned numbers.
Journal Name
Journal Name is the name of the Account in QuickBooks.
Ledger Name
The Ledger Name defaults to “Guest Ledger”, and all transactions are part of the
guest ledger.
Category Name
Category name is the name of the QuickBooks category that the selected Check-Inn
data will be exported to. If the name shown here exists already in QuickBooks, the
existing account will be used. If the account does not exist in QuickBooks, a new
account will be created automatically. If the Category name is left blank, the
Check-Inn category name will be used as a default. (e.g., Room Rental, Telephone,
Cash, Credit Card, Room Deposit, etc.)
Sub-category Name
It is possible to have several separate Check-Inn categories grouped within a single
overall QuickBooks category. These categories would be sub-categories of the
overall QuickBooks category. This maybe useful for things like taxes and
miscellaneous sale items. This is the QuickBooks account group that will contain
the Check-Inn export category. (Guest Charges:Miscellaneous)
NOTE: DO NOT include the name of the category here. This is only the group
where the account is found.
Acct Type
Account Type is the type of account as defined in QuickBooks. The account type
determines whether the data imported will increase or decrease the guest ledger
balance. If an account is marked as an incorrect type, it is possible that the guest
ledger will not balance properly. (e.g., bank, accts. rec., income etc.)
Amount Name
Although most Check-Inn data fields do not require an Amount Name, data being
imported into QuickBooks as accounts receivable account must have a customer
name associated with each entry in the account. The amount name will appear in
the ‘Customer Name’ field of each accounts receivable entry in QuickBooks.
Flip Sign
Allows you to change a + or - sign if the entry is incorrectly recorded.
(i.e. Y or N. Typically his will be N.)
EXAMPLE:
8,General Journal, Guest Ledger, Room Deposit, Guest Charges: Miscellaneous,
Inc, , Y
Describes the following QuickBooks account.
◊ Guest Charges:Miscellaneous:Room Deposit

OR
◊ Guest Charges
◊ Miscellaneous
◊ Room Deposit
EXPORT CATEGORIES AND ASSIGNED NUMBERS

The following is a listing of all categories that can be exported to QuickBooks for Windows
and the numbers that are assigned to each category by Check-Inn for Windows.
1 Room Rental Total (includes taxed and tax exempt)

2 Phone
3 Misc. Total
4 Total Tax
5 Cash or (Cash + Billing payment cash)
6 Total Credit Card
7 Total Billing
8 ..16 Misc. categories from Room Deposit through Category 10
17..22 Credit cards itemized (up to 6 credit cards)
26..31 Credit card discounts itemized (up to 6 discounts)
33..42 Categories #11 through #20 Misc.
43..47 Tax A through E itemized
48 Room Rental (no tax exempt included)
49 Total Tax Exempt
50 Tax Exempt #1
51 Tax Exempt #2
52 Tax Exempt #3
55 Guest Ledger Balance Account (mandatory)

VIEWING/PRINTING THE HOUSEKEEPING REPORT
The Housekeeping Report displays the rooms that need cleaning. If the room is empty and
dirty, the room will be listed as <DIRTY>, otherwise it will show the guest's name and guest
identification. If the guest is a stay-over it will display the guest's name with an "S/O".
NOTE: Including guest names in the Housekeeping Report is optional. You can change this
setting in the Set Colors & Switches screen.

2. Press “4” or click the Housekeeping Report button.
3. The options on this screen will allow you to print:
• Even and odd rooms separately.
• Print all rooms.
• Print just dirty rooms.
• Print a separate list for each housekeeper.
4. You may set the housekeeping order on this screen by defining your rooms in a specific
order. On the blank screen that is provided, you will want to list your rooms, each on
its own line, down the left side of the screen. A blank line between rooms will indicate
where one housekeeper’s list will end and the next housekeeper’s list will begin.
5. Select whether you would like to have even and odd numbered rooms separated on the
list.
6. Choose whether you would like to have clean rooms included on the Housekeeping
Report.
7. Choose whether you would like to have a separate report printed for each housekeeper.
You may define the number of housekeepers by clicking on the arrows to increase or
decrease the number of housekeepers.
8. Press F10 or click the Create Report button to view the Housekeeping Report.
Otherwise press ESC or click on Cancel to exit from this screen.
9. A Print Preview of the Housekeeping Report will be displayed.
• Press F2 or click the Print button to print one copy of the Housekeeping Report.
• Press F4 or click the Print 2X button to print two copies of the Housekeeping
Report.
• Press F6 or click the E-mail button to e-mail a copy of the Housekeeping Report.
• Press F10 or click the Done button to return to Reports menu without printing the
Housekeeping Report.
10. When you exit the Housekeeping Report, a message box will be displayed asking,
“Clear Housekeeping?”
• Press F10 or click the YES button to clear the Housekeeping Report. All rooms will
be marked clean and the Housekeeping Report will be empty until the next day.
• Press ESC or click the NO button to exit without clearing the report.
NOTE: Do not change all rooms to clean after your check-in time, as it may create
problems on the next day’s report.

REMOTE ROOM STATUS CHANGE
If you are using Call-Inn Call Accounting, you may be able to setup ‘housekeeping codes’
that can be dialed from a room extension by the housekeeping staff to change room the status
in the Check-Inn program remotely. See the Call-Inn manual for detailed instructions.
VIEWING/PRINTING THE OCCUPANCY REPORT

The Occupancy Report gives a room-by-room report and a summary of your occupancy rates
for the date range specified.

2. Press “5” or click the Occupancy Report button.
3. Enter the start and end dates of the date range, by typing in the date or by clicking on
5. A Print Preview of the Occupancy Report will be displayed.
• Press F2 or click the Print button to print one copy of the Occupancy Report.
• Press F4 or click the Print 2X to print two copies of the Occupancy Report.
• Press F6 or click the E-mail button to e-mail a copy of the Occupancy Report.
• Press F10 or click the Done button to return to the Reports menu without printing
the Occupancy Report.
The Occupancy Report contains:

• The total number of days in the date range.
• The total rooms occupied.
• The percentage of rooms occupied.
• The Average Daily Rate (both by occupied rooms and by number of guests).
• The total number of guests.
• The Average Daily Rate per guest.
The information is broken down by room at the bottom of the report.
NOTE: Rooms rented using weekly, monthly, and package rates of 2 nights or more do not
affect the "Percentage Occupied" (% Occ.) or the "Average Daily Rate" (ADR per Guest).
VIEWING/PRINTING THE STANDARD SHIFT REPORT

The Shift Report displays all transactions made since the last report was cleared. It reflects the
exact time, screen, room and amount of each transaction as they happen. Shift Reports are an
exact accounting of each transaction in the order that it was made and therefore cannot be
edited or changed.
NOTE: Shift Reports will not reflect changes that are made in the Audit or Edit screens unless
the “Record and Report Audit Changes” switch is turned on in Set Colors & Switches from
Change Settings.

2. Select the type of Shift Report format you would like by pressing F2 or clicking on the
arrow to the right of the drop down box to display the choices. These choices include:
• ALL: Includes all transactions and phone charges.
• SUMMARY: Shows totals only.
• PAYMENT: Shows payment transactions only.
• SKIP PHONE: Shows all transactions except the phone calls.
3. Press “6” or click the Shift Report Menu button.
4. Press “1” or click the Standard Shift Report button.
5. Enter the name(s) of the clerks for the shift.
NOTE: This will display the name of the clerks on the report, but will not break down
transactions by clerk.
6. If you have purchased the network version of the software, you may select to print the
Shift Reports for all terminals combined, or you may print the Shift Reports
individually for each computer terminal.
The top of the Shift Report will display the clerk’s names, the time and date that the Shift
Report was printed, the type of Shift Report format and a Shift Report number. The Shift
Report number is sequential so that you may easily see if a report is missing.
The Shift Report has five columns:
• Date: Displays the date the transaction occurred.

• Time: Displays the time the transaction occurred.
• Room No.: Contains the room number, if any, associated with the transaction.
• Amount: Shows the amount of the transaction and the category to which it was
applied.
• Transaction Type: Displays the screen where the transaction was made, such as
Check-In, Cash Register, etc.
At the end of the Shift Report there is a Shift Summary. It will list the charges that were
applied to each category, a total of the charges, the amount of payments received for each
payment type and a total of the payments for the shift. This report is what the clerks will use to
balance their drawer at the end of their shift.
1. Press F10 or click the Done button to exit the Shift Report.
2. A message box will be displayed asking, “Clear Shift Report?”.
• Press F10 or click the YES button to clear the report for the next shift.
• Press ESC or click the NO button if you would not like to clear the report.
VIEWING/PRINTING THE MANAGER’S SHIFT REPORT

The Manager Shift Report is accessible only by someone with a Security password. You may
view Shift Reports for any time and day within the past thirty days.

2. Press “6” or click the Shift Report Menu button.
3. Select the type of Shift Report format you would like by pressing F2 key or clicking on
the arrow to the right of the drop down box to display the choices. These choices
include:
• ALL: Includes all transactions and phone charges.
• SUMMARY: Shows totals only.
• PAYMENT: Shows payment transactions only.
• SKIP PHONES: Shows all transactions except the phone calls.
4. Press “2” or click the Manager Shift Report button.
5. Enter the start date and end date by typing in the date or by clicking the arrow and
selecting a day from the calendar.
6. Enter the start time and end time by typing in the time or by clicking the arrows to
increase or decrease the number.
7. If you have purchased the network version of the software, you may select to print the
Manager’s Shift Reports for all terminals or for a single terminal. Select which terminal
you wish to view by typing in the number or by using the arrows to increase or decrease
the number.
9. Enter your Security Password if required.
11. A Print Preview of all shift transactions that fall between the set dates will be
displayed.
• Press F2 or click the Print button to print one copy of the Manager’s Shift Report.
• Press F4 or click the Print 2X button to print two copies of the Manager’s Shift
Report.
• Press F6 or click the E-mail button to e-mail a copy of the Manager’s Shift Report.
• Press F10 or click the Done button to exit the report without printing.
ADVANCED SHIFT REPORT

The Advanced Shift report enables Check-Inn users to create customized shift reports that are
“filtered” to contain only the specific shift data desired while excluding unwanted information.
ACCESSING THE ADVANCED SHIFT REPORT

Note: Once you have switched to the advanced password/shift report system you will no longer
be able to view previous shift reports.
Follow the steps below to access the advanced shift report menu.
1. Press “7” or click the Reports button on the Main Menu

2. Press “6” or click the Shift Report Menu button
3. Press “3” or click the Advanced Shift Report button
Note: Advanced Passwords must be configured before you can use the Advanced Shift Report.
See the Advanced Passwords section of this manual for details.

SETTING REPORT DATE
Using the drop down menu labeled ‘Report Date’, select a date range for your report from the
list of pre-defined periods (Today, Yesterday, Last Week etc.) Select ‘user defined’ or
manually enter a start and end date/time to define a unique date/time range.
USING THE FILTER LIST

Filters are search options that can be used to create custom shift reports. For example, a
custom shift report could be created to show reservations made by a particular clerk during a
specific time period by adding a filter for that clerk and a filter for reservations. Multiple
filters can be used together to further enhance your search.
Adding a Filter
1. Click on a filter in the filter list (e.g., Terminal #, User etc.). For a written description
of the filter click the Item Help button.
2. If required (e.g., Reservation Number, Email address etc.)
3. Click Add Filter
4. Select additional information if required (e.g., Room Number, User ID)
5. Continue to add filters in the manner previously described or click Create or press F10
to build the current report.
Editing a Filter
1. Click on the desired filter.
2. Click Edit and make the desired changes for the filter (editing is only available for
User, Room and Payment/Sales filters)
3. Click Save Filter or press F10 to save filter changes.
4. Click Cancel or press Esc to discard changes.
Deleting a Filter
1. Click on the filter you wish to delete.
2. Click the Delete button
Clearing All Filters

1. To remove all filters click the Clear All button
Report Title
In the field labeled “Report Title”, enter a descriptive title for your report. This field is
optional and may be left blank.
Summary Report
Check the box labeled “Summary Report” to create a shift report that displays only the totals
without a list of individual transactions.
Print Filter List

Check the box labeled “Print Filter List” to display a list of filters in use at the beginning of the
shift report. This feature is optional and may be left unchecked.
Creating a Shift Report

Once you have completed the steps above and are ready to create a shift report, click Create or
press F10.
SAVING AND LOADING CUSTOM REPORT FILTERS

Once you have created a custom report, you may wish to save the set of report filters for use at
a later time. Follow the steps below to save an advanced shift report.
Saving a Custom Report

1. Enter a name for the report in the “REPORT TITLE” field (e.g., Reservation Room
Changes)
2. Click Save Filter
3. Click OK or press Enter
Loading a Custom Report

To load a previously saved report filter follow the steps below.
1. Click Load Filter
2. Select the desired report filter.
3. Click Load Filter or press F10
Deleting a Custom Report

If a filter is no longer needed it can be deleted by following the steps below.
1. Click Del Filter

2. Select the filter you wish to delete
3. Click Cancel or press Esc to cancel.
4. Click Delete Filter or press F10 to completely delete the filter
Clear All
Click the button labeled Clear All to remove all filters
SAVING AND LOADING STANDARD AND MANAGER SHIFT REPORTS

The standard and manager shift reports can be modified and customized in the same manner as
custom report filters. Follow the steps below to load and modify a standard or manager shift
report.

2. Select either “STANDARD SHIFT” or “MANAGER SHIFT”
4. Add, edit or delete any report filters in the same manner described in the “USING THE
FILTER LIST” section above.
5. Click Create or press F10 to generate the report
PRINTING AND EMAILING THE ADVANCED SHIFT REPORT

1. Click Print or press F2 to print one copy of the report
2. Click Print 2X or press F4 to print two copies of the report
3. Click Email or press F6 to email the report
4. Click Done or press F10 to continue
When you are finished using the advanced shift report screen, click “Cancel” or press Esc.
GUEST TRACKING MENU

The Guest Information screen allows you to view and print guest information and guest folios
from your guest history file. These guests must have checked in, checked out and cleared the
Guest Screen within the system. No audit entries will be recorded in guest history.
NOTE: Purging data will destroy this information.
There are five different screens that you may access through the Guest Tracking menu:
1. Guest History Use this to view folios from past guest stays.
2. Guest labels Use this to print mailing labels for past guests.
3. Marketing Report Use this to track revenue for your marketing codes.
4. Room Revenue Report Use this to view occupancy and revenue records for
individual rooms.
5. Tax Exempt Report Use this to track tax-exempt guests.
6. Mange E-Mail Use this to send and manage stored e-mail messages.

GUEST HISTORY
You may search for any guest that has stayed at the property in the past. You may also re-print
past folios, the re-printed folios will contain all financial information with the exception of
phone call details (totals will be displayed).
NOTE: No entries added directly to the “Audit” will be displayed.

2. Press “7” or click the Guest Tracking Menu button.
3. Press “1” or click the Guest History button.
4. Enter the information asked for on the Search Master screen. You may enter only
partial information, such as a last name, if desired. The “Other” field will search all
guest info fields for the desired information.
5. Press F10 or click the Search button to begin the search. The Guest History screen will
bring up the guest's information in reverse date order, beginning with most recent stay.
6. Press F2 or click the Print Folio button to print a past folio for the guest displayed.
7. You may view remarks or marketing codes for the guest by pressing F3 or clicking the
View Remarks button. To enter a market code, press F2 or click the Insert Market
Code button. Select a market code and press F10 or click Insert.
8. Press F5 or click the Continue Search button to continue searching the guest history
for the information that you have already typed in.
9. Press F4 or click the New Search button to begin another search.
PRINTING MAILING LABELS FOR PAST GUESTS
The Print Label screen allows you to print mailing labels in zip code order for guests who have
stayed at your property.

3. Press “2” or click the Guest Labels button.
4. Enter the date range you would like to draw the list from.
5. If you want to restrict the zip code range of the list, enter new zip codes for the “Start
Zip” and “End Zip”.
6. If you want to search for specific codes or references in the guest remarks field, enter
up to three search entries to look for. If any of the three entries are found and the other
search criteria are met, the guest's label will be printed.
7. Select the print format for the type of labels that you will be using by pressing F2 or
clicking on the down arrow and selecting a format from the list.
9. A Print Preview of the mailing labels will be displayed.
• Press F2 or click the Print button to print one copy of the labels.
• Press F4 or click the Print 2X button to print two copies of the labels.
• Press F6 or click the E-mail button to e-mail a copy of the labels.
• Press F10 or click the Done button to exit without printing the labels.

CREATING A MARKETING REPORT
The Marketing report will break down your room revenue based upon codes placed in the
Remarks section of the guest's information.

3. Press “3” or click the Marketing Report button.
4. Enter a start date and end date for the report (only revenue in this date range will be
used) by typing the dates or by clicking the arrow and selecting a date from the
calendar. You may either type in the date or click on the down arrow to display a
calendar that you may select a date from.
5. Press the F10 or click the OK button.
6. Enter the market categories that you would like to search for by typing them in or by
selecting the codes from the drop down boxes. Press the F10 or click the Continue
button.
7. A Market Segment report will include the following information for each market code:
• Revenue.
• % of Total Revenue.
• Room Count.
• Average Daily Rate.
• Daily occupancy.
8. A Print Preview of the Market Segment Report will be displayed.
• Press F2 or click the Print button to print one copy of the marketing report.
• Press F4 or click the Print 2X button to print two copies of the Marketing Report.
• Press F6 or click the E-mail button to e-mail a copy of the Marketing Report.
• Press F10 or click the Done button to return to the “Guest Reports” menu without
printing.
CREATING A ROOM REVENUE REPORT
The Room Revenue report will display the guest and revenue history of a room over any period
of time.

3. Press “4” or click the Room Revenue Report button.
4. Enter the start date and end date for the reports by typing in the date or by clicking on
6. On the Revenue Report Room Selection screen, select the rooms that you wish to view
by holding down the CTRL key and clicking on the desired rooms, or by pressing the *
key and press F10 or click the Continue button.
7. A Print Preview of the Revenue report will be displayed with the dates the room was
rented, the name of the guest it was rented to, the number of days the guest stayed, and
the total lodging revenue generated by that guest.
• Press F2 or click the Print button to print one copy of the report(s).
• Press F4 or click the Print 2X button to print two copies of the report(s).
• Press F6 or click the E-mail button to e-mail a copy of the report(s).
• Press F10 or click the Done button to return to the Report menu without printing
the report(s).
TAX EXEMPT REPORT
This will provide a list of all guests for a defined period of time that are exempt from a
particular tax.
3. Press “5” or click the Tax Exempt Report button.
the down arrow and selecting a date from the calendar
5. Select the type of tax that the report will display by typing in the letter, or by clicking
the down arrow and selecting the “Tax Exempt” type from the list.
6. Press F10 or click the OK button to generate the report
7. A Print Preview of the tax exempt report will be displayed.
• Press F2 or click the Print button to print one copy of the Tax Exempt report.
• Press F4 or click the Print 2X button to print two copies of the Tax Exempt report.
• Press F6 or click the E-mail button to e-mail a copy of the Tax Exempt report.
• Otherwise press F10 or click the Done button to return to the Reports menu without
printing a copy of the report.
MANAGING E-MAIL MESSAGES
If you have previously saved e-mail messages, you may use Manage Messages to send or
delete the saved messages.
1. Press F4, click the Manage button, or click on the File tab and select “Manage
Message” to manage your saved messages.
2. Once you have finished press ESC or click the Done button.
SELECTING AND DE-SELECTING MESSAGES
1. Tab to the address and press the Spacebar to check the box, or simply click on the box
next to the e-mail address with your mouse. (A box with a check is selected.)
2. Press F5 or click the Select All button to select all the messages in the list.
3. Press F6 or click the De-select All button to de-select all the messages in the list.
DELETING MESSAGES
1. Select the message or messages you would like to delete.

2. Press DEL or click the Delete button to delete the selected messages.
3. A message box will be displayed asking, “Delete Marked Messages?” Press F10 or
click the YES button to delete the marked messages. Otherwise press ESC or click the
NO button.
SENDING SAVED MESSAGES
1. Select the message or messages you would like to send.

2. Press F10 or click the Send button to send the selected messages.
3. A message box will be displayed asking, “Send Marked Messages?” Press F10 or click
the YES button to send the marked message. Otherwise press ESC or click the NO
button.
VIEWING/ PRINTING/ CLEARING THE PHONE REPORTS

The Phone House Account displays all phone calls made from house extensions since the last
report was cleared. The Phone Miscellaneous Report displays all calls from checked-out
rooms, scrambled phone records, phone system reports or any other phone information that is
not part of the phone house account or the room records.
PHONE HOUSE ACCOUNT REPORT

2. Press “8” or click the Phone House Acct. button.
3. A Print Preview of the Phone House Account Report will be displayed.
• Press F2 or click the Print button to print one copy of the Phone House Acct.
report.
• Press F4 or click the Print 2X button to print two copies of the Phone House Acct.
report.
• Press F6 or click the E-mail button to e-mail a copy of the Phone House Acct.
report.
• Press F10 or click the Done button to return to the Reports menu without printing a
copy of the report.
4. A message box will be displayed asking, “Clear Phone House Account Report?”
• Press F10 or click the YES button if you would like to clear the report.
• Press ESC or click the NO button if you would not like to clear the report.
NOTE: A security password may be required to clear the report.
MISCELLANEOUS PHONE REPORT
The Phone Miscellaneous Report records all calls that do not belong to a checked-in guest or
house phones. These calls include wake-up calls and calls from checked-out rooms (marked
with an *), and incomplete phone records.
2. Press “9” or click the Phone Miscellaneous button.
3. A Print Preview of the Phone Miscellaneous Report will be displayed.
• Press F2 or click the Print button to print one copy of the Phone Miscellaneous
Report.
• Press F4 or click the Print 2X button to print two copies of the Phone
Miscellaneous Report.
• Press F6 or click the E-mail button to e-mail a copy of the Phone Miscellaneous
Report.
• Press F10 or click the Done button or return to the Reports menu without printing
the Phone Miscellaneous Report.
4. A message box will be displayed asking, “Clear miscellaneous phone information?”
• Press F10 or click the YES button if you would like to clear the Phone
• Press ESC or click the NO button if you would not like to clear the Phone
POS/MOVIE INTERFACE
NOTE: This is a special module that requires an Options Code to activate. If you would like
to purchase this module, please contact Innsoft, Inc.
This log will record transactions and details provided by an interfaced point of sale system or
entertainment system. When connected, this information will display on the guest folio as
well.
NOTE: Movie titles will not be listed on the guest folio.

2. Press “A” or click the P.O.S. & Movie Logs button.
3. A Print Preview of the P.O.S. and Movie Logs will be displayed.
• Press F2 or click the Print button to print one copy of the P.O.S. and Movie Log
report.
• Press F4 or click the Print 2X button to print two copies of the P.O.S. and Movie
Log report.
• Press F6 or click the E-mail button to e-mail a copy of the P.O.S. and Movie Log
report.
• Press F10 or click the Done button to return to the Reports menu without printing a
copy of the P.O.S. and Movie Log Report.
4. A message box will be displayed asking, “Clear POS/Movie Log?”
• Press F10 or click on the YES button if you would like to clear the P.O.S. & Movie
Log Report.
• Press ESC or click the NO button if you would not like to clear the P.O.S. & Movie
Log Report.

MAINTAIN CHECK-INN FILES
MAKING DATA BACKUPS
Regular data backups are a VERY IMPORTANT part of safeguarding your Check-Inn for
Windows data. Backups help prevent the loss of your financial information in the event of a
computer breakdown. Full backups will contain a complete record of all information contained
in the Check-Inn for Windows program. A full data backup should be performed every day
Note: Floppy disks are not recommended for data backup due to their lack of reliability.
Innsoft Inc. recommends using a flash memory (“Jump”, “Pen”) drive with a capacity of at
least 512MB for your backups. Call Innsoft Technical Support for details.
Enabling compression will reduce the size of backup by a ratio of approximately 10 to 1. If

you are using floppy disks for your backup, it is recommended that compression be enabled to
reduce the number of disks required.
STARTING A BACKUP
2. Press “B” or click the Maintain Check-Inn Files button. If you have set a security
password, but do not require it to backup Check-Inn data, you may press ESC at the
password prompt that appears when trying to access Change Settings.
3. To backup your current data, press “1” or click the Backup Data button.
4. Select the directory that will contain the backup by typing the new drive letter and path,
or by clicking the Set Backup Path button and choosing a location. The type of disk
you have selected will be displayed.
5. If you are backing up to floppy disks, click the “ON” check box next to “Compression
is:”. Compression will backup your data using less floppy disks.
6. If you are backing up to floppy disks, Check-Inn will try to estimate the number of
disks you will need to complete the backup.
7. Press F10 or click the Start Backup button.
8. A progress bar will be displayed, showing the amount of the backup that is complete.
9. If you are using floppy disks, insert them into the computer as the program requests.
When you remove each disk, be sure to number the disks to maintain their order.
10. Press ESC or click the Cancel button if you wish to abort the backup.
AUTOMATIC BACKUP
You may set the computer to do an automatic backup to your current hard drive or to an
alternate drive. This DOES NOT REPLACE a full nightly backup to a disk (if your drive
becomes corrupted, you will be unable to retrieve your data). However, this will provide some
added protection against data loss in case a regular backup has not been made. The current
month’s information is backed up when using this method each time an auto-backup is
preformed.
NOTE: Previous monthly data and guest history files are NOT backed up using the automatic
backup unless full backup is enabled.
2. Press “B” or click the Maintain Check-Inn Files button.
3. Press “3” or click the Set Auto Backup button.
4. You may set up to two auto-backup times per day; use the drop down box to activate
the backup(s).
• Select “ON- Active A” to do one backup only.
• Select “ON-Active A & B” to backup twice during a twenty-four hour period.
• Select “Off” and Check-Inn® will not back up your data automatically.
5. Set the time(s) you would like the auto-backups to start by selecting the part of time
that you wish to change (hours, minutes, AM/PM). You may either type in the new
time or use the arrows to increase or decrease the numbers and change between AM
and PM.
6. Select the directory that will contain the auto-backup by typing the new drive letter and
path, or by clicking the Set Auto-Backup Path button and choosing a location. The
type of disk you have selected will be displayed. The auto-backup will default to the
AUTO\ path on the same hard drive that Check-Inn® for Windows is installed.
7. You may make a full disk backup automatically by checking the box next to “Full
Backup”. If the “Full Backup” option is checked, Check-Inn® will perform the same
backup functions it does when making a full disk backup (it will save all files that have
been created since you began to use the software). If “Full Backup” is not selected, the
master.dbf file (your guest history) will not be backed up and only the current month’s
data will be saved.
RESTORING FULL BACKUP DATA

WARNING! All information in the system will be lost and replaced with the information of
the backup data you select.
3. Press “2” or click the Restore Data button to restore Check-Inn® data from a previous
disk backup.
4. You must specify the location of your backed up files from which you would like the
system to restore. If the correct path is not listed, click on the Change Location…
button. Select location of the backup you wish to restore. Click the OK button.
5. If you are restoring from a floppy disk, insert the first disk of your backup.
6. Press F2 or click the Restore Full Backup button.
7. A message box will be displayed asking, “WARNING- Restore will destroy your
existing data. Do you wish to continue?” Press F10 or click the YES button to start
restoring, otherwise press ESC or click the NO button.
8. If you selected “Yes”, another message box will be displayed asking, “Are you sure
you wish to restore?” Press F10 or click the YES button if you are. Otherwise, press
ESC or click the NO button.
9. The system will then ask if you would like to clear restored guests. If you would like to
remove the guests in the Guest Screen when the backup was made, press F10 or click
the YES button. If you would like to keep the guests that were on the Guest Screen
when the backup was made, press ESC or click the NO button.
10. Once you are finished press F10 or click the Done button.

RESTORING AUTOMATIC BACKUP DATA
WARNING! This will overwrite any information currently in the system and restore all data to
the day and time that the auto-backup was made.
3. Press “2” or click the Restore Data button to restore data from the automatic backup.
4. Select the auto backup you would like to restore by clicking the down arrow, and
selecting a dated backup set from the list. The backups will be displayed in reverse
date order so that the last one made will be the first one displayed.
5. Press F3 or click the Restore Auto-Backup button.
6. A message box will be displayed asking, “WARNING – Restore will destroy your
existing data. Do you wish to continue?” Press F10 or click the YES button to start
restoring, otherwise press ESC or click the NO button.
7. If you selected “YES”, another message box will be displayed asking, “Are you sure
you wish to restore?” Press F10 or click the YES button if you are sure about restoring
the files, otherwise press ESC or click the NO button.
8. The system will then ask, “Do you wish to clear restored guests?” If you would like to
remove the guests in the Guest Screen when the backup was made press F10 or click
the YES button. If you would like to keep the guests that were on the Guest Screen
when the backup was made, press ESC or click the NO button.
PURGING CHECK-INN'S INFORMATION
Please remember that purging your data completely destroys your data from the beginning of
your data to the date entered. The destroyed data will include but not be limited to: guest
history, billing information, audit and all financial information. We highly recommend that you
perform several backups of Check-Inn for Windows data files before you continue with the
purge. Purging your data WILL NOT increase the speed of your computer. Purging should
only be done when you are absolutely sure that you no longer need the information in the
software. We strongly recommend that a technician from Innsoft, Inc. technical support assist
you with this procedure.
3. Press “4” or click the Purge Data button.
4. Enter the last date that will have data removed from the system. Any information after
this date will not be purged.
5. A message box will be displayed saying, “This will clear daily data prior to ##/##/####,
but not reservations. Continue?” Press F10 or click the YES button to purge the data,
otherwise press ESC or click the NO button. This is your last warning!
IMPORTANT! Do not turn off the computer while the purge is in progress, as it may
permanently damage your data files.
6. To cancel the purge, press ESC or click the Cancel button.

ERROR MESSAGES
Some errors are caused by issues with the computer or computer’s resources and are not issues
with the Check-Inn® of Windows program. These errors should not occur. If they are common,
you may want to have the computer system examined by a certified computer technician for
viruses, memory, and hard drive issues.
LOW DISK SPACE

You are currently very close to running out of hard drive space. If you continue without any
corrective action you will not able to operate Check-Inn®.
Possible Corrections:
1. If there are old files on your hard drive that you no longer need, you may wish to erase
them to free up disk space for Check-Inn®. Please make sure you back up any files you
want to keep before deleting. See your Windows documentation on how to delete files.
IMPORTANT! We do NOT recommend that you purge Check-Inn® data to clear space on the
hard drive.
OUT OF DISK SPACE

You have insufficient hard drive space to run Check-Inn® for Windows.
1. See the corrective action for low disk space above.
OUT OF MEMORY
You have insufficient memory (RAM) to run Check-Inn® for Windows. Your computer should
have at least 512 MB of memory installed.
Possible Corrections:
1. Install additional memory.
2. Remove unnecessary resident programs such as instant messaging, duplicate anti-virus
or anti-spyware utilities from the computer when you are running Check-Inn®. This will
provide more memory for Check-Inn® to run.
INVALID OR EXPIRED CODE

Check-Inn® requires a personal code number to run. This code number is found on your invoice
under the Information section, if you have purchased the software. If you do not have a
personal code number or cannot find your invoice, contact Innsoft, Inc. If your copy of Check-
Inn® for Windows is less than two months old you may be able to use the software by entering
the demo code. The demo code for Check-Inn® is 651335.

CHECK-INN SYSTEM ERROR
Check-Inn® for Windows may stop and write a system error on the screen. This can be caused
by an internal error in Check-Inn®, corrupted data files, or computer problems. Please write
down the error number and what you were doing on the computer at the time of the error and
call Innsoft, Inc. technical support.
Examples:
Disk error drive C, Data Error, Sector Not Found, General Failure, Error 205, Error 208.
If Check-Inn® for Windows reports any of these errors for your hard drive your computer is
having hard drive problems that must be corrected.
1. You should answer “Y” to “Retry?” at least several times to try correcting this problem.
2. Your computer should be taken to a service technician immediately if retrying does not
correct the problem.
If Check-Inn® reports an error on drive “A” or “B” it probably means that your floppy disk has
not been formatted or the disk or disk drive may be damaged.
1. Either reformat the disk or use a new disk.

2. You may also need to clean your floppy drive as dust may interfere with the reading of
the disk.
3. Cleaning disks are available at computer supply stores or you may purchase a can of
compressed air to blow out the dust.

QUESTIONS AND ANSWERS
WHY DOES MY CHECK-INN PROGRAM SAY MY CODE IS
EXPIRED?
Check-Inn for Windows will display this message for several reasons.
1. Your Demo copy of Check-Inn for Windows has expired. Your demonstration copy of
Check-Inn for Windows will function for 60 days from the day the disk was installed.
Once the 60 days have passed, Check-Inn will no longer function without a valid code.
Please call Innsoft, Inc. to purchase the software.
2. The property name and code number have been changed or entered incorrectly. Make sure
that the property name and code number entered match that provided on your invoice
exactly.
3. If the property name or code numbers is different than that
4. If you need to change the name of your property within Check-Inn please call Innsoft, Inc.
There will be a administration fee for name changes.
5. You added more rooms to your property than the version Check-Inn for Windows was set
for originally. Please call Innsoft, Inc. for an immediate room upgrade.
I CHECKED OUT A GUEST, BUT THEY ARE STILL IN THE GUEST

SCREEN. WHY?
A guest will remain in the Guest Screen after check-out with the guest’s name and “C/O”
listed in red. These guests will be removed at your Check-in time or when another guest
checks into that room. This is useful if a checked-out guest must be reinstated for
correction.
I DELETED A GUEST ON THE DAILY AUDIT SCREEN. HOW CAN I

GET THEM BACK?
I deleted the guest in the middle of his stay.
1. Change the date on the Audit screen to the first date of the guest’s stay.
3. Press F2 or click the Guest Dates button.
4. Change the end date to today (or the last date of the guest’s stay).
5. Make sure to re-enter any payments made on the correct dates, if they were made on
dates that were deleted.
I deleted the guest on the first/only night of their stay.
1. Change the date on the Audit screen to the first/only day of the guests stay.
2. Press F3 or click the Add Guest button.
3. Enter the first date of the guest’s stay.
4. Enter the end date of the guest’s stay; if the guest is currently checked into the property
enter today as the end date.
5. Make sure to re-enter all payment information on the date made.

CHECK-INN STILL SHOWS YESTERDAY’S RESERVATIONS, WHY?
The Guest Check-In screen still shows yesterday’s reservations because the property has
not passed the time set for Early Check-In. Early Check-In is the time when the property
stops charging for the night before and starts charging for today.
To change your Early Check-In time

1. Press “8” or click the Change Settings button.
2. Press “4” or click the Check-In/Out Times button.
3. Change the “Early Check-In Time” by typing in the time, or by using the arrows.
I CAN’T FIND MY GUEST’S RESERVATION, WHAT CAN I DO?

1. Search for the reservation to make sure it was not changed to another room or date.
2. Check to make sure the reservation was not cancelled.
3. Make sure the guest is not currently checked in.
4. If you are still unable to find the record of the reservation, you may have a damaged
reservations file. Please call Innsoft, Inc. technical support.
HOW DO I RESTRICT ACCESS TO THE AUDIT AND CHANGE

SETTINGS MENUS?
1. Check-Inn for Windows has three levels of password protection.
• Clerk
• Auditor
• Manager
2. Setup a different password for each level. Make sure to choose a password that you can
remember. The Clerk password is a global password for all the clerks and has limited
power to password locks. The Auditor password gives access to all clerk functions plus
partial access to the Audit screen(s). Auditor access to the Audit screen is limited to the
last three days’ activities. The Security password allows access to all functions. Using
the security password you may limit clerk and auditor access to such screens as full use
of Daily Audit, customization screens, etc.
3. From the password options screen you may select certain functions that you would like
to password protect.
WHY IS THERE A LETTER IN BRACKETS[ ] NEXT TO THE GUEST’S

NAME ON THE GUEST SCREEN?
1. An “L” indicates that there is a maintenance log entry for that particular room. To view
the log entry, go to Guest Check-In, press F9 or click the Status Screen button. Select
the room with the [L] beside it and press F8 or click the Maintenance Log button. To
clear it, press F8 or click the Delete & Exit button.
2. An “M” indicates that there is a guest message for that particular guest. To view the
guest entry, go to the Guest Screen and select the room with the [M] beside it and press
F6 or click the Guest Messages button. To clear it, press F8 or click the Delete & Exit
button.

I AM CHECKING OUT A GUEST WHO HAS BEEN CHARGED FOR AN
EXTRA DAY. HOW DO I REMOVE THE CHARGE?
1. At the Check-Out Cash Register screen, press “C” or click the Check-Out Date button.
2. Change the Check-Out date back by one day.
This will remove all lodging and tax for the extra day.
I HAVE A WEEKLY GUEST THAT I WANT TO CHANGE TO A DAILY

RATE. HOW DO I DO THAT?
1. If you would like to change the rate type of a guest (e.g., from daily rate to weekly rate,
from weekly to daily etc.), the guest will need to be checked out and checked back in
with the new rate type.
2. To transfer a balance from one rate type to the other, pay the balance off as a cash
payment and complete the check out procedure. When you check the person back in at
the new rate type, add the same balance in as a negative payment.
NOTE: This will have no net effect on your cash intake.
MY MODEM WILL DIAL BUT NOT CONNECT. WHY?

If the modem is having trouble connecting to your credit card processor, you may need to try
changing your “Initialization” options.
1. Press “8” or click on the Change Settings button.

2. Press “5” or click on the Credit Cards & Phone Limit button.
3. Press F3 or click on the Card Processing Setup button in the lower left corner.
4. Click the down arrow next to “Initialization”, and select an option.
5. Try processing another credit card transaction.
6. If you are still having trouble connecting, repeat the above procedure using the next
option in the initialization list.
If the steps above do not solve your issue, please contact Innsoft, Inc. technical support.
I AM HAVING TROUBLE SUBMITTING A CREDIT CARD BATCH.

WHY?
With a batch issue, you have to answer a few questions before starting the trouble shooting
process.
1. Have you ever been able to submit a successful batch before?

2. Are you able to get credit card authorizations?
3. Did you receive a batch error?

If you answered Yes to question one, something has changed in the computer to affect you
ability to submit batches. You will want to check the following:
1. Check the connection from the modem to the wall jack.
2. Check for a dial tone on the phone line.
3. Check the Credit Card Processor and Account numbers to verify they are correct.
If you answered Yes to question two, you may have a transaction in the batch that is causing it
to fail. You want to check for the following:
1. Refunds
2. Payments for Accounts Receivable entries
3. $0 charges
4. Expired Cards
5. Odd number or dates
6. Did you receive a batch error? Batch entries are sent two at a time. For example, if the
batch error is 6 you may have a damaged entry at either entry 6 or 7. Try deleting the
two entries and resubmitting the batch. If the batch is sent successful re-enter the two
entries you deleted and send them with the next batch.
If the steps above do not solve your issue, please contact Innsoft, Inc. technical support.

UNDERSTANDING THE MONTHLY REPORT
SECTION 1 – DAILY ACTIVITY
The first section of the monthly report is a listing of the overall activity for each day within the
month. The entry for each day should match the summary line on the daily report for that day.
The ending balance on each day within the month should match the beginning balance of the
following day. Use the following equation to check the balance of each day’s entry:
Beginning Balance + Total Charges – Total Payments = Ending Balance
The ending balance on the entry for the last day of the month should equal the Guest Ledger
Ending Balance for the month. This should match the ending balance listed for the month in
the Summary section of the monthly report (see Summary Section below).
SECTION 2 – MISCELLANEOUS BREAKDOWN

This section lists the total guest-related charges for each of your property’s sales categories for
the month of the report. The total of this section should equal the sum of the Misc. column in
the details section.
SECTION 3 – OCCUPANCY SUMMARY

The occupancy summary lists the number of days included in the report, the total number of
rooms occupied for these days, the percentage of rooms that were occupied for these days, and
the Average Daily Rate for this period. If conference rooms were rented, a separate line will be
added to describe this activity. Rooms rented by the week, month, or package are not included
in these totals.
SECTION 4 – ROOMS RENTED

This section details the total number of rooms rented on each day of the month. Conference
rooms and rooms that are marked as Not-Occupied will not be included in the totals listed in
this section.
SECTION 5 – TAX EXEMPT SUMMARY

The tax exempt summary lists the number of days included in the report, the total number of
tax exempt rooms during this month, and the total room rental that has been exempted. If a
partial tax exemption was made in this month, the activity will be separated in this section. Tax
exempted room rental is included in the total listed in the report summary.
SECTION 6 – TAX BREAKDOWN

This section is an overall breakdown of taxes charged during the month of the report. This
section includes cash register taxes and taxes charged to guests.
SECTION 7 – BILLING REPORT

This section lists the billing activity for the month of the report. The total payments made to
billing in the daily activity detail should equal the Billings Made. Payments made in Accounts
Receivable are listed in Billings Paid. Net billing describes the change in the billing balance on
this date.

SECTION 8 – ADVANCE DEPOSIT REPORT
This section contains the activity for the month of the report. The following equations can be
performed on the monthly activity line:
Net Deposit Activity = Deposits Made – Deposits Used

Deposit Balance + Deposits Made – Deposits Used = New Balance
SECTION 9 – SUMMARY SECTION

The summary section totals the guest activity and cash register activity for the month of the
report as well as for the year up to, and including, the month of the report. The month and YTD
lines in the summary section can be calculated using the following equation:
Start Balance + Total Charges + Deposits Made - Deposits Used - Total Payments = Balance
YOU MUST CALCULATE THE YEAR-TO-DATE ADVANCE DEPOSIT ACTIVITY IN

ORDER TO USE THIS EQUATION ON THE YEAR-TO-DATE SUMMARY LINE!
SECTION 10 – ACCOUNTS RECEIVABLE SUMMARY

This section lists the credit card activity for the month of the report, as well as the billing
activity for this month. Your settings in Check-Inn will affect what appears in this section.
Credit card types that are set for Direct Deposit will record a payment equal to Total Net in the
Payments Received column each month. These credit cards types will always show a Balance
and Previous Balance of $0.00. If the card type is not set for Direct Deposit, Check-Inn will
record only the payments entered into the Credit Card Audit and will keep track of the balance
owed on that card type. The discount percentage of each card type will determine the amount
deducted from Total Charges on the report. You can view or change these settings in (8.)
Change Settings, (5.) Credit Cards & Phone Limit. The following equations are used in the
credit card summary:
Today’s Net = Bal Yesterday + Today’s Charges – Discount

Balance Today = Today’s Net – Payment’s Received
A Total Cash Collected entry will appear at the bottom of the monthly report if a cash payment
has been received to settle an accounts receivable entry. This amount includes both the cash
accounts receivable payment and the cash total from the Summary section of the monthly
report (above).

NETWORK AND DATA SECURITY INFORMATION
NETWORK SECURITY
INTERNET ACCESS
Internet access to computers running the Check-Inn® for Windows program should be restricted
completely unless one of the following program modules requires access.
• Direct Inn Internet Reservations

• Check-Inn® for Windows High Speed Credit Card Processing
• Check-Inn® for Windows Email Module
If internet access is required for one of the modules above, a hardware firewall with up to date software
should be configured to block access to all ports not specifically necessary for the associated Check-
Inn® function(s). Call Innsoft technical support for specific port information at (503) 643-8162
*Remote access to computers running Check-Inn® for Windows via programs such as PC Anywhere or
VNC is not recommended or supported by Innsoft.
NETWORK CONFIGURATION
Computers running the Check-Inn® for Windows program should be confined to a separate, firewalled
network segment (Web or database servers should be excluded from this segment). A hardware firewall
with the latest firmware updates should be professionally installed and configured to insulate computers
running Check-Inn® for Windows from intrusion.
*Wireless networks are not recommended or supported by Innsoft.
WORKSTATION SECURITY
OPERATING SYSTEMS
Computers used for Check-Inn® for Windows or Direct Inn® must be running a secure version of
Windows currently supported by Microsoft with the latest service packs and updates installed.
Currently supported versions of Microsoft Windows include:
• Microsoft Windows XP Professional

• Microsoft Windows Server 2003
USER ACCESS
User accounts in Windows should be configured on each workstation with a unique user login and
password. Passwords should consist of at least 7 characters and should be alpha-numeric. Windows
passwords should be changed at least every 90 days. Computers running Check-Inn® for Windows
or Direct Inn should not be configured to automatically log on to Windows.
CHECK-INN FOR WINDOWS • APPENDIX A1

SECURITY SETTINGS IN CHECK-INN® FOR WINDOWS
Check-Inn® for Windows has been designed with strong security measures for safeguarding
sensitive data. Data security can be improved by carefully following the steps and
suggestions below.
To access the ‘Administrative Security Console’ in Check-Inn® for Windows click the
Change Settings button (8) on the main menu and enter the security password. Click the
Credit Cards and Phone Limit (5) button and click Security (F4).
SETTING PASSWORDS
Access to credit card authorization logs, batches and security logs in Check-Inn® for
Windows is protected by unique login and password. At least one user account must be
enabled for the credit card security and encryption system to function. Password access
should be limited to only those users who require access to historical batches, authorizations
and security logs in the course of their work duties.
To setup passwords click the Setup Password button and click Continue. The user name
‘Admin’ is already set for the first user but will be required for any additional users. Enter a
full name, click set password and enter a password. Passwords must be at least 8 characters
and alpha numeric.
IMPORTANT: Passwords should be changed at least once every 90 days.
GENERATING ENCRYPTION KEYS
Encryption keys are used in Check-Inn to secure sensitive credit card information. To
enhance the effectiveness of encryption the encryption key should be changed at least once
every 90 days. To generate an encryption key click the Generate New Key button and click
Generate New Key & Re-encrypt. Once the new key has successfully been generated and
the old key deleted a message ‘New Key Generation Successful’ should appear at the bottom
of the window.
SECURITY LOG
The security log contains a detailed date/time stamped list of successful and unsuccessful
logins to the administrative security console. This information should be reviewed
periodically to check for evidence of unauthorized access. To access the Security log click
the ‘Security Log’ button, enter a valid username and password and click done (F10).
A2 CHECK-INN FOR WINDOWS •

APPENDIX A
INDEX
ACCOUNT AGING REPORT ..........................................................................................................................................112
ACCOUNT HISTORY REPORT......................................................................................................................................112
ACCOUNTS RECEIVABLE ............................................................................................................................................104
ACCOUNTS RECEIVABLE REPORTS..........................................................................................................................112
ACKNOWLEDGMENT........................................................................................................................................................4
ADDING A GROUP..........................................................................................................................................................110
ADDING A GUEST ..........................................................................................................................................................107
ADDING A LOGO TO FOLIOS AND REPORTS ............................................................................................................55
ADDING A REGISTRATION CARD MESSAGE ............................................................................................................55
ADDING A RESERVATION ...........................................................................................................................................119
ADDING A ROOM ...............................................................................................................................................................6
ADDING AN AGENCY....................................................................................................................................................113
ADDING AN OCCUPANCY TRIGGERED RATE ..........................................................................................................23
ADDING LINK-TO RATES ...............................................................................................................................................20
ADDING MINIMUM STAY RULES.................................................................................................................................21
ADDING NO ARRIVAL RULES.......................................................................................................................................22
ADDING PACKAGE RATES ............................................................................................................................................25
ADDING RATE TYPES .....................................................................................................................................................10
ADDING WEEKLY/MONTHLY RATES .........................................................................................................................19
ADJUSTING RESERVATION GRID START DATE .....................................................................................................125
ADVANCED PASSWORDS ..............................................................................................................................................59
ADVANCED SHIFT REPORT .........................................................................................................................................149
ALL RESERVATIONS .....................................................................................................................................................134
ALL ROOM LIST................................................................................................................................................................90
ALPHABETICAL GUEST LIST ........................................................................................................................................90
ASSIGNING A TRAVEL AGENCY ................................................................................................................................132
AUDIT .........................................................................................................................................................................68, 104
AUDIT ADJUSTMENTS (UNCOLLECTABLE BILLS) ................................................................................................112
AUDITING CREDIT CARD COMPANY PAYMENTS .................................................................................................108
AUTHORIZE CARD.........................................................................................................................................................116
AUTO EXEMPTION...........................................................................................................................................................38
AUTO-CHARGE .................................................................................................................................................................39
AUTOMATIC BACKUP...................................................................................................................................................158
BACKGROUND COLOR ...................................................................................................................................................47
BACKUP CHECK-INN FOR WINDOWS DATA........................................................................................................158
BATCH TOTALS ..............................................................................................................................................................115
BILLING STATEMENTS...................................................................................................................................................54
BILLING YOUR GUESTS ...............................................................................................................................................108
CANCELLING A RESERVATION..................................................................................................................................130
CASH REGISTER .......................................................................................................................................................68, 102
CASH REGISTER AUDIT........................................................................................................................................104, 113
CASH REGISTER OPTIONS .........................................................................................................................81, 86, 98, 129
CENTRAL RESERVATIONS ..................................................................................................................................128, 134
CHANGE RESERVATION DATE...................................................................................................................................127
CHANGE SETTINGS .........................................................................................................................................................68
CHANGING THE AUDIT DATE.....................................................................................................................................107
CHANGING THE GUEST’S CHECK-IN DATE ........................................................................................................78, 95
CHANGING THE GUEST’S ROOM NUMBER .......................................................................................................93, 127
CHANGING THE RATE TYPE .................................................................................................................................98, 165
CHANGING THE ROOM STATUS...............................................................................................................................9, 77
CHECK-IN...........................................................................................................................................................................70
CHECK-IN CHECK OUT AND CLOSE OUT TIMES .....................................................................................................39
CHECKING IN A SPLIT ROOM .......................................................................................................................................74
CHECKING YOUR RATES ...............................................................................................................................................32
CHECK-INN SYSTEM ERROR.......................................................................................................................................162
CHECK-OUT.......................................................................................................................................................................84
CLEANING ALL ROOMS ...................................................................................................................................................9
1

CHECK-INN FOR WINDOWS • INDEX
CODE NUMBER .................................................................................................................................................................. 3
COMPANY AGING REPORT......................................................................................................................................... 112
COMPANY ORDER GUEST LIST ................................................................................................................................... 90
COMPLETING THE CHECK-IN PROCESS .................................................................................................................... 74
COPY LAST CHARGE................................................................................................................................ 82, 87, 101, 129
COPY PREVIOUS GUEST................................................................................................................................................ 80
COPYING A RESERVATION......................................................................................................................................... 131
COPYING RATES.............................................................................................................................................................. 31
CREATING A MARKETING REPORT.......................................................................................................................... 154
CREATING A ROOM REVENUE REPORT.................................................................................................................. 154
CREATING AN E-MAIL ................................................................................................................................................... 64
CREDIT CARD AUDIT ........................................................................................................................................... 104, 108
CREDIT CARD PRE-AUTHORIZATIONS.............................................................................................................. 83, 101
CREDIT CARD PROCESSING ................................................................................................................................. 42, 104
CREDIT CARD SECURITY.............................................................................................................................................. 44
CUSTOMER SUPPORT....................................................................................................................................................... 3
CUSTOMIZATION .............................................................................................................................................................. 5
DAILY AUDIT ................................................................................................................................................................. 104
DAILY CANCELLATIONS ............................................................................................................................................ 135
DAILY RESERVATIONS................................................................................................................................................ 134
DAILY STATISTICS ....................................................................................................................................................... 124
DAILY STATUS REPORT ................................................................................................................................................ 91
DEFAULT PHONE LIMIT ................................................................................................................................................ 41
DELETE ITEM ..................................................................................................................................... 83, 87, 101, 103, 129
DELETEING A BILL....................................................................................................................................................... 111
DELETEING A GROUP .................................................................................................................................................. 111
DELETEING A TRAVEL AGENCY .............................................................................................................................. 115
DELETING A GUEST ............................................................................................................................................... 95, 107
DELETING A ROOM .......................................................................................................................................................... 7
DELETING E-MAIL MESSAGES ............................................................................................................................ 65, 155
DELETING ENTRY......................................................................................................................................................... 117
DEPARTURE LIST ............................................................................................................................................................ 90
DISPLAY SIZE................................................................................................................................................................... 47
EDITING A BILL............................................................................................................................................................. 109
EDITING A GROUP ........................................................................................................................................................ 110
EDITING A ROOM.............................................................................................................................................................. 7
EDITING AN AGENCY .................................................................................................................................................. 113
EDITING OTHER TEXT FILES........................................................................................................................................ 54
EDITING PHONE CALLS................................................................................................................................................. 95
EDITING THE GUEST’S BILL......................................................................................................................................... 94
ELECTRONIC CASH DRAWER ...................................................................................................................................... 46
ENTERING A CHARGE............................................................................................................................................ 99, 102
ENTERING A PAYMENT......................................................................................................................................... 99, 103
ENTERING A RESERVATION DEPOSIT ..................................................................................................................... 128
ENTERING A SPECILITY PAYMENT TYPE................................................................................................................. 40
ENTERING CREDIT CARD INFORMATION ................................................................................................................ 40
ENTERING MERCHANT SETUP INFORMATION ....................................................................................................... 42
ENTERING ROOM INVENTORY...................................................................................................................................... 6
ENTERING SPLIT ROOMS ................................................................................................................................................ 8
ERROR MESSAGES........................................................................................................................................................ 161
EVENT TRACKING .......................................................................................................................................................... 62
EXIT .................................................................................................................................................................................... 68
EXPIRED RESERVATIONS ........................................................................................................................................... 135
EXPORT TO QUICKBOOKS FOR WINDOWS ............................................................................................................ 143
EXPORTING TO QUICKEN AND QUICKBOOKS ...................................................................................................... 143
EXTRA PEOPLE .......................................................................................................................................................... 81, 97
FEATURES........................................................................................................................................................................... 1
FOLIO, INCIDENTAL....................................................................................................................................................... 94
2
CHECK-INN FOR WINDOWS •
INDEX
FOLIO, ROOM RENTAL ...................................................................................................................................................94
FORECASTING ................................................................................................................................................................135
FUNCTION KEYS ..............................................................................................................................................................70
GROUP BILLING .............................................................................................................................................................110
GROUP BOOKING...........................................................................................................................................................126
GROUP CANCELLATION ..............................................................................................................................................127
GROUP CONFIRMATION...............................................................................................................................................126
GUEST CHECK-IN.............................................................................................................................................................68
GUEST CHECK-OUT.........................................................................................................................................................68
GUEST HISTORY.............................................................................................................................................................153
GUEST INFORMATION SCREEN OPTIONS............................................................................................................78, 93
GUEST MESSAGES ...........................................................................................................................................................91
GUEST REPORTS ..............................................................................................................................................................89
GUEST SCREEN...........................................................................................................................................................68, 88
GUEST TRACKING MENU ............................................................................................................................................152
HARDWARE RECOMMENDATIONS ...............................................................................................................................3
HELP......................................................................................................................................................................................3
HIDING THE RATE ON A FOLIO ......................................................................................................................73, 79, 121
HIGH SPEED CARD PROCESSING .................................................................................................................................44
INSTALLATION...................................................................................................................................................................4
INTRODUCTION..................................................................................................................................................................3
KEEPING A DIARY .........................................................................................................................................................125
LATE CHECK-OUT ...........................................................................................................................................................87
LICENSE & WARRANTY ...................................................................................................................................................3
LINEN CHANGE ..................................................................................................................................................................9
LINK RATES.......................................................................................................................................................................37
LOCK ROOM NUMBER..................................................................................................................................................128
LOW DISK SPACE ...........................................................................................................................................................161
MAINTAIN CHECK-INN FILES .....................................................................................................................................158
MAINTENANCE LOG .................................................................................................................................................77, 90
MAKING A PAYMENT TO A GROUP BILL ................................................................................................................111
MAKING CHANGES TO THE STATEMENT................................................................................................................114
MANAGING E-MAIL MESSAGES...........................................................................................................................65, 155
MARKETING CODES........................................................................................................................................................48
MARKING AN ENTRY AS OCCUPIED / NOT OCCUPIED ........................................................................................108
MODIFY ENTRY..............................................................................................................................................................117
MODIFYING ADVANCE DEPOSIT OR NO-SHOW STATUS ....................................................................................106
MODIFYING GUEST DATES .........................................................................................................................................106
MODIFYING GUEST PROPERTIES ..............................................................................................................................106
MODIFYING THE ADVANCE DEPOSIT AMOUNT....................................................................................................106
MODIFYING THE SPLIT ROOM STATUS ...................................................................................................................106
MODIFYING THE TAX-EXEMPT STATUS .................................................................................................................106
MOVING RATE RULES ....................................................................................................................................................27
NO PERSONAL CODE NUMBER ..................................................................................................................................161
OCCUPANCY ALARM......................................................................................................................................................48
OUT OF DISK SPACE......................................................................................................................................................161
OUT OF MEMORY ..........................................................................................................................................................161
OVERBOOKING ..............................................................................................................................................................133
PASSWORD ........................................................................................................................................................................68
PASSWORD OPTIONS ......................................................................................................................................................57
PETS ................................................................................................................................................72, 79, 90, 121, 134, 135
REGISTRATION CARD ............................................................................................................... 51
PHONE CREDIT LIMIT .............................................................................................................................................82, 100
PHONE LIMIT LIST ...........................................................................................................................................................90
PHONE LIMIT VIOLATION .............................................................................................................................................90
POS/MOVIE INTERFACE ...............................................................................................................................................157
PRINITING A GROUP BILL ...........................................................................................................................................110
PRINT BATCH..................................................................................................................................................................116
PRINT ROOM RATES........................................................................................................................................................37
3
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PRINT SALES RECEIPT ................................................................................................................................................. 117
PRINTER ............................................................................................................................................................................ 46
PRINTING A BILL IN EDIT BILL ................................................................................................................................. 109
PRINTING A CONFIRMATION..................................................................................................................................... 130
PRINTING A LIST OF CURRENT GROUPS ................................................................................................................ 111
PRINTING A ROOM LIST ................................................................................................................................................ 10
PRINTING A STATEMENT............................................................................................................................................ 114
PRINTING A TRAVEL AGENCY LIST......................................................................................................................... 115
PRINTING MAILING LABELS ...................................................................................................................................... 153
PRINTING THE RESERVATION GRID ........................................................................................................................ 125
PURGING CHECK-INN'S INFORMATION ............................................................................................................... 160
QUICK CHECK-OUT ........................................................................................................................................................ 86
QUICK GUEST CHECK-IN .............................................................................................................................................. 76
QUICK GUEST SEARCH................................................................................................................................................ 119
QUICK PRINT.................................................................................................................................................................... 92
RATE RULES..................................................................................................................................................................... 11
RATE SETUP DEMONSTRATION.................................................................................................................................. 15
RECALCULATE PHONE CALLS .................................................................................................................................... 91
REFUND ............................................................................................................................................... 83, 87, 102, 103, 129
REFUNDING A ROOM DEPOSIT.................................................................................................................................... 86
REGISTRATION CARDS.................................................................................................................................................. 91
REINSTATING A GUEST................................................................................................................................................. 98
REMARKS AND MARKETING CODES........................................................................................................... 80, 96, 132
REMOTE ROOM STATUS CHANGE............................................................................................................................ 147
REPEAT LAST CHARGE ............................................................................................................................................... 103
REPEATING CHARGE ..................................................................................................................................... 82, 100, 129
REPORTS ................................................................................................................................................................... 68, 137
RESERVATION DEPOSITS............................................................................................................................................ 134
RESERVATION GRID .................................................................................................................................................... 124
RESERVATION GRID OPTIONS................................................................................................................................... 124
RESERVATION GUEST INFORMATION SCREEN .................................................................................................... 119
RESERVATION RATE QUOTE ..................................................................................................................................... 121
RESERVATION REPORTS............................................................................................................................................. 134
RESERVATION SEARCH .............................................................................................................................................. 123
RESERVATION STATEMENTS ...................................................................................................................................... 54
RESERVATIONS ................................................................................................................................................. 51, 68, 118
RESERVATIONS AND CANCELLATIONS BY DATE MADE .................................................................................. 136
RESTORING A RESERVATION.................................................................................................................................... 131
RESTORING AUTOMATIC BACKUP DATA .............................................................................................................. 160
RESTORING FULL BACKUP DATA ............................................................................................................................ 159
ROOM DEPOSITS ............................................................................................................................................................. 81
ROOM ORDER GUEST LIST ........................................................................................................................................... 90
ROOM SEARCH ................................................................................................................................................................ 77
ROOM SELECTION OPTIONS ............................................................................................................................ 76, 85, 89
ROOM SORT.................................................................................................................................................................... 125
RUNNING CHECK-INN FOR WINDOWS................................................................................................................... 67
SAVING AN E-MAIL ........................................................................................................................................................ 65
SEARCH MASTER GUEST HISTORY.................................................................................................................... 79, 132
SEARCHING FOR A GUEST.......................................................................................................................................... 105
SELECT ROOM TYPE .................................................................................................................................................... 124
SELECTING A CURRENT GUEST.................................................................................................................................. 89
SELECTING AND DE-SELECTING MESSAGES .................................................................................................. 65, 155
SELECTING CHECK-INN® FUNCTIONS...................................................................................................................... 49
SENDING E-MAIL MESSAGES............................................................................................................................... 65, 155
SERVICE AND SUPPORT ................................................................................................................................................ 69
SET COLORS AND SWITCHES ...................................................................................................................................... 47
SETTING ALL ROOMS TO CLEAN................................................................................................................................ 77
4
CHECK-INN FOR WINDOWS •
INDEX
SETTING RATE DATES....................................................................................................................................................35
SETTING ROOM RATES ..................................................................................................................................................10
SETTING SPECIAL RATE DAYS.....................................................................................................................................36
SETTING THE GROUP RATE TYPE ...............................................................................................................................35
SETTING UP THE E-MAIL FEATURE ............................................................................................................................63
SORT ROOM LIST ...............................................................................................................................................................8
SPLIT ROOMS ....................................................................................................................................................8, 74, 84, 93
SPLITTING A ROOM.........................................................................................................................................................93
STARTING CHECK-INN ..................................................................................................................................................4
STATEMENT EDITOR ......................................................................................................................................................56
STATUS SCREEN OPTIONS ............................................................................................................................................77
SUBMIT BATCH ..............................................................................................................................................................116
TAX & SALES CATEGORIES ..........................................................................................................................................37
TAX EXEMPT REPORT ..................................................................................................................................................155
TAX EXEMPTION .............................................................................................................................................................38
TRAVEL AGENCY ..............................................................................................................................................82, 87, 101
TRAVEL AGENT AUDIT ........................................................................................................................................104, 113
UNSPLITTING A ROOM...................................................................................................................................................93
VIEWING A CANCELLATION ......................................................................................................................................131
VIEWING A RESERVATION..........................................................................................................................................130
VIEWING PAST CREDIT CARD BATCHES.................................................................................................................117
VIEWING THE GUEST’S BILL ........................................................................................................................................93
VIEWING/ PRINTING/ CLEARING THE PHONE REPORTS .....................................................................................156
VIEWING/PRINTING THE DAILY REPORT ................................................................................................................137
VIEWING/PRINTING THE HOUSEKEEPING REPORT ..............................................................................................146
VIEWING/PRINTING THE MANAGER’S SHIFT REPORT ........................................................................................148
VIEWING/PRINTING THE MONTHLY REPORT ........................................................................................................140
VIEWING/PRINTING THE OCCUPANCY REPORT....................................................................................................147
VIEWING/PRINTING THE STANDARD SHIFT REPORT ..........................................................................................147
VOICE MAIL INTEGRATION ..........................................................................................................................................47
VOID SALE...........................................................................................................................................83, 88, 102, 104, 129
YIELD MANAGEMENT ....................................................................................................................................................10
5
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®

A FRONT DESK SOLUTION

© COPYRIGHT 1992-2010 BY INNSOFT, INC.

ALL RIGHTS RESERVED

Orders: (800) 950-8995

CUSTOMIZATION / CHANGE SETTINGS.................................................................5

RUNNING CHECK-INN ..............................................................................................67

GUEST SCREEN ............................................................................................................88

MAINTAIN CHECK-INN FILES.................................................................................158

ERROR MESSAGES ......................................................................................................161

QUESTIONS AND ANSWERS .....................................................................................163

UNDERSTANDING THE MONTHLY REPORT .........................................................167

NETWORK AND DATA SECURITY ...........................................................................A1-2

CHECK-INN FOR WINDOWS 1

Check-Inn Code Number:

Check-Inn Options Code:

2 CHECK-INN FOR WINDOWS

CHECK-INN FOR WINDOWS 3

SETTING UP YOUR COMPUTER

NOTE: D is typically the default CD-ROM drive.

This information includes:

PROPERTY NAME AND ADDRESS

ENTERING PROPERTY INFORMATION

CHECK-INN FOR WINDOWS 5

ROOM RATES AND ROOM INVENTORY

1. Press F2 or click the Add Room button.

6 CHECK-INN FOR WINDOWS

1. Select the room you would like to edit.

ENTERING CONFERENCE OR DUMMY ROOMS

1. Press F2 or click the Add Room button.

4. Enter in the room description. (e.g., Conference Room)

CHECK-INN FOR WINDOWS 7

ENTERING SPLIT ROOMS

1. Press F2 or click the Add Room button.

SORTING THE ROOM LIST

SEARCHING FOR A ROOM IN THE LIST

CHANGING THE ROOM STATUS

CLEANING ALL ROOMS

NOTE: <NOT AVAILABLE> rooms will not change status.

ADJUSTING THE LINEN CHANGE SETUP

CHECK-INN FOR WINDOWS 9

PRINTING A ROOM LIST

Yield management, also known as revenue management, is the process of understanding,

ADDING RATE TYPES

You may delete a rate by selecting Delete Rate Type (DEL).

CHECK-INN FOR WINDOWS 11

DAILY Daily rates will post on each day of a guest’s stay.

12 CHECK-INN FOR WINDOWS

To begin adding rate rules select Add Rate Rule.

CHECK-INN FOR WINDOWS 13

START AND END DATE

EXTRA ADULTS AND CHILDREN

14 CHECK-INN FOR WINDOWS

RATE SETUP SCENARIO

The following is a walkthrough of a rate setup on an imaginary property designed to illustrate

ADDING DAILY RATES

• Set the rule type to ‘Rate.’

CHECK-INN FOR WINDOWS 15

• Set the rule type to ‘Rate.’

16 CHECK-INN FOR WINDOWS