Guest Check-In, Registration, and Keycard Issuance

1. Overview & Business Value#

This comprehensive operational guide details the architecture, business workflows, configuration parameters, and execution steps for Guest Check-In, Registration, and Keycard Issuance within SmartERP.

Rapid and welcoming guest check-in creates the critical first impression for hotel guests while fulfilling statutory guest registry mandates.

Check-In Execution Steps#

1. Select guest from Today's Arrivals list on the front desk dashboard.
2. Click Start Check-In:
   • Verify guest identification (passport / Ethiopian national ID).
   • Verify room cleanliness status: room must be Inspected & Clean.
3. Generate electronic Guest Registration Card (GRC) on front desk tablet.
4. Capture guest digital signature agreeing to hotel terms and smoking policies.
5. Place RFID keycard onto the USB/network encoder machine and click Program Keycard.
6. Hand keycard to guest with room direction card; system marks reservation In-House / Checked-In.

{screenshot:guest-checkin-registration-and-keycard-issuance-overview-dashboard}

2. Prerequisites & Security Access Groups#

• Required Modules: smarterp_hospitality, point_of_sale, account, stock
• Security Groups:
  • Front Desk Receptionist (Technical ID: hotel.group_hotel_reception)
  • Housekeeping Supervisor (Technical ID: hotel.group_hotel_housekeeping)
  • Night Auditor / Financial Controller (Technical ID: hotel.group_hotel_night_auditor)
  • Hotel General Manager (Technical ID: hotel.group_hotel_manager)
• Master Data Dependencies: Established property hotel profile for Company 1 (Ashewa Technology Solutions S.C.), room inventory, room types, rate plans, and POS dining outlets.

3. Step-by-Step Configuration & Execution#

Step 1: Navigating to the Module Interface#

1. Log into your SmartERP instance at https://smarterp.et/odoo.
2. Open the main App Switcher (grid icon in the top-left corner).
3. Select the Hospitality app icon.
4. From the top navigation bar, open Front Desk → Reservations / In-House / Room Board / Night Audit.

{screenshot:guest-checkin-registration-and-keycard-issuance-app-switcher-navigation}

Step 2: Creating and Parameterizing Records#

1. Click the New button in the top-left control panel.
2. Complete the mandatory fields in the record form:
   • Guest Name (Mandatory): Complete legal name matching national ID or passport (res.partner).
   • Stay Dates (Mandatory): Scheduled arrival and departure dates and times.
   • Room Category & Rate (Mandatory): Desired room category and contractual rate tier.
   • Payment Guarantee (Mandatory): Advance deposit, corporate billing voucher, or credit card pre-authorization.
3. Configure optional operational parameters and localized tags as required:
   • Special Guest Preferences (Optional): High floor, non-smoking, extra pillows.
   • Meal Plan (Optional): Bed & Breakfast, Half Board, or Full Board.
   • Flight / Airport Transfer Details (Optional): Flight arrival schedule for hotel shuttle pickup.
4. Click the Save icon in the control bar to commit the record.

{screenshot:guest-checkin-registration-and-keycard-issuance-record-creation-form}

Step 3: Validating and Processing Transactions#

• State Transitions: Execute operational state progression (Reserved → Checked-In / In-House → Folio Charges Accrued → Checked-Out / Settled).
• Ledger & System Impact: Night audit posts daily accommodation revenue and municipality tourism taxes; restaurant and minibar charges post to guest folio.
• Audit Verification: Automated recording of author ID, timestamp, and immutable revision history.

{screenshot:guest-checkin-registration-and-keycard-issuance-transaction-processing-state}

4. Advanced Configuration Points#

• Automated Actions & Scheduled Tasks (Crons):
  • Hotel: Post nightly room rate charges to folios (hotel.ir_cron_night_audit): Runs nightly at 02:00 to post room accommodation fees.
  • Hotel: Housekeeping room cleanliness inspection reset (hotel.ir_cron_housekeeping_reset): Runs daily at 06:00 to refresh room turnaround boards.
  • Hotel: Check No-Show reservations (hotel.ir_cron_noshow_cleanup): Runs nightly to process unfulfilled reservations.
• Custom Print Templates & Reports:
  • Official Guest Registration Card (GRC) with Digital Signature
  • Guest Folio Tax Invoice (Model 85 Compliant)
  • Daily Manager Report (DMR) & RevPAR Ledger
  • Housekeeping Floor Turnaround Board & Attendant Roster
• Multi-Company Rules: Record-level security isolation under Company 1 (Ashewa Technology Solutions S.C.), preventing cross-hotel guest folio leakage across sister properties.

5. Comprehensive Troubleshooting Matrix#