How to Process a Guest Check-in and Send Arrival Instructions

Learn how to manage your guest arrivals efficiently by checking them in and processing payments through the WebRez system. This guide also covers the steps to automatically send personalized arrival instructions to ensure your guests have all the necessary information for their stay.

Cona Vacation Getaways
33 steps
5 minutes

Webrez

Conagetaways

Open Reservation Dashboard

Navigate to the dashboard and select today's date with the date selector. You will repeat this for today, tomorrow and the day after tomorrow to check for any new bookings needing to be set an arrival email. ALWAYS ENSURE THE BOOKING IS PAID IN FULL BEFORE DOING SO.

Select Arrival Reservation

There are a couple of ways to get to "Arrivals". Click "Arrivals" in the Dashboard.

There is also a dedicated button at the top of the screen if you are trying to get there from another screen besides that Dashboard.

Beside each guest name, you are looking for a tag indicating that an arrival email has been sent.

If there is no tag. First ensure that it hasn't already been sent. Click here.

Click "View reservation"

Double check the "Changelog" - most likely towards the end - to ensure that the missing tag is correct. If you find a log showing that the arrival email HAS, in fact been sent. Skip to the end of this scribe for instructions on how to "Update The Tag".

Authorize Reservation Payment

**Skip to "Double Check Relevant Booking Informaton" if the booking is from Airbnb**, indicated by an alphanumeric reservation number and the Airbnb Rack Rate. We do not authorize for damages on any booking originating on Airbnb.

Authorize for the prescribed amount. There is a list at [www.conagetaways.com/reservations](https://www.conagetaways.com/reservations)Click the '+' beside "DDEP AMOUNTS BY UNIT" to open the list of unit and their damage deposit amounts.

Open the reservation action menu.

Click "Check-in/out or payment"

Click "add authorization".

Enter the predetermined amount.

Select the "Use credit card on file" option.

Click "Apply"

Double Check Relevant Booking Information

The "&" will list all reservation options related to that booking. Certain reservation options such as Pet Fees and Pack and Plays, are necessary for housekeeper workflows and have been set up to populate on Breezeway.

Indicated by the piece of looseleaf paper icon, there are "Notes" populated by the various fields in the booking.

What is important to ensure, is that any notes relevant to housekeepers are populating beside the little speech bubble with a question mark inside of it. This is the "Guest Request" field. This is the only field of the 4 notes that will populate on Breezeway.

Indicated by the little "broom" icon, housekeeping notes oddly DON'T populate on Breezeway. We must resolve that manually because this is important for the team to know!

Don't worry. "Guest profile notes" do not populate on anything guests or housekeepers see. This is purely internal and is attached to the guest profile, not to the individual booking so it is a great way to retain important information about the guest. It will not populate on Breezeway.

"Reservation notes" are internal for reminders, popups and communications between reservation clerks to keep everyone up to speed on details of the booking. They do not populate on Breezeway.

So where are the fields? Click "Edit booking details"

Housekeeping notes are the obvious one to ensure is in the Guest request section. This early check in request was probably entered a long time ago after a communication with the guest. Usually the responsibility of the head housekeeper to determine if the request can be granted, add it to the Guest Request field once confirmed. In fact, often the HHK will often be the one making the note updates directly in WebRezPro when planning their schedule. However, if the request is noted and there is nothing updated in Guest Request, reach out and get it confirmed.

Keep everyone update with internal notes about the guest that populate under all bookings made under the same profile. And NEVER say anything about a guest anywhere else!! For reservation clerks only.

If a reservation specific note is important enough that you want the reservations team to be made aware before they do anything else with a booking, this field has options for ensuring it is not missed. Internal. Attached to the booking, not the guest.

Choose your pop up message.

Click "Apply"

Manually populate the guest request field with all relevant information to populate on Breezeway at the time you send the arrival email. Lots of times you'll see some of the same information in more than one of the 4 fields. There may be details already here because the guest can also communicate to us with this field at any time during bookin or after they've made the booking through the guest portal. We sometimes add guest agreement information that is unique so you'll see it here so the guest can see it and also in the reservation notes so the guest can't inadvertently delete/change it. If they have told a story about how a family member's favourite trip or put their credit card number in here - PLEASE DELETE. Any relevant notes that you don't want housekeepers to read can be pasted into reservation notes. Housekeeping notes should be copied and pasted into guest request and most importantly INCLUDE THE ACCESS CODE FOR THE GUEST TO GET INTO THE SUITE. Because guests can read this field anytime they enter the guest portal to review their booking, we populate this field with housekeeping information only when we are ready to send the arrival email.

You'll find the lock code in the next section. Copy and paste from here after typing the words "lock code" into the guest field.

Send Arrival Instructions

Click "Send email"

Select the "Arrival Instructions - Vacation Rentals" option.

Click Apply.

How to Process a Guest Check-in and Send Arrival Instructions

Cona Vacation Getaways
33 steps
5 minutes

Webrez

Conagetaways

Open Reservation Dashboard

Select Arrival Reservation

There are a couple of ways to get to "Arrivals". Click "Arrivals" in the Dashboard.

There is also a dedicated button at the top of the screen if you are trying to get there from another screen besides that Dashboard.

Beside each guest name, you are looking for a tag indicating that an arrival email has been sent.

If there is no tag. First ensure that it hasn't already been sent. Click here.

Click "View reservation"

Authorize Reservation Payment

Open the reservation action menu.

Click "Check-in/out or payment"

Click "add authorization".

Enter the predetermined amount.

Select the "Use credit card on file" option.

Click "Apply"

Double Check Relevant Booking Information

Indicated by the piece of looseleaf paper icon, there are "Notes" populated by the various fields in the booking.

Indicated by the little "broom" icon, housekeeping notes oddly DON'T populate on Breezeway. We must resolve that manually because this is important for the team to know!

"Reservation notes" are internal for reminders, popups and communications between reservation clerks to keep everyone up to speed on details of the booking. They do not populate on Breezeway.

So where are the fields? Click "Edit booking details"

Choose your pop up message.

Click "Apply"

You'll find the lock code in the next section. Copy and paste from here after typing the words "lock code" into the guest field.

Send Arrival Instructions

Click "Send email"

Select the "Arrival Instructions - Vacation Rentals" option.

Click Apply.