Hotel Management System
Policies, Procedures and Forms
Document Number:
FO.006.00
Revision Number:
0
Effective Date:
23 May 2018
Title:
USING THE KEY CARD SYSTEM
Prepared By:
JDP
Approved By:
DBP
Hilcres Property Management Corp.
Best Western Bendix Hotel
DEPARTMENT:
Front Office Departments
Date Prepared:
22 May 2018
Date Approved:
Policy
The Front Office Department shall only generate guest key cards if the guest is checked in the OPERA
PMS.
Only 1 key can be given out per room.
A fee of PHP 500.00 shall be charged to the guest for a loss key card. Failure to charge the guest will
result to charging the said fee to the Front Office Agent responsible.
Purpose
To support any audit finding document citing this as policy basis.
To ensure that a keycard is given only to registered guests with folios on OPERA PMS.
To ensure that guest safety and security is not compromised or violated during his/her stay Best
Western Bendix Hotel.
Scope
This policy applies to all room locksets and the Front Office Agents and Supervisors authorized to use
them.
This policy details the following procedures made in the key card system:
a. Generating Guest Key Upon Check-In
b. Extending the Guest’s Keycard
c. Deactivating Guest Key Upon Check-Out
Procedure
1.
Generating Guest Key Upon Check-In
1.1. Open the Hotel Lock System application
1.2. Enter your OPERATOR ID, PASSWORD and click “Login”
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Hotel Management System
Policies, Procedures and Forms
Hilcres Property Management Corp.
Best Western Bendix Hotel
1.3. Double click the room number the guest will be placed in
1.4. Place key card to the card reading device. Make sure that the key card number is same as the
room number to be given out
1.5. Fill- out Booking Details: No. of Nights, Check-In Date, Due Check-Out Date, Name,
Passport, Capture the Valid ID of the Guest
No one is authorized to change this
12:00:00 Due-Check-Out Time unless
there is a PRE-PAID late check-out fee
Complete Name in Last Name, First
Name Format. Make sure it is the
same name in Opera.
Write the name of the sharer, if any.
Write inside a “( )” the qty of
breakfast per day.
Write the Opera Confirmation # in
the Passport Line.
Take a photo of the guest’s
valid ID. Make sure it is the
same ID of the photocopy
inside the Registration Card
Attachments.
1.6. Click the “Issue Card” button
1.7. Place the key card on the sleeve and give it to the guest with a smile
1.8. Inform that guest we strictly implement the “No KeyCard,No Breakfast” Policy.
2. Extending the Guest’s Key Card
2.1. Make sure the guest paid the corresponding extension fees (e.g. Late Check-Out Fee, Extend
Another Day Rate)
2.2. Repeat steps 1.1-1.2
2.3. Place the card on the card reading device
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Hotel Management System
Policies, Procedures and Forms
Hilcres Property Management Corp.
Best Western Bendix Hotel
2.4. Click the “Stay Extend” button
2.5. Select the Extend Date if the guest extended another day/s. Pick the time if the guest opted for a
Late Check-Out
2.6. Click the “Extend Issue” button\
3. Guest Check-Out
3.1. Make sure the guest is fully paid and checked out in the OPERA PMS
3.2. Repeat steps 1.1-1.2
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Hotel Management System
Policies, Procedures and Forms
Hilcres Property Management Corp.
Best Western Bendix Hotel
3.3. Click the “Check-Out” button
3.4. Select the room you should Check-Out the system and click the “Card+Room” button.
3.5. When prompted with the question “Print check-out paper or not?” click the “Yes” button.
3.6. Print out the “Guest Check-Out Form” on a scratch paper
3.7. Give the Guest Check-Out Form, if and only if, the guest has settled his folio on opera and
housekeeping already checked for damages or missing items in the room. (Reference:
FO.005.00 Check-Out)
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Hotel Management System
Policies, Procedures and Forms
Hilcres Property Management Corp.
Best Western Bendix Hotel
3.8. Ask the guest to present the Guest Check-Out Form to the guard when leaving the premises.
No Form, No Exit.
Linked Documents
1.
2.
3.
4.
FO.001.00
FO.002.00
FO.003.00
SC.001.00
Check-In
Late Check Out
Extend Guest Stay
Guest Check Out Form
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