The Check-in module allows you to capture more information about the customers travelling with you. This includes asking them to sign a waiver, capture medical conditions, abilities, weight, etc.  We recommend the screen is used in conjunction with the Online Check-in website where customers complete their own registration details and sign waivers.  


TABLE OF CONTENTS


Overview of the check-in screen

This screen shows you all of the customer’s check-in details and is where you will allocate add-ons. 



The green highlight colour indicates that the check-in is completed, but it depends on your system settings when the booking is viewed as checked in: when the customer has completed the online check-in or when the frontline user has entered additional details, such as weight. 


Search for a customer on the Check-in screen

After all the customers on a booking have completed their online check-in or waiver form, you will need to check their details, capture any additional info such as weight, and then allocate any addons they have purchased to the correct person.


All the booking records are shown on the left-hand panel of the Check-in screen grouped by departure time. You can easily find a customer by entering their booking number, booking name, or any name of those who have completed check-in into the Search field. 


Summary

The summary displays information about the status of the check-in and whether customers have completed the check-in online vs manually (manual check-in may be required when additional details are needed, such as weight). 

The display "2|0 of 2" means 2 people have checked in online, 0 manual check-ins have been completed and the total number of people on the booking is 2. If there is a monetary value showing, it means that this is the outstanding balance on the booking.  


Not every operation requires the addition of extra check-in details, in which case the manual check-in value will remain as 0.


Viewing alerts

If a customer has answered a question which raises an alert (this is customisable in your Custom questions screen), then the ball icon will display in red. Looking at the customer's details in the right-hand panel, the answer with the alert will also be highlighted in red. Clicking on the red ball icon will result in the customer details being filtered to the alerts only. 


Allocating add-ons

If the customer has purchased add-ons, you will see these options appear in the Add-on section on the Check-in screen. If the customer needs to change or purchase add-ons, follow the steps below:

  1. Click on the booking number in the left-hand panel of the Check-in screen to open the booking.
  2. Add the options to the booking as required.
  3. Go back into the Check-in screen and click the Refresh button next to the date filter to update the screen.
  4. Click in the Name field and select the customer name against each of the add-ons.
  5. Click Save.


Manually checking in a booking for a new customer

If you need to manually check-in a booking without completing the online check-in, follow these steps:

  1. Select the booking to check-in from the left-hand panel.
  2. The blank check-in rows will appear in the People section on the right-hand panel.
  3. Click the Check-in/Rebuild button at the bottom of the screen to generate a check-in row for each person in the booking.
  4. Click the search icon symbol to
  5. Enter the customer's first/last name and weight (minimum required fields) in order to save and generate the manifest records for this customer.


Rescheduling a booking a customer has already checked-in for

If you are asking customers to check-in before they arrive, you are bound to encounter scenarios where a customer needs to be removed from a checked-in booking.  You can remove a person from a checked-in booking by clicking on their name and selecting remove from the droplist. Save your changes.  

 

You are best to split the booking to transfer this customer to a new reservation which you can then reschedule to a different date or cancel (see below).


Check-in a repeat customer

If the customer details are already saved in IBIS, you can look up an existing customer to add their details to the check-in as follows:

  1. Click on the Person field, then click the magnifying glass.
  2. In the Search field, you can search for existing customers by name, phone, or email.
  3. Select the customer by clicking the row, their details will update on the Check-in screen.


Split a booking

On some occasions, you may need to split a booking. E.g. if some (but not all) people on the booking have decided to change the product they will be doing, or if the weather causes some customers to reschedule to a different day. When this happens, follow these steps to quickly split customers into different bookings:

  1. Open the booking you wish to split in the Check-in screen.
  2. Click the Split button at the bottom of the screen.
  3. Tick the customers you wish to split from the original booking, then click OK
  4. A new booking will be generated for the chosen customer record(s) which retain the same details as the original booking (booking name, agent, voucher, product, date, and time).


  5. In the right-hand panel, click the new booking number (#) to open the booking and reschedule as required.
  6. Ensure the Add-on options are correct in both the original and new booking
  7. Cross-settle any outstanding booking balances by taking both bookings to Point of sale and completing the sale to settle.


Viewing history

In the History tab, you can view the booking as well as the check-in history. It can be useful to see when someone has completed their online check-in.