Registration Cards

The Registration Card is a special form most properties provide guests before check-in to confirm booking information (rates, occupants, etc), policies, and any other information pertinent to the guest's booking and responsibilities prior to departure. In most cases, proper use of registration cards is a mandatory component of hotel operations.

A guest's registration card can always be accessed from their booking, via the Print Guest Forms ribbon at the top of the booking. However, you can also access registration cards for your expected arrivals from the Reports module, beneath the Reservation Reports folder (Print RegCards/Folios).

When accessed from the Reports module, generating the report prints all registration cards for guests arriving on the printed business date. Additionally, you may choose instead to print "blank" cards, which are typically set to the side and used for any walk-ins A term used to describe guests who do not book in advance, but personally come in to the property's front desk seeking a vacant room. (if at all). These filters and more can be found in the upper filter options when printing from the Reports module.

Note that Departure Folios are not covered in this topic. See Departure Folios (Folio Receipts) if needed.

Each registration card is divided into four key sections, each focusing on different information relevant to the guest's booking.

Section	Description
Report Header	Your property's information is listed here as it appears on the Hotel Information menu. This will typically include your property name in bold in the top-left corner, followed by address and contact information. Your registration card may also display a company logo in the upper right-hand corner (see Registration Cards (Print Options)).
Guest Registration	Information specific to the guest's booking is listed here. If the guest's rate would change during their stay, such as a guest booking through a group's shoulder dates, each new rate will be listed as its own rate here along with the date(s) it applies to. Room # The guest's assigned room. For arrivals, this will be blank unless your property pre-assigns guest rooms (see Pre-Assign Rooms (Menu)). Conf # The guest's PMS (and CRS Central Reservations System: Computerized reservation software used to maintain hotel information, inventory, rates, and manage bookings through online mediums via various booking channels (GDS, IBE, OTA, etcetera).) confirmation number(s). The PMS confirmation number will always be listed first, while the CRS confirmation number will be listed on a second row. Arrival The guest's expected check-in date. Departure The guest’s expected check-out date. Adult | CU | CO The expected occupants within the booked room, with CU = Child Under In a booking, a "child under" is any "guest" between infancy and your hotel's "cut off age," if any. This will typically be children under the age of four, but the exact age is determined by hotel policy. and CO = Child Over In a booking, a "child over" is any guest under the age of 18 (a minor) and above your hotel's "cut off age," if any. This will typically be children over the age of four, but the exact age is determined by hotel policy.. Room Type The code indicating the guest's booked room type. Rate Plan The rate code(s) booked during the guest's stay. Rate(s) The value(s) of each rate code booked during the guest's stay, as well as which date ranges the rates apply for.
Guest Information	The full review of the guest's booking information (see Guest Information) is listed here, in addition to any special requests and (or) advance payments, if any (see Advance Deposits). The total estimate (Total Accommodations) for the guest's stay will be listed here as well.
Guest Disclosures & Signature	The bottom of the registration card will typically have some variances from one hotel to the next, as most information entered here (besides the signature line) is custom set by your property (see Registration Cards (Print Options)). In most cases, properties use this area to define any agreements or disclosures of liability for the guest prior to check-in, after which the guest is expected to sign their understanding and approval of the property's rules and regulations before they are permitted to check in. Please note neither the disclosure nor the signature are an enforced requirement for your property, but are still strongly recommended to incorporate into your work flow to protect your property in the event of a conflict with one your guests.