FRONT

OFFICE

- CONCIERGE -

TABLE OF CONTENTS

CONCIERGE

1. Left Luggage

2. Parcels and Deliveries

3. Ticket Request

4. Valet Parking

5. Guest Baggage Tickets

CONCIERGE
Concierge refers to the various services provided to the guests by the Hotel. The services can be picking up parcels on
behalf of the guest, taking care of luggage, booking airline or railway tickets, providing valet parking for the guests etc.

Concierge is used by Front Office to maintain guest luggage information, handle parcels and deliveries of the guests,
book airline or railway tickets, provide valet parking, tagging guest luggage etc.
1. Left Luggage
This option allows you to maintain the record of luggage of the “In-house” guests or the “Checked Out” guests at the
hotel. If the guests collect their luggage later or if they re-visit, the luggage collected will be updated in the system. The
number of luggage with description is noted for easy reference at a later stage.

Double–click Left Luggage under Concierge to view the following screen:

The records highlighted in peach color indicate that the luggage has been picked by the guest.
1. To enter a new record, select the type of guest: “Inhouse” or “Checked Out”.
2. Enter the room number in the Room # field. Alternatively double-click in the field or press F1 to select the room
number from the Room Help Screen. The guest’s name will be displayed.

3. In the No of Bags field, enter the number of luggage the guest has left. (In this field you can enter a maximum of
two numeric values).
4. In the Expected Pickup field, enter the date and time when the guest is expected to pick up the luggage.
5. In the Description field, the description of the luggage can be specified for record purpose.
6. Click Save to save the luggage details of the guest.

The saved record will appear in the list below. The Status column shows the status of the guest – I/H is Inhouse and
C/O is Checked Out.
7. If you want to modify or update any records, double-click on the record to select it. Right-click on the record and
click on the option Modify or Picked up as required.

You can modify the number of bags, pick up date/time and the description details. Click Save once modified.

8. If the guest has picked up the luggage, select “Picked up” option. The following screen appears.

9. Select the Luggage collected option. The date and time of pick up appears as shown below:
10. Click the button.

The record with luggage picked by the guest will be highlighted in peach color.

Print Voucher


Click to select the "Print Voucher" option to print voucher for received / collected luggage. Voucher template must be
pre-defined in "User Defined Reports" under System Setup module. If voucher not defined, "Category does not exist"
error message is displayed.

2. Parcels and Deliveries
This option is used to enter the details of the parcels and deliveries received for the in house guests. They are later
delivered to the guest when they check in.

Double–click Parcels and Deliveries under Concierge to view the following screen:
1. Enter the room number in the Room # field. Alternatively double-click in the field or press F1 to select the room
number from the Room Help Screen. The guest’s name will be displayed.
2. In the Package description field, enter the parcel description.
3. In the Arrived From field, enter the place from where the parcel has arrived.
4. In the Date/Time field, enter the date and time of receipt of parcel.
5. In the Sender field, enter the details of the sender.
6. Save the details.

If you want to make any modifications to the record:

a) Select the guest record, right-click on the record and select the option Modify.
b) The record details appear on the screen, make the modifications and click the button.

If the Guest has collected the parcel:

a) Select the guest record, right-click on the record and select the option Delivered. The following screen appears
with the option to enter the date and time of delivery:

b) Enter the date and time of delivery.

c) Click Save.

All records with parcels delivered will be highlighted in peach color.

3. Ticket Request
This option allows you to enter the details of the guest’s requests to book railway tickets, air tickets or movie ticket etc.

Double–click Ticket Request under Concierge to view the following screen:

1. Enter the room number in the Room # field. Alternatively double-click in the field or press F1 to select the room
number from the Room Help Screen. The guest’s name will be displayed.
2. Select the request of the guest from the list of requests provided.
3. Select Yes if the charges are applicable for booking the respective ticket, else select No if the charges are not
applicable.
4. Enter the amount of ticket purchased in the Amount field. (If you select NO for charges applicable, amount field
will not be activated).
5. Enter the date/time of the request.
6. Enter the description of the ticket requested.

7. Click the button.

If you want to make any modifications to the record:

a) Select the guest record, right-click on the record and select the option Modify.

b) The record details appear on the screen, make the modifications and click Save.

If the tickets are confirmed:

a) Select the “Confirmed” option. The following screen appears:

b) Select the Purchase/Confirmed option.

c) Enter the Remarks and Date/Time.
d) Click the button.

The following screen appears:

All records with confirmed requests will be highlighted in peach color.

4. Valet Parking
This option is to record the details of the guest’s vehicles after they arrive at the hotel.

Double–click Valet Parking under Concierge to view the following screen:

1. Enter the room number in the Room # field. Alternatively double-click in the field or press F1 to select the room
number from the Room Help Screen. The guest’s name will be displayed.
2. Enter the Vehicle register number of the guest.
3. Enter the type of vehicle such as car/jeep etc.
4. Enter the brand name of the vehicle.
5. Enter the description of the vehicle. For instance, enter the color of the vehicle.
6. Enter the Date/time the guest left the car to park.
7. Click Save to save the details.

If you want to make any modifications to the record:

a) Select the guest record, right-click on the record and select the option Modify.

b) The record details appear on the screen, make the modifications and click Save.

If the car is picked by the guest:

a) Select the “Picked Up” option.


The following screen appears:

b) Select the Picked up checkbox.

c) Enter the Date/Time the guest picked his vehicle.
d) Click Save.

The following screen appears:
All records where the guests have picked their vehicle will be highlighted in peach color.

Print Voucher : Refer same topic under Left Luggage.

5. Guest Baggage Tickets

This option is to record the luggage description and the count of luggage when each guest brings in luggage with him.

Double–click Guest Baggage Tickets under Concierge to view the following screen:

1. Click Show All to view the list of all in house guests. The guests’ room numbers, registration numbers, names and
arrival dates are displayed.


2. Double-click on the guest record whose baggage details you want to save in the system.

The Baggage information screen appears on the right side of the screen as shown below:

3. In the No of Baggage field, enter the total number of baggage. Press Enter on your keyboard, the cursor will move
to the Baggage Name column.
4. Enter the Baggage details – Baggage name and the count in the respective fields.
5. Click Save and the details will be saved.

If you want to make any modifications to the baggage details, double-click on the respective guest record, make the
required modifications and click Save.

Press F5 to delete any records.

Press F2 key on keyboard to make any baggage name passive.

Passive baggage name will not be displayed.

x Click Yes to Print Voucher.

Voucher template must be pre-defined in "User Defined Reports" under System Setup module. If voucher not defined,
"Category does not exist" error message is displayed.