Toshiba Strata Dk Hospitality Management Information System User Guide

							Features
Change Guest Information
Strata DK HMIS 5/9939
Change Guest Information on Pending Reservation
1. From the Assigned 
Rooms screen, 
highlight the pending 
reservation.
2. From the General 
Window, double-click 
on the field you want 
to change. Enter the 
information.
3. Click Save.
4. Click Details Window 
tab.
5. Double-click on the 
field you want to 
change. Enter the 
information.
6. Click Save.
7. From the Assigned 
Rooms screen, click 
OK.
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							Features
Change Phone Service
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Change Phone Service
Using the Control/Status Tab screen (shown below), the front desk clerk can manually 
set the telephone service for each room. Telephone settings include turning the 
telephone service off and enabling in-house calls only, or turning the telephone service 
on and enabling either local and long distance (no restrictions apply) or local and toll 
free use only.
The telephone service status for a room is:
©Enabled Local/LD (long distance) – unlimited calling and 911 calls
©Enable Local – local, toll-free, and 911 calls
©Disabled – in-house and 911 calls
Manually Change Phone Service Status
1. From the Browse 
Window, highlight the 
room listing.
2. Click Control/Status 
Ta b .The Control/Status Tab screen displays (shown above).
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							Features
Check in Guest
Strata DK HMIS 5/9941
Check in Guest
Guests, with or without reservations, are checked in using the Check-in screen (shown 
below). During the check-in process, the following items are automatically performed 
by HMIS:
©The room telephone is turned on.
©LCD name is reset to the primary guest’s name. 3. Click Change Phone 
Service.A pop-up box displays:
4. Click Yes to enable 
long distance and 
local usageNo further messages appear and the Phone Service 
status on the screen reads Enable Local/LD.
...or No to disable 
long distance usage.A pop-up box displays:
5. Click Yes to enable 
local and toll-free 
usageThe Phone Service status on the screen reads Enable 
Local.
...or No to enable
in-house calls only.The Phone Service status on the screen reads Disabled.
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							Features
Check in Guest
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©If the Stratagy Voice Processing System is installed, guest room telephones are set 
to CFBNA to Stratagy.
Check in Walk-in Guest
NoteIf a Pending Reservation is highlighted when you click Check-In in this 
procedure, HMIS displays a pop-up box asking you to confirm the check in of 
the guest with the reservation. Click No and highlight an empty or occupied 
room.
1. From the Main 
screen, click
Check-In.The Check-in screen displays see Page 41.
2. Click Walk-In. The Reservation Date calendar displays with the 
current date highlighted.
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General/Detail 
Windows 
						

							Features
Check in Guest
Strata DK HMIS 5/9943
3. Click expected 
check-out date on the 
calendar.You can scroll the calendar (months/years) by clicking 
the scroll buttons (t u).
NoteIf you check the wrong date, click Clear 
Settings to start over.
4. Click Assigned 
Check-Out Date. The Available Room Selection screen displays. All 
available rooms are listed by room number. An asterisk 
appears next to any room that is currently occupied. 
(See “Available Room Selection Screen” on Page 28 
for field descriptions.)
NoteClicking Cancel on this screen stops the 
check-in process.
5. Highlight the desired 
room.
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							Features
Check in Guest
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6. In the General 
Window at the top of 
the Check-in screen, 
type the guest’s name 
and credit card 
information.
(See “General Window” on Page 64 for field 
descriptions.)
7. (Optional) If the basic 
room rate does not 
apply, double-click on 
the Daily and/or
Wk. End Rate fields 
and enter the 
applicable rate.
8. (Optional) If a room 
discount applies, 
enter a discount 
(X.XX format) in the 
Discount % field.For example, if the discount is 5-1/2%, enter 5.50. If 
you enter a whole number, HMIS adds the decimal and 
zero fills the two spaces (e.g., 5 becomes 5.00).
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							Features
Check in Guest
Strata DK HMIS 5/9945
9. Click the Details Tab. 
Enter the applicable 
information.
(See “Details Window” on Page 61 for field 
descriptions.)
10. In the Available 
Room Selection 
screen, click AssignThe guest is checked in and the Main screen displays.
...or click Cancel. The check-in process is cancelled and no room 
assignment is made.
11. (Optional) Click 
Detail at the bottom 
of the Main screen. 
Enter or change any 
information. Click 
Save.
(See “Customer Detail Window” on Page 55 for field 
descriptions.)
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							Features
Check in Guest
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Check in Pending Reservation Guest
12. Go to “Optional 
Check-in 
Requirements” on 
Page 47.NoteThe automatic check-in capability turns the 
room telephone on at check-in.
1. From the Browse 
Window, click Room 
with Pending
Check-In option. 
Highlight the guest’s 
name/room listing.
You can sort this Window by clicking on any column 
heading (e.g., guest’s last name).
2. Click Check-In 
(upper-left corner of 
Main screen).
3. Click Yes. The Pending reservation disappears from the Browse 
Window. 
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							Features
Check in Guest
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Optional Check-in Requirements
Does the guest require any special accommodations? If yes,
1. Click Restrict/Accommodate Tab.
2. Check any requirements (e.g., baby crib, wheel chair).4. From the Browse 
Window, click All 
Rooms option.The room records display.
5. Highlight the room 
listing for the guest 
you checked in.Guest and room information (name, confirmation 
number, room number, reservation dates, rate, credit 
card number and expiration date) entered when the 
reservation was made automatically appear on the 
Main screen.
6. (Optional) Click 
Detail (lower portion 
of Main screen). 
Enter or change any 
information. Click 
Save.
(See “Customer Detail Window” on Page 55 for field 
descriptions.)
7. Go to “Optional 
Check-in 
Requirements” on 
Page 47.
NoteThe automatic check-in capability turns the 
room telephone on at check-in.
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							Features
Check Out Guest with Billing
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3. Click Save.
Is the guest handicapped, therefore having special requirements? If yes,
ä
Check the Handicap box at the top of the Main screen. Click Save.
If this is a cash paying guest, does he/she need to make telephone calls that 
will require charges? If yes,
The guest needs to make a deposit. See “Deposit/Payment” on Page 56 for instructions 
on recording the deposit in the room record.
Does the guest require a wake-up call? If yes,
Follow the instructions in “Automatic Wake-up Calls” on Page 22 to set an automatic 
wake-up call.
Should the room be billed at Holiday, Seasonal or Special Rates? If yes,
Follow the instructions in “Change Room Rate to Holiday/Seasonal or Special Rate” 
on Page 100 to change the rates.
Check Out Guest with Billing
During the check-out process, the following items are automatically performed by 
HMIS:
©All messages and wake-up logs are cleared.
©Maid Service is set to Required.
©Phone Service is set to outgoing call restriction.
©LCD name is reset to Room Number only.
©Voice mailbox is reset (if Stratagy is installed).
In addition, a Morning Check Out List Report can be printed at any time (see 
“Reports” on Page 75). The report lists all rooms expected to check out on the current 
date. The listing includes room number, extension, guest name, check-in/out dates and 
number of adults/children in the party.