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Desk User Shift Report

Updated

On this page
  1. Purpose
  2. Who uses it
  3. About this report on screen
  4. Before you start
  5. Step by step
  6. Filters
  7. Columns
  8. Totals and grouping
  9. How to read an example
  10. Common questions it answers
  11. Troubleshooting
  12. Messages you may see
  13. Related reports
  14. Screenshots

The Desk User Shift Report (card Daily Shift, shown with the screen title Desk User Shift Report) lists the payments of every shift of every desk user in a date range, one block per shift, with the status of each line and a total for each shift.

Desk User Shift Report result

Purpose

Show who received which payment in which shift, so that a manager can check a shift against the cash that the user handed over, and follow up differences.

Who uses it

  • Manager or accountant with the all-users privilege: any user.
  • Desk user with only the basic privilege: only their own shifts.

About this report on screen

Every report page has an About this report bar under its header (button Explain / Hide). It explains the report in plain words:

  • Summary: Every payment a desk user took in a period, shift by shift.
  • What this report shows: Per guest and shift: cash, card sales, card authorisations, bank and other payments, deposits, discount and direct billing.
  • How to read it:
  • CC Auth is a hold on the card; Auth To Sale is a hold that was later charged.
  • Good to know:
  • Users without the "all desk users" privilege only see their own shifts.

Columns explained (the same text shows on the help icon next to a column title):

Column Meaning
Bank Payments by bank transfer or other bank payment types.
CC Sale Card payment that was charged.
CC Auth Card authorisation: a hold on the card, not yet charged.
Auth To Sale An authorisation (hold) that was later charged as a sale.
Direct Billing Charges billed to a company or channel account instead of the guest.
Discount Discounts given on the bill.
Deposit Money taken in advance; it is used against the bill.

Before you start

  • Shifts exist only after a user has started a shift (Shift Start).
  • The report picks shifts by the date on which the shift started: a shift that began yesterday and is still open belongs to yesterday.

Step by step

  1. Click Reports in the left menu (or press Ctrl+K and type the report name). The report library opens at #/reports.
  2. Choose the category Daily Reports (or type in the search box) and click the card Daily Shift ("Shift-based daily data"). You can also open #/report/daily-shift directly.
  3. The report opens and runs once with its default criteria, so you already see data. Under Report criteria set From Date, To Date, Select Desk User as you need (in a date calendar, Working Date jumps to the current business date).
  4. Click Show to run it again with the new criteria. The line under Results tells how many rows are shown.
  5. Read the result as a Table or as Cards (switch at the top right). Columns shows or hides columns and lets you drag them into another order; click a column title to sort. Hide criteria / Show criteria folds the criteria away; on a tablet or phone it folds by itself after Show and leaves a one-line summary.
  6. Click Export and choose PDF, Excel or Email (PDF). The button is always in the header but stays disabled until the report has rows.

Filters

Filter Meaning Default / rules
From Date, To Date The first and last day on which shifts started. Both the PMS date. The date picker cannot go before the first PMS date of the hotel. A To Date earlier than the From Date is moved up to the From Date automatically.
Select Desk User One user, or ALL. ALL for users with the all-users privilege; users with only the basic privilege see and get only themselves. (The same user list is used by Daily Collection, Desk User Activity, Credit Card Activity and Payment Type.)

Columns

Column Meaning and how it is calculated
Status CI = check-in folio, R = reservation, DB = direct billing (Sales & Channel, name shown with *), MI = miscellaneous income (name with **), ME = miscellaneous expense, GP = group payment, "Total (Shift)" = the total line of the block.
Room Name The room (or the room type for reservations without a room).
Guest Name Primary guest or payer.
Date In, Date Out Stay dates (blank for DB, MI and ME).
Payment Date Date and time the payment was taken.
Cash, Bank Payments of those payment-type categories (deposits excluded unless tied to a charge).
CC Sale, CC Auth, Auth To Sale Card sale; card authorization (hold); an authorization that was completed into a sale.
Direct Billing Amount posted to a Sales & Channel on a check-in line.
Discount A discount entry of the shift.
Deposit Advance deposit.
Other Payment Payment types of category Others (complimentary types are left out).

Totals and grouping

Each block has a heading such as Demo Hotel Owner -> Shift Start: 10/16/2026 5:27:00 AM Shift End: 10/16/2026 7:40:00 AM (an open shift has no end), the lines of that shift, and a Total (Shift) line. The report ends with a Grand Total. Within a block the lines are grouped by status type.

How to read an example

For 16-Oct-2026 to 17-Oct-2026 the report shows 2 shifts. For example the first shift of the owner starts at 5:27 AM and ends at 7:40 AM and holds the advance payments of the reservation of Meera Joshi (2,000 cash, 1,000 UPI listed under Bank, 1,500 cash and a refund line of -1,000). The default date (only the PMS date, 17-Oct) shows just the Grand Total of 0, because the shift that holds the payments of that day started on 16-Oct.

The numbers come from the SunTatva Demo Hotel on the day this page was written; your own figures will of course differ.

Common questions it answers

  • What did each user collect in each shift?
  • Which payments belong to which shift?
  • Did a shift include deposits, card holds or direct billing?
  • Does the shift total equal the cash counted?

Troubleshooting

What you see Why and what to do
Only the Grand Total of 0 is shown No shift started in the dates you chose. Widen the range to include the day the shift started.
A payment of today is not in the report It belongs to a shift that started earlier; include that start date.
I see only myself in the user list Your role has only "View Daily Shift Report". The all-users privilege shows everybody.
Export is greyed out The report has no rows (No record found!), so there is nothing to export. Change the criteria and click Show.
You are signed out when the report opens Your role does not have the privilege of this report. The screen checks the privilege when the address is opened and logs you out if it is missing.

Messages you may see

Message Why it appears What to do
No record found! The report found nothing for the date or filters you chose. Check the date (the first PMS date of the hotel is the earliest you can pick), the desk user and the other filters, then click Show.
Email sent successfully. You chose Export > Email (PDF). The server built the PDF and handed it to the mail service. Nothing. If the mail does not arrive, check the e-mail address of the property and the e-mail settings.

Screenshots

Desk User Shift Report: daily shift export
Desk User Shift Report: daily shift export
Desk User Shift Report: daily shift filters
Desk User Shift Report: daily shift filters
Desk User Shift Report: daily shift total
Desk User Shift Report: daily shift total