Hourly Check In Report
On this page
The Hourly CheckIn Report (screen title Hourly CheckIn Report) lists the hourly (short-stay) check-ins of one day with the duration in hours, charges, payments and balance. It is for hotels that rent rooms by the hour.
Purpose
Track short stays: who checked in by the hour, for how long, what they were charged and what is still due.
Who uses it
- Front office manager and accountant of hotels with hourly rooms.
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: Hourly (short) stays checked in on a date.
- What this report shows: Each hourly stay on the chosen date with room, check-in and check-out time, duration in hours, charges, payments and balance.
- How to read it:
- Duration is the number of hours the room was used.
Columns explained (the same text shows on the help icon next to a column title):
| Column | Meaning |
|---|---|
| Duration (Hours) | Hours the room was used. |
| Total Charges | Everything charged to the folio. |
| Total Payment | All payments received. |
| Balance | What is still owed: charges minus payments. Above zero = the guest or account owes money. |
Before you start
- A stay appears only when it was booked as an hourly stay (hourly rate). Normal nightly stays are in the Daily Report.
Step by step
- Click Reports in the left menu (or press Ctrl+K and type the report name). The report library opens at
#/reports. - Choose the category Daily Reports (or type in the search box) and click the card Hourly CheckIn ("Hourly check-in count"). You can also open
#/report/hourly-checkindirectly. - The report opens and runs once with its default criteria, so you already see data. Under Report criteria set From Date as you need (in a date calendar, Working Date jumps to the current business date).
- Click Show to run it again with the new criteria. The line under Results tells how many rows are shown.
- 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.
- 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 | The arrival day of the hourly stays. | The PMS date. |
Columns
| Column | Meaning and how it is calculated |
|---|---|
| Guest Name | The primary guest. |
| Status | CheckIn while the guest is in the room, CheckOut after. |
| Folio Number | The folio. |
| Date In, Date Out | Arrival and departure with the time. |
| Duration (Hours) | Number of hours rented. |
| Room Name, Room Type | The room and its type. |
| Total Charges | Rent + rent tax + other charges + sales tax - discount. |
| Total Payment | Payments on the folio. |
| Balance | Total Charges - Total Payment. |
Totals and grouping
One line per hourly stay, no totals row.
How to read an example
The demo hotel has no hourly rooms, so for 17-Oct-2026 and 16-Oct-2026 the report shows only the headings and No record found!. For a 3-hour stay at a rate of 600.00 with 12% tax the line would show Duration 3, Total Charges 672.00 and, once paid, Balance 0.00 (an illustration, not demo data).
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
- Which hourly stays were there today?
- How long did each stay?
- Is anything still due on an hourly stay?
Troubleshooting
| What you see | Why and what to do |
|---|---|
| The report is empty although I rented by the hour | The booking was not made as an hourly stay, or its arrival date is a different day. |
| 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. |
Related reports
Screenshots
