Guest Arrival Report

Updated 2026-10-30

The Guest Arrival Report lists every stay whose arrival date falls in the dates you choose: guests who are still only reserved and guests who have already checked in. For each one it shows the room, folio number, arrival time, departure date, guest, number of guests, rate, total charges, payments received and status.

Purpose

• Prepare the day: who is coming, in which room, at what time, and who has already paid something.
• Check the rate before the guest arrives.
• Find special remarks (late arrival, early check-in, VIP) typed on the reservation.

Who uses it

The front desk prints it in the morning. Housekeeping uses it to prepare rooms, the reservation manager to follow up on guests who have not paid an advance, and managers to see the next days' business.

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: Guests arriving between two dates.
• What this report shows: Every reservation due to arrive from From Date to To Date with the guest, room, rate, source, deposits and balance, grouped by arrival date.
• How to read it:
• Each group heading is an arrival date.
• Click a column title to sort the list.

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

Before you start

• You need the privilege Guest_Report_Arrival.
• The report runs for the PMS date by default, not the computer date. After a night audit the default day moves forward.
• Reservations and check-ins must exist for the dates. Cancelled and transferred-out folios are not shown.

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 Guest Reports (or type in the search box) and click the card Arrival ("Guest arrival list"). You can also open #/report/arrival 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 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. Sort by clicking a column heading (the sort icon shows the direction; click again to reverse). Untick columns in the Columns panel to hide them, drag the grip icon to change their order.
6. 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.
7. 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

Columns

Totals and grouping

Grouped under a heading with the arrival date. Within a date the order is the order of the data; click a heading to sort. No totals; the number of lines per day is the number of arrivals.

How to read an example

Filter 16-Oct-2026 to 19-Oct-2026 on the demo hotel (the PMS date is 17-Oct-2026). In the group 17-Oct-2026:

Kiran Bhatt (room 101) arrived at 12:38, stays one night at a rate of 2,750.00; the total is 3,080.00 (rent plus 12% GST of 330.00) and he has paid the full 3,080.00. Rohan Deshpande has a reservation for two nights, no room yet (the Room cell is empty), a total of 8,400.00 and has not paid anything, so the desk can ask for an advance. Rooms 301 to 304 are four members of the same group, all CheckedIn and all unpaid, with blank guest names because the group members have not been named.

Common questions it answers

• Who arrives tomorrow and has not paid an advance?
• Which arrivals have no room assigned yet?
• Which arrivals come through Booking.com or another source?
• What rate was promised to a guest?

Export, print and e-mail

• Excel downloads Guest Arrival Report.xlsx: property name, print date, title, "Date From:... to:..." (correct for this report), the visible columns and the lines grouped by arrival date. Only the visible columns are exported.
• Email (PDF) shows Email sent successfully. and mails the PDF to the property e-mail with EMAIL_CC in copy.
• PDF: Since 19-Oct-2026 the PDF also opens on a property without an uploaded logo. Use Excel or Email (PDF).

Troubleshooting

• The list is empty (No record found!). No arrivals in the chosen days. Check the date range and the PMS date.
• A guest I know is coming is missing. The reservation was cancelled or transferred out (those are excluded), or the arrival date is outside the range. Look in Reservation Detail with Select Date = Date In.
• Status says Reserved but the guest did not come. No-show reservations keep the status Reserved here; use Reservation Detail to see the real status.
• Status says CheckedIn for a guest who left. The report cannot tell checked-out folios apart; use Departure or Guest List.
• Total Charges is more than Rate x nights. It includes tax and other charges and the other nights' rates.
• Names are blank. Group or unnamed members: open the folio and name the guest.

Messages you may see

Related reports

Departure, Guest List, Reservation Detail, Guest Reports overview.