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F-Club

This is the procedure for registering a confirmed reservation at the Club Building. 

Last Update: 11/2024
Revised by: Johanna García G.

Objetive

• Register guests via platform in advance to facilitate a smooth check-in process, avoiding misunderstandings and delays.

• Guests should be informed during the Welcome Call that this building requires prior registration; otherwise, they will not have access to the amenities or timely entry.

• To prevent any inconvenience at the entrance that might burden front desk staff, especially during peak season, the registration process is set to occur after the Reservation Confirmation (within a maximum of two days for advance bookings. For same-day confirmations, it should be done immediately).

Any contact with the guest should include a request to confirm a valid contact number, enabling a direct conversation with the guest. This allows for a thorough and clear explanation of the importance of the registration process, along with completing other tasks essential to welcoming the guest.

FAQ's

What information do I need to complete the registration?
Information Notes
Main Guest ID Mandatory YES
Main Guest Full Name (If not send at least one Id) YES
Main Guest Email
NO
Main Guest Phone
NO
The main guest must be present at check-in
YES



All Guests ID
NO
All Guests Full Names
NO
All Guests Emails
NO
All Guests Phones
NO



Executed (Signed) Rental Agreement
NO
Background Check Screening: Passed
NO
If I do not have all the information, how long should I wait to obtain it and be able to execute the registration in the building's system?

The information for this building is sent via email. The required information in this building is basic. We should always aim to register well in advance (more than 7 days, if possible). However, if we do not have complete data one day before arrival, we can register the information available in the CRM system.

Should I call the front desk of the building to inform them of any updates regarding a guest?
  • Yes, communication with the building is the best tool to demonstrate that we are committed to meeting the building's requirements. For this reason, we are sharing updates that may impact the quality of service upon the unexpected arrival of the guest.

Workflow Map

Procedure Line

For reservations of these units, it is necessary to access the Platform and follow the process below:

  1. Access the registration medium: https://apps.gracesoft.com/PMS/OnlineBookingv2/RoomDetails.aspx?PropertyId=3369&PMSFolder=PMS10&Module=CondOwner

Important: The MAIN guest must be the first person to arrive at the entrance, and only the ID of the Main Guest is required.

      2. User and password

User: frontdesk@wehostgroup.com     /        Pass: crm1234

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3. Select check-in and check-out dates, number of nights, and number of guests

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4. Select unit number.

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5. Enter all the information, attach the ID of the Main Guest, and include the corresponding payment card for the unit.


6. Make the payment for the invoice and save the receipt to send to Accounting.

      Congratulations! You have successfully completed a registration at the building.

7.Once the registration process is complete, a few steps need to be followed for the payment the Registratration Fee. This porcess only aplicate whit this Unit: The Club Building.

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Keep in mind which entity the UNIT belongs to that we are going to register, as there is a card for each case, like this:

  • Envirotek: 3675
  • M&S and Hosting: 8535

The ID of the Main Guest must be requested to complete the registration. However, it is important that this person is the one who arrives at the Unit to check in, because if someone else arrives before the registered guest, the new guest will have to pay the Registration Fee again.

What happens if a previously made registration is canceled?
  • Every day, it is necessary to check the CRM for canceled reservations that have been registered (available in the registration view).

1. To initiate the cancellation, you must have the confirmation of the records. This can be viewed by emailing frontdesk@wehostgroup.com, entering the unit number, the reservation code, or any guest information.

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By filtering it, we found this email as a result. It's important to check the dates that match the original reservation that has been canceled.

2. When accessing the email, you should send an "update" regarding this reservation. Proceed by selecting the "reply" button in the upper right corner.

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3. When the reply window opens at the bottom of the email, it's important to delete the email address that says: scans@cabbcondo.com.

Instead, write:

4. After that, write the following template in the body of the email:

Subject
REGISTRATION CANCELED UNIT { Unit Number }
In the body of the message:

Good morning/afternoon/evening

Please allow us to inform you guest  {Name Guest }, who was staying in unit { Unit Number }, has cancelled his/her stay. 

We would appreciate you can help us by removing it from your system. 

Thank you for your diligence.

Please remember that if you have any updates you would like to share with us, you can contact our 24/7 customer service line at +1 786-796-1393, or write to us at frontdesk@wehostgroup.com.

Sincerely,
Guest Services Team at Whost

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