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Ritz Carlton building

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

Last Update: 10/2024
Revised by: Daniel Torres

Objetive

  • • Register guests in the building’s system 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 amenities or timely entry.
    • To prevent any inconvenience at the entrance that might burden front desk staff, especially during peak season, it is advisable to complete the registration process well in advance.
  • This registration is about email format, this will automatizated by the CRM.

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   NO
Main Guest Full Name
YES
Main Guest Email If not, (Front Desk Email) NO
Main Guest Phone If not, (Front Desk Phone) YES
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.

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).

    A message should be sent to the emails mentioned in the previous point.


subject
REGISTRATION CANCELED UNIT 1210.
In the body of the message:

The guest (GUEST NAME) has canceled the reservation for unit (UNIT NUMBER). We kindly request that you proceed with the cancellation of the registration to allow us to register a new guest for these dates.

UNIT 1210
Check In date:  MM / DD / YYYY
Check Out date: MM / DD / YYYY

Thank you for your diligence.


Sincerely,
Guest Services Team at Whost

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 ALL reservations, always copy the following emails:

The Reservation Team’s office hours are Monday – Friday, from 9 AM – 5 PM, so in such cases for last-minute reservations that are requested after office hours, your team should email all the emails listed above PLUS our Front Office Leaders: GRPRCKeyBiscayneFrontOfficeLeaders@marriott.com.
If you would like to submit a request in the evening, or during the weekend, or for same-day reservations, make sure to copy the Front Office Leaders with the main emails listed above.
You won’t need to copy the Front Office Leaders during our office hours.


Please note that NO USERNAME OR PASSWORD IS REQUIRED; must use the complete link.

  1.  




  2. Now, by scrolling down, look for the name of the unit corresponding to the reservation.



  3. In the desired unit, select the number of adults and children reported in the reservation. This information is available in the CRM by hovering the mouse over the reservation number in the CRM's reservation window.



  4. Back in the building's system, always select the number of rooms as 1 (one) room only.



  5. Once the room is selected, the system will change color in the right sidebar and enable the "Book Now" button. Click this button to enter the registration for the main guest.




  6. Now, complete the required information that appears in the form, which you have previously verified, and finalize the registration.



    Within the options of the form, selecting an estimated arrival time is optional. This should be filled in with the corresponding information regarding Early Check-In authorization in the CRM, keeping in mind that it must be properly authorized by the maintenance team; otherwise, the standard arrival time will be 4:00 PM.


  7. Accept the terms and conditions and click the "Complete Reservation" button to finalize the registration.
  8. If everything is correct, now proceed in the CRM to change the registration status to "Done." Also available in the registration or reservation view.



If we have registered the guest's email, the system will send a confirmation of this registration and request that the guest continue with the online pre-check-in process to facilitate quick access.

Always inform the guest that they can complete this process to avoid delays upon arrival and to enhance their experience enjoying the building's amenities. This information should be communicated during a call or via text message.

Congratulations! You have successfully completed a registration at the Hyde (Before) / Lyfe (Now) building.

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