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Current Guest List Report

The Current Guest List report provides a point-in-time list of guests currently in-house, grouped and sorted to suit daily operations.

 

Overview

The Current Guest List is an interactive report that displays every guest currently in-house at the property at the time the report is generated. It is designed for front-office, housekeeping, and security teams who need a quick, printable list of who is on-site right now.

The report can be filtered by Category and Loyalty Membership Type, grouped and sorted to match the user's workflow, and limited to long-term, non-long-term, primary-guest-only, or non-group reservations.

Selecting Show Requirement In Notes will include any reservation Requirements alongside the reservation Notes in the output, which is useful for housekeeping and maintenance handover.

✎ Please Note: RMS is highly configurable. Some Terminology, User Access & Permissions, Images, Labels, and Functions used in these articles may differ from your setup. CLICK HERE to find out more.

 

Use Cases

  • Front office roll call - Print a list of everyone on-site right now for the front desk or duty manager.
  • Housekeeping and maintenance handover - Use Show Requirement In Notes to pass reservation requirements to housekeeping and maintenance.
  • Emergency and security - Produce an up-to-date on-site guest list for evacuation or security checks.

 

Report Options

The report options below control how the in-house list is grouped, sorted, filtered, and what detail is shown. Additional options are available by clicking More Options on the report panel.

★ Tip: Report build screens default to a common use configuration, and selections can be made as required.
Report Option Type Default Description
Group By Dropdown Properties

Breaks the output into sections. Options:

  • Properties
  • Category
  • No Grouping
  • Reservation Type
Sort By Dropdown Guest Name

Orders reservations within each section. Options:

  • Area
  • Guest Name
  • Arrive Date
  • Depart Date
Category Multi-select dropdown All Limits the report to the selected Categories.
Loyalty Membership Type Multi-select dropdown All Limits the report to guests with the selected Loyalty Membership Types.
Property Multi-select dropdown All Selected Limits the report to selected properties. Appears on multi-property databases only.
Long Term Checkbox Unchecked Includes long-term reservations in the report.
Non Long Term Checkbox Unchecked Includes non-long-term reservations in the report.
Show Only Primary Guest Checkbox Unchecked Lists only the primary guest on each reservation, hiding additional guests.
Exclude Groups Checkbox Unchecked Excludes group reservations from the report.
Group Records Only Checkbox Unchecked Limits the report to group master reservations.
Show Requirement In Notes Checkbox Unchecked Adds reservation Requirements alongside the Notes in the Notes column.

 

How to Access

In the side menu of RMS, go to Reports > Daily > Current Guest List.

  1. Select the Category.
    All other selections are Optional.
  2. Select Build.
    Screenshot of the Current Guest List build screen in RMS showing the Group By, Sort By, Category, Loyalty Membership Type, and filter options

 

Report Columns

The Current Guest List displays one row per in-house reservation, grouped by the property name. A group subtotal appears under each property, followed by a grand Total row at the bottom that sums the Areas, Balance, and People columns.

Column Description Source / Calculation
Res No The reservation number of the in-house reservation. Reservation record.
Name The Given Name and Surname of the guest on the reservation. When Show Only Primary Guest is selected, only the Primary Guest is listed; otherwise additional guests on the reservation are also shown. Guest Profile.
Loyalty Membership Type The Loyalty Membership Type held by the guest, populated when a Loyalty Membership Type is selected in the report options. Guest Profile.
Phone No The guest's contact number from the Guest Profile. Mobile is used first if available; otherwise Phone BH followed by Phone AH is used. Guest Profile.
Area The Area selected on the reservation. Reservation record.
Areas The count of Areas on the reservation. Summed in the property subtotal and Total rows. Reservation record.
Balance The outstanding balance on the Reservation Account. Summed in the property subtotal and Total rows. Reservation account.
Arrive The Arrive Date selected on the reservation. Reservation record.
Depart The Depart Date selected on the reservation. Reservation record.
ETA The Estimated Time of Arrival entered on the reservation, if any. Reservation record.
People The number of guests on the reservation in the format count plus type code (for example, 2A for two Adults). Summed in the property subtotal and Total rows. Reservation record.
BCode The Booking Source code for the reservation. Booking Source.
Notes The reservation Notes. If Show Requirement In Notes is selected, reservation Requirements are also included in this column. Reservation record.

 

Grouping and Sorting

The Group By option determines how the report sections are broken up in the output. The default is Properties, which groups rows by property for multi-property databases.

The Sort By option determines the order of reservations within each group. The default is Guest Name, which sorts alphabetically by Surname.

 

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