FindMyStay.in
Pre-arrival management
Prepare tomorrow’s and today’s arrivals: special requests, express pre-registration, and room readiness notes.
Front desk · Academy
What this section is
Pre-arrival is your planning list before guests reach the counter. Capture preferences (high floor, extra mattress, Jain meals, airport pickup) so check-in is fast and personal.
In the owner dashboard
Open Pre-arrival management under Listing / Property after you claim a stay. Same vocabulary as Help Academy.
~8 min
Typical time to read this guide and complete the screen once for a small property.
Front office · Front desk
Daily reception workflow: pre-arrival through night audit, including walk-ins, room assignment, and Form C.
Help cues
When to use it
Cue 1
Evening before a full house.
Cue 2
Corporate or wedding blocks with many same-day arrivals.
Cue 3
Foreign guests who may need Form C prep.
Do this
Step-by-step
-
Open Pre-arrival
Front desk → Pre-arrival. Review upcoming expected arrivals and any special-request flags.
India example: Friday list: Priya Sharma · Deluxe · high floor · baby crib · ETA 14:00 from COK airport. -
Capture or confirm requests
Add notes the team can see at check-in. Flag express pre-registration when ID/details can be collected ahead.
India example: WhatsApp guest for company GSTIN if they need a tax invoice in the company name at checkout. -
Hand off to room assignment / HK
If a room type is tight, pre-assign via Assign rooms after HK status is clean. Link foreign guests to C-Forms prep.
India example: German couple arriving Sunday → draft Form C fields ready · assign quiet courtyard room 112.
Tips
Pre-arrival notes beat sticky paper on the counter — they stay with the reservation. · For MAP (Modified American Plan: breakfast + one major meal) or AP (American Plan: all meals), note first meal (dinner on arrival) for F&B.
Common mistakes
Waiting until the guest is at the desk to discover “connecting rooms” on a sold-out night.
Staff training
Detailed examples
Full India-hotel scenarios — same structure as Help Academy. Follow on the live screen with your team.
Example 1: Full worked example: Friday night prep for Saturday arrivals
Setting
Seaside Heritage, Fort Kochi · Friday 8:30 PM · tomorrow is full house (wedding + OTA + one foreign couple).
Who is involved
Night receptionist Arjun · HK supervisor Ravi · Guest WhatsApp on hotel number
Arjun opens Pre-arrival to plan Saturday so the morning team is not surprised. Three cases matter most:
1) Mrs Priya Sharma — Booking.com Deluxe, landing COK 13:10, requested high floor + baby crib + Jain breakfast note for Sunday.
2) Infosys corporate — two Superior rooms, need tax invoice in company name with GSTIN at checkout.
3) Müller (Germany) — 2 nights, courtyard preference, Form C required on arrival.
Pre-arrival is where these notes become part of the reservation — not sticky papers on the monitor.
| # | What staff do | What they should see |
|---|---|---|
| 1 | Front desk → Pre-arrival · look at Saturday date | List of expected arrivals with room type and any existing special-request flags. |
| 2 | Open Priya Sharma → add note: “High floor, crib, ETA ~14:30 from COK, Jain breakfast Sun” | Note saved on reservation; morning Arrivals will show it. |
| 3 | Mark express pre-registration if your process collects ID ahead; WhatsApp template asking for guest names for crib age | Guest replies “1 adult, 1 child age 2” — update adults/children if needed. |
| 4 | Infosys bookings → note “Invoice: Infosys Ltd · GSTIN 29AAAAA0000A1Z5” | Cashier will not print personal-name invoice by mistake. |
| 5 | Müller → note “Package quiet room · prepare C-Form” · open Assign rooms when 112 is clean | Room 112 pre-assigned; C-Forms draft ready for passport last-4 capture tomorrow. |
| 6 | Message Ravi on staff group: “Crib in 205; inspect 112 before 12:00” | HK acknowledges; Pre-arrival notes remain the system source of truth. |
Example 2: Same-day surprise: wedding guest list grows by two rooms
Setting
Saturday 11:00 AM · wedding planner calls for two extra Deluxe rooms tonight.
Who is involved
Priya · Owner on phone
Pre-arrival still helps: add the new names as soon as reservations exist, with “Wedding extra — late arrival after baraat”. That way night shift does not treat them as random walk-ins.
| # | What staff do | What they should see |
|---|---|---|
| 1 | Create/confirm the two reservations (Reservations / New booking) | Two new expected arrivals appear. |
| 2 | Pre-arrival → add late-arrival + wedding notes | Evening team sees context without calling the planner again. |
Pricing unlock
Which plans include Pre-arrival management
Ready to set this up?
Claim your listing, open Pre-arrival management in the owner dashboard, then continue Setup order.