Front Office
Manifests and Sign-In Sheets Reach out to your TA/Crew contact to ensure that all necessary associates have access to the portal to retrieve monthly manifests and daily sign-in sheets. The portal is also where your accounting/front office team will confirm reservations for invoicing. Monthly manifests are typically posted approximately 10 days prior to the start of the new month. This will give you an overview of how many rooms will be needed each day as well as flight numbers, arrival times and departure times. This will be your tool in scheduling transportation needs accordingly from week to week. The manifest should be sent to your EGRC immediately upon receipt to true up the months group block. Once the block is set, the Front Office team will need to create the physical reservations for each day before the first of the month. Reservations should be made under (Crew Name, Date) for each individual day.
Daily sign-in sheets will become available the day prior to arrival. This will confirm definite number of rooms for the following day, flight numbers, arrival times and crew member names. Crews must signature by their names at check-in. Sign-in sheets will also have sections for the Front Office team to write in guests’ room numbers and departure time. It is a best practice to write in the shuttle departure times prior to the crew’s arrival to ensure that the hotel is dictating the time of departure so that there is no overlap in scheduling. Previous, current, and next day sign-in sheets should be posted at the front desk to refer to for shuttle times and schedules. Communication If your hotel is not already contracted with the relay devices, one will need to be created for hands free communication between drivers and the front desk. These devices are perfect for drivers as they run off of cellular data and are push to talk.
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