Step by step
Check a guest in
When the guest arrives, give them a ready room, fill in the guest register and check them in. Where the hotel's door locks are connected, Kila makes their door code, and the folio is open for charges.
Checking in turns a reservation into a stay in the house: the guest gets a room, the hotel gets the details the guest register needs, and the folio starts taking charges.
Find the guest and tap Check in
On Hotel › Front desk, find the guest under Arrivals and tap Check in on their row. You can also find them with Find a guest, room, phone or reservation (/) and tap Check in on their reservation.
Choose the room
Kila suggests a clean room of the type booked. The list marks a room still waiting for cleaning (not cleaned) and a room of another type (other type).
Say how many keys
Where the hotel’s lock system is connected and live, Door codes to send (or Cards to encode) says how many keys Kila makes for the stay. Without one the field is Keys given, a note of the keys you hand over.
Fill in the guest register
Under Guest register, fill in each field without Optional. At the lodge those are ID or passport, ID or passport number, Nationality and Phone; Kila fills in the number and phone it already has. Scan reads a passport or ID card with a scanner, so you do not type it.
Tap Check in
Kila says where the guest is, the deposit asked and the keys, such as Lukas Becker is in room 203. Deposit asked: KES 11,000.00. 1 key on the way. Check in stays grey until a room is chosen and every required detail is in.
Check the folio
The stay is now In house (6). The register’s details sit on its folio (7), and with door locks the guest’s door code is under Keys. If a deposit is asked and not paid yet, take it now: see Take a deposit.
Not available yet
The door codes in these pictures come from Kila’s simulator on the demo site: TTLock (test mode). On a live Kila, keys are made only on a lock system connected and live: “Test mode runs on Kila’s demo site only. Connect the lock system and switch it to live, or give keys by hand.” A code sent by SMS or WhatsApp stays in Kila’s message log and does not reach the guest’s phone yet: send codes by email, or give the code at the desk. See Set up door locks and ID checks.
Good to know
Hotel › Guest register lists every check-in with the details the register asks for, “to print for an inspection”: choose the dates and tap Print. The owner chooses the details, and which ones are required, under Hotel › Hotel settings.
Kila says the room has not been cleaned
Link to this section: Kila says the room has not been cleanedThe lodge does not put guests in a room waiting for cleaning; Kila warns Room 204 has not been cleaned yet. as soon as you choose it. Choose a room without (not cleaned), or ask housekeeping to finish it first.
Check in stays grey
Link to this section: Check in stays greyA required detail of the register is empty, or no room is chosen. Fill in each field without Optional.
The guest has no reservation
Link to this section: The guest has no reservationTap Walk-in. Walk-in: room for tonight books tonight and its button is Book and check in: Kila then opens the check-in straight away. Choose a clean room, as it says: “Choose a clean room to check in to.”
- How the front desk and the room grid work: arrivals and room readiness.
- Set up door locks and ID checks: door codes and scanning a passport.
- The folio: charges and payments: what goes on the guest’s bill.
Next: take the deposit if one is asked, or post the guest’s charges as the stay goes on.