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View Reservation Details

Quick Lookup

Use the search box to find guests by full name with spaces, last name, or room number.

View reservation details, guest contact info, and room assignments from the Operations View.

Go to: Operations View

TabShowsWhen to Use
Check-outsGuests departing todayMorning departures
Stay-oversGuests continuing stayMid-day room checks
Check-insGuests arriving todayAfternoon arrivals

Access the Operations View​

  1. From the main dashboard, click Operations View
  2. Choose a tab: Check-outs, Stay-overs, or Check-ins
  3. Click any reservation to open full details

View Options​

Switch between two display modes using the toolbar:

  • Card View: Visual cards with guest photos and key info at a glance
  • Table View: Compact list with sortable columns for handling many reservations

Card View​

Check-ins Card View

The card view displays reservation cards with:

  • Guest name and confirmation status
  • Info icon next to status (shows why some check-ins are from yesterday)
  • Room number and type
  • Check-in/out dates and number of nights
  • Payment balance and pre-arrival status
  • Guest contact information
  • Booking source (Website/Booking Engine)

Late arrivals from the previous day show an info icon next to the status tag.

Table View​

Check-ins Table View

The table view provides a compact, sortable list with columns for:

  • Room number and reservation details
  • Check-in/out dates
  • Pre-arrival status
  • Booking source
  • Payment information
  • Balance and room status
  • Quick action buttons

If no reservations match, the table shows an empty state icon and message.

Action Buttons​

Each reservation displays action buttons based on the tab and current status. Buttons appear in both Card View (bottom of card) and Table View (rightmost column).

Common Actions (All Tabs)​

View Details​

  • Icon: Eye
  • What it does: Opens the reservation details modal with full guest information, payment summary, and notes
  • When displayed: Always available
  • When disabled: Never disabled

Click to access:

  • Guest contact information (with copy-to-clipboard)
  • Full reservation details and status
  • Room assignment and housekeeping status
  • Payment capture controls
  • Room change options (Cloudbeds only)
  • Edit reservation details (AVA PMS or Mews)
  • Update reservation status (AVA PMS only, from Edit Reservation Details)

Clean Room​

  • Icon: Sparkles
  • What it does: Marks the room as clean in your PMS system
  • When displayed:
    • Check-ins: When room is assigned
    • Check-outs: When room is assigned and guest not checked out
    • Stay-overs: When room is assigned and marked dirty
  • When disabled: Room is already marked as clean
  • Tooltip when disabled: "Room already clean"

Check-Ins Tab Actions​

Manage Pin / Encode Keycard​

  • Icon: Key
  • What it does:
    • Smart Locks: Generates and assigns a door PIN code
    • Keycard (Automatic): Encodes a physical keycard
    • Keycard (PMS): Triggers PMS keycard encoding
    • Locker Codes: Generates a locker access code
  • Variant: Primary (blue button)
  • When displayed: Always shown
  • When disabled:
    • No room assigned
    • Smart lock not connected to room
    • PMS keycard encoder not configured
  • Loading state: Shows spinner while encoding/generating
Room Access Method

Button behavior changes based on your Settings → Room Access configuration.

Check In Guest​

  • Icon: Log In
  • What it does: Marks the guest as checked in and updates status in your PMS
  • Variant: Success (green button)
  • When displayed: Only before guest is checked in
  • When disabled:
    • Guest already checked in
    • No room assigned
  • Tooltip when disabled:
    • Already checked in: "Already checked in"
    • No room: "Room must be assigned"
Check-In Requirement

Guests must have an assigned room before checking in. Assign rooms in your PMS first.

Check Out Previous Guest​

  • Icon: Log Out (Red)
  • What it does: Checks out the previous guest still occupying the room
  • Variant: Danger (red button)
  • When displayed: Room is assigned and current reservation is not checked in yet
  • When disabled: Current guest is already checked in

Use this when the previous guest's checkout wasn't processed but their room is needed for the incoming reservation.

Check-Outs Tab Actions​

Check Out​

  • Icon: Log Out
  • What it does: Processes guest checkout and updates status in your PMS
  • Variant: Primary (blue button)
  • When displayed: Always shown in Check-outs tab
  • When disabled:
    • Guest already checked out
    • No room assigned

Stay-Overs Tab Actions​

Stay-overs includes View Details, Clean Room (when dirty), and Manage Pin / Encode Keycard buttons.

The Manage Pin / Encode Keycard button on this tab works identically to the Check-Ins version—use it to regenerate access codes if needed during a guest's stay.

Reservation Details​

SectionInformation Shown
Guest InformationName, email, phone, additional guests
Reservation DetailsCheck-in/out dates, nights, status, confirmation number, OTA number (when available)
Room InformationRoom number, type, housekeeping status
PaymentsDeposit and room payment details, capture status
NotesGuest requests, internal staff notes, PMS notes

Copy Guest Contact Info​

  1. Open reservation details
  2. Hover over the email or phone number
  3. Click the copy icon
  4. A confirmation appears when copied
tip

On reservation cards, click the phone number directly to copy it.

Edit Reservation Details (AVA PMS or Mews)​

Use this to update dates, guest counts, or the OTA number.

  1. Open the reservation details modal.
  2. In Reservation Details, click the pencil icon.
  3. Update Check-in, Check-out, Adults, Children, or OTA Number.
  4. Click Save.

✓ The reservation updates and the modal closes.

If the pencil icon is disabled

Reservation edits are only supported for AVA PMS or Mews and require a confirmation number.

Cancel or Reinstate a Reservation (AVA PMS Only)​

  1. Open the reservation details modal.
  2. In Reservation Details, click the pencil icon (Edit Reservation Details).
  3. In Status, select:
    • Cancelled (to cancel), or
    • Reserved (to reinstate)
  4. Click Save.

✓ The reservation status updates in AVA.

Room assignment changes

Setting Status to Cancelled removes its room assignment. Reinstated reservations stay unassigned until you assign a room in your PMS.

Payment Summary and Capture​

Review deposit and room payments from the reservation details modal. Capture the deposit when your policy allows it.

View Payment Summary​

  1. Open the reservation details modal
  2. Find the Payments section
  3. Review Deposit Payment and Room Payment details

✓ You should see status, amount, method, and reference when data is available.

Capture a Deposit Payment​

  1. In Deposit Payment, click Capture Payment
  2. Review the confirmation message
  3. Click Capture Payment to confirm

✓ The modal shows Payment captured once the capture completes.

info

If capture is still processing, the status updates after a short wait.

Room Changes (Cloudbeds or AVA)​

For hotels using Cloudbeds or AVA, you can change room assignments before checkout:

  1. Open the reservation details
  2. Click Change room
  3. Search or filter to find a room
  4. Use Move room to filter:
    • Allow move room shows rooms that can be moved
    • Do not move room shows rooms you should avoid
    • All shows every room
  5. If a room has alerts, hover the Alert triangle icon to read details
  6. Select the new room
  7. Click Confirm room change
Locked rooms

A lock icon next to the room number means "Do not move room."

warning

Selecting an occupied room will swap the two guests. Review the warning before confirming.

Room alerts

An amber triangle means the assigned reservation has alerts. Hover to see the alert code, area, and description.

Edit Reservation Details (AVA PMS or Mews)​

Use this when you need to correct dates or guest counts for an AVA or Mews reservation.

  1. Open the reservation details modal.

  2. In Reservation Details, click the pencil icon (Edit Reservation Details).

  3. Update the fields:

    • Check-in
    • Check-out
    • Adults and Children
    • OTA Number (optional)
    • Status (when available)

  4. Click Save.

    ✓ The updated details show in the modal.

Cancel or Reinstate a Reservation (AVA PMS Only)​

Cancel removes the room assignment. Reinstate brings the reservation back without assigning a room.

  1. Open the reservation details modal.

  2. In Reservation Details, click the pencil icon (Edit Reservation Details).

  3. In Status, select Cancelled (to cancel) or Reserved (to reinstate).

  4. Click Save.

    ✓ Status updates in the modal.

After reinstating

If the room shows Unassigned, assign a room in your PMS and then click Refresh in Streamliner.

Stale Data Warning​

If data is older than 30 minutes, a yellow banner appears:

"Data may be out of date. Last updated [time ago]."

Click Refresh in the toolbar to fetch the latest reservations.

Troubleshooting​

Reservation not showing​

What you see: Expected guest is missing from the list.

Fix:

  1. Check you're in the correct tab (Check-ins vs Stay-overs vs Check-outs)
  2. Use search to find by full name with spaces, last name, or room number
  3. Click Refresh to update data

Reservation shows in Check-ins but check-in date is yesterday​

What you see: A reservation appears in Check-ins, but its check-in date is yesterday.

Why this happens: The guest may arrive after midnight. Streamliner keeps the reservation in today's list.

Check:

  • You see a blue info icon next to the status badge

Fix:

  1. Hover the info icon to read the note
  2. Continue the check-in normally when the guest arrives
  3. If the reservation looks wrong, click Refresh and confirm dates in your PMS

Full name search not matching​

What you see: A full name search returns no results.

Fix:

  1. Type the name as First Last with a space
  2. Remove extra words like middle names or titles
  3. Try a single name to match first or last name

Check In button disabled​

What you see: Check In Guest button is grayed out.

Check:

  • Guest has an assigned room
  • Guest is not already checked in
  • Reservation shows correct status

Fix:

  1. Verify room assignment in your PMS
  2. Wait for sync (typically 2-5 minutes)
  3. Click Refresh in toolbar

Manage Pin / Encode Keycard button disabled​

What you see: Key button is grayed out or says "Room must be assigned."

Fix:

  1. Confirm room is assigned in PMS
  2. For Smart Locks: Verify lock is paired in Settings → Room Access
  3. For Keycard: Check encoder is configured in Settings → Room Access
  4. Click Refresh to sync latest data

Clean Room button disabled​

What you see: Sparkles button is grayed out or tooltip says "Room already clean."

Fix:

  • Room is already marked clean in your PMS
  • No action needed unless PMS status is incorrect
  • Update room status in PMS if needed, then Refresh

Check Out Previous Guest button not showing​

What you see: Expected red Check Out Previous button missing.

Check:

  • You're in the Check-ins tab
  • Current guest is not already checked in
  • Room is assigned

Why it's hidden: This button only appears when a previous guest still occupies a room needed for a new arrival.

No room number displayed​

What you see: Room shows as "Unassigned."

Fix:

  • Room is not yet assigned in PMS
  • Assign room in your PMS and wait for sync

Room change button unavailable​

What you see: "Room changes are not supported for your PMS."

Check:

  • Your PMS is Cloudbeds
  • Guest is not already checked out
  • Reservation has an assigned room

Alert icon not showing​

What you see: A room should have alerts, but no alert triangle appears.

Fix:

  1. Click Refresh in the toolbar.
  2. Confirm the reservation has alerts in your PMS.
  3. Reopen Change room and check again.

Edit Reservation Details is disabled (AVA or Mews)​

What you see: The pencil icon in Reservation Details is grayed out.

Check:

  • Your PMS is AVA or Mews
  • The reservation has a confirmation number
  • The reservation has room information

Fix:

  1. Refresh the reservation details modal.
  2. If the edit icon stays disabled, make the change in your PMS and refresh again.

Status dropdown missing (AVA)​

What you see: You do not see the Status dropdown in Edit Reservation Details.

Why this happens:

  • Status updates are only supported for AVA PMS.
  • Some statuses do not allow in-app status changes (for example, Unconfirmed, Due In, or Due Out).

Fix:

  1. Confirm your hotel uses AVA PMS.
  2. Confirm the reservation has a confirmation number and room information.
  3. If the reservation is in an excluded status, update it in your PMS and then click Refresh in Streamliner.

Capture Payment button missing​

What you see: No Capture Payment button in Deposit Payment.

Fix:

  1. Confirm the reservation has a deposit payment
  2. Check the deposit status is not already captured
  3. Refresh the reservation details modal

Missing payment reference​

What you see: "Missing payment reference."

Fix:

  1. Refresh the reservation details modal
  2. Ask a manager to confirm the deposit in your payment gateway
  3. Contact support if the reference is still missing

Capture status not updating​

What you see: "Waiting for capture result..." stays on screen.

Fix:

  1. Wait 1-2 minutes for the payment gateway to respond
  2. Close the modal and reopen the reservation
  3. Contact support if the status does not update after 5 minutes

High Volume Tips​

Use these workflows to handle groups and busy check-in periods efficiently.

Efficient Check-In Workflow​

  1. Open Operations View → Check-ins early
  2. Switch to Table View for a compact overview
  3. Sort by arrival time or room number
  4. Note VIP guests and special requests

Processing tips:

  • Search first: Type guest name or room number instead of scrolling
  • Pre-assigned rooms: Handle these first (faster)
  • Problems separately: Flag issues and return to them after the rush

Handling Group Bookings​

Before the group arrives:

  1. Set up the group block in your PMS
  2. Pre-assign rooms in PMS
  3. Print or download a rooming list
  4. Wait for sync to Streamliner

During group check-in:

  1. Set up a dedicated check-in area
  2. Check in the group leader first
  3. Work through the rooming list room-by-room
  4. Hand out keys in order
info

Group reservations are managed in your PMS. Changes sync automatically to Streamliner.

Common Scenarios​

ScenarioApproach
Conference (50+ guests)Pre-assign rooms, print rooming list, process alphabetically
Wedding party (20 rooms)Group rooms together, check in organizer first
Tour bus (30 guests)Get manifest from tour leader, pre-stage key cards by room number

What the System Does NOT Support​

  • ❌ Selecting multiple reservations at once
  • ❌ Bulk check-in with a single click
  • ❌ Mass room assignments
  • ❌ Bulk message sending

Workaround: Make changes in your PMS (Cloudbeds, Opera, Mews), wait for changes to sync, then confirm in Streamliner individually.

Still Stuck?​

Contact success@vouch-technologies.com if:

  • ❌ Issue persists after refreshing
  • ❌ Data shows incorrectly after multiple syncs
  • ❌ Room changes fail repeatedly

Helpful to include:

  • Screenshot of the issue
  • Guest name or reservation ID
  • Steps you've already tried