All Reservations Check-in form and how to check-in those reservations

Author: Ran Chang | Date Created: May 15th, 2025 | Date Updated: 7/2/2025

What this is

The All Reservations Check-in form allows users to view reservations for a date they select. From this form, users can proceed to claim reservations and check-in clients whose Reservation Begin Date is in the past. This form should be used to claim reservations in two circumstances: (1) when a client is checking into shelter after midnight or (2) you are claiming reservations in the past (back data entry).

This article will walk you through how to access and use the All Reservations Check-in form.

Users must be in the Emergency Shelter Staff workgroup and have access to the Facilities Workspace. If your shelter program does not use Facilities, this article is not for you. See program enrollments or quick services.

Where to find the All Reservations Check-in form

Select the Facilities Workspace.
Open the Facility Management folder.
Click on All Reservations Check-in.

When would I use the All Reservations Check-in form?

Most of the time, you will use the Current Reservation Check-in form. The Current Reservation Check-in form allows you to check-in clients and assign beds for this evening's reservations. The difference with the All Reservations Check-in form is that you can change the date to a date in the past to see all past reservations.

This form should be used to claim reservations in two circumstances:

A client is checking into shelter after midnight, or
You are claiming reservations in the past (back data entry).

Check-in clients with the right date (when it is not today)

Select the Begin Date and hit search for the reservations you want to see (if it is after midnight, this will be yesterday's date).
Select the check box on the row of the client or clients that you want to check in. The check-in and check-out dates will autofill.
Select save and close.

Room and bed assignments are read-only on the All Reservations Check In form. Room and bed assignments can be managed from the Current Residents form.

Is your client not appearing on the list of reservations? This may mean the client does not have an active reservation for your shelter program on the date you've selected, and may also be missing an enrollment into your program. Check the client's record to find out.

If they do not have an enrollment, you will need to complete one before creating a reservation or checking them in.