Daily Flash Report
What is the Daily Flash Report?
The Daily Flash Report is an optional automated report designed to give you a daily brief of your property for Today.
It allows you to quickly see what you are expecting Today and how busy you may be.
The report contains summarised information such as the number of rooms checking in, your occupancy level today, and tomorrow's occupancy levels.
It also contains information on any outstanding balances for your currently checked in guests, and also a Housekeeping Summary on the number of cleans (and their types) to be actioned today.
Enabling the Daily Flash Report
To enable the Daily Flash Report, first navigate to the link https://flashreport.guestpoint.com/
Log in with your GuestPoint Username and Password. You do not need a serial number for this.
Once logged in, you will see a simple set-up screen like below. Ensure "Enable Daily Flash Report" is ticked and you have at least one email address entered.
You can send the Flash Report to more than one email address, simply add your additional email addresses on a new line.
Configure the time we will send you this Daily Flash Report. As the report is designed to brief you on how busy you are Today, it is recommended you set the report time to be quite early. 06:00AM is a decent time most properties use.
The "Show Guests with Room Accounts over" field has a default setting of $500. This field helps you see what rooms have an Account Balance more than the amount you have inputted, allowing you to quickly see what rooms may require payment. I have set this field to a recommended setting of $0.00.
Once done configuring all fields, proceed with blue "Save" button.
Wait a day and verify that you have received the Daily Flash Report. If you have not, please contact GuestPoint Support for assistance.
What Information the Daily Flash Report Contains
The Daily Flash Report contains summarised information relating to Today and briefs you on the number of rooms checking in, checking out, your occupancy level today & tomorrow, along with any outstanding Room Account balances. It also shows you a Housekeeping Summary displaying the number of Cleans to be actioned today (requires proper set-up of our Housekeeping to function correctly).
When you receive your Daily Flash Report from us, the subject of the email is titled "[Your Property Name] Daily Flash Report"
There are multiple sections to the Daily Flash Report, please see below for all sections and what they report on.
Summarised Key Occupancy Information
The first section highlights key information showing key occupancy information for today.
Very importantly it shows the number of rooms checking in and out.
It also shows the guest count in-house tonight, the number of rooms from each room type that is still available and the Occupancy Level Percentage for Today.
Tomorrow's Occupancy Level & Number of Rooms Available is also shown in this first section.
Detailed "Today's Check In"
Straight after the first section is a section detailing "Today's Check-Ins" with their name, room number, ETA, Booking Source, and internal booking notes (these pull from the "Internal Booking Notes" field from the "Notes" section of the Reservation on GuestPoint).
Outstanding Debtor Accounts Aged > 30 Days
If you have any Debtor Accounts that have an age of 30 days or more since they were transferred to the Debtor Accounts on GuestPoint, they will show here with the name of the Debtor and how much is owing on a more than 30 days basis.
Housekeeping Summary
The Housekeeping Summary shows the number of clean types to be actioned today for each room type such as the number of Stay cleans and the number of Depart cleans.
This section does not automatically function correctly if you have not inputted clean times for the Stay & Depart & Linen Change clean types for all of your room types via Management > Setup > Housekeeping > Rooms Tab.
Guests with Room Account Over [The Number Inputted During Set-up]
This section relates back to the "Show Guests with Room Accounts over" field during the set-up for the Daily Flash Report.
Any Rooms with Room Accounts over the number you have inputted will be shown here with their guest name, room number, stay date, and Account Balance.
It is recommended you input a value of $0.00 to show all room types that have a positive balance. A positive Account Balance usually indicates payment is requirement, a negative balance usually would indicate a payment has been recorded on the Room Account.
Guests Inhouse more than 7 days
If you have any long-stay rooms that have been here for more than 7 days, they will show here.
Outstanding Deposits
If you are using the "Deposit Requested" feature located in the "Charges & Payment Options" section of a GuestPoint Reservation, these deposits will show here to follow up.
Next 7 Days Holidays & Events
On the Reservation Plan of GuestPoint, underneath each Date is a little "Holiday and Events" box where you can manually add your Public Holidays & Local Events onto the GuestPoint System. These would then show appropriately on the Daily Flash Report once within a range of 7 Days.
Troubleshooting - Not Receiving Your Daily Flash Report?
If you are not receiving your Daily Flash Report and your symptoms are similar to below scenarios:
- You have just set it up for the first time but have not received it after one or two days.
- Your Daily Flash Report has dropped off for a day or two despite receiving it consistently in the past
First, always double-check the email you have inputted into the Set-Up page on https://flashreport.guestpoint.com/
Ensure there are no blank spaces at the start and end of the email, and there are no typos for the email.
If all looks fine, then please contact GuestPoint Support. Unfortunately we are unable to reproduce Daily Flash Reports for historical dates. If you would like the Flash Report to come again today, please set it to a time today and change the time back to its usual time after you have received it.
Changing or Modifying Information Related to Daily Flash Report
The Daily Flash Report is a very simple report. You cannot change the information that shows on this report.
You may be able to set up an Automated Report that can help supplement your Daily Flash Report or replace it.
Please feel free to have a look at our Automations article to see how to do this.
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