Workspace Tutorial - Bookings, Arrivals & Signed Forms (OHIP)

Workspace Tutorial - Bookings, Arrivals & Signed Forms (OHIP)

Workspace is our cloud-based system, the most important part of the system, where all the data is actually managed, and the place where Opera reservations will be imported once the check-in process through the tablet is completed. Workspace allows the operator to manage bookings and profiles and access all the information, either to modify or consult it.

When an integration with Opera is active, Workspace will be responsible for applying changes made to the profiles in the booking to Opera.

Through the menu on the left column of the system, you can access the following sections:

Bookings: This section will list all the bookings imported through PassportScan. Opera bookings will not appear in this list until they have been scanned through the tablet or, alternatively, manually imported via the “Import” button.

Inside each booking, the profiles associated with the booking will be available.

Import Button: It will import all bookings with an arrival date on the selected date from Opera.




Arrivals: This section refers to arrivals on a specific date, by default it will always be the current date and shows in the form of a list all the guests who have checked in on the selected date through PassportScan. In addition to accessing the customer's profile, the three icons located to the right of each profile allow you to understand some details about each arrival:



From left to right: 

- Full or verified profile: the folio will turn green when the operator marks the profile as controlled. This means that the profile has already been controlled and has all the correct data in the opinion of the operator.

- Synchronization: The central icon indicates if the profile has been synchronized with Opera. The synchronization takes place after saving the profile, as long as it is in green it means that the synchronization has been done correctly. The red color will indicate that there has been a problem and could not be synchronized with the PMS.

- Check-in completed: The last icon turns green by default when scanning through the tablet, it will only be in red when the profile has been imported through self check-in and will only affect the police file generated by PassportScan. This functionality is irrelevant if the police file is managed with Opera

From inside each profile it is possible to edit the information of the fields, the image of the document will be available on the left to be able to correct the details in a second moment, being able to lighten the customer's check-in phase as much as possible. It is essential that the corrections are made from Workspace and never from the APP, much less from Opera, since when modifying the information from Workspace, it is immediately updated in the PMS.

The address fields incorporate a geolocation button that will resolve the complete addresses from address and city, completing postal code, province and region automatically.


For example: Calle Gaztambide 36 adding the city in the field "Address" will solve all the address data.





Signed Forms: Each time a guest performs a signature process through our system, an entry is generated in this section in the name of the customer, along with the name of the signed form. This will allow the operator to know at what time the document was signed, who signed it, what document he signed, and above all what consensus he accepted inside. These documents are always available through the gear icon, can be downloaded in a basic format and remain in the system without being canceled.



Customers: Contains the entire list of profiles that have ever been scanned in PassportScan. With Opera active, this section will only offer a consultation service to search if a profile exists, and through it access the reservations and arrivals that a specific guest has registered in PassportScan. The customer profile should always be the same, and corresponds to the profile number you have in Opera, since we import it from the PMS.

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