What you see depends on your permissions
Today shows only what your role may use. A block you have no permission for is not greyed out, it is not there, and its figures are not even loaded:
A housekeeping manager (who may view the dashboard but not the bookings) therefore sees the shift board with the day’s counts and the floor’s figures, and no guest names, booking numbers or balances. It is not only the screen: the server leaves those out of its answer for them, and the amounts owed too unless the role may see booking money (view bookings, accounting or analytics). What the property earns — the revenue and its chart, RevPAR, ADR and net revenue, the booking pace, the comparison with last year and the revenue forecast — is left out of the answer for any role without permission to view accounting or analytics, the front desk included; the occupancy and the day’s counts stay.
Three versions of Today
Today is not the same page for everyone. Which one you get follows your permissions, never the name of your role, so a custom role lands on the version its permissions describe:- The desk — everything on this page. Whoever may view bookings and sell rooms (owner, admin, reception, a custom desk role).
- The floor — whoever may not view bookings, such as a housekeeping manager. The shift board leads with Housekeeping queue, then Same-day turnovers (rooms a guest leaves and another guest arrives in the same day, so they cannot wait) and Rooms to turn (every room a guest leaves today), and under it Turnover today shows the same numbers, who is arriving and leaving as counts, and the floor state by state (dirty, cleaning, clean, inspected). No guest, booking or amount appears: the server does not send them.
- The books — whoever may view the accounting but not sell rooms (the accountant). The shift board leads with Failed transmissions (invoices ANAF or SDI refused or never answered, in Romania and Italy alike — the same invoices as the failed transmissions list on Invoices), Awaiting fiscal (on their way, not yet cleared) and On account, overdue (parties billed on account, see Accounting). Money and paper today shows what was collected on the organization’s day per currency, what the city ledger is owed past due, and the fiscal counts. The arrival and departure lists, the calendar and the arrival queue are the desk’s and do not appear.
Where you land
After signing in, and whenever you open Dashboard without permission to view it, Gridbeds takes you to the page your permissions start on:- with the dashboard permission, Today;
- without it, with access to bookings: the Calendar if you may view it, otherwise Bookings;
- housekeepers (permission to view housekeeping): the Housekeeping tab;
- maintenance and drivers (permission to view tasks only): Tasks. A driver’s own transfers are on the phone app; the web Transfers page is the day’s list for those who view transfers;
- anything else: the first page of the menu you may open, or your profile.
The shift board
At the top it reads Front office / {property} — the property in the switcher, or “All properties” — and the heading Today. Below:
With permission to view analytics, a small line under the board reads tonight against last night and against the same night last year (52 weeks back, so a Saturday is read with a Saturday): Rooms sold tonight and Room revenue, each with an arrow and a signed change (“+2 vs last night”, “-300.00 RON vs the same day last year”). The nights are the same ones the Overview cards count — confirmed, in-house and departed stays only, net of tax, past nights as they finally were — and a stay whose exchange rate is not known yet is left out and counted (“1 stay without a rate, not included”), never added as if the rate were one. It follows the property in the switcher, and reads each property on its own night, as everywhere on Today.
Which day the numbers are for
Every figure on Today — the readings, the cards, the comparison line, the availability card’s rooms free and Today by property — is counted on one day per property: its business date, the day its last day close left it in, not the calendar’s date. For a property that is up to date that is simply today. When a property has not closed its days, the board says so under the heading (“Grand Plaza: counted on Oct 9 — the day close is behind”), with a link to the Day close for anyone who can see properties, and its row in Today by property names the day it is counted on. With properties on different days, each is counted on its own day and the totals add them up.What needs doing
The cards beside the readings are the queues that have something in them, most urgent first. A queue at zero is not drawn; when every queue is empty the board says nothing is waiting. Each card opens the list it counts:- The channel sync has a problem — in red and ahead of every other card, when a booking a channel sold has not reached the calendar, a change from a channel was not applied, bookings from the channels are not arriving, or the channel sync is paused (with permission to view bookings). It opens on the page rather than a list: each problem, where and since when, the booking as the channel names it, and what to do — look the booking up in the channel’s extranet and tell a manager. Open Channels is there only for people who can view channels; they are also told by notification — see Channels.
- Overdue departures — guests still checked in after their departure date. Shown in red. Settle them before the Day close, which is held until you do.
- Website requests — requests from your website with payment at the property, waiting for you to approve or decline (red: the guest is waiting for an answer).
- Assign rooms — bookings with no room.
- No-show suspects — stays whose arrival day has passed and nobody checked in (see Bookings).
- Check in guests — today’s confirmed arrivals.
- To confirm — pending bookings someone has to confirm.
- Collect overdue — overdue balances and their amount, in the organization’s currency. A balance in another currency whose exchange rate has not arrived yet is not added (euros are never counted as lei): it is still counted among the overdue ones, and a note under the card says how many bookings the amount leaves out. It is added once the rate is found. Today by property and the staff app’s Needs attention card do the same.
- Housekeeping queue — dirty rooms. Drawn red, and first, only when a guest is due to arrive in one of them on the counted day; otherwise a plain card.
- Unread messages — conversations with a message nobody has read (with permission to view messages).
To collect today
Beside the availability card (see Calendar), To collect today answers the morning’s question: whose money do I ask for now. It lists the stays that owe, each on its own property’s operating day (not the browser’s clock), under one of four reasons, most pressing first:
Not on it: a guest who stays on past today (nothing is due yet), cancelled, no-show, pending and held bookings, a balance of nothing, a stay the channel already collected, and a stay billed to a company (it is settled on the company’s account — see Invoicing). The older list of every outstanding balance is gone from Today; the whole receivable is still in Bookings under Payment → Balances to collect.
The total at the top is one figure per currency, which is the authoritative one. When more than one currency is owed it adds a second line in your organization’s currency, ”≈ {amount} at each booking’s rate”, worked out only from stays whose exchange rate is known; stays still waiting for their rate are counted (“1 stay without a rate, not included”) and never added as if the rate were one.
Each row shows the guest (opens the booking), the reason, the booking number, the room and, across several properties, the property. If a payment link has been sent, the row says how and when (“Link sent by email · 2 hours ago”, “Link opened”); a standing card guarantee shows as “Card guarantee · until {date}” — an indicator only, nothing is charged from here. The amount opens Take payment; the menu offers Send payment link and Open booking. Taking payments and sending links need permission to take payments on a folio; with only permission to view bookings the amount is plain text. The card shows eight rows (five on a phone); See all ({n}) opens Bookings on the same stays, so the number on the button is the number of rows there. It follows the property in the switcher, shows a loading state — never the previous selection’s rows — when you change it, refreshes every minute and the moment a payment is taken.
By kind of property
What the shift board counts adapts to the kind of property in view, without changing what the product can do:- Hotels and guesthouses keep Assign rooms and the Arrival queue. A property that sells room types by quantity has no room to assign, so that card never has anything on it there.
- Short-term rentals (an apartment, a villa, a cabin: the guest rents the whole place and nobody is on site) have no Assign rooms card. In its place comes Same-day turnovers, the places where a guest leaves and another arrives the same day, so the cleaner knows what cannot wait, and Check in guests says how many of the arrivals already checked in online (“2 checked in online”). A portfolio that mixes kinds keeps the hotel’s board.
Arrivals and departures
The Arriving Today and Departing Today lists hold the whole day (View all arrivals / View all departures open the same bookings on the Bookings page), with the guest, room, nights, people, balance and requests. A balance opens Take payment for that guest without opening the row — see Payments. Online check-in completed and No room appear as markers. On today’s arrivals a guest with no room gets an Assign room button in place of No room, and an assigned room can be clicked to change it; either opens the free rooms of the booking’s type, ready ones first, and picking one assigns it — the same list as in Bookings. Assign automatically, beside the arrivals’ search, proposes a room for every arrival that needs one and changes nothing until you confirm — see Assigning rooms automatically. Beside the room, each of today’s arrivals says whether the room is ready: Dirty, Cleaning, Clean, Inspected or Out of order (under maintenance or blocked). A room is ready when it is clean or inspected and not out of order. With the permission to manage housekeeping, a room that is not ready yet opens Mark clean and Mark inspected: one press changes the room’s status for housekeeping too. If housekeeping changed the room meanwhile, nothing is overwritten — the message says what the room is now.1
Check-in
Click Check-in. If the button is waiting, hovering or focusing it says
why — usually “Assign a room before checking in”. Pressing it then does
nothing; the row still opens the booking, and the room can be given from
No room. If the check-in is refused anyway — for example because the
occupants’ details the property’s country requires are missing — the message
names the reason. A property that keeps that record another way can let
check-in go ahead without it — see Bookings. On a
same-day turnover the check-in waits until the previous guest has been
checked out of the room: the booking’s panel says who is still in it, its
menu offers Go to the guest in room …, which opens their booking so you
can check them out, and a refused check-in names them too. If the room is
not ready, the button is amber and hovering it says so; you can still check
the guest in, and the booking’s history records that the room was handed
over not ready.
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Check-out
Click Check-out. If the guest is leaving early, see Checking out
early; if they still owe, Gridbeds shows
the amount first — take the payment or check out anyway, see Checking out a
guest who still owes. If
they stay on, the calendar icon beside it is Extend stay — see
Extending a stay.
Several guests at once
Each row of Arriving Today and Departing Today has a box on the left; the box in the header ticks every row the list is showing (after a search, only the matches). While any row is ticked, a bar under the list says how many and offers what applies to them:- arrivals: Check in, Assign rooms (the same room plan as Assign automatically, for the ticked bookings only), Send pre-check-in link (emailed to each guest, valid through the arrival day) and Mark no-show — the last only for a confirmed stay whose arrival day is over;
- departures: Check out, for guests in the house who are due to leave. A guest leaving early is checked out from their booking, one at a time.
- a guest who still owes is not checked out. Their row shows the amount and Take payment, the same box every balance on the dashboard opens: once the payment leaves nothing owed, the guest is checked out and the row reads done. Check out anyway, pressed twice, checks them all out with the balance left owed, and the check-out is recorded with your name and the amount;
- a check-in that waits only for a room offers Assign rooms for exactly those bookings;
- Select the ones not done closes the list and leaves only those ticked, to try again or open one by one.