How Can We Help?

Welcome and Check-in Procedure for Guests staying at the campus

Created On
Last Updated On
byadmin
Print
You are here:
← All Topics

Version 2.5 November 2019

Author: Ishi

Audience: Welcome Center staff

Last modifed: 31th of October 2023

When a guest arrives

  • 1) Hello, welcome to Samma Karuna
  • 2) Confirm they want to check in
  • 3) Ask for their passport
  • 4) Take the passport and hand the customer a check-in form. Invite the customer to sit (if not seated already) and to fill in the form.
  • 5) Bring to the customer a welcome drink (and a refreshing towel if it’s hot).
  • 6) Look for the customer reservation on the booking system (Cloudbed) to understand if there are outstanding payments and if the customer is coming with the program inclusive or not.
    • If you cannot find the reservation of customer, ask them for their reservation number or a copy of their booking.
  • 7) Copy Passport: Make a copy of the guest’s passport using the printer (put it in the scanner and press the green button)
  • 8) Ask for payment if there are outstanding payments.
    • Customers coming from booking.com can pay in cash or by credit card.
    • Customers coming with direct bookings from our websites without pre-payment can only pay in cash.
  • 9) (Cash payments only): For cash payments only, take an envelope, write down at the front the name of the customer, date, booking number, and amount paid and sign it. Close the envelope with tape it.
  • 10) Add the details of the booking to the Bookings Record Sheet
  • 11) Call housekeeping to check the room.
    • If they are not available, you must go and check it yourself before giving the keycard to the customer.
  • 12) Prepare the keycard for the customer, using the tablet and the HotelLock system.
  • 13) Request the customer 300 baht deposit for the keycard.
  • 14)
    • If customer comes with Awakening & Healing program:
      • Meeting with Senior Teacher. Schedule a meeting with a senior teacher to introduce the program to the new students using the interviews management procedure.
      • Wristband. Put one on the guest’s arm or ankle. Ask him/her to wear it all the time. The colour changes every Monday for Awakening & Healing students. If they don’t want the wristband they must come every day for a day pass.
      • Bag & Initial Handout. Give to the guest a SK Welcome Bag and put inside, a copy of the 112 tips book, Awakenin & Healing calendar, and the introduction hand-out.
    • If customer comes with accommodation only:
      • Explain to the customer that we are a school of Tantra and a wellness resort. We are also an intoxicants-free space. With their reservation, they have a free class for each guest to any activities of our Awakening & Healing program (handle as well a copy of the AH calendar).
        • If the booking is for 30K baht or more, also give the customer one free massage.
  • 15) Invite the customer to join our Welcome Center WhatsApp number to contact us during working hours.
    • If the customer agrees, he scans the code and you send them a welcoming message with all the info.
    • If the customer does not wish to sign up for the group of WhatsApp group, hand out a printed copy of the welcoming message with rules, emergency number, and Wifi password.
  • 16) Go with the customer to the room, help with bags. If a bag is heavy ask the Gardener or Maintenance assistant to help you.\
  • 17) Open the door for the customer, open the curtain, show them how the keycard works to activate the electric, tell them about the free bottles of drinking water, and let them know about the safety box.
  • 18) If you need anything, let me know. Hope you enjoy your stay with us.
  • 19) (optionally) If possible, and you have time. Invite the customer to give them a tour around the school.




                  Table of Contents