Check Out an Attendee

The check-out date and time on the Check-Out page will default to the current date and time but can be changed. You can check out attendees any time before their departure date and time, however, the system will not change the room reservation date and time. You can check out attendees after their expected departure date and time as long as the room is available during that time. If the room is available, the system will allow check-out. If not, an error message will be displayed and you will need to change the check-out date and time so that the occupancy dates do not overlap another reservation. Use the following procedure to check out a conference attendee:

1. Select Check-In from the Conferences menu. The Check-Out page is displayed.

2. In the Event field, select the event for which the attendee is checking out from the drop-down list. The list includes events with dates from within a week of the current date to any time in the future.

3. Select an option for identifying the attendee from the Attendee drop-down list (Find By Last, First, Find By ID, Find By Alternate ID). The list is limited to those attendees who are linked to the selected event. Enter all or partial search information in the text field and click Lookup. If the results include multiple attendees, select the appropriate attendee name from the pop-up window. Event information for the attendee is displayed, including a photo of the attendee if one is available.

The fields that display in the Other Information section are dependent on the option selected in the Other information attribute group field in the Conferences System Parameters option. If an option is not selected, the Other Information section will not be displayed.

Note: The following message will be displayed when an attendee with a suspended account is selected for check-out: No processing is allowed on this account. The account is suspended.

If an attendee has a note flagged as an alert, the alert will be displayed at the top of the page. If the alert is long, only the first line will be displayed followed by a Show More link that will expand the alert to its full length.

4. You can change the check-out date and time in the Check-Out date fields. If the date is after the expected end date, the system will attempt to extend the reservation of the facility for the given check-out date and time, even if the check out date is later than the current date. If the facility is not available for the new check-out date and time, an Attendee cannot check out for the given date/time. Facility not available for reservation message will be displayed.

5. If necessary, click the Edit button to change attendee information. The Attendee page is displayed.

6. If necessary, click the View Account button to view or edit the attendee’s account information. From the Attendee Account, you can view a list of billable items, add or edit payments, and print or email a bill for the attendee. When finished with the Attendee Account page, use your browser’s Back button or click Cancel to return to the Check In page.

Note: The View Account button is only enabled if the attendee is part of an event group that bills attendees individually for “per attendee” or “per assignment” charge items. The Bill attendees individually option must be enabled when adding or editing the Attendee Group.

7. Click Check-Out. The Check-Out processed successfully message is displayed.

• In Odyssey HMS, the checked-out date and time are displayed on the Contract Items tab in the Patron module.

• You cannot check out an attendee who has already been checked out (the Check-Out button will be disabled).