Who is this help guide for?
This help guide is anyone who needs to learn how to check and return items for guests using Chexology.
Before you begin
At the start of your shift, you need to log in to Chexology.
If your location uses the Chexology Dispatch feature, you will also need to set your availability.
Click or tap on each section below to learn how to do each task.
How to open the Chexology app, log in, and log out
- Make sure you have downloaded the Chexology app to the device you will be using.
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If you are not already logged in, enter your user-name and password, then tap Log In.
Pro Tip: Make sure to log out at the end of your shift.
How to set your availability
This section only applies to hotels or locations that use the Chexology Dispatch feature.
- Set your availability by tapping the user icon on the top left of the home screen. The red dot indicates that you are Away and not available to be assigned Actions (Tasks/Tickets).
- Tap the Available switch.
- Green indicates that you are available to be assigned Actions (Tasks/Tickets).
Video: New Tagging Experience
Start an Exchange
To begin tagging items, tap Start Exchange on the home screen.
An Exchange happens whenever a Chexology tag is used to associate items (such as luggage) with guests.
In order to complete an Exchange, you must have a guest associated with at least one tagged item.
Enter guest Information
As you begin adding information, if there is a matching reservation, you can tap the Add button (light blue) to auto-fill the rest of the fields.
Your screen may look slightly different, depending on how your location is set up.
Add an existing guest using Search
You can also start an exchange by adding an existing guest with the Search function at the top of the home screen.
You can search by Phone/Pin, Tag number, and First or Last name (Other).
When you find your guest, tap Add.
Adding a Phone Number
Add a phone number to an exchange to send a the guest a text message when the exchange is complete. This text message is the guest's digital claim ticket.
Using a phone number also adds a layer of security that is not possible with paper claim tickets.
Changing the Country Code
Tap the flag icon to choose a different country code.
On the next exchange, the country code will reset to your usual location.
Using a PIN instead of Phone Number
Some guests may not wish to share their phone number even after explaining that it provides more security and a better experience.
Tap opt out to enter a 4-digit PIN instead.
Encourage the guest to choose a PIN that they will remember easily such as their birth date.
Taking the guest's photo
If enabled at your location, use the Take Photo button to take an identifiable picture of your guest for extra security.
Tagging Items
Tap ⊕ Add Items to start tagging items.
Ways to add tags
There are three main ways to add tags.
- Tap - Uses the iPhone's built-in NFC reader to read the tag number by touching the phone to the tag.
- Using the built-in camera:
- Scan - Uses the camera to read the numbers on the tag.
- QR - Scans a Chexology QR code to read the tag number.
- Manual - Allows you to enter a tag number yourself.
We recommend using the Tap or QR feature whenever possible.
Tap to tag
To use the Tap function, grab a tag and tap it near NFC reader on your mobile device. On iPhones, it is usually near the top of the device. The mobile device will show a check-mark when a tag has been read successfully.
Then, attach the tag to the most accessible strap on the item.
QR Scan
If enabled at your location, you can use QR Scan to quickly scan tags with the built-in camera.
Scan to tag
Use the Scan function to capture the tag number using the mobile device's built-in camera.
Please note: We recommend using the Tap feature instead of the Scan feature when possible because it is faster and more accurate.
Adding Item Photos
After a tag is successfully added, take one or more photos of the item being tagged by pressing the black circle camera button.
Tagging Multiple Items
- If you are tagging more than one item on a single tag, make sure to select the Quantity and take a photo showing all the items.
- If you need the multi-tagging feature, but it is not enabled at your location, please reach out to help@chexology.com
Adding more items to an exchange
- Tap Add Next Item.
- Tap the new tag, take a photo, enter the item quantity, and tap Done.
Storing Items
- Tap the Store button.
- Use Tap, Scan, QR Scan, or manually enter the storage location.
- Tap Done when finished.
Editing Items
To edit a tag you already added, tap on it.
You can add more photos, change the number of items, or remove the tag from the exchange by tapping on the Trash Can. After you’re done editing a tag, tap Save to return to the Exchange screen.
Completing an Exchange
After you have tagged all the items and entered all the guest information needed, tap Complete to finish the exchange.
Returning items to guests
To return luggage or other items, search for the guest and swipe right on their row when you see it in the results.
Returning items to guests using the Dispatch feature
If your location has the Chexology Dispatch feature enabled, and if a return action has already been assigned to you, go to the action list under My Actions and tap Start.
Give the luggage or items to the guest and tap Return.
If the action does not exist, you can create and assign an action to yourself following these steps in the Dispatch for team members help guide.
