Lost and Found: Registration and Management

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The Lost and Found feature in LobbyPMS allows you to register and manage items found during your property’s daily operations.

From this section, you can:

• Register found items.
• Associate them with a room and/or guest, when applicable.
• Add photos and notes.
• Review the history of each case.
• Record the item’s delivery or final disposition.
• Configure categories and the period during which an item will remain available for collection.

Before You Begin

Before using the Lost and Found feature, make sure that:

• You have access to your LobbyPMS account.
• Your user has permission to access the Reservation Calendar.

Step 1: Access Lost and Found

1. Log in to LobbyPMS with your username and password.
2. Go to the Reservation Calendar, located as the second option in the left-hand menu.
3. Select Lost and Found.

Once inside, you can view registered items, apply filters, register new items, manage existing cases, and access the feature settings.

Step 2: Configure Categories and the Waiting Period

Before registering items, you can configure the options you will use to manage each case.

Under Settings, you can:

• Create and manage item categories.
• Define the waiting period during which an item will remain available for collection.

In the upper-right corner, click Settings.

Categories

Categories allow you to organize and classify found items, making them easier to search for later.

To create a category:

1. Click “+ Add Category”.
2. Enter the category name.
3. Press Enter or click ✔ to save it.

You can also edit or delete existing categories.

💡 Keep in mind: You can also create a category directly from the “Register Item” form. If you have not created any categories, items will automatically be registered under “General”.

Waiting Period

In this section, you can define how many days an item will remain available for collection.

The available waiting periods are:

• 15 days
• 30 days
• 45 days
• 60 days
• 90 days
• 120 days
• 150 days
• 180 days

💡 Keep in mind: If you do not configure a waiting period, LobbyPMS will set 30 days by default.

Step 3: View the Lost and Found List

When you access Lost and Found, you will see the list of items registered at the property.

At the top, you can use different filters to locate a record:

• Search: allows you to search by item, room, or guest.
• Status: allows you to filter by:
  • Found
  • Active
  • Closed
  • Delivered
  • Expired
  • All
• Category: allows you to view items belonging to a specific category.
• Report Date: allows you to filter records based on the date the item was reported.

Once you select the search criteria, click Apply Filters.

You will also find the following options:

• Clear Filters: removes the applied filters and displays the full list again.
• Export to Excel: allows you to download the Lost and Found list in Excel format.

Step 4: Explore the Main Options

In the upper-right corner of Lost and Found, you will find the following options:

• Register Item: allows you to create a new record.
• List: displays the registered lost and found items.
• Settings: allows you to manage categories and define the waiting period for item collection.

Step 5: Register a Lost Item

To register a new item, click “Register Item”.

LobbyPMS will display a form where you can enter the information about the found item.

Item Information

The “Item Name” field is required.

You can also complete the following optional fields:

• Photo: allows you to attach up to three images of the found item.
• Category: allows you to select an existing category or create a new one.
• Description: allows you to add additional information about the item, with a maximum of 180 characters.
• Room: allows you to indicate whether the item was found in a room.
• Guest: allows you to associate the item with a guest related to the room or with another guest who may be its owner.
• Notes: allows you to add additional information related to the item or the case.

Once you have completed the information, save the record to add it to the Lost and Found list.

⚠️ Important: The only required field is “Item Name”. All other fields are optional.

Enter the information clearly and in detail to make it easier to identify the item and track the case.

Step 6: Manage a Registered Item

Once an item has been registered, you can manage it using the options available in the list. From there, you can review the case information, record its delivery, edit the details, or close the case.

Mark as Delivered

If the item has been claimed and delivered to a person, select “Mark as Delivered”.

When you select this option, a side panel will open where you can enter the delivery information.

To complete the process, you must associate the item with the person who received it. This can be:

• A customer who is already registered in LobbyPMS.
• A new customer previously registered from the “Customers” option in the main menu.

You can also add:

• Notes: to record information related to the delivery.
• Photo: to attach an image as proof of delivery.

Once you have completed the information, confirm the process and the item will be marked as delivered.

View Details

The “View Details” option allows you to review all information related to the item and track the case.

In this section, you can review information such as:

• Creation Date.
• User who registered the item.
• Last Updated Date.
• Current Status.
• Item Name.
• Attached Photos, when available.
• Case History.

From this view, you can also perform different actions:

• Change the guest associated with the reservation.
• Change the guest associated with the item.
• Mark the item as delivered.
• Close the case.
• Delete the record.

Other Options

From the “Options” button, you can access additional actions to manage the record:

• Close Case.
• Edit Case.
• Delete.

Edit Case
This option allows you to modify the information previously registered for the item, based on the fields available in the form.

Delete
This option allows you to delete the lost item record.

💡 Keep in mind: Before deleting a record, make sure you do not need to keep the case information for future reference or follow-up.

Step 7: Close a Case

When you need to close a case, select “Close Case”.

The system will ask you to indicate the final disposition of the item, meaning what ultimately happened to it.

The available options are:

• Donated.
• Discarded.
• Stored.

You can also add notes related to the item’s final disposition.

Once you have completed this information, you can close the case.

💡 Keep in mind: Recording the final disposition provides a record of what happened to an item that was not returned to its owner and makes it easier to track the case history.

Verify the Case Status

After completing the corresponding action, you can return to the Lost and Found list and verify that the record status has been updated correctly.

From “View Details”, you can also review the information entered and the case history.

Final Recommendations

• Enter the item information clearly to make identification and follow-up easier.
• Attach photos of the item and, when applicable, of its delivery.
• When marking an item as delivered, make sure to associate the person who received it.
• Before deleting a case, verify that you do not need to keep the information for future reference.
• If an item is not claimed, use “Close Case” to record its final disposition.

Do You Need Help?

If you have any questions about configuring or using Lost and Found, you can contact our support team.

From your LobbyPMS account, click the support button located in the lower-right corner and type “ASESOR” to request assistance.