Flash Valet: Arrivals List Overview & Setup Guide

The Arrivals List feature allows parking operators to import hotel guest reservations directly into the Flash Valet system. This makes it easy for valet attendants to issue Overnight tickets by searching for guests by name or room number, enhancing the overall guest experience with faster, more personalized service.

How It Works

Guest reservation data is uploaded into Flash via a spreadsheet file from automated daily reports from the hotel system. Once a reservation is in the system, valets can quickly locate the guest using the “Name” lookup during ticket issuance.

If a reservation includes a rewards tier, the ticket is automatically flagged as VIP and marked with a gold star. VIP status cannot be removed unless the reservation is deleted.

Step 1: Set Up the Arrivals List Upload

Uploading via Spreadsheet (Generic)

1. Download the Template
    Download the standardized Excel template here.

1. Contact Flash Support
   • Only designated email addresses can submit the list. Contact support@flashparking.com to provide your email address. 

• Submit the List
   Email the completed spreadsheet to arrivalslist@flashvalet.com from the hotel system or a pre-approved email address.
  
  
  
  
  

3. Get Confirmation
    A confirmation email will be sent daily to confirm successful upload or highlight any errors.

Arrivals list template and Generic Excel Upload steps

The Arrivals List spreadsheet is sent to the Arrivals List dedicated email address. This must be done from the hotel system or a designated email address. Contact support@flashparking.com to have an email address added to the Arrivals List.

Note: Only the designated email address will be able to send the Arrivals List email, doing so from another email address will result in the list not being populated.

The template can be downloaded by clicking here.

Arrival List Report example

• Once the arrivals list spreadsheet is ready, send it to arrivalslist@flashvalet.com from the hotel system or the user's email address daily.

A daily confirmation email will be sent to the email provided in the Arrival List field, informing of the submission's progress or any possible errors in the list.

After receiving the arrivals list confirmation email:

1. Issue a valet Overnight ticket, and select the Name option.

2. Enter the reservation name provided by the guest > Search. Names will populate based on the search, > select the name from the list. 

3. Tap Done to issue the ticket. 

More options in the App

Tapping the blue “i” next the reservation name provides a list of information sent from the hotel system that can be mapped to the Flash Valet.

If the reservation is not found in the populated list, tap the “+” to manually enter the Reservation Name.

Opera Upload Steps

If the location is using Micros Opera here are steps to set up the scheduled report from the hotel system. There are multiple versions of Micros Opera so these steps may vary.

How to Create the OSR file:

1. Log in to Opera
2. Launch the “Opera Configuration”
3. Select “Setup”
4. Select “Report Setup”
5. Select “Reports”
6. Select “New”
7. Enter the following info:
   • Report Name = Flash Valet Arrivals List
   • Check = Simple Report
   • Report Group = Arrivals
8. Select “Customize”
9. Add check marks on “Reservations”, “Profiles” and “Financial Transactions”.
10. Under Columns, the following must be selected in this order:
    • Conf Number
    • Resv Status
    • Room Number
    • Last Name
    • First Name
    • Arrival Date
    • Departure Date
    • Membership Level
    • Last Visit
    • Special Requests
11. Under Filters, select the following filters
    • Arrival Date = BUSINESS DATE
    • Reservation status should be pending or hasn’t arrived yet
12. Then export file to create new OSR file called “flashvalet_arrivalslist.osr”
13. Delete report that has been created.
14. Select “Reports”
15. Select “New”
16. Enter the following info:
    • Report Name = Flash Valet Arrivals List
    • Check = Simple Report
    • Report Group = Arrivals
17. Select the “Import” button
18. Find the file “flashvalet_arrivalslist.osr” and upload it.
19. Select “Filters”
20. Click “OK” and you are finished.
21. Find the module “Report Scheduler”
22. Find the newly created report “Flash Valet Arrivals List”.
23. Ensure is setup as a “.TXT” for file type, with “Delimited Data” format and comma delimited “,”.
24. Schedule the report to be sent to “arrivalslist@flashvalet.com” once/twice per day.

Need Help?

For setup assistance or to authorize an email address for arrivals list uploads, contact: support@flashparking.com