There are multiple options to check-in and check-out your guests in Cloudbeds PMS. This article explains both processes within each available option.
Important considerations:
- You can only check in a guest if their arrival date is equivalent to today's date or past date.
- You can only check out a guest reservation with a departure date that is equivalent to today's date or past date.
If the customer booked through an Online Travel Agency (OTA), you must update the reservation in the PMS and also directly in the OTA's extranet. The article Cancel or modify OTA reservations contains comprehensive information on making changes to reservation statuses, dates, and more when the bookings come directly from the channels.
How to check in or check out guests
Option 1 - Check-in & Check-out from the Calendar
To check-in a guest from the Calendar:
- Locate the reservation on the calendar and click on it.
- Select Check-In Guest or Check-In & Go to Reservation.
You need to confirm reservations with the status Confirmation Pending before checking in a guest.
To check-out a guest from the Calendar:
- Locate the reservation and click on it.
- Select Check-Out Guest or Check-Out & Go to Reservation.
You can only check out a guest if they are currently checked-in.
Option 2 - Check-in & Check-out from the Dashboard
To check-in a guest from the Dashboard:
- Go to the Dashboard and click on the Arrivals tab.
- Click the arrow icon and select Check-In.
💡 Remember
Use the Today and Date Picker options to view arrival and departure information for other dates.
To check-out a guest from the Dashboard:
- Go to the Dashboard and click on the Departures tab.
- Click the arrow icon and select Check-Out.
Option 3 - Change the Reservation Status on the Reservation Page
To check-in a guest via the Reservation Page:
- Go to the corresponding Reservation Page.
- Change the reservation status to In-House.
- Confirm the change.
The guest must be assigned to a room/unit before check-in.
To check-out a guest via the Reservation Page:
- Go to the Reservation Page of the reservation to be checked out.
- Change the Reservation Status to Checked Out.
- Confirm the change.
Option 4 - Switch the Occupied Toggle on the Accommodations Tab
To check-in a guest via the Accommodations tab:
- Go to the corresponding Reservation Page and open the Accommodations tab.
- Switch the toggle under the Occupied column to YES.
- Confirm the change.
The guest must be assigned to a room/unit before switching the toggle.
To check-out the guest via the Accommodations tab:
- This option will only work if the reservation is currently In-House (the toggle is set to YES).
- This option will check out the entire reservation (for group or split reservations, all accommodations will be marked as not occupied).
- Go to the Accommodations tab of the corresponding Reservation Page.
- Switch the toggle under the Occupied column to NO.
- Confirm the change.
- Read the warning and confirm the change.
To check-in and check-out guests in group/split reservations separately:
Go to the Accommodations tab on the Reservation Page and switch the toggle under the Occupied column to YES for guests checking in and NO for guests checking out.
Frequently Asked Questions
How to Perform an Early Check-Out
When a guest wishes to check out earlier than their original departure date, the process involves two main steps: first, updating the reservation to reflect the new check-out date, and then performing the check-out.
Keep in mind that changing the stay date may alter the total reservation price, so ensure you charge the client before they leave or initiate a refund if necessary.
There are two primary methods to edit the check-out date for an early check-out:
Method 1: Editing Check-Out Date from the Calendar (Quick Edit)
This is the quickest way to adjust a check-out date by one or a few days.
1. Locate the reservation in the calendar and click on it to view the available options.
2. From the reservation pop-up, click on "Quick Edit".
3. In the "Quick Edit" calendar view, unselect the box for each night the guest will no longer stay at the property.
4. Once the nights are unselected, click on "Save updates"
After saving, the reservation bar on the calendar will visually shorten to reflect the new check-out date.
Method 2: Editing Check-Out Date from Reservation Details
This method allows you to change the stay dates directly from the reservation's detailed view.
1. Go to the corresponding Reservation Page for the guest.
2. From inside the reservation details, click on "Edit Reservation".
3. To modify the check-out date, select the room you wish to modify. If there's only one room, this process applies to that single room.
4. Next, choose the new Check-Out date using the calendar icon.
5. Click on the "SEARCH" button.
6. Below, click on "Update" next to the room category that was originally booked (e.g., "Deluxe Suite with a View").
7. After completing all necessary updates for the rooms, proceed to click on "Save Updates".
Once the reservation's stay dates have been successfully updated to reflect the earlier check-out date using either Method 1 or Method 2, you can then proceed to check out the guest.
You can check out the guest using either the Calendar, Dashboard, or Reservation Details page.
Comments
This doesn't work where a guest wants to check out earlier than the check out date. How do adjust this?
Hello, Martin Silitonga!
We have already forwarded your request to our Support team for dedicated assistance. They will contact you as soon as possible to assist.
Regards!
How can one manage an early check out ? Does it make a difference when the reservation has "protected inventory"? Please explain both scenarios.
Hi, Rscheuren,
We have forwarded your request to our Support team, so they can take a closer look and assist accordingly.
Kind regards,
How can one manage an early check out ?
Hello, Wojciech Durbajlo,
If you’d like to check a guest out early, just update the original checkout date to the new one. Please note that there might be a small negative balance since the reservation was already paid. You can easily add a payment to clear that balance.
For further assistance, please do not hesitate to contact our Support Team.
Regards,
How do I adjust the folio to rebalance to 0? We don't refund for last minute changes
Hi Reesa Sorrell,
To rebalance the folio to 0 without issuing a refund:
This will correct the folio balance without processing a refund.
You can check more information in this article: Add or adjust reservation charges
Thank you!
We are having an issue with OTA reservations.
When a guest books through Expedia or Booking.com or other OTA's, we are sometimes unable to use the “Check Guest In” function and turn the reservation green at the actual time the guest arrives. Depending on the OTA and reservation length, Cloudbeds does not allow us to check the guest in until certain points during the day, or sometimes during their stay if it is a multiple-night reservation.
This creates confusion for our front desk team because the guest may already be physically checked in and occupying the room, but the reservation still appears blue/confirmed on the calendar instead of green/in-house.
Is there a workaround or a customization option that would allow us to clearly identify these reservations on the calendar. Ideally, we would like another color/status added to the legend for guests who have physically checked in but still need to have payment processed or completed in Cloudbeds.
This would help our front desk team during shift changes by making it easy to see:
Can you please advise whether this is customizable, or if there is another recommended workflow for this situation?
Thank you,
Hello, Michael Baccari,
Thank you for reaching out, and also for sharing your feedback about the Check Guest-in option.
We have already escalated your inquiry to our Support Team to take a closer look and assist you as soon as possible.
At the same time, we have submitted your excellent suggestions to the Cloudbeds Community, so other users can see them, add comments, and upvote. You can access the new idea by clicking here.
We appreciate your valuable contribution 💛
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