Check-In

Check in a guest to start their stay. Checking in attaches a room to the stay, marks that room Occupied, and makes sure the reservation has a folio for its charges. This page covers where to start a check-in, how the room picker works, how upgrades work, and how to check in a reservation with more than one room.

You can check in a reservation only when its status is Confirmed, or Checked-In when another room on the same reservation is already checked in. You cannot check in a reservation that is Pending, Cancelled, No-Show or Checked-Out. See Creating reservations to add a reservation, and Today at a glance for the day's arrivals.

You can start a check-in in two places:

• The dashboard. In the Overview widget, find the guest in the Arrivals column and select Check in on their row. The button appears only while the room on that row is still confirmed.
  • If a room is already assigned, Veridien checks the guest in at once, with no dialog.
  • If no room is assigned yet, the Check in [guest name] dialog opens so you can pick one. See Assigning a room.
• The reservation status menu. On the reservation page, open the status menu (it shows the current status, for example Confirmed) and select Checked-In. This path has no room picker, so assign the room on the reservation first.

Veridien checks the room before it checks a guest in. Both places run the same checks.

• Occupied. A room that is already occupied is refused, with no way to override. Check the current guest out first, or pick another room.
• Out of order. A room that is out of order is refused, with no way to override.
• Dirty. Veridien shows a message such as "Room 104 is dirty. Rooms must be clean and vacant to check in." and asks you to confirm.
• Clean but not inspected. If your property uses the inspection step, a clean room that no one has inspected yet also needs your confirmation. See Room inspections.
• No room assigned (status menu only). Veridien asks you to assign a room first, or to check in anyway and assign one later.

How you confirm depends on where you started:

• From the dashboard, the message appears with a Check in anyway action.
• In the dialog, the message appears above the buttons and Check in changes to Check in anyway.
• From the status menu, a Check in anyway? dialog opens with a Check in anyway button.

Override a readiness check only when you know the room is ready, for example a room that housekeeping has just finished but not yet marked Clean.

The Check in [guest name] dialog opens from the dashboard when the arriving room has no room number yet. It shows the room picker:

• Room type buttons run across the top. The reserved room type is selected first. Select another type to see its rooms.
• Room tiles show the room number, the floor (for example "Floor 2") and a status badge.
• Available rooms are rooms that are Clean or Inspected and free for the stay dates. Only these can be selected. Rooms that are dirty, occupied or out of order appear dimmed.
• Reserved on a tile means another reservation holds the room for overlapping dates.

The picker checks the whole stay, so a room that is free tonight but reserved later in the stay is not offered. Select a room tile, then select Check in.

If you select a room type other than the one the guest reserved, the dialog shows this message:

Room type differs from reservation. This will be processed as an upgrade.

When you confirm, Veridien records the check-in as an intentional upgrade. The guest keeps the rate on the reservation. Assigning a room of a different type does not change what the guest pays; to change the price, change the rate on the reservation.

The Notes field in the dialog is optional. Text you enter here (for example "late arrival" or "extra pillows") is added to the reservation's special notes with the prefix [Check-in], so the rest of the team can see it later.

When the check-in succeeds, Veridien does all of the following in one step:

• Sets the room on the reservation to Checked-In and attaches the selected room.
• Marks the room Occupied.
• Creates a folio if the reservation does not have one yet, with a room charge line for each night at the reservation's nightly rate. Most reservations already have a folio from the time they were confirmed.
• Records the check-in time and writes an entry to the activity log.
• Sends a notification to your team.
• Sends the guest the welcome email, on the first check-in of the stay only.

If Veridien refuses the check-in, nothing changes. The message names the reason, for example:

• "Room is already occupied by [guest] ([dates])." Another reservation holds that room for overlapping dates. Pick a different room.
• "This reservation is Pending. Confirm it first, then check the guest in." New reservations start Pending. Select Confirm Reservation on the reservation, then check in.
• "Cannot check in a reservation with status ..." The reservation is cancelled, a no-show or checked out. Fix the reservation status first.

A reservation can hold more than one room. You check in each room on its own:

• Each room has its own row in the dashboard's Arrivals column. Select Check in on each row as those guests arrive.
• The reservation's status changes to Checked-In as soon as the first room is checked in. Rooms that are not checked in yet stay in the Arrivals column.

This lets you check in part of a group without waiting for the whole party.

The guest is now in-house:

• The folio collects charges for the rest of the stay. Review it any time before check-out.
• The room shows as Occupied on the dashboard and in room management.
• Preferences and past stays are on the guest's profile. See Guest profiles.

Ignoring the upgrade message. If you place a guest in a different room type, check that you mean it as an upgrade and that the rate on the reservation is correct. The room change alone does not change the price.

Overriding a readiness check out of habit. Check in anyway skips the check that the room is clean. Use it only when you have confirmed the room is ready.

Skipping the guest profile. Open the guest's profile before you assign a room, so you see requests such as a high floor.

• Check-out
• Room management
• Guest profiles
• Creating reservations
• Multi-room reservations