Hotel step 6: check-in, check-out and booking payments

This is the front desk’s busiest moment. A booking moves Pending → Confirmed → Checked in → Checked out, or ends as Cancelled or No-show. Money is taken on the booking at any time, so a guest can pay a deposit, a part at check-in and the rest at check-out.

Before you start

• The booking exists and is Confirmed (step 5).
• Your role has Hotel: check guests in, Hotel: check guests out and Hotel: add booking payments.
• A cash register is open at the front desk if you take cash (Cash register and closing).

Check a guest in

1. Open Hotel (HMS) › Dashboard. Today’s arrivals are listed with a Check in button (or open the booking and click Check in).
2. In the window, check the room. To give another room of the same type, pick it from the list of free rooms.
3. Check or enter the Guest ID: ID type, ID number and an ID scan / photo.
4. Add a Note if needed and click Check in. The room becomes Occupied.

/hms/dashboard

The check-in window records the guest's ID and lets you change the room.

Take a payment or deposit

1. Open the booking (click the booking number anywhere).
2. Click Add payment, enter the amount, payment method and date, and save.
3. The cards at the top update: Total / Paid and Balance due. The payment status shows Paid, Partial or Due.

/hms/bookings/{id}

The booking page: stay, rooms and charges, extras, tax, payments and balance due.

Customers who pay later in several parts work like any credit customer. See Credit and part payments.

Check a guest out

1. On the dashboard, click Check out next to today’s departure (or use the booking’s Actions menu).
2. If a balance is due, the window warns you and offers Add payment. Take the payment first.
3. Confirm the check-out. The room becomes Dirty for housekeeping.
4. Click Print invoice if the guest wants a copy.

On a phone

In the SmartPOS Business app, the Hotel screen opens each booking as a guest folio with the stay, rooms, charges and paid amount, and Check in and Payment buttons.

Guest folio in the SmartPOS Business app.

Tips and mistakes to avoid

• Take the ID at check-in even for repeat guests; it is stored with that booking.
• Use No-show (not Cancel) for guests who never arrive, so your no-show rate in reports is right.
• Overdue departures are flagged on the dashboard. Check them out or extend the booking before night audit.

Next step

Step 7: Room board and housekeeping

Customer ledger