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BookingsCheck-in & Check-outChecking Out a Guest

Overview

Check-out is the final step in a guest’s stay. When a guest is ready to leave, you process their check-out to release the room back into your available inventory and finalize the booking. This is also the right time to settle any outstanding charges on the folio.

Since Checked Out is a terminal status — meaning the booking cannot be modified after this point — it is important to make sure everything is in order before completing the check-out.

Before You Check Out

Take a moment to review the booking before processing the departure:

1. Check the Folio Balance

Open the Folio tab on the booking detail page and review:

  • Are all charges accounted for? (minibar, room service, parking, etc.)
  • Have all payments been recorded?
  • Is the balance due at zero?

:::warning Vesta does not block check-out if there is an outstanding balance, but it is best practice to settle the folio before the guest leaves. Once checked out, you can still add payments, but collecting from a guest who has already departed is much harder. :::

If you need to add final charges, see Adding Charges to a Booking. To record a payment, see Recording Payments.

2. Verify the Stay Details

Confirm that the check-out date on the booking matches the guest’s actual departure. If the guest is leaving early or extending, update the booking dates first so the accommodation charges reflect the actual stay.

Steps

  1. Open Bookings from the sidebar and find the departing guest’s booking
  2. Click the booking to open its detail page
  3. Verify the Folio tab — confirm all charges are added and payments are recorded
  4. Click the Check Out button
  5. Confirm the check-out in the dialog

The booking status changes to Checked Out, the room is released back to Available, and the actual check-out time is recorded.

What Happens After Check-Out

  • Booking status updates from Checked In to Checked Out — this is a final status
  • Room status changes from Occupied to Available
  • Room cleanliness is set to Dirty
  • A Turnover housekeeping task is created for the room (for the property’s business date) — see Housekeeping
  • Actual check-out time is recorded automatically
  • The booking remains fully viewable in the system for historical records and reporting

:::info The room becomes Available immediately after check-out, but it will not be considered “ready” for a new check-in until it has been cleaned and inspected. This prevents accidental assignment of a dirty room. :::

Handling Common Situations

Guest Has an Outstanding Balance

If the folio shows a balance due:

  1. Inform the guest of the outstanding amount
  2. Record the payment using the Folio tab — see Recording Payments
  3. Once the balance is zero, proceed with check-out

Guest Wants to Extend Their Stay

If the guest wants to stay additional nights:

  1. Edit the booking to extend the check-out date
  2. Verify that the room is available for the extended dates
  3. New accommodation charges will be added automatically for the extra nights
  4. Process the check-out when the guest actually departs

Guest Leaves Early

If the guest departs before their scheduled check-out date:

  1. You can check them out on the actual departure day
  2. The accommodation charges on the folio reflect the originally booked dates
  3. If you want to adjust charges for the shortened stay, edit the booking dates before checking out

:::tip During busy check-out mornings, you can use the status filter on the Bookings page to show only Checked In bookings. Combine this with today’s check-out date to see your full departure list at a glance. :::

:::permissions Required permission: bookings:checkout

You also need bookings:view to access the booking detail page, and payments:create if you need to record a final payment before check-out. :::

Checking In a GuestMarking a No-Show