Check-In
Check-in is the moment a confirmed reservation becomes an active stay. In Veridien, checking a guest in assigns them a physical room, marks that room as occupied, and opens a folio with the room charges for each night of the stay. This page covers how to start a check-in, how the room picker works, how upgrades are handled, and how to check in a reservation that holds more than one room.
You need the Front Desk check-in permission (frontDesk.checkIn) to complete a check-in. If the Check in button does nothing or returns an error, ask an administrator about your role. See Users and Roles.
Before you start
A reservation can only be checked in when it is in the confirmed (or partially checked in) status. Tentative, cancelled, or already-departed reservations cannot be checked in. Reservations are created in the Reservations section, and arrivals for the day appear on the Dashboard.
Starting a check-in
There are two ways to open the check-in dialog:
- From the dashboard. On the Arrivals and Departures widget, find the guest in the Arrivals column and click the Check in button on their row. The button only appears while the reservation is still confirmed.
- From the reservation. Open the guest's reservation and start the check-in from there.
The dialog header reads Check In - [guest name].
Assigning a room
What the dialog shows depends on whether a room is already assigned to the reservation.
If a room is already assigned
If the reservation already has a specific room attached, the dialog shows that room number under Assigned Room and you simply confirm. You can still add a note (see below) before clicking Check In.
If no room is assigned yet
If no room is attached, the dialog shows the room picker:
- Room types appear as selectable tabs across the top. Select the tab for the room type you want to place the guest in. The reservation's booked room type is selected by default.
- Below the tabs, rooms of the selected type appear as cards, each showing the room number, the floor, and a status badge.
- Only rooms that are Clean and not already booked for the stay dates are selectable. Rooms that are dirty, out of order, or occupied are shown but cannot be picked. A room held by an overlapping reservation shows a Booked badge.
- Click an available room card to select it. The selected room is highlighted.
The picker checks the reservation's date range, so a room that is free tonight but reserved for an overlapping stay will not be offered.
Always assign a Clean room. The picker will not let you select a dirty room, which prevents the most common first-impression failure: sending a guest to a room that has not been serviced. If no clean room of the right type is available, contact housekeeping to prioritize one rather than working around the picker.
Upgrades
If you select a room whose room type differs from the one the guest booked, the dialog shows the message:
Room type differs from booking. This will be processed as an upgrade.
When you confirm, the check-in is recorded as an intentional upgrade. This is how you move a guest into a higher (or different) category at check-in, for example when the booked type is sold out or you are offering a complimentary upgrade. The reservation keeps its original rate unless you change the rate on the reservation itself; assigning the upgraded room does not automatically change what the guest is charged.
Adding a check-in note
The Notes field is optional. Anything you enter here (for example, "late arrival" or "requested extra pillows") is appended to the reservation's special notes, prefixed with [Check-in], so the rest of the team can see the context later.
Completing the check-in
Click Check In to finish. Veridien then, in a single step:
- Sets the accommodation to checked in and attaches the selected room.
- Marks the room as Occupied.
- Creates a folio for the reservation (if one does not already exist) and posts a room charge line for each night of the stay at the reservation's nightly rate.
- Records the check-in in the audit log and notifies the front desk team.
If something is wrong, the action is rejected with a clear message and nothing changes. The most common reasons are:
- Room is already occupied. Another reservation overlaps the dates in that room. The message names the conflicting guest and dates. Pick a different room.
- Room type does not match. You selected a different room type without the upgrade being recognized. Re-select the room so the upgrade notice appears, then confirm.
- Reservation cannot be checked in. Its status is not confirmed (for example it was cancelled). Resolve the reservation status first.
Checking in multi-room reservations
A single reservation can hold more than one room (an accommodation per room). Each accommodation is checked in individually:
- Check in each room from its own arrival row or from the reservation.
- The reservation's overall status becomes checked in only once every accommodation on it has been checked in. Until then it is partially checked in, and the remaining rooms still show as arrivals.
This lets you check in part of a group as guests arrive without waiting for the whole party.
For group arrivals, assign rooms ahead of time on each reservation so the desk only has to confirm on arrival. See Group Bookings.
After check-in
The guest is now in-house. From here:
- The folio is available and continues to collect charges through the stay. Review it any time before Check-Out.
- The vacated/assigned room statuses are reflected on the Dashboard and in Room Management.
- Preferences and history live on the guest's record. See Guest Profiles.
Common mistakes
Ignoring the upgrade notice. If you place a guest in a different room type, confirm you intend it as an upgrade and that the rate on the reservation is what you want. The room change alone does not adjust the charge.
Trying to assign a booked room. A room showing Booked is held by an overlapping reservation. Selecting it will fail at confirmation. Pick a free room of the same type instead.
Skipping the guest record. Preferences and prior notes are easy to miss. Open the guest profile to catch things like a requested high floor before you assign the room.