Check-Out
Check-out closes a guest's stay. In Veridien, checking a guest out lets you review their folio, record a final payment, and finalize the departure. Completing it sets the reservation to checked out and returns the room to housekeeping as Dirty so it can be turned for the next arrival.
You need the Front Desk check-in permission (frontDesk.checkIn) to process check-outs, the same permission used for check-ins. See Users and Roles.
Before you start
A reservation can only be checked out when it is currently checked in. The check-out dialog opens from the guest's reservation; today's expected departures are listed on the Dashboard in the Departures column, where an in-house guest shows a Due out pill.
The dialog header reads Check Out - [guest name] and is divided into two parts: the folio summary and the Record Payment section.
Reviewing the folio
The folio summary lists every charge on the stay so you can review it with the guest before settling.
- Line items appear in a table with the date, a description (for example, "Room charge - Night 1"), and the amount, ordered by date.
- Total Charges sums all line items.
- Payments already recorded are listed beneath, each showing the method and reference, and subtracted from the total. Total Payments sums them.
- Balance shows what remains. It is labelled (Outstanding) and shown in red when money is still owed, or (Settled) when the folio is fully paid.
If the reservation has no folio yet, the dialog notes that none was found; if a folio exists with no charges, it shows "No charges on this folio."
Walk through the charges with the guest, especially incidental items beyond the room rate. If a guest questions a charge, review where it came from before changing anything; charge corrections and disputes are handled on the folio, not by skipping payment at check-out.
Recording a payment
Use the Record Payment section to capture the guest's final payment:
- Amount — type the amount being paid. The field accepts a number with up to two decimal places (for example,
120.00). - Method — choose Cash, Card, or Bank Transfer.
- Reference — optional free text for a receipt number, the last digits of a card, or a transfer reference.
As you type an amount, the dialog recalculates the remaining balance against the folio total. You do not have to record a payment to check out (for example, a fully prepaid stay with a zero balance), but for any outstanding balance you should collect and record it here.
A payment is only saved if both an Amount and a Method are provided. Entering an amount without choosing a method will not post a payment.
Completing the check-out
Click Check Out to finalize. Veridien then, in a single step:
- Records the payment, if you entered one.
- Sets the reservation and its accommodation to checked out.
- Sets the room to Dirty so housekeeping can service it, and logs that status change.
- Writes the check-out to the audit log and notifies the front desk team.
If the guest has a valid email on file, Veridien also sends a post-stay review request email automatically. The room then appears as Dirty in Room Management and in housekeeping's queue; see Room Inspections.
Checking out with an outstanding balance
If the amount you recorded does not cover the full balance, the dialog shows a warning:
Outstanding balance: [amount]. Guest will leave with unpaid charges.
The Check Out button then becomes a two-step confirmation. Clicking it the first time changes the label to Confirm Check Out with Balance; you must click again to proceed. This guard exists so a guest is never checked out with unpaid charges by accident.
Do not check a guest out with an outstanding balance unless your manager has authorized it. Once the guest has left, collecting the remainder is much harder. Collect or record full payment first, or get explicit approval before confirming with a balance.
Common mistakes
Confirming through the balance warning out of habit. The two-step button is there for a reason. If you see "Confirm Check Out with Balance," stop and collect the remaining amount unless a manager has approved leaving it open.
Recording an amount without a method. No payment is saved unless a method is selected, so the balance will not clear. Always pick Cash, Card, or Bank Transfer.
Not reviewing the folio with the guest. Take a moment to scan the line items before presenting them. Catching a misposted charge at the desk is far easier than handling a dispute after the guest has gone.