Skip to main content

Managing a Check-in

Ask AI Chat “Where do I open Operations under Business and the Check-in & Check-out tab to manage a check-in — review upcoming arrivals with Next 7 days and the Check-ins filter (English labels — Common Workflows Managing a Check-in — product navigation only, no account data)?” — then open Business → Operations → Check-in & Check-out (ai-chat-product-context-check-in-reply.png, ai-chat-product-context-check-in-flow.mp4). The assistant typically says Business → Operations → Check-in & Check-out, then use Next 7 days and the Check-ins filter for upcoming arrivals. Same grounding external MCP clients get from get-vivin-context-overview (or get-vivin-context-operations). Distinct from reservation setup on Processing a New Booking and from the broader Common Workflows hub product maps.

AI Assistant — where to open Operations Check-in & Check-out to manage a check-in

Walkthrough: ask AI Assistant where to open Operations → Check-in & Check-out for arrival week, then open that tab with Next 7 days and the Check-ins filter.
First-time workspace setup

Use this workflow after Processing a New Booking confirmation — the booking needs a signed contract and configured access lockers from Listings — Access Lockers (setup step 13). Complete Getting Started — Recommended Setup Sequence steps 1–15 and Onboarding a New Property — Step 7 on new inventory before arrival week. Lockout catch-up: Getting Started — Lockout catch-up after password recovery.

Finding your way in this guide

Begin one week out with Step 1 — Review upcoming arrivals; day-of checks: Step 3 — Verify check-in payments and Step 4 — Hand over access. Pending receipts: Step 3b / Step 6b. Blockers: Step 6 — Escalate arrival-week blockers. Habit-specific shortcuts live under Related below.

Pair with other workflows

Plan the matching departure in Managing a Check-out; when check-out and check-in share the same calendar day on one unit, follow FAQ — Same-day turnovers and Glossary — Same-day turnover. If the tenant backs out before arrival, use Cancelling a Booking instead. During month-end Step 6b, pair Portfolio KPI review — Step 7 with AI usage API (landlord_chat) when arrival-week triage leaned on AI Chat.

Prerequisites

Before managing a check-in, ensure:

  • The booking exists and is not canceled. Depending on your status date basis setting, it may appear as Upcoming (upcoming) or Ongoing (current) before check-in day.
  • The contract has been signed (uploaded to the Contract tab)
  • Access codes are configured in the property's Access Lockers tab

Step 1 — Review upcoming arrivals (7 days before).​

Pair with other Managing a Check-in steps

Arrival planning pairs with Common Workflows — Property setup to first arrival handoff (upstream Onboarding — Step 7 / Access Lockers on new inventory), Common Workflows — Confirmation alert triage (upstream Notification triage — Step 4 on Upcoming alerts before Step 6 portal gates — notifications-row-navigate-to-booking-detail.png), Common Workflows — Confirmation to check-in handoff (upstream Processing a New Booking — Step 6 portal gates; bookings-detail-contract-method-of-payments.png, booking-lifecycle-status-tabs-flow.mp4), Common Workflows — Check-in to check-out handoff (downstream Managing a Check-out — Step 1 when guest is Ongoing), FAQ — Managing a Check-in hub, Operations → Check-in & Check-out, Bookings → Timeline, Notification triage — Step 4 (payment alerts), and get-upcoming-move-ins on Landlord MCP. Downstream: Step 2 (tickets) and Step 4 (access).

Open Operations > Check-in & Check-out and filter by the upcoming week. Identify all check-ins and ensure preparations are assigned.

Use the Next 7 days quick filter (or Custom for a specific window), the Check-ins pill when you only want arrivals, and Search / Responsible / Filters to narrow a busy portfolio. Responsible stays open while you add a second teammate so two field staff stay in one view — see Operations — Responsible stays open. The table groups rows by day with TYPE, tenant, unit, time, and turnaround context.

External automation on arrival planning

Booking-scoped Tenant MCP get-dates-and-schedule surfaces move-in timing and schedule fields the same way Operations → Check-in & Check-out lists arrivals — pair with list-bookings-by-email when channel paperwork only shows a guest email. Account-scoped Landlord MCP get-upcoming-move-ins mirrors the Next 7 days planning window for portfolio-wide automation.

Paste a unit code in Search

When several handovers match your search text, Check-in & Check-out ranks unit / listing name hits above tenant name or email — paste the internal room code (for example AA-11-5D-R2) to surface that arrival first within each date group. See Operations — Check-in & Check-out toolbar search and Glossary — Directory search ranking.

Operations Check-in & Check-out — Search narrowed by unit internal name

Operations — Check-in & Check-out tab with Next 7 days and check-in rows for weekly planning

When Check-ins + Next 7 days is empty

An empty table usually means no arrivals fall in that window, not that the tab is broken. Open Custom and extend the range (for example through month-end), or switch to Check-outs on the same units to spot same-day turnovers. Short-term iCal calendar imports can appear as channel-labelled arrival rows (for example Booking.com) alongside mid-term bookings — use Filters → Stay type → Mid-term when you only want long-stay move-ins. See Operations — Check-in & Check-out tab and Glossary — Short-term iCal pseudo check-in/out.

Verify tenant category before arrival week

Channel imports may auto-assign the default for integrations category; direct bookings do not — assign on Tenant Info per FAQ — Assign tenant category for direct booking and Processing a New Booking — Step 2. Open each arrival on Tenants (Tenant Info → Category) or from the booking sidebar and confirm Category matches the portal modules and Communication Rules audience you expect before Step 4 sends access codes — wrong segments can hide Contract, VIVIN payments, or mandatory profile fields tenants need before move-in. See Glossary — Tenant category and Onboarding a New Property — Step 4 (segment setup before the first reservation).

Open Filters on the Check-in & Check-out toolbar, then Stay type:

Operations Check-in & Check-out — Other filters drawer with Stay type Mid-term selected

Operations Check-in & Check-out — Other filters drawer with Stay type Short-term selected (iCal pseudo rows such as Booking.com Reservation visible in the list)

Same-day turnovers

Review this tab at the start of each week to plan operations. Watch for same-day turnovers (a check-out and a check-in on the same calendar day for one unit) — hub matrix: Common Workflows — Same-day turnover coordination (Managing a Check-out — Step 2 before Step 4; bookings-timeline-day-week-month-and-sidebar.mp4). For a Gantt view of overlapping bars on one unit row, open Bookings → Timeline (/bookings/timeline) or Sales → Multicalendar (/sales/multicalendar), paste the unit internal name in toolbar Search, and switch Day / Week / Month to match your planning window — see Bookings — Timeline view (bookings-timeline-day-week-month-and-sidebar.mp4) or Sales — Multicalendar (sales-multicalendar-timeline-booking-click.mp4). Numbered habit: FAQ — Same-day turnovers.

Payment alerts before arrival

If Dashboard bell or /notifications shows payment overdue or other payment alerts for an upcoming arrival, triage them with Notification triage (row-click → booking) or Handling a Late Payment — Step 1 before Step 3 — unresolved Payment Plan balances block a smooth key handover.

Step 2 — Verify the unit is ready.​

Pair with other Managing a Check-in steps

Turnover prep pairs with Operations → Tickets, Operations → Planning (day dispatch when Planning (schedule board) is granted), Listings — Maintenances tab, and list-tickets / create-ticket on Landlord MCP. Upstream: Step 1 (arrival window). Downstream: Step 4 when prep is Completed.

Check Operations > Tickets for all related cleaning or preparation tickets for the unit. All tickets should be in Completed status before the check-in date (stored as closed in product data/API payloads). If they are not, follow up with the assignee. When a stay was created with per-booking opt-out, you may need a manual turnover ticket — see Glossary — Per-booking maintenance ticket opt-out and FAQ — Skip automatic check-in/out tickets for one booking.

When your role includes Planning (schedule board), open Operations → Planning (/operations/planning) on arrival morning to drag cleaning and prep cards from Unscheduled / To replan onto a person and time slot (or the hourless Tasks strip). The board is the same ticket rows as Tickets — use it to see who is free before Step 4. Without that permission the tab is hidden; supervisors ask an administrator to enable it under Users → Role permissions. See FAQ — Where is the Planning dispatch board? and Glossary — Planning (Operations).

Operations Planning — Daily Planning board with person columns for turnover dispatch

Walkthrough: open Operations → Planning, review the day board and To replan panel, open a prep ticket card, then close the sidebar.

When many tickets are open, paste the unit internal name in the Tickets toolbar Search — unit hits share the top relevance tier with property internal name matches, ranking above title-only matches so you reach the right cleaning row first. When email or support references a ticket id such as #S259, paste the full sequential id (S259) instead. Source stays open while you add Automatic - Check-in/out and Internal Team so auto prep and staff-created work stay in one view. Assignee stays open while you add a second teammate so two cleaners stay in one view. See Operations — Source stays open, Operations — Assignee stays open, Operations — Tickets toolbar search, and Glossary — Directory search ranking.

Draft tickets and repair costs

Turnover jobs scheduled more than 30 days before arrival may show a Draft badge until the Schedule date nears — filter with the Draft KPI card so long-lead prep does not look like today’s Unassigned queue (Glossary — Draft ticket (display status)). When a prep ticket includes paid contractor work, open the ticket sidebar Cost allocation panel to link cash flows from Operations → Cash Flows so the signed € total matches supplier invoices (Glossary — Ticket — linked cash flows).

External automation on turnover prep

Booking-scoped Tenant MCP get-maintenance-tickets lists prep work for the tenant's unit; create-maintenance-ticket opens the same Operations → Tickets row your team tracks before Step 4. Account-scoped Landlord MCP list-tickets, create-ticket, get-ticket, update-ticket, and close-ticket cover portfolio-wide turnover prep when your client already knows property or listing context — pair get-ticket with add-ticket-comment when assignees need status notes without opening the sidebar. External clients cannot link Cost allocation cash flows from MCP; operators finish contractor invoice ties on Operations → Cash Flows when prep tickets include paid supplier work (Glossary — Ticket — linked cash flows).

Operations Tickets — toolbar Search narrowed by unit internal name

Operations — Tickets tab with open maintenance and cleaning work

Step 3 — Verify check-in payments are complete (day of check-in).​

Pair with other Managing a Check-in steps

Move-in payment checks pair with Bookings — Payment Plan, Handling a Late Payment — Step 1, and get-payment-info on Tenant MCP. Downstream: Step 3b when transfers stay pending; Step 4 when requirements are Paid.

Open the booking's Payment Plan tab and confirm all check-in payments have been received (marked as Paid). If any are outstanding, contact the tenant to resolve before handing over keys.

Also open the booking Deposit tab — an amber Partially paid badge on Initial Deposit means the security deposit is short; chase the remaining amount before Step 4 (Partial Paid on depositStatus — see Glossary — Deposit lifecycle status). Portfolio-wide triage: Finance → Deposits — Partial paid lifecycle card, or Other filters → Deposit status → Partial paid on Bookings / Finance — see Processing a New Booking — Step 5, FAQ — Partly collected security deposit, and Glossary — Deposit lifecycle status.

External automation on move-in payments

Booking-scoped Tenant MCP get-payment-info returns the same move-in requirement rows you verify on Payment Plan — external assistants can answer balance questions before you hand over keys. notify-landlord escalates unpaid move-in charges to your team on the booking record when tenants ask through a chatbot during arrival week. Account-scoped Landlord MCP get-booking surfaces the same move-in charge split; pair with list-payments / get-payment when a bank transfer may still show pending until Step 3b.

Pending until approved

Manual move-in receipts often stay pending until someone with Approve payments confirms them on Finance → Transactions or the booking Transactions tab. Until approval, Payment Plan pills and In debt contract lines may still show unpaid — triage Pending rows on the ledger before you hand over keys (the Overview Manual Payments KPI is not an approval-queue indicator). See Finance — Pending manual payments.

Auto-cancel unpaid move-in (account policy)

When Preferences → Cancellation & Rent has Auto-cancel unpaid move-in enabled, bookings can be canceled automatically after check-in if every move-in required charge stays fully unpaid past the configured grace period. Partial move-in payment triggers a notification instead of auto-cancel. Coordinate with your collections process — this is an account backstop, not a substitute for operator follow-up before Step 4. When that backstop runs, an Auto-cancellation Communication Rule can email the tenant the same day.

To find the booking from collections paperwork that lists a fiscal ID instead of a room code, open Tenants and paste that value in toolbar Search — open the tenant profile and jump to the linked booking. For portfolio-wide triage before arrival week, use Finance > Contract Values with In Debt filtered and Other filters scoped to the property — see Handling a Late Payment Step 1.

Booking detail — Payment Plan tab with scheduled charges and paid status

Step 3b — Approve move-in receipts (when required)​

Pair with other Managing a Check-in steps

Move-in approval pairs with Finance → Transactions, Notification triage — Step 4 (Payment received alerts), and the same habit as Processing a New Booking — Step 5b. Upstream: Step 3. Downstream: Step 4 once pills flip Paid.

External automation on move-in approval

Account-scoped Landlord MCP list-payments / get-payment surface the same Pending ledger rows you approve below — external clients cannot Approve payment or Reject selected from MCP; operators finish on Finance → Transactions or the booking Transactions tab. Booking-scoped Tenant MCP get-payment-info helps tenant-facing assistants explain why a recorded transfer still shows unpaid until approval completes.

When you recorded a bank transfer on arrival day but Payment Plan still shows move-in requirements as unpaid — or a Payment received alert from Notification triage — Step 4 still shows a stale balance — follow the same approval habit as Processing a New Booking — Step 5b and Handling a Late Payment — Step 4b. During month-end, the same queue appears in Portfolio KPI review — Step 7 when Manual Payments or Total Debt still look high:

  1. Open Finance → Transactions (widen the date range if needed) or the booking Transactions tab and confirm Pending rows exist when you expect a manual approval queue.
  2. On the ledger, click the amber Pending chip on the All type-summary card (or use the Pending status filter) — see Finance — Pending manual payments (finance-transactions-pending-pill.png).
  3. Locate the manual row in the filtered table.
  4. Click Approve payment (per-row check icon) or tick several rows and use Approve selected from the floating bar. For a mistaken duplicate on the ledger, use Reject selected (bulk-only on Finance — no per-row reject icon there). Reject selected shows the same red credit note warning as booking Transactions when accounting may already have invoiced the charge — see Finance — Reject payment and Bookings — Transactions row actions.
  5. Re-open Payment Plan — move-in requirement pills should flip to Paid once allocations apply.

Finance Overview — Manual Payments KPI beside Total Debt (monthly manual total; triage pending rows on Transactions)

Finance Transactions — All card with amber Pending chip active and filtered ledger rows

Booking detail Transactions — Approve payment confirmation before move-in requirements update

Finance Transactions — bulk selection bar with Approve selected and Reject selected

Step 4 — Hand over access​

Pair with other Managing a Check-in steps

Key handover pairs with Listings — Access Lockers, Tenant Portal — portal access by category, and get-portal-links on Tenant MCP. Upstream: Step 3–3b. Downstream: Managing a Check-out when the stay ends.

Meet the tenant at the property or arrange for a team member to do so. Provide keys, access codes, and any physical items (parking permits, mailbox keys, etc.). The check-in email sent automatically to the tenant already contains the access codes configured in the property's Access Lockers tab. After that same email, portal Home can also show the property WiFi card (network name and password from Listings — WiFi) — there is no Portal settings toggle for WiFi, and the password is not inserted into the check-in email automatically. Portal Home also always shows Lease information and Contact us (property name, stay timeline, company name and website) — those cards are not gated by the check-in email. The Contract card is also always on Home. Open requests appears when Allow to create tickets is On — also not gated by the check-in email. The balance card is also not gated by the check-in email — it appears when the payment module is on.

External automation on arrival week

Booking-scoped Tenant MCP clients can surface the same portal URLs and move-in dates your team emails manually — get-portal-links for tenant self-service and get-dates-and-schedule for check-in timing (Step 1) — without opening the booking sidebar. Account-scoped Landlord MCP get-upcoming-move-ins mirrors the Next 7 days window when external clients batch-read arrivals before operators open Access Lockers in the UI.

Tenant portal handover contrast

Before you hand over keys, confirm portal access by tenant category matches what external assistants return — get-portal-links alone does not prove mandatory profile fields or contract signing gates are satisfied. request-contract-data and get-payment-info mirror Contract Info and Payment Plan when tenants ask through WhatsApp or email whether they can collect keys while move-in charges still show unpaid (Step 3–3b). notify-landlord escalates access-code disputes from a chatbot — operators still verify codes on the property Access Lockers tab below. When Inbox threads preceded the handover, finish the conversation on /inbox or Bookings → Communication before you assume the tenant received codes from lifecycle mail alone — see Notification triage — Step 1. Surface-choice contrast: Automation & AI — Workflow pairing for surface choice.

Automatic check-in email timing

Lifecycle check-in mail fires when your Booking lifecycle emails trigger matches — typically after move-in payments clear and/or the tenant completes digital contract signing in the Tenant Portal (within 15 days after check-in day). Paper contracts uploaded on Contract Info do not set signedContractPath or re-run that automation; use Send Check-in email on Contract Info → Check-in & Check-out when access codes are ready and the account check-in trigger is not No trigger (bookings-detail-contract-check-in-out-emails.png). When tenants never reach portal Sign, start with FAQ — Tenant contract signing blocked. Confirm Last sent on Resend Check-in email before arrival week. Full blocker list: FAQ — automatic check-in email.

Listings — property Access Lockers tab where building and unit codes are stored

Step 5 — Verify booking status.​

Pair with other Managing a Check-in steps

Post-arrival status pairs with Bookings sidebar status, Booking lifecycle, and get-booking-status on Tenant MCP. Upstream: Step 4. Downstream: Managing a Check-out — Step 1 for departure planning.

Open the booking in the Bookings module and confirm the status is consistent with your configured status date basis (contract dates vs move dates). Around active occupancy, the booking should appear as Ongoing (product value: current). This status is computed automatically from dates and cancellation state.

External automation after move-in

Booking-scoped Tenant MCP get-booking-status confirms Upcoming vs Ongoing (current) the same way the booking sidebar does after check-in day — pair with get-property-and-location when tenants ask which building or unit they should meet at.

Sidebar tab refresh

When Communication or Tickets needs a refresh while you work in Payment Plan or Contract Info, use Refresh or Retry on that tab — see Glossary — Booking detail sidebar tab refresh.

Walkthrough: Operations check-in planning (Next 7 days, Check-ins), open Tickets, review a booking Payment Plan, then confirm Access Lockers on the property in Listings (example closes without changing data).
tip

Next step: When the tenant's stay ends, follow the Managing a Check-out workflow.

Step 6 — Escalate arrival-week blockers (when needed)​

Pair with other Managing a Check-in steps

Arrival-week escalation pairs with Using in-app support, Settings > Tenant categories, Communication Rules, and Onboarding a New Property — Step 7 on new inventory. Upstream: Steps 1–5 self-serve fixes. Downstream: Step 6b at month-end.

When access codes fail, Nuki invitations do not arrive, portal Contract or VIVIN payments modules stay hidden despite the correct Category, or Communication Rules did not send lifecycle mail after you confirmed move-in payments — document attempts in Internal Notes or Communication before you escalate.

Self-serve first:

File Using in-app support when product behaviour blocks arrival week despite correct operator steps:

Use the Help & Support drawer from Operations or Bookings when you need context; deep-link /bookings?support=<ticketId> when email notifications include ticket ids — Deep Links — Support. If a management lockout delayed arrival-week triage, recover access with Resetting a Management User Password (Step 3) before you rerun Steps 1–5 — refresh Landlord MCP Bearer JWT after Step 3 there; catch up payment alerts in Notification triage — Step 4 and Step 5 (file Step 6 when row-click fails); on newly onboarded inventory, rerun Onboarding a New Property — Step 7 when Access Lockers or Multicalendar defects persist; finish Entering Monthly Utility Bills — Step 5 when the first bill cycle lagged during lockout (escalate extraction via Step 6).

External automation on arrival-week escalation

Account-scoped Landlord MCP list-tenants, get-tenant, and get-tenant-bookings resolve the profile and linked reservations when arrival paperwork lists a fiscal ID instead of a booking id — same habit as Handling a Late Payment — Step 6. get-booking-summary gives portfolio-scale counts before you scope Bookings → Tenant categories when several arrivals in one segment share access-code failures. list-tickets / get-ticket / add-ticket-comment document prep or access disputes on the Operations ticket thread. Booking-scoped Tenant MCP notify-landlord alerts your team when tenants report access problems through a chatbot — it does not replace a Vivin support ticket for Nuki integration defects or missing portal modules. External clients cannot change Communication Rules, send Nuki invitations, or edit Access Lockers from MCP alone.

Step 6b — Approve lingering move-in receipts (when required)​

Pair with other Managing a Check-in steps

Month-end move-in approval pairs with Portfolio KPI review — Step 7, Notification triage — Step 5, and the Pending mesh in Processing a New Booking — Step 6b, Managing a Check-out — Step 6b, and Handling a Late Payment — Step 6b. Upstream: Step 3b.

At month-end when arrival-week bank transfers still show Pending on Finance → Transactions but Payment Plan on the booking still lists move-in requirements as unpaid — follow Step 3b and the same approval habit in Portfolio KPI review — Step 7, Handling a Late Payment — Step 4b, Handling a Late Payment — Step 6 (segment-wide arrears after month-end KPI review), Processing a New Booking — Step 5b, Processing a New Booking — Step 6b, Managing a Check-out — Step 6b, Cancelling a Booking — Step 6b, and Entering Monthly Utility Bills — Step 4b:

  1. Open Finance → Transactions (widen the date range to include arrival week) or the booking Transactions tab.
  2. Click the amber Pending chip on the All type-summary card (or use the Pending status filter) — see Finance — Pending manual payments (finance-transactions-pending-pill.png).
  3. Locate move-in requirement rows tied to arrivals you handed over in Step 4.
  4. Click Approve payment (per-row check icon) or tick several rows and use Approve selected from the floating bar. For a mistaken duplicate, use Reject selected (bulk-only on Finance) — same red credit note warning as Step 3b.
  5. Re-open Payment Plan — move-in requirement pills should flip to Paid once allocations apply; re-check Dashboard Total Debt during Portfolio KPI review — Step 7.
When to file Vivin support vs self-serve approval

Approve payments and ledger Reject selected are operator workflows — finish Steps 1–5 and Step 3b before you open a Vivin support ticket. File Using in-app support when Approve payment is missing for your role, Pending rows persist after approval, or Landlord MCP / Tenant MCP clients return persistent 403 after you refreshed the management JWT — see Resetting a Management User Password — Troubleshooting. If a management lockout delayed month-end move-in approval, recover access with Resetting a Management User Password (Step 3) before you rerun this step — refresh Landlord MCP Bearer JWT after Step 3 there; catch up payment alerts in Notification triage — Step 5 (file Step 6 when row-click fails); pair with Processing a New Booking — Step 6b, Managing a Check-out — Step 6b, and Entering Monthly Utility Bills — Step 4b on the same Pending queue.

External automation on month-end move-in approval

Account-scoped Landlord MCP list-payments / get-payment surface the same Pending ledger rows you approve in Step 3b — external clients cannot Approve payment or Reject selected from MCP; operators finish on Finance → Transactions or the booking Transactions tab. Booking-scoped Tenant MCP get-payment-info helps tenant-facing assistants explain why a recorded transfer still shows unpaid until approval completes.

Managing a Check-in section cross-reference​

Use the steps above for the main path. For related guides, open Related below, or return to Common Workflows.

Pair with other Managing a Check-in guide sections

Related below links this workflow to modules, concepts, settings, and escalation paths.

Documentation map & escalation​

Upstream & downstream workflows​

Concepts & settings that shape this workflow​

  • Booking Lifecycle — Upcoming before move-in day and Ongoing (current) once the stay has started
  • Tenant Portal — Access links, onboarding emails, Access Lockers codes, WiFi tenants see on Home after the check-in email, and the balance card (not check-in gated)
  • FAQ — Tenant contract signing blocked — No PDF yet, mandatory Your Details gates (settings-preferences-tenant-portal-contract-signing-required.png), category locks, or Lease purpose; portal signing vs paper upload on Contract Info
  • Tenant MCP — Booking-scoped get-dates-and-schedule and list-bookings-by-email during arrival planning (Step 1); get-maintenance-tickets / create-maintenance-ticket for turnover prep (Step 2); get-payment-info and notify-landlord for move-in balances (Step 3); get-payment-info while move-in receipts stay pending (Step 3b); get-portal-links, get-dates-and-schedule, request-contract-data, and get-payment-info before key handover (Step 4); notify-landlord for access-code disputes from chatbot channels (Step 4); get-booking-status and get-property-and-location after move-in (Step 5)
  • Landlord MCP — Account-scoped get-upcoming-move-ins during arrival-week planning (Step 1); list-tickets, create-ticket, get-ticket, update-ticket, close-ticket, and add-ticket-comment for portfolio turnover prep (Step 2; Cost allocation remains operator UI); get-booking / list-payments / get-payment for move-in payment triage (Step 3–3b; approval remains operator UI); get-upcoming-move-ins for arrival-week batch reads before key handover (Step 4); get-booking-summary, list-tenants, get-tenant, and get-tenant-bookings during segment-wide arrival escalation (Step 6); list-payments / get-payment at month-end when move-in receipts stay pending (Step 6b)
  • Automation & AI — Landlord vs Tenant MCP surface choice during portal handover (Step 4)
  • Payment Allocation — Two-layer receipts and credit note reject/revert warnings
  • Integrations & Distribution — Short-term iCal pseudo check-in rows on Operations
  • Settings > Emails — Communication Rules — Scheduled reminders and Communication schedule calendar; Auto-cancellation after auto-cancel unpaid move-in
  • Settings > Preferences — Auto-cancel unpaid move-in — Account backstop when move-in charges stay unpaid
  • Settings > Tenant categories — Verify Category on Tenant Info during Step 1 so portal modules and field gates match before key handover (Step 4)
  • Tenants — Tenant Info — Category control on each arrival tenant profile (Step 1)

Operations, bookings & finance surfaces​

Deeper workflow reads​

See Upstream & downstream workflows above for the same guides.

Deeper API reads​

Operator habit hubs​

Day-to-day operator habits (lockout catch-up, pending receipts, payment triage, handoffs, and related playbooks) live on the Common Workflows habit hub.

Deep-link anchors for habit hubs

Check-out vs cancellation​

Lockout catch-up after password recovery​

Pending manual receipt approval​

WhatsApp per-booking messaging​

Bot reasoning (audit)​

ChatBot settings​

Notification row-click navigation​

Payment notification (operator)​

Payment alert to receivables triage​

Finance debt receivables triage​

Handling a Late Payment collections​

Finance Income status drill-down​

Cash flow forecast drill-down​

Reject/revert mistaken receipts​

Month-end invoicing (fixed date)​

Bulk Hostkit invoicing​

Utility overage collections​

Check-out final utilities handoff​

Check-in to check-out handoff​

Check-out collections before refund​

Check-out ledger cleanup before refund​

Cancellation collections before void​

Rent reduction after invoicing​

Same-day turnover coordination​

Occupancy KPI to block hygiene handoff​

Deposit missing on Finance Deposits​

Deposit lifecycle status​

Partly collected security deposit​

Wrong tenant on a booking​

Cancel Booking vs Delete Booking​

Portfolio retirement decisions​

Provider platform Delete Booking guard​

Archived booking ledger visibility​

Archive property (building-level)​

Confirmation to check-in handoff​

Confirmation alert triage​

Portfolio segmentation by tenant category​

Dashboard Total Debt subtitle​

Pair with other Managing a Check-in guide sections

Move-in week manual receipts may leave Total Debt unchanged until Step 3b — compare headline vs >15 days subtitle before escalation.

Uncovered Debt KPI​

Pair with other Managing a Check-in guide sections

Move-in deposits on Step 3 may not cover rent arrears — compare Uncovered Debt with Total Debt on Finance → Overview when arrival-week balances persist.

Directory list refresh​

When a directory such as Bookings, Notifications, or Listings needs a refresh during this workflow, use Retry on the alert, or reload the page. Zero rows after a successful load means your filters matched nothing — widen filters or clear search.

See FAQ — Directory list refresh and Common Workflows — Directory list refresh.

Booking sidebar tab refresh​

Inside an open booking, Communication and Tickets load independently — use header Refresh (Communication) or banner Retry (Tickets). Other sidebar tabs stay usable. Whole-module list refresh is Directory list refresh.

See FAQ — Communication or Tickets won't open and Common Workflows — Booking sidebar tab refresh.

Key glossary terms​

Module documentation hubs​