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Managing a Check-in

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. Workflow pairing: Common Workflows — Setup sequence after go-live.

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. Non-linear operator habits (Lockout catch-up, Payment alert to receivables triage, Pending manual receipt approval, 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, Finance debt receivables triage, Handling a Late Payment collections, Cancellation collections before void, Rent reduction after invoicing, Same-day turnover coordination, Occupancy KPI to block hygiene handoff, Deposit missing on Finance Deposits, Partly collected security deposit, Wrong tenant on a booking, Cancel Booking vs Delete Booking, Portfolio retirement decisions, Directory list load failures, Booking sidebar tab load failures, Confirmation alert triage, Portfolio segmentation by tenant category) have matching Related subsections below. Full pairing matrix: Managing a Check-in section cross-reference · Common Workflows section cross-reference.

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. Step-to-module pairing: Managing a Check-in section cross-reference. Full pairing matrix: Common Workflows — Workflow cross-reference.

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). Full pairing matrix: Managing a Check-in section cross-reference.

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. 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)

Stay type filter captures refreshed 2026-06-15 09:00 UTC (VIVIN_DOCS_BASE_URL=http://localhost:5173 VIVIN_DOCS_RECORD_API=$VITE_API_BASE_URL VIVIN_DOCS_STAY_TYPE=short_term_ical npx tsx tools/capture-operations-check-in-out-other-filters-stay-type-screenshot.ts; repeat with VIVIN_DOCS_STAY_TYPE=mid_term for the mid-term PNG).

Screenshot freshness

Check-ins + Next 7 days capture re-verified 2026-06-15 03:09 UTC — Check-ins and Check-outs PNGs refreshed via local frontend (capture-operations-check-in-out-views.ts). Script: VIVIN_DOCS_BASE_URL=http://localhost:5173 VIVIN_DOCS_RECORD_API=$VITE_API_BASE_URL npx tsx tools/capture-operations-check-in-out-views.ts.

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.

Full pairing matrix: Managing a Check-in section cross-reference.

Step 2 — Verify the unit is ready.​

Pair with other Managing a Check-in steps

Turnover prep pairs with Operations → Tickets, Listings — Maintenances tab, and list-tickets / create-ticket on Landlord MCP. Upstream: Step 1 (arrival window). Downstream: Step 4 when prep is Completed. Full pairing matrix: Managing a Check-in section cross-reference.

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 (#1140), 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 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 (#2089), 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. See 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

Full pairing matrix: Managing a Check-in section cross-reference.

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. Full pairing matrix: Managing a Check-in section cross-reference.

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.

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. Full pairing matrix: Managing a Check-in section cross-reference.

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

Full pairing matrix: Managing a Check-in section cross-reference.

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. Full pairing matrix: Managing a Check-in section cross-reference.

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.

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 (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

Full pairing matrix: Managing a Check-in section cross-reference.

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. Full pairing matrix: Managing a Check-in section cross-reference.

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 load errors

If Communication or Tickets fails to load while Payment Plan or Contract Info work, use Refresh or Retry on that tab — see Glossary — Booking detail sidebar tab load failures.

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.

Full pairing matrix: Managing a Check-in section cross-reference.

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. Full pairing matrix: Managing a Check-in section cross-reference.

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 → Other filters Tenant → Tenant category 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.

Full pairing matrix: Managing a Check-in section cross-reference.

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. Full pairing matrix: Managing a Check-in section cross-reference.

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.

Full pairing matrix: Managing a Check-in section cross-reference.

Managing a Check-in section cross-reference​

Use this table when one step in this workflow naturally leads into another module, concept page, or downstream workflow — each row links to the docs you should read before or after that step.

| Workflow step / section | Pair with these docs | | ---------------------------------------------------------------------------------------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | Step 1 — Review upcoming arrivals (7 days before) | Operations — Check-in & Check-out tab, Settings > Tenant categories, Tenants — Tenant Info, Bookings — Other filters, Tenants — Tenant category filter, Processing a New Booking — Step 2, Onboarding a New Property — Step 4, Glossary — Tenant category, FAQ — Finance tenant category filter parity, Glossary — Same-day turnover, Bookings — Timeline view, Sales — Multicalendar, Notification triage, Tenant MCP — Booking and contract data (get-dates-and-schedule, list-bookings-by-email), Landlord MCP — Read-only and intelligence (get-upcoming-move-ins) | | Step 2 — Verify the unit is ready | Operations — Tickets tab, Glossary — Draft ticket (display status), Operations — Linking cash flows to a ticket, Glossary — Ticket — linked cash flows, Listings — Maintenances tab, Managing a Check-out — Step 2 (same ticket MCP habit), Tenant MCP — Maintenance and escalation (get-maintenance-tickets, create-maintenance-ticket), Landlord MCP — Extended account tools (list-tickets, create-ticket, get-ticket, update-ticket, close-ticket, add-ticket-comment; Cost allocation remains operator UI) | | Step 3 — Verify check-in payments are complete | Bookings — Payment Plan tab, Handling a Late Payment, Finance — Tenant category filter, Settings > Preferences — Auto-cancel unpaid move-in, Tenant MCP — Property, payments, and portal tools (get-payment-info), Tenant MCP — Maintenance and escalation (notify-landlord), Landlord MCP — Bookings, properties, and listings (get-booking), Landlord MCP — Extended account tools (list-payments, get-payment; pending until Step 3b) | | Step 3b — Approve move-in receipts | Notification triage — Step 4, Processing a New Booking — Step 5b, Handling a Late Payment — Step 4b, Portfolio KPI review — Step 7, Finance — Pending manual payments, Finance > Transactions — Row actions, Payment Allocation — Correcting mistaken receipts, Glossary — Pending manual in-payment (Finance), Glossary — Credit note (payment reject/revert), FAQ — Manual receipt still pending, Landlord MCP — Extended account tools (list-payments, get-payment; approval remains operator UI), Tenant MCP — Property, payments, and portal tools (get-payment-info while receipts stay pending) | | Step 4 — Hand over access | Listings — Access Lockers tab, Settings > Emails — Booking lifecycle emails, Tenant Portal, Tenant Portal — Digital contract signing, Settings > Preferences — Mandatory for contract signing, Notification triage — Step 1 (Inbox threads before handover), Automation & AI — Workflow pairing for surface choice, Landlord MCP — Read-only and intelligence (get-upcoming-move-ins — arrival-week batch reads), Tenant MCP — Property, payments, and portal tools (get-portal-links, get-dates-and-schedule, get-payment-info, request-contract-data), Tenant MCP — Booking and contract data (request-contract-data), Tenant MCP — Maintenance and escalation (notify-landlord for access-code disputes), Tenant Portal — Portal access by tenant category | | Step 5 — Verify booking status | Booking Lifecycle, Managing a Check-out, Processing a New Booking (upstream), Tenant MCP — Booking and contract data (get-booking-status), Tenant MCP — Property, payments, and portal tools (get-property-and-location) | | Step 6 — Escalate arrival-week blockers | Using in-app support (When to use in-app support, Help & Support drawer, New Support Ticket modal), Settings > Integrations, Settings > Tenant categories, Settings > Emails — Communication Rules, Listings — Access Lockers tab, Processing a New Booking — Step 6 (portal modules after confirmation), Onboarding a New Property — Step 7 (first arrivals on newly onboarded inventory), Entering Monthly Utility Bills — Step 5 (first bill cycle on new inventory), Entering Monthly Utility Bills — Step 6 (AI extraction blocked after lockout), Manual block hygiene — Step 4 (same-day turnover manual holds), Glossary — Same-day turnover, Bookings — Timeline view, Sales — Multicalendar, Handling a Late Payment — Step 6 (fiscal ID / segment MCP habit), Handling a Late Payment — Step 6b (collections Pending mesh at month-end), Portfolio KPI review — Step 7 (month-end Pending / Total Debt after arrival week), Notification triage — Step 4 (payment alert row-click before arrival week), Notification triage — Step 5, Notification triage — Step 6 (row-click or read-state blocked after access-code fixes; lockout catch-up), Bookings — Other filters, Tenants — Tenant category filter, Resetting a Management User Password — Step 3 (lockout-delayed arrival-week catch-up), Resetting a Management User Password — Troubleshooting, Deep Links — Support, Landlord MCP — Read-only and intelligence (get-booking-summary), Landlord MCP — Extended account tools (list-tenants, get-tenant, get-tenant-bookings, list-tickets, get-ticket, add-ticket-comment), Tenant MCP — Maintenance and escalation (notify-landlord; contrast Vivin support tickets) | | Step 6b — Approve lingering move-in receipts | Step 3b — Approve move-in receipts, 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), Handling a Late Payment — Step 6b (collections Pending mesh), Processing a New Booking — Step 5b, Processing a New Booking — Step 6b, Managing a Check-out — Step 6b, Cancelling a Booking — Step 6b, Entering Monthly Utility Bills — Step 4b, Notification triage — Step 5, Notification triage — Step 6 (lockout-delayed alert cleanup), Payment Allocation — Correcting mistaken receipts, Using in-app support (When to use in-app support), Resetting a Management User Password — Step 3 (lockout-delayed month-end catch-up), Resetting a Management User Password — Troubleshooting, Finance — Pending manual payments, Finance > Transactions — Row actions, Glossary — Pending manual in-payment (Finance), Glossary — Credit note (payment reject/revert), Landlord MCP — Extended account tools (list-payments, get-payment; approval remains operator UI), Tenant MCP — Property, payments, and portal tools (get-payment-info while receipts stay pending) | | Lockout catch-up after password recovery | Arrival-week work delayed by sign-in lockout | Common Workflows — Lockout catch-up, Step 6, Resetting a Management User Password — Step 3 | | Pending manual receipt approval | Move-in receipts still pending until approval | Common Workflows — Pending manual receipt approval, Step 3b, Step 6b | | Reject/revert mistaken receipts | Duplicate move-in bank transfers | Common Workflows — Reject/revert mistaken receipts, Payment Allocation — Correcting mistaken receipts | | Month-end invoicing (fixed date) | Move-in Pending mesh at month-end before bulk export | Common Workflows — Month-end invoicing (fixed date), Step 6b, Notification triage — Month-end invoicing (fixed date) | | Bulk Hostkit invoicing | Move-in Pending mesh at month-end before bulk export | Common Workflows — Bulk Hostkit invoicing, Step 6b — Approve lingering move-in receipts, FAQ — Bulk Hostkit invoicing slow (finance-transactions-bulk-selection-bar.png, settings-invoicing-hostkit-series.png) | | Utility overage collections | Move-in month overage Pending at month-end | Common Workflows — Utility overage collections, Step 6b — Approve lingering move-in receipts, Entering Monthly Utility Bills — Step 4 (utilities-allocations-row-breakdown-expanded.png, utilities-allocations-review-flow.mp4) | | Check-out final utilities handoff | Same-day turnover — outgoing final overages before key handover | Common Workflows — Check-out final utilities handoff, Step 4 — Hand over access, Managing a Check-out — Step 6 (utilities-allocations-review-flow.mp4, bookings-detail-payment-plan-tab-schedule.png) | | Check-in to check-out handoff | Keys handed over — scan departure week ~7 days out | Common Workflows — Check-in to check-out handoff, Step 4 — Hand over access, Managing a Check-out — Step 1 (operations-check-in-out-check-outs-next-7-days.png, bookings-timeline-view.png) | | Check-out collections before refund | Rent In Debt after key handover on mid-stay stay | Common Workflows — Check-out collections before refund, Step 4 — Hand over access, Managing a Check-out — Step 6 (workflows-check-out-coordination-flow.mp4, bookings-detail-payment-plan-tab-schedule.png, finance-contract-values-in-debt-filter.png) | | Check-out ledger cleanup before refund | Duplicate move-in payment after Step 4 shows phantom In Debt | Common Workflows — Check-out ledger cleanup before refund, Step 4 — Hand over access, Managing a Check-out — Step 6 (bookings-detail-transactions-revert-modal-info-banner.png, finance-transactions-bulk-reject-selected-bar.png) | | Payment alert to receivables triage | Move-in payment overdue before key handover on Step 3 | Common Workflows — Payment alert to receivables triage, Step 3 — Verify check-in payments, Handling a Late Payment — Step 1 (notifications-row-navigate-to-booking-detail.png, notifications-row-navigation-flow.mp4) | | Finance debt receivables triage | Move-in charges unpaid — portfolio Top debtors before key handover | Common Workflows — Finance debt receivables triage, Step 3 — Verify check-in payments, Handling a Late Payment — Step 1 (finance-overview-income-chart-debt-aging.png, finance-overview-debt-aging-walkthrough-flow.mp4, finance-transactions-pending-pill.png) | | Handling a Late Payment collections | Move-in arrears → collections Steps 1–4 before key handover on Step 3 | | Finance Income status drill-down | Move-in Income → In debt modal vs Debt Aging rows on Step 3 | Common Workflows — Finance Income status drill-down, Step 3 — Verify check-in payments, Finance debt receivables triage (finance-overview-income-status-in-debt-modal.png, finance-overview-income-drill-down-flow.mp4) | | Cash flow forecast drill-down | Same-week move-in deposits on Cash flow forecast Day view at Step 3 | Common Workflows — Cash flow forecast drill-down, Step 3 — Verify check-in payments, Finance Income status drill-down (finance-overview-cash-flow-all-payments-modal.png, finance-overview-cash-flow-day-view.png, finance-overview-cash-flow-drill-down-flow.mp4) | | Cancellation collections before void | Tenant backs out before arrival — move-in rent arrears block void | Common Workflows — Cancellation collections before void, Step 3 — Verify check-in payments, Cancelling a Booking — Step 2 (finance-contract-values-in-debt-filter.png, bookings-detail-transactions-approve-payment-modal.png, bookings-cancel-booking-modal-refund-types.png, workflows-cancel-booking-refund-modal-flow.mp4) | | Rent reduction after invoicing | Goodwill repricing blocked below exported rent before move-in | Common Workflows — Rent reduction after invoicing, Step 3, Glossary — Invoiced floor (rent) (bookings-detail-change-monthly-rent-modal.png) | | Same-day turnover coordination | Same-day Check-out on unit before Step 4 | Common Workflows — Same-day turnover coordination, Step 1 — Review upcoming arrivals, FAQ — Same-day turnovers (operations-add-ticket-modal.png, bookings-timeline-day-week-month-and-sidebar.mp4) | | Occupancy KPI to block hygiene handoff | Timeline overlap from stale manual holds on Step 1 | Common Workflows — Occupancy KPI to block hygiene handoff, Step 1 — Review upcoming arrivals, FAQ — Analytics (KPI workspace) (analytics-kpi-occupancy-tab.png, audit-manual-blocks-filter-scroll.mp4) | | Deposit missing on Finance Deposits | Move-in deposit triage before key handover | Common Workflows — Deposit missing on Finance Deposits, Step 3 — Verify check-in payments, FAQ — Deposit missing on Finance Deposits (finance-deposits-date-range-toolbar-default.png, finance-deposits-date-range-clear-flow.mp4) | | Partly collected security deposit | Deposit shortfall before key handover | Common Workflows — Partly collected security deposit, Step 3, Finance — Deposits status summary cards, FAQ — Partly collected security deposit | | Wrong tenant on a booking | Wrong profile on Contract Info before key handover | Common Workflows — Wrong tenant on a booking, Step 5 — Verify booking status, FAQ — Wrong tenant on a booking (bookings-detail-change-tenant-control.png, bookings-detail-change-tenant-flow.mp4) | | Cancel Booking vs Delete Booking | Test Upcoming import — Delete Booking not Cancel | Common Workflows — Cancel Booking vs Delete Booking, Step 1 — Review upcoming arrivals, FAQ — Cancel Booking vs Delete Booking (bookings-cancel-booking-modal-refund-types.png, bookings-list-canceled-tab.png, workflows-cancel-booking-refund-modal-flow.mp4) | | Portfolio retirement decisions | Upcoming arrivals block mistaken building Archive | Common Workflows — Portfolio retirement decisions, Step 1 — Review upcoming arrivals, FAQ — Portfolio retirement decisions (listings-archived-populated-table.png, finance-transactions-type-summary-cards.png) | | Directory list load failures | Check-in & Check-out tab fails on arrival-week planning | Common Workflows — Directory list load failures, Step 1 — Review upcoming arrivals, FAQ — Directory list load failures (notifications-module-load-failure.png, utilities-bills-load-failure.png) | | Booking sidebar tab load failures | Arrival-week Communication tab fails before key handover | Common Workflows — Booking sidebar tab load failures, Step 4 — Hand over access, FAQ — Communication or Tickets load failure (bookings-detail-communication-tab-whatsapp-thread.png, bookings-detail-tickets-tab.png) | | Confirmation alert triage | Stale Upcoming alert before key handover | Common Workflows — Confirmation alert triage, Step 3 — Verify check-in payments, FAQ — Processing a New Booking hub (notifications-row-navigate-to-booking-detail.png, bookings-detail-transactions-approve-payment-modal.png) | | Portfolio segmentation by tenant category | Arrival-week issues on one tenant segment | Common Workflows — Portfolio segmentation, Bookings — Other filters, Tenant Portal — Portal access by tenant category |

Pair with other Managing a Check-in guide sections

Related below links this workflow to modules, concepts, settings, and escalation paths. Pair Documentation map & escalation with Common Workflows hub — Documentation map & escalation; pair Upstream & downstream workflows with Common Workflows — Workflow cross-reference. Topic-to-section pairing in sections above: Managing a Check-in section cross-reference. Full hub matrix: Common Workflows section cross-reference.

Documentation map & escalation​

Pair with other Managing a Check-in guide sections

Documentation-map bullets pair with Introduction — Section cross-reference and FAQ — Section cross-reference. Hub parity: Common Workflows hub — Documentation map & escalation. Full pairing matrix: Managing a Check-in section cross-reference · Common Workflows section cross-reference.

Upstream & downstream workflows​

Pair with other Managing a Check-in guide sections

Workflow bullets pair with Common Workflows — Workflow cross-reference for inter-guide step pairing. Full pairing matrix: Managing a Check-in section cross-reference · Common Workflows section cross-reference.

Concepts & settings that shape this workflow​

Pair with other Managing a Check-in guide sections

Concept and settings bullets pair with Concepts hub subsection index and Concept cross-reference and Account Settings — Tab cross-reference. Full pairing matrix: Managing a Check-in section cross-reference · Common Workflows section cross-reference.

Operations, bookings & finance surfaces​

Pair with other Managing a Check-in guide sections

Operations, bookings & finance surfaces bullets pair with the matching topic rows in Managing a Check-in section cross-reference. Full pairing matrix: Managing a Check-in section cross-reference · Common Workflows section cross-reference.

Deeper workflow reads​

Pair with other Managing a Check-in guide sections

Concept workflow reads pair with Concepts hub subsection index and Concept cross-reference. Each concept sub-guide reciprocates with [Deeper workflow reads](../workflows/managing-a-check-in.md#deeper-workflow-reads) anchors on Managing a Check-in bullets — hub parity: Common Workflows hub — Deeper workflow reads. Full pairing matrix: Managing a Check-in section cross-reference · Common Workflows section cross-reference.

Deeper API reads​

Pair with other Managing a Check-in guide sections

API reads pair with API Reference hub subsection index and API guide cross-reference. Hub parity: Common Workflows — Deeper API reads. Full pairing matrix: Managing a Check-in section cross-reference · Common Workflows section cross-reference.

Lockout catch-up after password recovery​

Pair with other Managing a Check-in guide sections

Arrival-week portal gates and move-in receipt approval delayed by lockout pair with Resetting a Management User Password. Hub parity: Common Workflows — Lockout catch-up after password recovery. Full pairing matrix: managing-a-check-in-section-cross-reference · Common Workflows section cross-reference.

Pending manual receipt approval​

Pair with other Managing a Check-in guide sections

Move-in receipts stay pending until Step 3b and Step 6b. Hub parity: Common Workflows — Pending manual receipt approval. Full pairing matrix: managing-a-check-in-section-cross-reference · Common Workflows section cross-reference.

WhatsApp per-booking messaging​

Pair with other Managing a Check-in guide sections

Arrival-week tenant questions pair with Bookings → Communication after Step 3 — Verify check-in payments — not Step 4 — Hand over access until balance confirms. Hub parity: Glossary — WhatsApp per-booking messaging hub · Common Workflows — WhatsApp per-booking messaging. Full pairing matrix: managing-a-check-in-section-cross-reference · Common Workflows section cross-reference.

Bot reasoning (audit)​

Pair with other Managing A Check In guide sections

Arrival-week bot threads before Step 4 — expand Reasoning under mint Bot bubbles on Bookings → Communication → WhatsApp to audit automated replies before editing ChatBot persona or IF/THEN rules. Hub parity: Glossary — Bot reasoning (audit) hub · Common Workflows — Bot reasoning (audit). Full pairing matrix: managing-a-check-in-section-cross-reference · Common Workflows section cross-reference.

ChatBot settings​

Pair with other Managing A Check In guide sections

Pair Account Settings → ChatBot (Persona, IF/THEN, Status Bot) with thread review on Communication when arrival-week bot threads before step 4. Hub parity: Glossary — ChatBot settings hub · Common Workflows — ChatBot settings. Full pairing matrix: managing-a-check-in-section-cross-reference · Common Workflows section cross-reference.

Notification row-click navigation​

Pair with other Managing a Check-in guide sections

Move-in payment overdue / Pending manual in-payment alerts pair with Notification triage — Step 4 before Step 3 — Verify check-in payments are complete — not Step 4 — Hand over access until balance confirms. Hub parity: Common Workflows — Notification row-click navigation. Full pairing matrix: managing-a-check-in-section-cross-reference · Common Workflows section cross-reference.

Payment notification (operator)​

Pair with other Managing a Check-in guide sections

Move-in Payment received / Pending manual in-payment alerts pair with Notification triage — Step 4 before Step 3 — Verify check-in payments are complete — confirm opt-in layers when teammates miss rows. Hub parity: Common Workflows — Payment notification (operator). Full pairing matrix: managing-a-check-in-section-cross-reference · Common Workflows section cross-reference.

Payment alert to receivables triage​

Pair with other Managing a Check-in guide sections

Move-in payment overdue / Pending manual in-payment alerts pair with Notification triage — Step 4 before Step 3 — Verify check-in payments are complete — not Step 4 — Hand over access until balance confirms. Hub parity: Common Workflows — Payment alert to receivables triage. Full pairing matrix: managing-a-check-in-section-cross-reference · Common Workflows section cross-reference.

Finance debt receivables triage​

Pair with other Managing a Check-in guide sections

Unpaid move-in charges pair with Step 3 — Verify check-in payments are complete before Step 4 — Hand over access — not portfolio Top debtors until booking Payment Plan is reviewed. Hub parity: Common Workflows — Finance debt receivables triage. Full pairing matrix: managing-a-check-in-section-cross-reference · Common Workflows section cross-reference.

Handling a Late Payment collections​

Pair with other Managing a Check-in guide sections

Move-in shortfall on Step 3 — Verify check-in payments may need Handling a Late Payment — Steps 1–4 before Step 4 — Hand over access. Hub parity: Common Workflows — Handling a Late Payment collections hub. Full pairing matrix: managing-a-check-in-section-cross-reference · Common Workflows section cross-reference.

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. Hub parity: Common Workflows — Finance debt receivables triage. Full pairing matrix: managing-a-check-in-section-cross-reference · Common Workflows section cross-reference.

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. Hub parity: Common Workflows — Finance debt receivables triage. Full pairing matrix: managing-a-check-in-section-cross-reference · Common Workflows section cross-reference.

Finance Income status drill-down​

Pair with other Managing a Check-in guide sections

Move-in charge triage on Step 3 — Income → In debt modal lists payment lines for one month; use Debt Aging when you need tenant · unit rows with days overdue. Hub parity: Common Workflows — Finance Income status drill-down. Full pairing matrix: managing-a-check-in-section-cross-reference · Common Workflows section cross-reference.

Cash flow forecast drill-down​

Pair with other Managing a Check-in guide sections

Move-in on Step 3 — Cash flow forecast Day view can confirm same-week deposits; Income → Paid is month-scoped status. Hub parity: Common Workflows — Cash flow forecast drill-down. Full pairing matrix: managing-a-check-in-section-cross-reference · Common Workflows section cross-reference.

Reject/revert mistaken receipts​

Pair with other Managing a Check-in guide sections

Duplicate move-in transfers pair with Payment Allocation — Correcting mistaken receipts. Hub parity: Common Workflows — Reject/revert mistaken receipts. Full pairing matrix: managing-a-check-in-section-cross-reference · Common Workflows section cross-reference.

Month-end invoicing (fixed date)​

Pair with other Managing a Check-in guide sections

Move-in month-end on Step 6b may overlap Issue allocation — save a fixed Invoice date in Settings → Invoicing before bulk export — pair Common Workflows — Bulk Hostkit invoicing on the same amber toolbar banner. Hub parity: Common Workflows — Month-end invoicing (fixed date). Full pairing matrix: managing-a-check-in-section-cross-reference · Common Workflows section cross-reference.

Bulk Hostkit invoicing​

Pair with other Managing a Check-in guide sections

Move-in month-end on Step 6b should finish Pending approval before bulk Issue allocation / Invoice selected — pair Month-end invoicing (fixed date) (save fixed Invoice date first — finance-transactions-bulk-toolbar-fixed-invoice-date-banner.png). Hub parity: Common Workflows — Bulk Hostkit invoicing. Full pairing matrix: managing-a-check-in-section-cross-reference · Common Workflows section cross-reference.

Utility overage collections​

Pair with other Managing a Check-in guide sections

Move-in month utility overage Pending receipts pair with Step 6b — Approve lingering move-in receipts on the same month-end ledger queue as confirmation receipts — hub: Common Workflows — Utility overage collections. Full pairing matrix: managing-a-check-in-section-cross-reference · Common Workflows section cross-reference.

Check-out final utilities handoff​

Pair with other Managing a Check-in guide sections

Same-day turnover on a shared unit pairs outgoing Managing a Check-out — Step 6 with Step 4 — Hand over access — hub: Common Workflows — Check-out final utilities handoff. Hub parity: Common Workflows — Same-day turnover coordination. Full pairing matrix: managing-a-check-in-section-cross-reference · Common Workflows section cross-reference.

Check-in to check-out handoff​

Pair with other Managing a Check-in guide sections

After Step 4 — Hand over access the stay is Ongoing — scan Operations → Check-in & Check-out for departure week ~7 days out via Managing a Check-out — Step 1 — hub: Common Workflows — Check-in to check-out handoff. Distinct from same-day Same-day turnover coordination. Full pairing matrix: managing-a-check-in-section-cross-reference · Common Workflows section cross-reference.

Check-out collections before refund​

Pair with other Managing a Check-in guide sections

Rent In Debt after Step 4 — Hand over access pairs with Handling a Late Payment — Step 1 before Managing a Check-out — Step 1 — hub: Common Workflows — Check-out collections before refund. Distinct from Check-out final utilities handoff and same-day Same-day turnover coordination. Full pairing matrix: managing-a-check-in-section-cross-reference · Common Workflows section cross-reference.

Check-out ledger cleanup before refund​

Pair with other Managing a Check-in guide sections

Duplicate move-in payments after Step 4 — Hand over access that show phantom In Debt pair with Reject / Revert on booking Transactions — hub: Common Workflows — Check-out ledger cleanup before refund. Distinct from rent Check-out collections before refund. Full pairing matrix: managing-a-check-in-section-cross-reference · Common Workflows section cross-reference.

Cancellation collections before void​

Pair with other Managing a Check-in guide sections

When the tenant backs out before or during arrival, pre-cancel move-in rent arrears pair with Step 3 — Verify check-in payments / Cancelling a Booking — Step 2 — hub: Common Workflows — Cancellation collections before void. Distinct from departure-week Check-out collections before refund. Full pairing matrix: managing-a-check-in-section-cross-reference · Common Workflows section cross-reference.

Rent reduction after invoicing​

Pair with other Managing a Check-in guide sections

Goodwill repricing before move-in when the confirmation month is already invoiced pairs with Bulk Hostkit invoicing when external credit notes need Issue credit notes (N) — same Hostkit pacing as first-time Issue allocation. Hub parity: Common Workflows — Rent reduction after invoicing. Full pairing matrix: managing-a-check-in-section-cross-reference · Common Workflows section cross-reference.

Same-day turnover coordination​

Pair with other Managing a Check-in guide sections

Step 1 — Review upcoming arrivals Check-ins on a unit that also shows a same-day Check-out in Managing a Check-out — Step 1 — finish outgoing Step 2 before Step 4. Hub parity: Common Workflows — Same-day turnover coordination. Full pairing matrix: managing-a-check-in-section-cross-reference · Common Workflows section cross-reference.

Occupancy KPI to block hygiene handoff​

Pair with other Managing a Check-in guide sections

Step 1 — Review upcoming arrivals Timeline / Multicalendar overlap checks can reveal stale manual holds — run Manual block hygiene — Step 4 before you treat overlap as a channel double-book. Hub parity: Common Workflows — Occupancy KPI to block hygiene handoff. Full pairing matrix: managing-a-check-in-section-cross-reference · Common Workflows section cross-reference.

Deposit missing on Finance Deposits​

Pair with other Managing a Check-in guide sections

Step 3 — Verify check-in payments deposit triage on Finance → Deposits only shows rows inside the toolbar date range — clear or widen before you chase Partial paid shortfalls. Hub parity: Common Workflows — Deposit missing on Finance Deposits. Full pairing matrix: managing-a-check-in-section-cross-reference · Common Workflows section cross-reference.

Deposit lifecycle status​

Pair with other Managing a Check-in guide sections

Step 3 — Verify check-in payments are complete confirms the deposit reached Fully Paid before Step 4 — Hand over access — review the lifecycle pill on booking Deposit. Hub parity: Common Workflows — Deposit lifecycle status. Full pairing matrix: Managing A Check In section cross-reference · Common Workflows section cross-reference.

Partly collected security deposit​

Pair with other Managing a Check-in guide sections

Step 3 — Verify check-in payments should chase deposit shortfalls before Step 4 — Hand over access — distinct from Partial Paid rent on Payment Plan. Hub parity: Common Workflows — Partly collected security deposit. Full pairing matrix: managing-a-check-in-section-cross-reference · Common Workflows section cross-reference.

Wrong tenant on a booking​

Pair with other Managing a Check-in guide sections

Arrival-week profile checks on Step 5 — Verify booking status pair with Change tenant when the Tenant card points at the wrong existing profile — fix while still Upcoming before Step 4 — Hand over access; Change tenant greys out on or after check-in. Hub parity: Common Workflows — Wrong tenant on a booking. Full pairing matrix: managing-a-check-in-section-cross-reference · Common Workflows section cross-reference.

Cancel Booking vs Delete Booking​

Pair with other Managing a Check-in guide sections

Arrival-week review on Step 1 — Review upcoming arrivals may surface test or duplicate Upcoming bookings — use Delete Booking on mistaken rows before Step 4 — Hand over access; Cancel booking for real voids that need refund settlement. Building sunsetting uses Archive property — not per-reservation Delete. Hub parity: Common Workflows — Cancel Booking vs Delete Booking. Full pairing matrix: managing-a-check-in-section-cross-reference · Common Workflows section cross-reference.

Portfolio retirement decisions​

Pair with other Managing a Check-in guide sections

Upcoming arrivals on Step 1 — Review upcoming arrivals block mistaken building Archive — finish Managing a Check-out — Step 7 on active stays before sunsetting inventory. Hub parity: Common Workflows — Portfolio retirement decisions. Full pairing matrix: managing-a-check-in-section-cross-reference · Common Workflows section cross-reference.

Provider platform Delete Booking guard​

Pair with other Managing a Check-in guide sections

Test or duplicate Upcoming rows on Step 1 — Review upcoming arrivals may need Delete Booking — Reject or assign any provider platform in-payment first (#2076). Hub parity: Common Workflows — Provider platform Delete Booking guard. Full pairing matrix: managing-a-check-in-section-cross-reference · Common Workflows section cross-reference.

Archived booking ledger visibility​

Pair with other Managing a Check-in guide sections

Test or duplicate Upcoming rows on Step 1 — Review upcoming arrivals may need Delete Booking — Manual Transactions hide on Finance → Transactions afterward (#1897). Policy voids use Cancel booking, not Delete. Hub parity: Common Workflows — Archived booking ledger visibility. Full pairing matrix: managing-a-check-in-section-cross-reference · Common Workflows section cross-reference.

Archive property (building-level)​

Pair with other Managing a Check-in guide sections

Before building Archive, finish Upcoming arrivals on Step 1 — Review upcoming arrivals — a whole building leaves active pickers only after departures complete. Distinct from Delete Booking on mistaken Upcoming rows. Hub parity: Common Workflows — Archive property (building-level). Full pairing matrix: managing-a-check-in-section-cross-reference · Common Workflows section cross-reference.

Directory list load failures​

Pair with other Managing a Check-in guide sections

Arrival-week planning on Step 1 — Review upcoming arrivals needs a loaded Operations → Check-in & Check-out tab — Failed to load … + Retry is a first-fetch failure, not "no arrivals this week." An empty table with no error banner usually means widen Custom date range. Hub parity: Common Workflows — Directory list load failures · Glossary — Directory list load failures hub. Full pairing matrix: managing-a-check-in-section-cross-reference · Common Workflows section cross-reference.

Booking sidebar tab load failures​

Pair with other Managing a Check-in guide sections

Arrival-week tenant questions on Step 4 — Hand over access may open Communication after Step 3 — Verify check-in payments — tab Refresh when Could not load messages appears; Payment Plan and Contract Info often still load. Whole Operations → Check-in & Check-out list Retry on Step 1 is Directory list load failures. Hub parity: Glossary — Booking sidebar tab load failures hub · Common Workflows — Booking sidebar tab load failures. Full pairing matrix: managing-a-check-in-section-cross-reference · Common Workflows section cross-reference.

Confirmation to check-in handoff​

Pair with other Managing a Check-in guide sections

Canonical downstream entry: Step 1 — Review upcoming arrivals starts after Processing a New Booking — Step 6 portal gates pass — contract signed, confirmation charges approved, Tenant category correct. Do not hand over keys on Step 4 while Upcoming confirmation alerts remain. Hub parity: Common Workflows — Confirmation to check-in handoff. Full pairing matrix: managing-a-check-in-section-cross-reference · Common Workflows section cross-reference.

Confirmation alert triage​

Pair with other Managing a Check-in guide sections

Arrival-week planning on Step 1 — Review upcoming arrivals may still show stale Upcoming Booking created or Payment received rows — row-click via Notification triage — Step 4, finish Processing a New Booking — Step 6 / Step 5b before Step 4 — Hand over access. Hub: Confirmation to check-in handoff. Hub parity: Common Workflows — Confirmation alert triage. Full pairing matrix: managing-a-check-in-section-cross-reference · Common Workflows section cross-reference.

Portfolio segmentation by tenant category​

Pair with other Managing a Check-in guide sections

Arrival-week issues on one tenant segment pair with Bookings — Other filters. Hub parity: Common Workflows — Portfolio segmentation by tenant category. Full pairing matrix: managing-a-check-in-section-cross-reference · Common Workflows section cross-reference.

Key glossary terms​

Pair with other Managing a Check-in guide sections

Glossary rows pair with Glossary cluster cross-reference. Full pairing matrix: Managing a Check-in section cross-reference · Common Workflows section cross-reference.

Module documentation hubs​

Pair with other Managing a Check-in guide sections

Module hub bullets pair with Modules — Module cross-reference. Full pairing matrix: Managing a Check-in section cross-reference · Common Workflows section cross-reference.