Skip to main content

Managing a Check-out & Deposit Refund

First-time workspace setup

Use this workflow when an Ongoing or departure-week booking exists — deposit refund rules come from Settings → Payments, Invoicing & Utilities (setup step 8). Finish Getting Started — Recommended Setup Sequence steps 1–15 and Onboarding a New Property — Step 7 before the first departure on new inventory. 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

Plan one week ahead with Step 1 — Review upcoming departures; inspection and deposit: Step 3 → Step 5 — Mark ready and process the deposit refund. Settlement mesh: Step 6 — Verify all charges are settled / Step 6b; closure: Step 7 — Verify the booking has ended. 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, 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-out section cross-reference · Common Workflows section cross-reference.

Pair with other workflows

Route early termination under policy via Common Workflows — Check-out vs cancellation (Cancelling a Booking — Step 4 / Canceled — not Step 7; workflows-cancel-booking-refund-modal-flow.mp4, bookings-list-canceled-tab.png). Clear departure-week rent and fee arrears via Common Workflows — Check-out collections before refund (Step 6 → Handling a Late Payment — Steps 1–4 before Step 5; workflows-check-out-coordination-flow.mp4, bookings-detail-payment-plan-tab-schedule.png) and Handling a Late Payment; capture final meter reads via Entering Monthly Utility Bills when utilities apply — hub: Check-out final utilities handoff. During month-end Step 6b, poll AI usage API (utility_bill_extraction + landlord_chat) alongside Portfolio KPI review — Step 7 when departure-week work used Utilities — AI Invoice Reader or AI Chat. Step-to-module pairing: Managing a Check-out section cross-reference. Full pairing matrix: Common Workflows — Workflow cross-reference.

Prerequisites

Before managing a check-out, ensure:

  • The booking is not canceled and is in an active occupancy/checkout window for your configured status date basis
  • You know your deposit refund deadline (configured in Settings > Payments)

Step 1 — Review upcoming departures (7 days before)​

Pair with other Managing a Check-out steps

Departure planning pairs with Common Workflows — Same-day turnover coordination (Step 2 before incoming Managing a Check-in — Step 4 on shared units), Common Workflows — Check-in to check-out handoff (upstream Managing a Check-in — Step 4 keys handed over), FAQ — Managing a Check-out hub, Operations → Check-in & Check-out (Check-outs pill), Bookings → Timeline (same-day turnover), and get-dates-and-schedule on Tenant MCP. Downstream: Step 2 (cleaning tickets). Full pairing matrix: Managing a Check-out section cross-reference.

Open Operations > Check-in & Check-out and identify all departures in the coming week. Note any same-day turnovers (a check-out and a new check-in on the same calendar day for one unit) — see FAQ — Same-day turnovers and Glossary — Same-day turnover. For a visual overlap check on one unit, open Bookings → Timeline (/bookings/timeline) or Sales → Multicalendar (/sales/multicalendar), paste the unit internal name in toolbar Search, and use Week or Month scale to see departure and arrival bars on the same row — same pattern as Processing a New Booking — Visual overlap check.

Use Next 7 days (or Custom), switch the pill to Check-outs when you only want departures, and use Search / Responsible / Filters the same way as for check-ins. Export (CSV or Excel) downloads the filtered slice for offline handoff to owners or cleaners.

Paste a unit code in Search

Check-in & Check-out ranks unit / listing name hits above tenant name when your search matches multiple fields — paste the internal room code to jump to that unit’s departure row first. See Operations — Check-in & Check-out toolbar search.

If departure paperwork lists a fiscal ID (NIF) instead of a room code, open Tenants and paste that value in toolbar Search — open the tenant profile and jump to the linked booking from there. See Tenants — Interface overview.

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

Select the Check-outs pill, then Next 7 days (or Custom for your planning window) to list departures only.

When Check-outs + Next 7 days is empty

An empty table usually means no departures fall in that window, not that the tab is broken. Open Custom and extend the range (for example through month-end), or temporarily switch to Check-ins on the same units to spot same-day turnovers. Short-term iCal imports can still surface pseudo Booking.com Reservation (or similar) departure rows even when no mid-term booking check-out exists in the window — use Filters → Stay type → Mid-term when you only want long-stay handovers. See Operations — Check-in & Check-out tab and Glossary — Short-term iCal pseudo check-in/out.

Open Filters on the Check-in & Check-out toolbar, then Stay type, to separate mid-term handovers from channel-only pseudo departures:

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)

Operations — Check-in & Check-out tab, Check-outs pill with Next 7 days and grouped departure rows

Screenshot freshness

Check-outs + Next 7 days capture re-verified 2026-06-15 03:09 UTC — Check-ins and Check-outs PNGs refreshed via local frontend. Script: tools/capture-operations-check-in-out-views.ts.

Mid-stay handoff: Check-outs + Next 7 days → Bookings → Timeline Week departure bar → return to departure planning on this tab (Common Workflows — Check-in to check-out handoff).
Walkthrough: Operations check-out planning (Check-outs + Next 7 days) → Tickets queue → Finance → Deposits → booking Deposit tab (read-only; demo does not toggle Ready To Refund or Mark refunded).

For Check-ins + Next 7 days (arrival planning), see the same framing in Managing a Check-in — workflows-operations-check-in-out-planning-view.png.

External automation on departure planning

Account-scoped Landlord MCP clients can surface the same departure queue you filter on Operations → Check-in & Check-out — list-bookings when several tenants depart from the same property, get-booking when a notification row-click already supplied the reservation id, and get-booking-summary for portfolio-level active/upcoming counts before you open individual rows.

External automation — tenant-facing departure dates

Booking-scoped Tenant MCP get-dates-and-schedule surfaces move-out timing and schedule fields the same way Operations → Check-in & Check-out lists departures — pair with list-bookings-by-email when channel paperwork only shows a guest email. get-security-deposit-info answers deposit-term questions tenants ask during departure week before operators toggle Ready To Refund (Step 5).

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

Step 2 — Prepare the turnover​

Pair with other Managing a Check-out steps

Turnover prep pairs with Common Workflows — Same-day turnover coordination (cleaning ticket due date before incoming Managing a Check-in — Step 4; operations-add-ticket-modal.png, bookings-timeline-day-week-month-and-sidebar.mp4), Operations → Tickets, Listings — Maintenances tab, and create-ticket on Landlord MCP. Upstream: Step 1. Downstream: Step 3 (inspection day) and incoming arrival on Managing a Check-in — Step 4. Full pairing matrix: Managing a Check-out section cross-reference.

Create a cleaning and inspection ticket for the unit (or verify an automatic ticket was created if you configured it in the property's Maintenances tab). When you add a one-off reservation later, you can opt out of automatic check-in/out tickets for that booking only on the rent step — see Bookings — Creating a New Booking and FAQ — Skip automatic check-in/out tickets for one booking (#1140). Assign turnover tickets with a deadline before the next check-in.

When the turnover is more than 30 days out, the ticket may show a Draft badge on Operations → Tickets until the schedule date nears — use the Draft KPI card to review long-lead jobs without mixing them into today's Unassigned queue. See Glossary — Draft ticket (display status).

From Operations → Tickets, click Add ticket, pick the property and unit, set category, priority, and due date, then save — or use + Create New → Ticket from the global menu.

To confirm an automatic turnover ticket already exists, paste the unit internal name in the Tickets toolbar Search — unit hits rank above title or property-only matches. See Operations — Tickets toolbar search and Glossary — Directory search ranking.

Operations Tickets — toolbar Search narrowed by unit internal name

Operations — Add ticket modal with property, unit, category, and due date fields

Same-day turnover coordination: Check-outs / Check-ins on one unit, open Create New → New Ticket, then confirm Timeline Week overlap before incoming key handover.
External automation on turnover prep

Account-scoped Landlord MCP create-ticket, list-tickets, get-ticket, update-ticket, and add-ticket-comment open or verify the same Operations → Tickets cleaning and inspection jobs you assign in Step 2 — pair update-ticket when assignees or due dates change before the next check-in, and add-ticket-comment when cleaners 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 turnover tickets include paid supplier work (Glossary — Ticket — linked cash flows). 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 the next arrival — external clients cannot toggle Ready To Refund or Mark refunded; operators continue on Finance → Deposits and the booking Deposit tab (Steps 5–6).

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

Step 3 — Conduct the inspection (day of check-out)​

Pair with other Managing a Check-out steps

Inspection day pairs with Operations → Tickets closure, Step 2 prep jobs, and add-ticket-comment on Landlord MCP for photo evidence. Downstream: Step 4 when damage is found; Step 5 when the unit is clean. Full pairing matrix: Managing a Check-out section cross-reference.

Inspect the unit for damages, missing items, or cleaning issues. Compare its condition against the check-in record. Document any issues with photos.

External automation on inspection day

Account-scoped Landlord MCP list-tickets, get-ticket, update-ticket, and add-ticket-comment let external clients confirm turnover prep jobs from Step 2 are closed or document inspection findings on the same Operations → Tickets row — pair update-ticket when you reassign a follow-up cleaner and add-ticket-comment when photo evidence should live on the ticket without opening the sidebar. External clients cannot link Cost allocation cash flows from MCP; operators finish contractor invoice ties on Operations → Cash Flows when inspection finds paid supplier work (Glossary — Ticket — linked cash flows). Booking-scoped Tenant MCP get-maintenance-tickets lets tenant-facing assistants confirm whether prep tickets are still open before you sign off the walkthrough — pair with create-maintenance-ticket when the tenant reports a new issue during handover that needs an Operations → Tickets row.

Step 4 — Handle damages and deductions (if any)​

Pair with other Managing a Check-out steps

Damage deductions pair with Bookings — Add Charge, Operations — Cost allocation, and get-payment-info on Tenant MCP for tenant-facing balance questions. Downstream: Step 5 (Est. Refund net of charges). Full pairing matrix: Managing a Check-out section cross-reference.

For each damage found:

  1. Open the booking and click Add Charge (see Adding Extra Charges)
  2. Select "Damages" as the category
  3. Enter the amount and a description (e.g., "Broken window replacement — €150")
  4. Set the due date
  5. Inform the tenant in writing of the deductions before processing the deposit

When you paid a contractor separately, record the supplier invoice on Operations → Cash Flows and link it to the maintenance ticket from the ticket sidebar Cost allocation panel — the signed € total should match what you recover from the deposit. See Glossary — Ticket — linked cash flows.

External automation on damage charges

Account-scoped Landlord MCP get-booking, list-payments, and get-payment surface the same Payment Plan rows you verify after operator Add Charge — external clients cannot post damage charges from MCP; operators finish on the booking sidebar (Adding Extra Charges). list-tickets, get-ticket, update-ticket, and add-ticket-comment document contractor damage work on Operations → Tickets when paid supplier invoices tie to inspection findings — external clients cannot link Cost allocation cash flows from MCP; operators finish on Operations → Cash Flows (Glossary — Ticket — linked cash flows). Booking-scoped Tenant MCP get-payment-info surfaces the same schedule rows for tenant-facing balance questions while you draft the written deduction notice. notify-landlord escalates contested retention to your team on the booking record when tenants dispute deductions through a chatbot before you toggle Ready To Refund (Step 5).

Bookings — Add Charge modal with category, amount, and due date

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

Step 5 — Mark ready and process the deposit refund​

Pair with other Managing a Check-out steps

Deposit refund pairs with Common Workflows — Check-out collections before refund (upstream Handling a Late Payment — Step 1 when Payment Plan rows stay unpaid), Finance → Deposits, booking Deposit tab, get-security-deposit-info on Tenant MCP, and Step 6b when ledger rows stay pending. Upstream: Step 4 (net Est. Refund) and Step 6 (no In Debt before toggle). Downstream: external bank transfer after Mark refunded. Full pairing matrix: Managing a Check-out section cross-reference.

When inspection and any damage charges are settled, open the booking Deposit tab and turn on Ready To Refund so finance can filter the portfolio queue (Finance Other filters → Deposit status → Ready to refund). The lifecycle pill tracks depositStatus through Fully Paid, Ready to Refund, Disputed, and Refunded — see Glossary — Deposit lifecycle status. Skip the toggle when Require "Ready to Refund" step is Off on the account.

Approve before you refund

Manual receipts recorded during departure-week settlement may stay pending until Approve payments acts on Finance → Transactions or the booking Transactions tab. Until approval, Payment Plan pills, Est. Refund, and In Debt contract lines can still reflect the old balance — triage Pending on the ledger before you toggle Ready To Refund or Mark refunded. See Finance — Pending manual payments and Step 6b.

If the tenant disputes deductions before you refund, and Enable deposit disputes is On, use Mark as Disputed on the Deposit tab (or Mark disputed on Finance → Deposits) so Refund / Mark refunded stays frozen until support finishes review. On Finance → Deposits, clear or widen the date range when the move-out is older than the default three-month window. Click Resolve Dispute when you are ready to continue the return workflow below.

Finance Deposits — Mark disputed row chip on a fully collected deposit

Bookings — Deposit tab with Mark as Disputed beside Refund on a fully collected deposit

Bookings — Deposit tab Refund Disputed with dispute warning and Resolve Dispute (refund blocked)

Walkthrough: freeze a refund with Mark as Disputed, triage the disputed row on Finance → Deposits, then Resolve Dispute when deductions are settled (demo restores staging).
Sidebar tab load errors

If Tickets or Communication shows a load error while Deposit or Payment Plan work, use Retry or Refresh on that tab — see Glossary — Booking detail sidebar tab load failures.

Bookings — Deposit tab with Ready To Refund toggle enabled before the external bank transfer

Navigate to Finance > Deposits and find this booking's deposit entry (or open Other filters → Deposit status → Ready to refund on the Deposits tab). If the stay ended more than a few months ago, clear or widen the Deposits toolbar date range first — the tab defaults to roughly the last three months (FAQ — Deposit missing on Finance Deposits).

Finance — Deposits tab Other filters drawer with Deposit status set to Ready to refund

Finance — Deposits tab for refund and retention decisions

  • No deductions: Confirm Balance and Est. Refund on the Deposits row (or review Total to refund on the booking Deposit tab). After the external bank transfer, click Mark refunded — the row status becomes Refunded. On the Tenant Portal — Payments tab, the tenant then sees the net deposit return (with a breakdown when charges were deducted) — not the gross contract deposit (#2295).
  • Partial deductions: With Step 4 charges on the booking, verify Est. Refund / Total to refund reflects the net return. Transfer the net amount externally, then Mark refunded.
  • Full retention (e.g., unpaid rent, major damages): When nothing is returned, the row may show Not Refunded — document the reason in ticket or booking notes. Do not click Mark refunded when no bank return occurs.

You can also record the refund from the booking Deposit tab (same permission: bookings.refund). After Vivin posts the refund, open Payment plan on the same booking — the schedule shows a Deposit Refund due-date row with a minus-prefixed deposit amount (see Payment plan — Deposit refund lines). Filter Finance → Transactions → Deposit Refund to reconcile the ledger entry against your bank out-payment.

The Finance Deposits tab is better for portfolio-wide queues — use Timeline cards (Pending refund, Overdue) and Deposit lifecycle status cards (Partial paid, Ready to refund, Refunded) in the Deposits overview panel. Click Partial paid to narrow rows where Paid is above zero but still below Amount — open a row to see the matching Partially paid badge on the booking Deposit tab. See Finance → Deposits — Deposit lifecycle status cards, FAQ — Partly collected security deposit, and Glossary — Deposit lifecycle status.

External automation on deposit settlement

Account-scoped Landlord MCP get-booking surfaces the same deposit charge split and move-out timing you verify before Ready To Refund — pair with list-payments / get-payment when a bank transfer may still show pending until Step 6b. Booking-scoped Tenant MCP get-security-deposit-info returns the same deposit terms and amounts tenants see on the portal Payments tab during departure week — external clients cannot Mark refunded, freeze deposit disputes, or toggle Ready To Refund from MCP; operators finish on Finance → Deposits and the booking Deposit tab.

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

Business Rule

Vivin records the deposit decision — the actual bank transfer to the tenant happens outside the platform. Transfer the refund amount via bank transfer after updating the status.

Step 6 — Verify all charges are settled​

Pair with other Managing a Check-out steps

Settlement verification pairs with Common Workflows — Check-out collections before refund (downstream Handling a Late Payment — Steps 1–4 when rent/fee arrears block refund; workflows-check-out-coordination-flow.mp4, bookings-detail-payment-plan-tab-schedule.png), Common Workflows — Check-out final utilities handoff (upstream Entering Monthly Utility Bills — Steps 2–4 / Step 4b before refund; utilities-allocations-review-flow.mp4, utilities-allocations-row-breakdown-expanded.png), Common Workflows — Check-out ledger cleanup before refund (duplicate departure transfers → Reject/revert mistaken receipts before refund), Finance → Contract Values (In Debt), FAQ — Handling a Late Payment hub, and Notification triage — Step 4. Upstream: Step 4 (damage charges net of deposit). Downstream: Step 5, Step 6b, and Step 7. Full pairing matrix: Managing a Check-out section cross-reference.

When Account Settings → Utilities → Charge Time is End of Booking, final utility overage lines may not appear until Step 7 — hub matrix: Common Workflows — Check-out final utilities handoff · Glossary — End-of-Booking cost split. Otherwise post final supplier bills via Entering Monthly Utility Bills — Steps 2–4 before you toggle Ready To Refund in Step 5.

In the booking's Payment Plan tab, confirm there are no unpaid charges beyond the agreed deductions. Compare each due-date row's Total with Paid (and status pills such as Partial Paid or Overdue) — see Schedule table columns. Escalate any outstanding balance before marking the booking as ended. See Handling a Late Payment if needed.

At portfolio scope, triage remaining balances on Finance > Contract Values with In Debt filtered — use Other filters to scope Property (and Deposit status → Ready to refund when finance is queuing deposit returns after check-out), then add Tenant → Tenant category when departure balances cluster on one segment — see Finance — Tenant category filter and Finance — Deposit status filter. Mirror the same segment on Bookings → Other filters or Tenants — Tenant category filter when Finance cache parity lags — see Glossary — Tenant category and FAQ — Finance tenant category filter parity. When several departures in the same segment underperform during month-end, continue Portfolio KPI review — Step 6 before you change Settings > Tenant categories portal rules account-wide.

If someone recorded a duplicate final payment by mistake during settlement, open booking Transactions and Reject payment, or tick rows on Finance → Transactions and use Reject selected (ledger reject is bulk-only). Reject and Revert modals warn about credit notes when Finance already invoiced the charge — after confirm, filter Not issued credit note on the ledger and use Issue credit notes or transaction-detail Issue credit note to provider when your integration is connected. See Payment Allocation — Correcting mistaken receipts.

External automation on departure-week balances

Account-scoped Landlord MCP get-booking-summary gives active/upcoming counts before you open wide Finance → Contract Values In Debt slices — pair list-bookings when several departures from the same property still owe, then list-payments / get-payment after you resolve booking ids. When departure paperwork lists a fiscal ID instead of a booking id, list-tenants, get-tenant, and get-tenant-bookings resolve the profile and linked reservations before you open Contract Values — same habit as Handling a Late Payment — Step 6. get-booking returns reservation context when a payment overdue alert already supplied the id from Notification triage — Step 4. External clients cannot Reject selected, Issue credit notes, or approve Pending rows from MCP — operators finish mistaken-receipt cleanup and Step 6b on Finance → Transactions. Booking-scoped Tenant MCP get-payment-info returns the same due-date rows you verify on Payment Plan — external assistants can answer balance questions before you toggle Ready To Refund. notify-landlord escalates unpaid departure-week charges when tenants ask through a chatbot during settlement — pair with Handling a Late Payment — Step 1 when arrears block refund.

When to file Vivin support vs self-serve departure settlement

Finish Step 6b and mistaken-receipt Reject selected cleanup above before you open a Vivin support ticket — Contract Values In Debt triage and credit note warnings are operator workflows when balances are correct. 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. Use the Help & Support drawer from Finance when screenshots should include Contract Values or Payment Plan — Deep Links — Support. If a management lockout delayed departure-week settlement, recover access with Resetting a Management User Password (Step 3) before you rerun this step — pair with Managing a Check-in — Step 6b and Portfolio KPI review — Step 7 on the same Pending queue; continue Notification triage — Step 6 when row-click navigation fails after you regain access.

Booking detail — Payment Plan tab to confirm remaining charges before closure

Walkthrough: open Finance → Deposits, use Revert refund on a refunded row, then Mark refunded again when the bank return is recorded — the bank transfer itself happens outside VIVIN.

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

Step 6b — Approve departure-week receipts (when required)​

Pair with other Managing a Check-out steps

Departure-week approval pairs with Finance → Transactions, Portfolio KPI review — Step 7, and the Pending mesh across Managing a Check-in — Step 6b, Processing a New Booking — Step 6b, and Handling a Late Payment — Step 6b. Upstream: Step 6. Downstream: Step 7. Full pairing matrix: Managing a Check-out section cross-reference.

External automation on departure-week 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 final payment during departure week but Payment Plan, Est. Refund, or In Debt on Finance → Contract Values still show the old balance — 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, Processing a New Booking — Step 6b, Managing a Check-in — Step 3b, Managing a Check-in — Step 6b, Handling a Late Payment — Step 4b, Entering Monthly Utility Bills — Step 4b, Cancelling a Booking — Step 2a, and Cancelling a Booking — Step 6b. 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 and Finance → Deposits — requirement pills and Est. Refund should update once allocations apply before you toggle Ready To Refund (Step 5).
When to file Vivin support vs self-serve approval

Approve payments and ledger Reject selected are operator workflows — finish Step 6 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 departure approval, recover access with Resetting a Management User Password (Step 3) before you rerun this step.

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

Booking detail Transactions — Approve payment confirmation before departure-week balances update

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

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

Step 7 — Verify the booking has ended​

Pair with other Managing a Check-out steps

Post-departure closure pairs with Common Workflows — Check-out vs cancellation (when Ended fails but the stay was Canceled → Cancelling a Booking — Step 6; check-out-vs-cancellation-ended-closure-flow.mp4, bookings-list-canceled-tab.png, workflows-cancel-booking-refund-modal-flow.mp4), Bookings Ended status, Booking lifecycle, get-booking-status on Tenant MCP, and Manual block hygiene when calendar bars persist. Upstream: Steps 6–6b. Downstream: Entering Monthly Utility Bills when utilities apply. Full pairing matrix: Managing a Check-out section cross-reference.

After the relevant end date passes (check-out date or contract end date, based on your status date basis setting), confirm the booking status is Ended (ended). This status is computed automatically — filter Bookings → Ended or search the tenant name if the row left your departure window. See Booking lifecycle and the Ended list capture on that page (bookings-list-ended-tab.png).

Bookings list — Ended filter with completed stays

Walkthrough: contrast Bookings → Ended (completed stay closure — Step 7) with Cancelled (policy void — Cancelling a Booking — Step 4).
External automation after departure

Booking-scoped Tenant MCP get-booking-status confirms Ongoing vs Ended (ended) the same way the booking sidebar does after check-out day — pair with get-property-and-location when tenants ask which unit they should vacate or where to return keys. list-bookings-by-email resolves the ended reservation when channel paperwork or a chatbot thread only shows the guest address. get-payment-info remains useful for post-departure balance questions until allocations from Step 6b apply — see Payment Allocation — Pending manual approval.

When to file Vivin support vs self-serve departure closure

Finish Step 6 and Step 6b before you open a Vivin support ticket — Ended status and deposit Mark refunded are operator workflows when balances are settled. File Using in-app support when product behaviour blocks departure closure despite correct operator steps:

Use the Help & Support drawer from Finance or Bookings when screenshots should include Deposit or Payment Plan — Deep Links — Support. Pair with Managing a Check-in — Step 6 when arrival-week blockers from the same reservation need separate triage, and Portfolio KPI review — Step 7 when month-end Pending receipts or Total Debt still lag after Step 6b. When payment alerts persist on /notifications after settlement, clear unread rows in Notification triage — Step 5 before you file support — continue Notification triage — Step 6 when row-click navigation fails. Final utility overages on Payment plan before Ready To Refund → Entering Monthly Utility Bills — Step 4 and Step 4b; file Step 6 when AI extraction blocks month-end bill entry. Same-day turnover with an incoming Upcoming import still blocked on Bookings → Timeline after Ended → Processing a New Booking — Step 1 and Manual block hygiene — Step 4 before you escalate status computation; confirm portal gates for the incoming tenant in Processing a New Booking — Step 6. Sales → Multicalendar still shows departure bars after Ended → Manual block hygiene — Step 6 and Cancelling a Booking — Step 6 when the stay was canceled instead of a normal check-out.

External automation on departure closure escalation

Booking-scoped Tenant MCP get-booking-status confirms Ended (ended) the same way the sidebar does — notify-landlord escalates contested retention through a chatbot before operators toggle Ready To Refund; it does not replace a Vivin support ticket when status computation or dispute toggles fail despite correct operator steps. Account-scoped Landlord MCP get-booking and list-payments attach ledger context before you file support. Surface-choice contrast: Automation & AI — Workflow pairing for surface choice.

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

Managing a Check-out 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 departures (7 days before) | Operations — Check-in & Check-out tab, Settings > Tenant categories, Tenants — Tenant Info, Glossary — Tenant category, Glossary — Same-day turnover, Processing a New Booking — Visual overlap check, Managing a Check-in, Landlord MCP — Extended account tools (list-bookings, get-booking, get-booking-summary), Tenant MCP — Booking and contract data (get-dates-and-schedule, list-bookings-by-email), Tenant MCP — Property, payments, and portal tools (get-security-deposit-info; contrast with portfolio reads) | | Step 2 — Prepare the turnover | Operations — Tickets tab, Operations — Linking cash flows to a ticket, Glossary — Draft ticket (display status), Glossary — Ticket — linked cash flows, Listings — Maintenances tab, Manual block hygiene, Landlord MCP — Extended account tools (create-ticket, list-tickets, get-ticket, update-ticket, add-ticket-comment; Cost allocation remains operator UI), Tenant MCP — Maintenance and escalation (get-maintenance-tickets, create-maintenance-ticket) | | Step 3 — Conduct the inspection | Operations module, Operations — Linking cash flows to a ticket, Glossary — Ticket — linked cash flows, Using in-app support (escalate contested retention), Landlord MCP — Extended account tools (list-tickets, get-ticket, update-ticket, add-ticket-comment; Cost allocation remains operator UI), Tenant MCP — Maintenance and escalation (get-maintenance-tickets, create-maintenance-ticket) | | Step 4 — Handle damages and deductions | Bookings — Adding Extra Charges, Operations — Linking cash flows to a ticket, Glossary — Ticket — linked cash flows, Landlord MCP — Extended account tools (get-booking, list-payments, get-payment to verify damage charge rows; Add Charge remains operator UI), Landlord MCP — Extended account tools (list-tickets, get-ticket, update-ticket, add-ticket-comment; Cost allocation remains operator UI), Tenant MCP — Property, payments, and portal tools (get-payment-info), Tenant MCP — Maintenance and escalation (notify-landlord) | | Step 5 — Mark ready and process the deposit refund | Finance > Deposits, Tenant Portal — Payments tab, Glossary — Deposit lifecycle status, Glossary — Deposit dispute, Glossary — Finance Deposits date range, Settings > Preferences — Enable deposit disputes, Finance — Pending manual payments, Landlord MCP — Extended account tools (get-booking, list-payments, get-payment; pending until Step 6b; deposit Mark refunded / dispute freeze remain operator UI only), Tenant MCP — Property, payments, and portal tools (get-security-deposit-info) | | Step 6 — Verify all charges are settled | Handling a Late Payment — Step 1, Handling a Late Payment — Step 6 (portfolio In Debt MCP habit), Portfolio KPI review — Step 6 (segment-wide In Debt during month-end), Portfolio KPI review — Step 7 (month-end Pending / Total Debt after departure week), Notification triage — Step 4, Notification triage — Step 5, Notification triage — Step 6 (row-click blocked during departure settlement), Using in-app support (When to use in-app support, Help & Support drawer), Resetting a Management User Password — Step 3 (lockout-delayed departure settlement catch-up), Resetting a Management User Password — Troubleshooting, Step 6b — Approve departure-week receipts (month-end Pending mesh), Managing a Check-in — Step 6 (arrival-week blockers on same-day turnover units), Tenant Portal — Payments tab, Tenant MCP — Property, payments, and portal tools (get-payment-info, notify-landlord), Landlord MCP — Read-only and intelligence (get-booking-summary), Landlord MCP — Bookings, properties, and listings (get-booking, list-bookings), Landlord MCP — Extended account tools (list-payments, get-payment; pending until Step 6b), Landlord MCP — Extended account tools (list-tenants, get-tenant, get-tenant-bookings when fiscal ID on paperwork), Payment Allocation — Correcting mistaken receipts, Finance — Issuing credit notes, Glossary — Credit note (payment reject/revert), Glossary — Invoiced floor (rent), Finance — Contract Values, Finance — Tenant category filter, Bookings — Other filters, Tenants — Tenant category filter, Tenants — Interface overview (fiscal ID search), Glossary — Tenant category, FAQ — Finance tenant category filter parity | | Step 6b — Approve departure-week receipts | Step 6 — Verify all charges are settled, Notification triage — Step 4, Notification triage — Step 5, Notification triage — Step 6 (stale Payment received alerts after approval), Processing a New Booking — Step 5b, Processing a New Booking — Step 6b, Managing a Check-in — Step 3b, Managing a Check-in — Step 6b, Handling a Late Payment — Step 4b, Handling a Late Payment — Step 6b (collections Pending mesh), Entering Monthly Utility Bills — Step 4b, Cancelling a Booking — Step 2a, Cancelling a Booking — Step 6b, Portfolio KPI review — Step 7, 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 > Transactions — Row actions, Finance — Pending manual payments, 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 7 — Verify the booking has ended | Booking Lifecycle, Integrations & Distribution, API Reference — Listings & availability, Payment Allocation (Layer 1 schedule after departure-week settlement), Processing a New Booking — Step 1 (same-day turnover incoming import overlap), Processing a New Booking — Step 6 (incoming turnover portal gates), Entering Monthly Utility Bills — Step 4 (final overages before deposit release), Entering Monthly Utility Bills — Step 4b, Entering Monthly Utility Bills — Step 6 (AI extraction blocked at month-end), Manual block hygiene — Step 4 (manual holds before next check-in), Manual block hygiene — Step 6 (Multicalendar still blocked after Ended), Cancelling a Booking — Step 6 (availability restore when stay was canceled), Glossary — Same-day turnover, Bookings — Timeline view, Sales — Multicalendar, Handling a Late Payment — Step 6 (contrast when arrears persist after Ended), Portfolio KPI review — Step 7 (month-end Pending / Total Debt after departure closure), Notification triage — Step 5, Notification triage — Step 6, Using in-app support, Using in-app support — New Support Ticket modal, Managing a Check-in — Step 6, Resetting a Management User Password — Troubleshooting, Glossary — Deposit dispute, Automation & AI — Workflow pairing for surface choice, Landlord MCP — Permissions and safety, Landlord MCP — Extended account tools (get-booking, list-payments), Tenant MCP — Booking and contract data (get-booking-status, list-bookings-by-email), Tenant MCP — Property, payments, and portal tools (get-property-and-location, get-payment-info, notify-landlord while receipts stay pending from Step 6b) | | Lockout catch-up after password recovery | Departure settlement delayed by sign-in lockout | Common Workflows — Lockout catch-up, Step 6b, Resetting a Management User Password — Step 3 | | Pending manual receipt approval | Departure receipts still pending | Common Workflows — Pending manual receipt approval, Step 6b, Finance — Pending manual payments | | Reject/revert mistaken receipts | Duplicate departure or deposit receipts | Common Workflows — Reject/revert mistaken receipts, Payment Allocation — Correcting mistaken receipts, Glossary — Deposit dispute | | Month-end invoicing (fixed date) | Departure-week Pending mesh at month-end before bulk export | Common Workflows — Month-end invoicing (fixed date), Step 6b, Entering Monthly Utility Bills — Month-end invoicing (fixed date) | | Bulk Hostkit invoicing | Departure-week Pending mesh at month-end before bulk export | Common Workflows — Bulk Hostkit invoicing, Step 6b — Approve departure-week receipts, FAQ — Bulk Hostkit invoicing slow (finance-transactions-bulk-selection-bar.png, settings-invoicing-hostkit-series.png) | | Utility overage collections | Departure-week final overage blocks deposit release | Common Workflows — Utility overage collections, Step 6 — Verify all charges are settled, Entering Monthly Utility Bills — Step 4 (utilities-allocations-row-breakdown-expanded.png, utilities-allocations-review-flow.mp4) | | Check-out final utilities handoff | Departure-week final overage blocks deposit release (canonical) | Common Workflows — Check-out final utilities handoff, Step 6 — Verify all charges are settled, Managing a Check-out — Step 6 (utilities-allocations-review-flow.mp4, bookings-detail-payment-plan-tab-schedule.png) | | Check-in to check-out handoff | Canonical departure-week entry after mid-stay | Common Workflows — Check-in to check-out handoff, Step 1 — Review upcoming departures, 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 | Ready To Refund blocked — canonical departure-week settlement | Common Workflows — Check-out collections before refund, Step 6 — Verify all charges are settled, 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 | Ready To Refund blocked — duplicate departure transfers (tenant paid) | Common Workflows — Check-out ledger cleanup before refund, Step 6 — Verify all charges are settled, 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 | Departure-week payment overdue before Step 6 settlement | Common Workflows — Payment alert to receivables triage, Step 6 — Verify all charges are settled, Common Workflows — Check-out collections before refund (notifications-row-navigate-to-booking-detail.png, notifications-row-navigation-flow.mp4) | | Finance debt receivables triage | Departure-week arrears on Debt Aging before deposit refund | Common Workflows — Finance debt receivables triage, Step 6 — Verify all charges are settled, Common Workflows — Check-out collections before refund (finance-overview-income-chart-debt-aging.png, finance-overview-debt-aging-walkthrough-flow.mp4, finance-transactions-pending-pill.png) | | Handling a Late Payment collections | Departure arrears → collections Steps 1–4 before deposit refund on Step 6 | | Finance Income status drill-down | Departure Income → In debt month scope vs Debt Aging before refund on Step 6 | Common Workflows — Finance Income status drill-down, Step 6 — Verify all charges are settled, Finance debt receivables triage (finance-overview-income-status-in-debt-modal.png, finance-overview-income-drill-down-flow.mp4) | | Cash flow forecast drill-down | Final-week collections on Cash flow forecast before deposit refund on Step 6 | Common Workflows — Cash flow forecast drill-down, Step 6 — Verify all charges are settled, Finance Income status drill-down (finance-overview-cash-flow-all-payments-modal.png, finance-overview-cash-flow-drill-down-flow.mp4) | | Cancellation collections before void | Policy void mid-stay vs departure-week arrears (contrast) | Common Workflows — Cancellation collections before void, Step 6 — Verify all charges are settled, 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 | Departure-week goodwill rent below exported months | Common Workflows — Rent reduction after invoicing, Step 6, Glossary — Invoiced floor (rent) (bookings-rent-reduction-invoiced-floor-flow.mp4) | | Same-day turnover coordination | Turnover ticket due date before incoming Step 4 | Common Workflows — Same-day turnover coordination, Step 2 — Prepare the turnover, FAQ — Same-day turnovers (operations-add-ticket-modal.png, bookings-timeline-day-week-month-and-sidebar.mp4) | | Occupancy KPI to block hygiene handoff | Calendar bars persist after departure Ended on Step 7 | Common Workflows — Occupancy KPI to block hygiene handoff, Step 7 — Verify the booking has ended, FAQ — Analytics (KPI workspace) (analytics-kpi-occupancy-tab.png, audit-manual-blocks-filter-scroll.mp4) | | Partly collected security deposit | Deposit shortfall discovered at inspection | Common Workflows — Partly collected security deposit, Step 3, Step 5 — Mark ready and process the deposit refund, Finance — Deposits status summary cards | | Wrong tenant on a booking | Wrong profile caught late — Change tenant disabled after check-in | Common Workflows — Wrong tenant on a booking, Step 1 — Review upcoming departures, FAQ — Wrong tenant on a booking (bookings-detail-change-tenant-control.png, bookings-detail-change-tenant-flow.mp4) | | Cancel Booking vs Delete Booking | Ended departure — not Delete when manual receipts matter | Common Workflows — Cancel Booking vs Delete Booking, Step 7 — Verify the booking has ended, 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 | Last departure before building Archive property | Common Workflows — Portfolio retirement decisions, Step 7 — Verify the booking has ended, FAQ — Portfolio retirement decisions (listings-archived-populated-table.png, finance-transactions-type-summary-cards.png) | | Directory list load failures | Departure-week directory fails on Step 1 | Common Workflows — Directory list load failures, Step 1 — Review upcoming departures, FAQ — Directory list load failures (notifications-module-load-failure.png, audit-manual-blocks-load-failure.png) | | Booking sidebar tab load failures | Departure-week outreach tab fails on Step 6 | Common Workflows — Booking sidebar tab load failures, Step 6 — Verify all charges are settled, FAQ — Communication or Tickets load failure (bookings-detail-communication-tab-whatsapp-thread.png, bookings-detail-tickets-tab.png) | | Confirmation alert triage | Stale Upcoming alert on Ongoing departure booking | Common Workflows — Confirmation alert triage, Step 6 — Verify all charges are settled, 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 | Departure debt clusters on one segment | Common Workflows — Portfolio segmentation, Portfolio KPI review — Step 6, Finance — Tenant category filter |

Pair with other Managing a Check-out & Deposit Refund 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-out section cross-reference. Full hub matrix: Common Workflows section cross-reference.

Documentation map & escalation​

Pair with other Managing a Check-out & Deposit Refund 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-out section cross-reference · Common Workflows section cross-reference.

  • Common Workflows — Hub pairing matrix across all operator guides
  • Using in-app support — Escalate contested retention when Resolve dispute is blocked; Ended status or dispute toggles when departure closure fails (Step 7)
  • Glossary — Term definitions referenced in the steps above
  • FAQ & Troubleshooting — Quick answers when deposit or departure steps do not match live product behaviour

Upstream & downstream workflows​

Pair with other Managing a Check-out & Deposit Refund guide sections

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

Concepts & settings that shape this workflow​

Pair with other Managing a Check-out & Deposit Refund 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-out section cross-reference · Common Workflows section cross-reference.

Finance, operations & bookings surfaces​

Pair with other Managing a Check-out & Deposit Refund guide sections

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

Deeper workflow reads​

Pair with other Managing a Check-out & Deposit Refund 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-out.md#deeper-workflow-reads) anchors on Managing a Check-out & Deposit Refund bullets — hub parity: Common Workflows hub — Deeper workflow reads. Full pairing matrix: Managing a Check-out & Deposit Refund section cross-reference · Common Workflows section cross-reference.

Deeper API reads​

Pair with other Managing a Check-out 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-out section cross-reference · Common Workflows section cross-reference.

Lockout catch-up after password recovery​

Pair with other Managing a Check-out guide sections

Departure-week deposit settlement and 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-out-section-cross-reference · Common Workflows section cross-reference.

Pending manual receipt approval​

Pair with other Managing a Check-out guide sections

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

WhatsApp per-booking messaging​

Pair with other Managing a Check-out guide sections

Departure-week deposit and damage threads pair with Bookings → Communication during Step 6 — Verify all charges are settled — hub: Common Workflows — Check-out collections before refund. Hub parity: Glossary — WhatsApp per-booking messaging hub · Common Workflows — WhatsApp per-booking messaging. Full pairing matrix: managing-a-check-out-section-cross-reference · Common Workflows section cross-reference.

Bot reasoning (audit)​

Pair with other Managing A Check Out guide sections

Departure settlement bot replies on Step 6 — 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-out-section-cross-reference · Common Workflows section cross-reference.

ChatBot settings​

Pair with other Managing A Check Out guide sections

Pair Account Settings → ChatBot (Persona, IF/THEN, Status Bot) with thread review on Communication when departure settlement bot replies on step 6. Hub parity: Glossary — ChatBot settings hub · Common Workflows — ChatBot settings. Full pairing matrix: managing-a-check-out-section-cross-reference · Common Workflows section cross-reference.

Notification row-click navigation​

Pair with other Managing a Check-out guide sections

Departure-week payment overdue alerts pair with Notification triage — Step 4 before Step 6 — Verify all charges are settled — hub: Common Workflows — Check-out collections before refund. Hub parity: Common Workflows — Notification row-click navigation. Full pairing matrix: managing-a-check-out-section-cross-reference · Common Workflows section cross-reference.

Payment notification (operator)​

Pair with other Managing a Check-out guide sections

Departure-week payment overdue alerts pair with Notification triage — Step 4 before Step 6 — Verify all charges are settled — hub: Check-out collections before refund. Hub parity: Common Workflows — Payment notification (operator). Full pairing matrix: managing-a-check-out-section-cross-reference · Common Workflows section cross-reference.

Payment alert to receivables triage​

Pair with other Managing a Check-out guide sections

Departure-week payment overdue alerts pair with Notification triage — Step 4 before Step 6 — Verify all charges are settled — hub: Common Workflows — Check-out collections before refund. Hub parity: Common Workflows — Payment alert to receivables triage. Full pairing matrix: managing-a-check-out-section-cross-reference · Common Workflows section cross-reference.

Finance debt receivables triage​

Pair with other Managing a Check-out guide sections

Departure-week arrears pair with Step 6 — Verify all charges are settled before Step 5 — Mark ready and process the deposit refund — hub: Common Workflows — Check-out collections before refund. Hub parity: Common Workflows — Finance debt receivables triage. Full pairing matrix: managing-a-check-out-section-cross-reference · Common Workflows section cross-reference.

Handling a Late Payment collections​

Pair with other Managing a Check-out guide sections

Departure-week rent arrears on Step 6 — Verify all charges are settled follow Check-out collections before refund → Handling a Late Payment — Steps 1–4 before Step 5. Hub parity: Common Workflows — Handling a Late Payment collections hub. Full pairing matrix: managing-a-check-out-section-cross-reference · Common Workflows section cross-reference.

Dashboard Total Debt subtitle​

Pair with other Managing a Check-out guide sections

Departure-week collections on Step 6 should drop ongoing Total Debt before Step 5 — open Finance → Overview for ended-booking receivables the card omits. Hub parity: Common Workflows — Finance debt receivables triage. Full pairing matrix: managing-a-check-out-section-cross-reference · Common Workflows section cross-reference.

Uncovered Debt KPI​

Pair with other Managing a Check-out guide sections

Departure-week collections on Step 6 should drop receivables — when Uncovered Debt stays close to Total Debt, held deposits may not cushion remaining debtors before Step 5. Hub parity: Common Workflows — Finance debt receivables triage. Full pairing matrix: managing-a-check-out-section-cross-reference · Common Workflows section cross-reference.

Finance Income status drill-down​

Pair with other Managing a Check-out guide sections

Departure settlement on Step 6 — Income → In debt is month-scoped; Debt Aging ranks bookings blocking Ready To Refund. Hub parity: Common Workflows — Finance Income status drill-down. Full pairing matrix: managing-a-check-out-section-cross-reference · Common Workflows section cross-reference.

Cash flow forecast drill-down​

Pair with other Managing a Check-out guide sections

Departure settlement on Step 6 — Cash flow forecast lists final-week collections; pair with deposit refund mesh. Hub parity: Common Workflows — Cash flow forecast drill-down. Full pairing matrix: managing-a-check-out-section-cross-reference · Common Workflows section cross-reference.

Reject/revert mistaken receipts​

Pair with other Managing a Check-out guide sections

Duplicate departure transfers and deposit settlement errors pair with Common Workflows — Check-out ledger cleanup before refund (Step 6 / Step 6b before Step 5), Payment Allocation — Correcting mistaken receipts, and FAQ — Reject/revert mistaken receipts hub. Hub parity: Common Workflows — Reject/revert mistaken receipts. Full pairing matrix: managing-a-check-out-section-cross-reference · Common Workflows section cross-reference.

Month-end invoicing (fixed date)​

Pair with other Managing a Check-out guide sections

Departure-week 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-out-section-cross-reference · Common Workflows section cross-reference.

Bulk Hostkit invoicing​

Pair with other Managing a Check-out guide sections

Departure-week month-end on Step 6b should finish Pending approval before bulk Issue allocation — pair Month-end invoicing (fixed date) (save fixed Invoice date first). Hub parity: Common Workflows — Bulk Hostkit invoicing. Full pairing matrix: managing-a-check-out-section-cross-reference · Common Workflows section cross-reference.

Utility overage collections​

Pair with other Managing a Check-out guide sections

Departure-week final utility overages pair with Step 6 — Verify all charges are settled before Step 5 — Mark ready and process the deposit refund — hub: Common Workflows — Check-out final utilities handoff. Hub parity: Common Workflows — Utility overage collections. Full pairing matrix: managing-a-check-out-section-cross-reference · Common Workflows section cross-reference.

Check-out final utilities handoff​

Pair with other Managing a Check-out guide sections

Canonical departure-week mesh: Entering Monthly Utility Bills — Steps 2–4 → Step 6 — Verify all charges are settled before Step 5 — Mark ready and process the deposit refund — hub: Common Workflows — Check-out final utilities handoff. Hub parity: Common Workflows — Utility overage collections. Full pairing matrix: managing-a-check-out-section-cross-reference · Common Workflows section cross-reference.

Check-in to check-out handoff​

Pair with other Managing a Check-out guide sections

Canonical departure-week mesh: upstream Managing a Check-in — Step 4 keys handed over → Step 1 — Review upcoming departures — hub: Common Workflows — Check-in to check-out handoff. Hub parity: Common Workflows — Same-day turnover coordination on shared units. Full pairing matrix: managing-a-check-out-section-cross-reference · Common Workflows section cross-reference.

Check-out collections before refund​

Pair with other Managing a Check-out guide sections

Canonical departure-week settlement: Step 6 — Verify all charges are settled → Handling a Late Payment — Steps 1–4 before Step 5 — Mark ready and process the deposit refund — hub: Common Workflows — Check-out collections before refund. Distinct from utility Check-out final utilities handoff and duplicate Reject/revert mistaken receipts. Full pairing matrix: managing-a-check-out-section-cross-reference · Common Workflows section cross-reference.

Check-out ledger cleanup before refund​

Pair with other Managing a Check-out guide sections

Canonical duplicate departure transfer cleanup: Step 6 — Verify all charges are settled / Step 6b — Approve departure-week receipts when required → Reject / Revert on booking Transactions before Step 5 — Mark ready and process the deposit refund — hub: Common Workflows — Check-out ledger cleanup before refund. Distinct from rent Check-out collections before refund and utility Check-out final utilities handoff. Full pairing matrix: managing-a-check-out-section-cross-reference · Common Workflows section cross-reference.

Cancellation collections before void​

Pair with other Managing a Check-out guide sections

Policy void mid-stay uses Cancelling a Booking — Step 2 — departure-week rent arrears on Step 6 — Verify all charges are settled follow Check-out collections before refund, not pre-cancel void. Hub parity: Common Workflows — Check-out vs cancellation. Full pairing matrix: managing-a-check-out-section-cross-reference · Common Workflows section cross-reference.

Rent reduction after invoicing​

Pair with other Managing a Check-out guide sections

Departure-week goodwill rent adjustment when final months are 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-out-section-cross-reference · Common Workflows section cross-reference.

Same-day turnover coordination​

Pair with other Managing a Check-out guide sections

Step 2 — Prepare the turnover sets the cleaning ticket due date before incoming Managing a Check-in — Step 4 on shared units — hub matrix: Common Workflows — Same-day turnover coordination. Full pairing matrix: managing-a-check-out-section-cross-reference · Common Workflows section cross-reference.

Occupancy KPI to block hygiene handoff​

Pair with other Managing a Check-out guide sections

Step 7 — Verify the booking has ended when calendar bars persist on Multicalendar or Timeline — continue hub Common Workflows — Occupancy KPI to block hygiene handoff into Manual block hygiene before the next arrival. Full pairing matrix: managing-a-check-out-section-cross-reference · Common Workflows section cross-reference.

Deposit missing on Finance Deposits​

Pair with other Managing a Check-out guide sections

Step 5 — Mark ready and process the deposit refund routinely surfaces older move-outs outside the default ~3 months toolbar window — clear or widen the Finance → Deposits date range before you search by tenant. Hub parity: Common Workflows — Deposit missing on Finance Deposits. Full pairing matrix: managing-a-check-out-section-cross-reference · Common Workflows section cross-reference.

Walkthrough: booking Deposit tab shows deposit data → Finance → Deposits default toolbar range with tenant search (row hidden) → Clear date range selection → portfolio row appears.

Deposit lifecycle status​

Pair with other Managing a Check-out guide sections

Step 5 — Mark ready and process the deposit refund advances depositStatus through Ready to Refund and Refunded after Step 6 — Verify all charges are settled. Hub parity: Common Workflows — Deposit lifecycle status. Full pairing matrix: Managing A Check Out section cross-reference · Common Workflows section cross-reference.

Partly collected security deposit​

Pair with other Managing a Check-out guide sections

Step 3 — Conduct the inspection may surface a deposit that was only partly collected at move-in — chase the remaining on booking Deposit before Step 5 — Mark ready and process the deposit refund. Hub parity: Common Workflows — Partly collected security deposit. Full pairing matrix: managing-a-check-out-section-cross-reference · Common Workflows section cross-reference.

Wrong tenant on a booking​

Pair with other Managing a Check-out guide sections

Change tenant is disabled on or after check-in — wrong-profile fixes belong upstream on Step 1 — Review upcoming departures while bookings are still Upcoming, or via tenant master-data edits when the legal guest is correct but contact fields need fixing. Hub parity: Common Workflows — Wrong tenant on a booking. Full pairing matrix: managing-a-check-out-section-cross-reference · Common Workflows section cross-reference.

Cancel Booking vs Delete Booking​

Pair with other Managing a Check-out guide sections

Reconciled Ended departures on Step 7 — Verify the booking has ended still need Finance → Transactions manual rows for month-end — do not Delete Booking when ledger history matters. Mid-stay policy voids use Cancel booking — not soft-archive. Hub parity: Common Workflows — Cancel Booking vs Delete Booking. Full pairing matrix: managing-a-check-out-section-cross-reference · Common Workflows section cross-reference.

Portfolio retirement decisions​

Pair with other Managing a Check-out guide sections

After Step 7 — Verify the booking has ended, building sunsetting uses Archive property — not Delete Booking on reconciled departure stays that still need Finance → Transactions manual rows. Hub parity: Common Workflows — Portfolio retirement decisions. Full pairing matrix: managing-a-check-out-section-cross-reference · Common Workflows section cross-reference.

Provider platform Delete Booking guard​

Pair with other Managing a Check-out guide sections

Leave reconciled Ended departures on Step 7 — Verify the booking has ended — do not Delete Booking when manual ledger rows still matter. When soft-archiving mistaken rows elsewhere, clear provider platform in-payment first (#2076). Hub parity: Common Workflows — Provider platform Delete Booking guard. Full pairing matrix: managing-a-check-out-section-cross-reference · Common Workflows section cross-reference.

Archived booking ledger visibility​

Pair with other Managing a Check-out guide sections

Leave reconciled Ended departures on Step 7 — Verify the booking has ended — do not Delete Booking when Manual Transactions still matter on Finance → Transactions (#1897). Cancel booking preserves full ledger history for policy voids. Hub parity: Common Workflows — Archived booking ledger visibility. Full pairing matrix: managing-a-check-out-section-cross-reference · Common Workflows section cross-reference.

Archive property (building-level)​

Pair with other Managing a Check-out guide sections

After Step 7 — Verify the booking has ended, building sunsetting uses Archive property on Listings → Portfolio — finish last departures and deposit settlement before building-level Archive. Distinct from Delete Booking on reconciled stays. Hub parity: Common Workflows — Archive property (building-level). Full pairing matrix: managing-a-check-out-section-cross-reference · Common Workflows section cross-reference.

Directory list load failures​

Pair with other Managing a Check-out guide sections

Departure-week triage on Step 1 — Review upcoming departures needs a loaded Bookings or Operations directory — Failed to load … + Retry is a first-fetch failure, not “no departures this week.” Hub parity: Common Workflows — Directory list load failures · Glossary — Directory list load failures hub. Full pairing matrix: managing-a-check-out-section-cross-reference · Common Workflows section cross-reference.

Booking sidebar tab load failures​

Pair with other Managing a Check-out guide sections

Departure-week outreach on Step 6 — Verify all charges are settled may hit Could not load messages on Communication — header Refresh before you confirm refund readiness. Tickets tab Retry is separate from whole Bookings / Operations list Retry on Step 1. Hub parity: Glossary — Booking sidebar tab load failures hub · Common Workflows — Booking sidebar tab load failures. Full pairing matrix: managing-a-check-out-section-cross-reference · Common Workflows section cross-reference.

Confirmation to check-in handoff​

Pair with other Managing a Check-out guide sections

Departure-week triage on Step 1 — Review upcoming departures may surface incoming Upcoming stays on the same unit — finish upstream Processing a New Booking — Step 6 on the incoming booking before Managing a Check-in — Step 4, especially on Same-day turnover coordination. Hub parity: Common Workflows — Confirmation to check-in handoff. Full pairing matrix: managing-a-check-out-section-cross-reference · Common Workflows section cross-reference.

Confirmation alert triage​

Pair with other Managing a Check-out guide sections

Departure-week triage on Step 6 — Verify all charges are settled should route Ongoing payment overdue via Payment alert to receivables triage — stale Upcoming Booking created or Payment received rows on an Ongoing stay are confirmation-week leftovers; row-click, finish Processing a New Booking — Step 6 portal checks if needed, then Notification triage — Step 5. Hub parity: Common Workflows — Confirmation alert triage. Full pairing matrix: managing-a-check-out-section-cross-reference · Common Workflows section cross-reference.

Portfolio segmentation by tenant category​

Pair with other Managing a Check-out guide sections

Departure-week In Debt clusters on one segment pair with Step 6 — Verify all charges are settled — filter Bookings → Other filters → Tenant category and Finance → Other filters → Tenant category before you chase Ready To Refund or dispute rows. Hub parity: Common Workflows — Portfolio segmentation by tenant category. Full pairing matrix: managing-a-check-out-section-cross-reference · Common Workflows section cross-reference.

Key glossary terms​

Pair with other Managing a Check-out & Deposit Refund guide sections

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

Module documentation hubs​

Pair with other Managing a Check-out & Deposit Refund guide sections

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