Check-in, check-out and how deposits work
Check the customer in and optionally take a security deposit; at check-out record extra time and refund the deposit or deduct part of it.
Last updated: 7 October 2026
Mark as arrived or Check-in?
Mark as arrived is only a note: it shows the customer has arrived, the status does not change (it stays Approved) and no deposit is taken. Undo it with Undo arrival.
Check-in records that the rental has actually started: the reservation moves to In progress, the Arrived note is added automatically and you can take a security deposit. An in-progress reservation is closed with Check-out; Completed and No-show are not shown in this state.
Check-in and check-out need the permission to edit and move facility reservations. A check-in cannot be undone.
Check-in
Check in by opening the reservation from the Reservations list, the Facility Calendar or the Calendar. If the customer gives their code, type the whole code in the search box on Reservations to find it.
- 1Check-in
In the window of an approved reservation click Check-in; the Check in panel opens. On a reservation awaiting approval, click Confirm first.
- 2Security deposit (optional)
If you enter an amount in Deposit amount (optional), a Deposit method field appears; check-in cannot be completed without a method, and the method is not preselected.
- 3Complete check-in
“Checked in.” appears and the reservation becomes In progress.
A SECURITY DEPOSIT IS NOT RECORDED AS CASH. It is a temporary security, not a payment — recording it as revenue would be wrong if it is refunded. Only the part DEDUCTED at check-out becomes revenue.
A checked-in (In progress) reservation does not appear on the tabs of the Reservations list. To check it out, open it from the Facility Calendar or the Calendar.
Check-out
On an in-progress reservation, Check-out opens the Check out panel. Three things happen there:
Extra time (minutes) — minutes the customer stayed over; the end time and duration extend accordingly.
Extra time charge — appears once you enter extra time; the amount you type is added to the reservation total. Extra time is not priced automatically.
Deposit — if a security deposit was taken, choose Refund or Forfeit the deposit on the “Deposit held: …” line.
Complete check-out shows “Signed out.”; the reservation becomes Completed, counts towards revenue and your When a facility rental is completed automation runs.
Deducting a deposit
For damage or a rule breach choose Forfeit the deposit at check-out; Amount to deduct (at most the deposit) and Reason for deduction fields appear. If the deposit was taken without a method, pick the payment method too. The deducted amount is recorded as a payment on this rental and enters the cash register; it is deducted from the rental's remaining balance.
The rest is treated as refunded to the customer. The deposit's state is always shown in the Deposit box of the reservation window: Held, Refunded, Fully deducted or Partly deducted, with the deducted amount and reason.
A deduction cannot exceed the rental's remaining balance. If the rental is fully paid, the deduction is refused with “The payment exceeds the remaining balance.” and the check-out is not completed. In that case close the deposit with Refund and record the damage charge separately with Take Payment on My Business → Accounting & Finance → Payments.
Taking a security deposit is optional, and it is separate from the deposit expectation in Rental rules, which is about prepayment when booking.
If you skip check-out and Auto-complete is on in Rental rules, the reservation turns Completed by itself the set number of hours after it ends; the deposit then stays Held and can no longer be settled. Check out every reservation where you took a security deposit.
Check-in and check-out live in the WEB PANEL. In the mobile app an in-progress reservation shows as “In progress” and can be marked Completed, but that does not settle the deposit, and a completed reservation can no longer be checked out. Do not mark a reservation with a security deposit as Completed on the phone; do its check-out on the web panel.