Check-in and check-out

The six booking statuses, and what each change sets off elsewhere in the hotel.

Changing a booking's status is not just bookkeeping. It is the signal that tells the rest of Harmony to create cleaning tasks, activate or kill guest keys, and run your energy automations.

The six statuses

Status	Means	What Harmony does
Free	No booking	Room offered as available
Offered	Held for an enquiry, not committed	Blocks the dates
Booked	The normal state of a new booking	Blocks the dates; may send a booking email
Confirmed	The guest has confirmed	May send a confirmation email
Checked IN	The guest is in the room	Cards become valid; check-in automations run; any pending departure clean for that room is cancelled
Checked OUT	The guest has left	Cards stop working; a departure cleaning task is created; check-out automations run

Checking a guest in

1

Find the booking

In Reservations, or from Arriving today on the dashboard. The search box takes a name, a room number or a booking ID.

2

Open it with the pencil icon

3

Check the details with the guest in front of you

Dates, room, party size, meals and services. This is the moment to correct them.

4

Set Status to Checked IN

5

Issue the key

In the Access section of the same dialog — a card, a PIN, or a Salto credential.

6

Click Save

The status change takes effect now, not when you opened the dialog.

Checking a guest out

1

Open the booking and set Status to Checked OUT

2

Take the cards back

If the hotel reuses them, free them in Cards so they return to the pool.

3

Save

A departure cleaning task appears for that room straight away.

Check out as it happens, not in a batch. Housekeeping works from the tasks Harmony creates at check-out. Saving ten check-outs until noon means the cleaners see nothing all morning and then everything at once.

What the edit dialog covers

Everything about the booking in one place: the stay (dates, room, number of guests), the options (meal plan, parking, transfer, late check-out), the guest's contact details, access (zones, cards, PIN, Salto), free-text notes the whole team can see, and the source — front desk, PMS, or an online channel.

Common situations

A guest wants to stay another night

Edit the booking and move the check-out date. If the room is taken that night Harmony refuses — move the guest to a free room, or split the stay across two bookings.

A guest wants a different room

Edit the booking and change the room. Re-issue the key afterwards — the old card is bound to the old room's zone.

A booking was cancelled

Delete it if nobody ever arrived. If the hotel needs a record of the cancellation, keep the booking and add a note instead — a deleted booking leaves nothing behind.

The guest lost their key

Revoke the old credential first, then issue a replacement. See Guest keys.