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Check-In Policy

Check-in policy settings control who can check in, when they can check in, and which rooms they can access. These rules apply to all self-service check-ins at your property.

Where to Find It​

Settings → Check-In Settings → Check-In Policy

Policy Overview​

SettingWhat It Controls
Minimum AgeYoungest guest allowed to self-check-in
Check-In TimeWhen guests can start self-service check-in
Payment BlocksWhether unpaid balances prevent check-in
Long Stay LimitMaximum nights for self-service check-in
Room AssignmentAutomatic vs. manual room selection
Room StatusWhich room conditions allow check-in

Guest & Staff Impact​

  • Guests: Self check-in is blocked when policies are not met (age, time, balance, long stay, or room status) and the flow directs them to the front desk.
  • Staff: These rules reduce exceptions at the kiosk and keep housekeeping and front desk aligned on room readiness.

Configuring Age Restrictions​

Minimum Age for Check-In​

Set the minimum age for guests checking in without adult supervision:

  1. Enter the age (typically 18 or 21)
  2. Guests below this age are blocked from self-service check-in
  3. They must complete check-in with front desk assistance

Allow Guests to Edit Date of Birth​

Control whether guests can modify the birth date captured from their travel document:

  • Enabled (default): Guests can correct OCR errors
  • Disabled: Birth date is locked to document value
tip

Disable this if compliance requires an exact match to travel documents.

Setting Check-In Time​

Enter your property's official check-in time (e.g., 14:00 for 2:00 PM):

  • Guests arriving before this time see an "early arrival" message
  • The format is 24-hour time (HH:MM)
  • Leave empty to allow check-in anytime

Payment Controls​

Block Check-in for Pay-at-Hotel Reservations​

When enabled, guests with "pay at hotel" reservations must complete check-in at the front desk.

Block Check-in for Outstanding Balance​

When enabled, guests with any unpaid balance on their folio cannot complete self-service check-in.

caution

Guests must settle their balance before self-service check-in when this is enabled.

Require Balance Settlement Before Checkout​

When enabled, guests cannot check out until all charges are paid.

Long Stay Restrictions​

To prevent extended stays from using self-service check-in:

  1. Enable Block Long Stay Check-ins
  2. Set the Maximum Nights for Kiosk Check-in (e.g., 7 nights)

Reservations longer than the limit require front desk assistance.

Room Assignment Settings​

Automatic Room Assignment​

  • Enabled: System assigns available rooms automatically
  • Disabled: Room must be pre-assigned before check-in
note

Automatic room assignment is disabled automatically if you allow dirty rooms.

Room Status Permissions​

Select which room statuses allow guest check-in:

StatusDescriptionRecommended
Vacant InspectedCleaned and inspected✅ Yes
Vacant CleanCleaned but not inspected⚠️ Situational
Vacant DirtyNot yet cleaned❌ Use with caution
Health & Safety

Allowing dirty rooms for check-in is not recommended. If enabled, ensure you have clear processes to notify guests about room status.

Common Configurations​

Hotel TypeMin AgeCheck-In TimeLong Stay Limit
Business Hotel1814:007 nights
Resort2115:0014 nights
Budget Hotel1813:0030 nights
Luxury Hotel2116:007 nights

Troubleshooting​

Guests can't check in despite valid reservations​

  1. Check if minimum age is set too high
  2. Verify current time vs. check-in time setting
  3. Check if payment block is enabled and guest has unpaid balance
  4. Confirm long stay limit isn't exceeded

Automatic room assignment not working​

  1. Verify the setting is enabled
  2. Check that dirty rooms aren't allowed (this disables auto-assignment)
  3. Ensure rooms with allowed statuses are available

Warning about room types​

If you see "at least one room type must be enabled":

  • Enable at least one room status option
  • Most hotels should enable "Vacant Inspected" at minimum

Need Help?​

Contact support: success@vouch-technologies.com