Late Check-Out Setup
You can offer a late check-out to guests in two different ways:
Use a Service
- Set up a sub-account called Late Check-Out under Settings > Finance > Custom Sub-Accounts to track this charge.
- Create a service named Late Check-Out with the correct VAT and the sub-account you created.
- If the guest decides to stay longer before or during their stay, add the service under the reservation’s Extras tab.
- If the guest requests it on the day of departure, post the service directly to the folio using the agreed price.
- Block the room with a maintenance window in the Room Rack starting from the regular check-out time. Choose between:
- Out of Service (OOS): Use when the room can still be cleaned and sold again later that day.
- Out of Order (OOO): Use when the room can’t be resold that day, e.g. guest checks out late in the evening.
- Remove the maintenance window once the room is ready for use again and assign it to the next guest.
Amend the Stay Date in the Reservation
This option is best when the guest wants to stay longer than your standard check-in time, for example, until 7:00 pm when check-in starts at 3:00 pm.
- Create a separate rate plan, e.g., Late Check-Out. Exclude any services and link it to the correct sub-account.
- Only make this rate available for the Direct booking channel.
- Open the reservation and go to Travel Dates.
- Click Amend Stay and enter the new departure time. Keep the departure date unchanged.
- Click Search rates to update the time and choose the new rate.
- Update the price manually if needed or use the default from the rate plan.
- Click Apply changes to update the reservation.
- Apaleo will block the room until the new departure time. The room cannot be booked for a new arrival on the same day.
- The rate will appear on the folio with the correct price. Note: You must manually refund the city tax if required (check local laws).
FAQ
Why should I only choose Direct as the distribution channel for the late check-out service or rate plan?
Late check-out should only be sold directly by you and based on availability. Offering it through a Channel Manager or OTA could lead to overbookings.
Why should I post the late check-out fee under the Extras tab and not directly on the folio?
All services should be added via the Extras tab to ensure correct posting during the night audit. Only on the check-out day should you post it directly on the folio, as no more night audit will take place after that.
Does room availability change when extending a reservation past standard check-out time?
Yes. If a guest stays beyond your standard check-in time (e.g. until 7:00 pm), the room is blocked and can't be sold again for that day.
Do I need to refund the city tax for a late check-out manually?
Yes. City tax can only be automatically removed before the first night audit. After that, you must adjust it manually on the folio.