Late Check-Out Setup
You have the possibility to set up a late check-out for a guest in two different ways:
Use a Service
- Set up a sub-account "Late Check-Out" under Accommodation in Settings - Finance - Custom Sub-Accounts to track the charges of the service.
- Create a service with the name "Late Check-Out" and set the correct VAT tax and the created sub-account.
- If the guest decides to stay longer in their room before or during their stay, add the service "Late Check-Out" directly in the reservation under Extras & Services.
- If the guest asks on the day of departure, add the service on the folio and choose the agreed fee for this service.
- Next, block the room using a maintenance window in the room rack. The maintenance should start from the standard check-out time. Decide between:
- Out of Service (OOS): Room can be sold again after the late departure, e.g., the guest only stays for an additional 2 hours and your Housekeeping Team can still clean the room for another arrival on the same day.
- Out of Order (OOO): Room can't be sold again for the day, e.g., the guest will stay until late evening, and there is no chance anymore for your Housekeeping Team to clean the room.
- Once the room can be used again, remove the maintenance window and assign it to a guest.
Amend the Stay Date in the Reservation
This option is mainly recommended when the guest stays longer than the standard check-in time, e.g., standard check-in time is 15:00 pm, and the guest stays in their room until 19:00 pm.
- It is recommended to set up a separate rate code for the late check-out, e.g., called "Late Check-Out", as you have the possibility to leave out any extras and services. Use the Sub-Account to track the charges of the service.
- Make sure to only make it available for the Direct booking channel.
- Open the reservation and click on Travel Dates.
- Click on Amend Stay and insert the requested departure time into the departure time field. Leave the departure date as it is:
- Click on the Search rates button to update the departure time and choose the rate code you already set up earlier.
- Now you have the chance to update the price manually or leave it as it is by your pricing setup in the rate plan area.
- Press Apply changes to update the reservation with the new departure time.
- Apaleo now blocks the room until the expected departure time, and no new arrival on the same day can be booked in the same room.
- On the folio, the rate is displayed with the price you set. However, due to the Apaleo setup, the city tax of the late check-out has to be refunded manually from your side to finalize the action.