How to check-in a guest

When a guest arrives, marking them as checked in updates the room's housekeeping status, prints the registration card, locks the room rate, and shows the reservation as in-house everywhere in HotelBee. There are two ways to do it.

Method 1 — From the dashboard

Open the dashboard. The Arrivals Today block lists every guest scheduled to arrive. Click the guest's name, then click Check-in. HotelBee saves automatically — no separate Save click needed.

Method 2 — From the reservation

Open the reservation from the calendar or the reservations list. In the action panel on the right, click Check-in. This is the path to use for walk-ins, group leaders checking in for the whole group, or any reservation that's not on today's arrivals list (early arrivals, late arrivals from previous days, etc.).

What happens behind the scenes

Checking a guest in does several things at once:

• Reservation status flips to Checked in (green on the calendar).
• Room housekeeping status changes to Occupied so housekeeping skips it for daily inspection.
• The room rate locks for the stay; later rate plan changes won't affect this booking.
• Connected door locks (if integrated) generate a key code.
• The arrivals counter on the dashboard decrements; the in-house counter increments.

Capture ID and signatures

Before clicking check-in, scan or type the guest's ID/passport in the guest panel. The registration card includes whatever you entered, so the more complete the profile, the less you (or the guest) have to write by hand. If your country requires guest registration with the police (Albania's e-Vizitor, Italy's Alloggiati, etc.), HotelBee submits this automatically on check-in once the integration is configured.

Print the registration card

From the reservation view, click Print → Registration card. Choose the language (English, Albanian, or any other configured language) and HotelBee generates a PDF with the guest's details, room, dates, rate, and a signature line. You can also print a confirmation card to give the guest as a receipt.

Early check-in

If a guest arrives before the standard check-in time and the room is ready, simply check them in — no special workflow. If your property charges an early check-in fee, configure it in Settings → General and HotelBee adds the fee to the folio automatically when the check-in time is earlier than the cutoff.

Walk-in check-in

For a walk-in, create the reservation first (see How to make a new reservation), then immediately click Check-in on the new reservation. HotelBee uses the current date as the check-in time. Front desks doing this dozens of times a day often press N to create, fill the form, save, then check in — all without touching the mouse.

Undo a check-in

Mistakes happen. Open the reservation and click Revert to Approved. The reservation goes back to Approved status and the room becomes available again. The change is logged on the reservation Timeline so it's traceable later.