Early check-in and late checkout: requests, fees and approval

What it is

Early check-in is arriving before the standard time. Late checkout is leaving after the standard time.

In Rezvia the flow has three parts, and the order matters:

1. you declare that you accept requests and within what time range;

2. the guest asks when booking, and sees the amount that would apply if the request is approved;

3. you approve or reject. Only approval changes the booking, and only approval charges.

Asking never charges anything. While the request is pending, the booking total stays exactly the same.

When to use it

Your guesthouse often has rooms ready before 14:00 and you want to organise who asks to come in earlier.

You host a lot of guests with evening flights and want to standardise how late you are willing to negotiate a departure.

You want to stop answering the same question on WhatsApp every week.

If you do not work this way, simply do not switch it on — nothing changes.

How to configure it

First of all: the collection of intended times must be switched on. Without it the guest would have nowhere to ask, and the option stays blocked.

1. Go to Settings → Properties and edit the property.

2. Confirm that the option to request intended times is ticked.

3. Tick Allow early check-in requests, Allow late checkout requests, or both.

4. Fill in the earliest time the guest can request and the latest time the guest can request.

5. If you charge for it, fill in the Early check-in fee (optional) and the Late checkout fee (optional).

6. Click Save.

The two options are independent. You can have:

early check-in only;

late checkout only;

both;

neither — which is how every property starts.

The fee is optional

Ticking the option says you offer it. Filling in the fee says you charge for it. They are separate decisions, and the combination covers all four cases:

offers and charges — the guest sees the amount before asking;

offers and does not charge — leave the fee field empty, and the courtesy is still subject to your approval;

does not offer — the guest does not see the option;

does not offer but the guest asks anyway for a time outside the standard — you find out, without it becoming an advertised service.

An empty fee field means free, and that is how every property starts. No property began charging on its own.

The amount is fixed per request: a single value, regardless of how many hours the guest brought forward or stretched, how many guests there are, or the season.

On properties that sell rooms, the fee belongs to the property, not to each room — you configure it once and it applies to every booking at that property.

The price is frozen at the moment of the request

The amount the guest sees when asking is the amount that will be charged if you approve — even if you change the property's fee in the meantime.

A request made when the fee was R$ 100 and approved after you changed it to R$ 150 charges R$ 100. The guest cannot be charged a price they never saw.

The time window

You define from what time (or until what time) a request makes sense.

Early check-in — with a standard check-in at 14:00 and early allowed from 12:00:

a request at 13:00 → inside the window;

a request at 12:00 → inside the window (the boundary time counts as valid);

a request at 09:00 → outside the window.

Late checkout — with a standard check-out at 11:00 and late allowed until 18:00:

a request at 15:00 → inside the window;

a request at 18:00 → inside the window;

a request at 20:00 → outside the window.

A request at exactly the standard time is neither early nor late. Arriving at 14:00 when check-in is 14:00 is simply arriving on time.

Outside the window does not cancel the booking

This is the most important point. If the guest asks for a time outside the range you configured, the booking remains valid and is created normally.

The system only flags to you that the request falls outside what you defined. Nobody refused anything — Rezvia does not decide for you, and the guest is not blocked because of a preference.

What the guest sees

Near the time fields, the guest reads a short sentence such as:

The language is always about requesting, never about guaranteeing. The guest receives no automatic confirmation, and no new step is added to the booking process.

What you will see in Rezvia

On the booking, alongside the intended time, the request's classification appears:

inside the window — a discreet notice, such as "Early check-in requested", beside the booking's standard time;

outside the window — a more visible alert, showing the requested time and the limit you configured;

a normal time — nothing. Ordinary bookings are not cluttered with notices.

If you do not offer the option and the guest asked for an earlier time, the screen simply records that the time is earlier than standard — without presenting it as a service you offer.

Approving or rejecting

When a request exists, the booking shows a Time request block, with the type, the requested time, the status and the Approve and Reject buttons.

The status is one of three:

Pending — the request is waiting for you. Nothing on the booking has changed.

Approved — you granted it.

Rejected — you refused. Nothing on the booking has changed.

When there is a fee, the block shows "Fee of R$ 100.00 if approved" while it is pending, and "Fee of R$ 100.00 added to the booking total" once approved.

What approval changes

Approving does four things at once:

1. the booking's time becomes the requested time — that is what applies from then on;

2. when there is a fee, the amount enters the booking total;

3. the charge appears itemised on the booking, not blended into the nightly rate;

4. cleaning is rescheduled for the new time.

Rejecting changes nothing: not the time, not the amount, not the cleaning.

There is no undo

An approved request does not go back to rejected. Undoing would mean reversing the operational time, rescheduling cleaning again and probably returning money — three things that need a human decision, not a button.

If you approved by mistake, adjust the booking through the normal editing paths and settle it with the guest.

Properties that sell rooms

It works the same way. The early and late time window — and its fee — are property rules: you configure them once and they apply to every booking at that property, including bookings for individual rooms or units.

Nothing changes in the room search, the capacity or the nightly pricing.

Worked example

Your guesthouse has a 11:00 check-out, you accept negotiating departures until 18:00 and you charge R$ 80.00 for late checkout.

A guest books and states they intend to leave at 15:00. Before completing, they see that the request costs R$ 80.00 if approved — and they complete the booking paying only for the stay.

On the booking you find "Late checkout requested", status Pending and the fee notice. You check whether the room can stay occupied until 15:00 and click Approve. The booking's check-out becomes 15:00, R$ 80.00 enters the total, the charge appears itemised and cleaning is rescheduled.

Another guest states 20:00. You see an alert that the request falls outside the configured range. Their booking was created normally — and now you know you need to talk before they arrive.

Important

Requesting does not charge. While the request is pending, the booking total does not change.

Only approval charges, and at the amount the guest saw when they asked.

A request outside the window does not prevent the booking. It is created normally and you decide afterwards.

A request at exactly the standard time is neither early nor late — it is arriving on time.

Approving does not record a payment: the total goes up, the balance goes up, and collecting is still arranged by you.

Approved does not go back to rejected.

None of this changes date availability or nightly pricing.