How to Send a Guest Self Check-Out Email

You can now add an extra layer of convenience to the guest experience with our online check-out feature that eliminates the need for guests to check out at the front desk. This contact-free feature allows guests to settle outstanding bills from the comfort of their rooms through a check-out link sent via email, saving you valuable time and streamlining your departure process.

Yogan Govender
15 steps
3 minutes

Roomraccoon

Our system will pull the list of guests departing and email the guests directly with the guest self-check-out email requesting payment for the outstanding charge. Once the guests settle the amount, they can then check out. This is an automated process that will save you time and offer a convenient experience for your guests.

Click on the Documents module.

Scroll down and add the Guest Self-Check-Out document.

Give your document a name, for example, Thanks for staying with us. You can check out online!

Copy the replace tag %onlinecheckoutlink% into the content block and add custom text.

The online checkout template allows you to customise your message to your guests. For example, In the email, you can write: “Gone are the days of waiting in long lines to check out your room. Online check-out is a simple and convenient way to check out of your room quickly and easily. This saves time and provides a hassle-free experience.”

Click "SAVE"

Click on the "Reservations" module.

Select the reservation you want to send the online Guest Self-Check-Out document.

Scroll down and select your Guest Self-Check-Out document.

Click on the paper plane icon to view and send the document.

Fill the guest's email address or verify if it is correct.

Click "SEND"

When the guest receives the Guest Self-Check-Out email, they can view their balance and settle it quickly and easily online so they can check out.

If payment is outstanding, the guest must settle it to complete the online check-out. You can easily see the payment status of a booking by viewing the colour of the triangle in the corner of a booking in the calendar. Orange triangles indicate that no payment has been made. Yellow means the payment has been partially paid, and when a reservation has no colour triangle, the guest has been paid in full.

The system automatically generates a tax invoice when a payment is completed. Once a guest has checked out online, the booking status will change to stone blue on the calendar.

The system will check out group reservations at the same time. It is not possible to do individual online check-outs for a group reservation.