Check out

When a guest is ready to leave, the front desk can check them out directly from the Room Panel. Cloud Voice supports checking out one room at a time or clearing an entire tour group in a single operation. Both flows let you add any final charges and produce an invoice you can hand to the guest.

Check out an individual guest

1. Sign in to the Cloud Voice App (Desktop or Web) and open Hotel Management > Room Panel.

2. Find the checked-in room and click the check-out icon in its bottom-right corner.

   

3. Fill in the check-out details:

   

   a. In the Actual Check-Out Time drop-down, accept the current time or set a different one.

   b. Under Other Charges, click Add to record any extra fees for the room.

   Note

   You can add up to 10 charge items.

   c. Click Save.

Caution

Check-out is final. Saving clears the guest’s data from the room extension and cannot be undone. If any voicemail messages or call recordings need to be kept, download them before you check the guest out.

What happens next

• A confirmation window appears once check-out succeeds. Click View Invoice to open the invoice and share it with the guest.

  

• The room is marked Vacant and its status returns to the default configuration.

• The room extension is restored to its default settings, and the following guest data is removed:

  • Cleared data: First Name, Mobile Number, Email Address, Voicemail Messages, Call Recordings, Call Logs, Internal Chat histories, Personal Contacts, Video Conferences, and Wake-up Calls.
  • Call permission reset: Outbound and international calling are again blocked on the extension.
  • Presence reset: Extension presence returns to Available.
  • Extension setting reset: The Last Name field is set back to the extension number.

Check out a tour group

1. Sign in to the Cloud Voice App (Desktop or Web) and open Hotel Management > Room Panel.

2. In the top-left corner, click Group Check-In/Out and choose Group Check-Out.

   

3. Fill in the group check-out details:

   

   a. In the Group Name drop-down, select the tour group.

   b. In the Actual Check-Out Time drop-down, accept the current time or set a different one.

   c. Under Other Charges, click Add to record any extra fees for the group.

   Note

   You can add up to 640 charge items.

   d. Click Save.

Caution

Group check-out processes every room in the selected group at once and cannot be undone. Confirm the Group Name is correct before you save, because the data for all of those rooms is cleared together.

What happens next

• A confirmation window appears once check-out succeeds.

  

  You can review each room’s invoice under Hotel Management > Stay History and send them to the guests.

  

• The temporary extension group created for the tour group is deleted from the PBX (Private Branch Exchange, the phone system that manages your extensions and calls).

• Every room in the group is marked Vacant and its status returns to the default configuration.

• Each room extension is restored to its default settings, and the following guest data is removed:

  • Cleared data: First Name, Mobile Number, Email Address, Voicemail Messages, Call Recordings, Call Logs, Internal Chat histories, Personal Contacts, Video Conferences, and Wake-up Calls.
  • Call permission reset: Outbound and international calling are again blocked on the extension.
  • Presence reset: Extension presence returns to Available.
  • Extension setting reset: The Last Name field is set back to the extension number.