A guest arrives ahead of schedule or has an evening flight and asks for a few extra hours. The answer depends on what is happening at the property that day: the previous departure, cleaning, maintenance and the next arrival. A calendar without overlapping bookings is only part of the check.
This guide separates the request, the checks and the final confirmation, with four adaptable messages. Rentevo can support guest replies and operational requests, while the person coordinating the stay decides whether to approve the time.
“Can we arrive early?” might mean dropping off two bags at noon or using the home from the morning. Ask what time they have in mind and what they need. Luggage storage is separate from access to the property and needs its own check.
For early check-in, check the previous guest’s departure, when cleaners can start and how long preparation takes. For late checkout, work back from the next arrival and the tasks that must be finished first. Include planned visits and maintenance even when no new guest arrives that day.
When the home is ready and your team has checked that access is possible at the requested time, give a clear answer. If a check is still pending, say when you’ll update the guest and keep the agreed time as the reference. A friendly but ambiguous reply leaves everyone working to a different plan.
If there is a charge, state the amount and what it covers before the guest agrees. Use your property’s actual terms for that stay rather than an invented standard fee. If you decline, offer only alternatives you have checked, such as an available luggage-storage option.
These are demonstration examples. Replace the bracketed fields with verified details and choose the message matching the actual decision. Use the confirmation message once the time has been approved.
Hi [name], thanks for letting us know you’d like to arrive at [requested time]. We’re checking the property’s preparation and will update you by [update time]. For now, your agreed check-in time remains [agreed time].
Hi [name], we can confirm you’re welcome to check in from [approved time]. We’ve completed the checks with our team. Please follow [verified instructions or link] to find and access the property. We look forward to welcoming you!
Hi [name], we’ve checked the day’s schedule and can confirm checkout by [approved time]. Please follow [verified instructions] for returning the keys. Thank you, and enjoy the rest of your trip!
Hi [name], we need the time to prepare the property, so we can’t extend checkout beyond [agreed time]. Please leave the home by then. If you need luggage storage, we can suggest [verified option].
After confirming with the guest, update the people preparing the home. Record the property, stay and approved time. Check any scheduled checkout message using the usual time so it doesn’t contradict the agreement.
“Late checkout approved” is less useful than an exact time. If the new plan affects shifts, check that the team has received it and still has time to do the work. Confirming with the guest settles the agreement; handing it over to the team makes it possible to deliver.
Save check-in and checkout times and property rules in the information your assistant uses. Rentevo can answer questions about the usual rule and involve your team when checks or an exception are needed. The operational request lets you follow the decision in the conversation’s context.
Before enabling replies on connected channels, use Test AI with specific requests: arrival at eleven, departure at two and luggage storage only. Check that the assistant distinguishes the three needs and involves the team where your rules require it.
The interactive demo uses sample property information. Ask about check-in and checkout times and explore the replies. In a guided demo, we can review a real stay and how you work today to discuss your rules and team handover.
Also check property preparation, team availability and planned visits. Having no other booking doesn’t by itself confirm that the home is ready or the cleaners can change their schedule.
Yes, if it is available for that stay. Give the checked location and time and explain that access to the home remains at the agreed time, so the guest knows what to expect.
In a demo, we’ll look at how you work today, the information your guests use and how to prepare Rentevo for your team.
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