Checking In a Space
Walk through the complete check-in process — ending a rental, processing refunds, and freeing up the space.
What is check-in?
“Checking in” a space means the renter is done and the space is coming back to your facility — like returning a book to the library. After check-in:
- The space changes from Checked-Out to Available
- The rental is terminated
- Security deposit refunds are processed (if applicable)
- Automatic billing stops
Don’t confuse check-in with checkout. Check-in = stop renting. Checkout = start renting.
Starting a check-in
From the Spaces page:
- Go to Spaces and click the Checked-Out tab
- Find the renter’s space
- Click the checkbox next to it
- Click Space Check-In
From a space detail page:
- Click the space’s Space-ID
- Click Check In Space
The check-in process
1. Review the rental details
At the top, you’ll see the current rental information:
| Field | What it shows |
|---|---|
| Space ID | The space being vacated |
| Renter | Who’s been renting it |
| Checkout Date | When the rental started |
| Current Cycle Ends | When the current billing period ends |
| Next Billing Date | When the next invoice would have been generated |
| Security Deposit | Deposit held for this rental |
| Daily Rate | The locked-in rate for this rental |
2. Review the last invoice
LeaseLlama shows the renter’s most recent invoice so you can verify their payment status. If the renter has outstanding invoices, you’ll see a warning with the number of unpaid invoices and total balance owed.
3. Resolve any blocking invoices
If there are unpaid checkout invoices, check-in is blocked until they’re handled. You’ll see a red warning with each blocking invoice listed.
You must either:
- Collect payment on the invoice, or
- Void the invoice if the charges should be cancelled
Click the invoice number to go to Invoice Details and take action.
Why does this block check-in? It ensures you don’t let a renter leave with outstanding charges tied to the original checkout. Regular billing invoices don’t block check-in — only checkout invoices do.
4. Set check-in details
Check-in date: When the rental officially ends. Defaults to today. You can set a past date if the renter already vacated, or a future date for a scheduled move-out.
Check-in reason: Document why the renter is leaving.
| Reason | When to use |
|---|---|
| Tenant Request | Renter chose to leave (most common) |
| Lease Expired | End of the rental term |
| Non-Payment | Eviction for unpaid rent |
| Lease Violation | Contract terms were broken |
| Other | Anything else |
Check-in notes: Add details about the space condition, deposit deductions, forwarding info, or special circumstances.
5. Configure the refund
The right column shows your refund options for the security deposit:
| Option | What happens |
|---|---|
| Full refund | Returns the entire deposit to the renter |
| Custom refund | Returns a specific amount (for partial deductions) |
| No refund | Deposit is forfeited entirely |
Example: The deposit was $100. The space needs $25 in cleaning. Select “Custom Refund” and enter $75.
Refund summary
The summary box shows the total refund amount. All refunds are issued as renter account credits — not sent directly to a card or as cash. From there:
- The credit can be refunded to the renter’s card on file
- Applied to a future invoice (if they rent another space)
- Paid out manually via cash or check
Completing the check-in
Click Complete Check-In when ready. A confirmation dialog shows what will happen — including the number of spaces being checked in, total refund amount, and a note that this can’t be undone.
Click Confirm Check-In to proceed.
After check-in
You’ll see a success summary with three metrics:
| Metric | Meaning |
|---|---|
| Returned to cards | Electronic refunds that were processed automatically |
| Credits issued | Account credits created on the renter’s profile |
| Manual refunds pending | Cash/check refunds you need to handle yourself |
If manual refunds are needed, you’ll see amber warnings with the renter name and amount. Make sure to follow up on these.
What LeaseLlama does automatically
- Space → status changes to Available
- Rental record → marked as terminated with the check-in date and reason
- Billing → recurring invoices and auto-charges stop
- Refund processing → follows this order:
- Tries to refund the original card electronically
- If that fails (card expired, too long ago), creates an account credit
- If payment was manual (cash/check), logs the pending refund for you to complete
Common questions
Can I undo a check-in? No — check-ins are permanent. If you made a mistake, the space is now available, so you can check it out again to the same renter. Any credits issued can be applied to new invoices.
What if the renter owes more than the deposit covers? The deposit only covers what was collected. Complete the check-in with no refund, then follow up on outstanding invoices separately. See Invoice Details & Actions for options.
How does the renter get their money back? Refunds are issued as account credits first. From there, you can refund to their card, apply to a future invoice, or pay out via cash/check.
What if I need to deduct from the deposit? Use the Custom Refund option and enter the amount after deductions. For example, $100 deposit minus $25 damage = enter $75.
The check-in button is disabled — why? Check that you’ve selected a checked-out space and resolved any blocking checkout invoices.
Where refund credits show up
| Location | What you’ll see |
|---|---|
| Renter Profile → Credits | Credit memos for this renter |
| Renter Profile → Ledger | Full transaction history with running balance |
| Billing → Credits | All credit memos facility-wide |
| Accounting & Reports | Financial summary of all credits |
What to read next
| I want to… | Read this |
|---|---|
| Rent a space out | Checking Out a Space |
| See the renter’s account | Renter Profile |
| Manage credits and refunds | Credits |
| View all invoices | Invoices |