Help/Managing Bookings/Check-in & Check-out
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Managing Bookings

Check-in & Check-out

Romancha's check-in process is designed to verify guests are who they say they are, and that they actually arrived. Here is how it works from both sides.

Before Check-in — Guest KYC

After a booking is confirmed, guests must complete identity verification before they are permitted to check in. As a host, you review and approve this.

  1. Guest receives a notification to complete KYC after booking is confirmed
  2. They record a short video: government ID held next to their face, speaking the given phrase
  3. AI verifies the ID — the video appears in your host dashboard for review
  4. You review the video and Approve or Decline with reason
  5. Guest is notified — if approved, they can proceed to geofence check-in on arrival

Accepted guest IDs: Aadhaar, PAN, Passport, Driving Licence

If you decline a guest's KYC, provide a clear reason. The guest may resubmit once. If resubmission is also declined, Romancha reviews the case and may cancel the booking with a full refund to the guest.

Geofenced Check-in — How It Works

Romancha uses GPS-based geofencing to confirm that guests physically arrive at your property. This protects both you and your guest.

From the guest's side:

  1. On check-in day, the guest opens the Romancha app and navigates to their booking
  2. The Check In button becomes active on the check-in date
  3. Tapping it reads the guest's GPS coordinates
  4. If they are within the geofence radius of your property (typically 150–300m), check-in is confirmed automatically
  5. A check-in timestamp is recorded — this starts the 24-hour complaint window

From your side:

  • You receive a check-in notification when the guest checks in successfully
  • If you have Manual Check-in Approval enabled, you must approve after the guest passes KYC and geofence
  • If you have Auto Check-in enabled, it confirms automatically once both are passed

Manual Check-in Override

Sometimes GPS can be inaccurate — basements, gated communities, properties in valleys or dense urban areas may have GPS that does not match well.

If a guest is physically present but their GPS does not register within the geofence:

  1. Guest taps Request Manual Check-in in the app
  2. You receive a notification with their current GPS location
  3. You have 30 minutes to approve or decline
  4. Approve if you have confirmed the guest has arrived in person

You can also adjust your property's geofence radius in your property settings if you find it is consistently too tight.

The 24-Hour Complaint Window

After check-in is recorded, the guest has 24 hours to raise any issue with the property:

  • Amenities not working as listed
  • Property significantly different from photos
  • Safety concerns
  • Host unreachable

After 24 hours without a reported issue, the guest is considered to have accepted the property as delivered, and your payout is secured.

What to do if an issue is raised: Respond immediately through the app. Fix what you can. If you cannot resolve it, Romancha will step in. A prompt, cooperative response from the host almost always results in the complaint being resolved without a refund.

Preparing for Check-in

  • Ensure the property is cleaned and ready before check-in time
  • Check that all listed amenities are working (WiFi, AC, hot water, etc.)
  • Leave a welcome note or small welcome gesture — it costs nothing and is consistently mentioned in 5-star reviews
  • Make sure your check-in instructions are up to date and clear
  • Be reachable by phone on check-in day

Checkout

  1. Send a checkout reminder the evening before (see Guest Communication)
  2. After checkout, mark the booking as Checked Out in your host dashboard
  3. Inspect the property and note any issues with photos/video (timestamped)
  4. Any damage disputes must be resolved directly with the guest — Romancha does not provide damage coverage
  5. Your payout is released within 24 hours of verified checkout
  6. Leave a review for your guest within 14 days

No-Show Policy

If a guest does not check in and does not cancel:

  • After the check-in date passes without a check-in, the booking is automatically flagged as a potential no-show
  • Romancha contacts the guest — if unreachable after 4 hours, the booking is marked as a no-show
  • Host receives 100% of the booking value as a no-show payout
  • The dates are freed up on your calendar so you can accept new bookings