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Every property has an operating day: the business day the front desk is working on. The day close moves it to the next day.

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Where it is

Day close, in the Operations group. The table has one row per property: Property, Operating day and Status — Current or ”# nights behind”. In the top bar, the Operating day chip warns you when the close has not run for some nights, and brings you here.

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How a day closes

  • Automatically: Gridbeds tries every 15 minutes after the property’s closing time (23:00 by default). Each run moves one day forward; a property that fell behind catches up one night per run.
  • By hand: Close the day, with permission to manage bookings and the property. A day that has not ended cannot be closed. Before it closes, a window lists what the close is about to do (see below) and asks you to confirm; closing cannot be undone.
Clicking the date opens the history: whether it ran on schedule or who ran it, and the status — In progress, Completed or Failed — with each step the close ran, and for a failed one, the step that stopped it.

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What the close does

Closing a property’s day runs these steps, in this order, on the property’s own clock — an Italian hotel closes on Italian time, a Romanian one on Romanian time:
  1. Overdue departures — the check below: a guest who should have left holds the close.
  2. Fixed charges — posts the night’s fixed charges to the guests who slept there.
  3. Group cutoffs — puts back on sale the rooms of a group block that were not picked up, once the block’s cutoff has been reached.
  4. Allotment releases — releases the unsold rooms of free-sale allotment contracts past their release deadline, and expires the contracts whose validity has ended.
The window you confirm in shows this same list, as the close will run it. If a step cannot finish, the day does not roll: the close shows Failed, names the step in the history, and is tried again every 15 minutes until it passes. What the failed attempt had already done is not done twice — a night already charged and rooms already released are found as they were.
If a close is held or fails, charges and rooms do not wait for the desk. Every hour Gridbeds checks each property on its own clock and, half an hour after its closing time, posts the fixed charges and releases the group and allotment rooms the close has not. When the close finally runs it finds them done and does not repeat them.

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Accounting follows the close

The close does not wait for accounting, and accounting never holds it: a day closes even when the accounting software is unreachable. Once a day has closed, Gridbeds sends that property’s day to accounting — only where accounting is connected and the night audit is switched on in Accounting. If a send fails it is tried again up to three times, and the history of the close shows how it ended: being sent, sent, not sent, it failed or not sent, accounting was switched off. A property whose accounting is not connected shows nothing, because nothing was sent. The confirmation window mentions the send only where it will happen.
Accounting Sync (under Accounting) is something else: it sends a day to accounting and does not move the operating day.

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An overdue departure holds the day close

A checked-in guest who was due to leave on or before the day being closed — today included — holds the close. The Close the day button is disabled, with “Held by # overdue departures” in red below it. The automatic close retries every 15 minutes.
1

The team is told

Whoever may manage properties gets one notification per day per property (in the app, push and email): “Day close held · {hotel}”, with the number of guests and the date — never a name.
2

The desk settles each stay

The close screen lists every guest (“Due out {date}” or “Due out today”), how many nights late, and whether they still owe anything (“Owes {amount}” or “Nothing owed”); what a guest owes opens Take payment, so the balance can be collected before the check-out — see Payments. For each: Check out or Extend stay — choose the New departure and see the price of the added nights, worked out by the rules in Changing dates; the amount is added to the stay’s total and owed at check-out. The same Extend stay is offered wherever the stay is on screen — see Extending a stay. Check out the # that owe nothing settles everyone with a zero balance in one go.
3

The day closes

Once no overdue departure is left, the day closes.
A guest who still owes money can be checked out only by a person, after a window that shows the amount (“{name} still owes {amount}”) with Take payment and Check out anyway — the same as on every screen, see Checking out a guest who still owes; the balance stays on the stay, to collect or settle later, and the audit log records who decided. The day close’s own Check out the # that owe nothing and the automatic check-out never take a guest who owes money.
Automatic check-out: on the property’s page, Details tab, section Operating day, the switch “Check out overdue departures at day close” (off unless you turn it on). Turn it on if nobody is at the desk overnight: the close then checks out the overdue guests who owe nothing itself and stops only for the others. Every such check-out shows in the day close’s history.