What this page is for
A security deposit is money you hold for the guest and usually pay back. CityLights keeps deposits apart from booking payments, so they never count as revenue. This page lists deposits held now, deposits due for refund, and deposits not yet received.
Who can use it
- View security deposits opens the list and shows the Security deposit card on bookings.
- Record deposits, deductions and refunds allows changes.
- Approve deposit refunds above the limit is needed for refunds above the configured amount.
- The module is part of the Front desk and buildings package.
How to take a deposit
- Open the booking (or the front desk check-in). If the stay type has a deposit amount, the deposit is already Required.
- Otherwise enter an amount in Ask for a deposit of and select Add.
- In Record a movement, choose Received, check the amount, method and who holds it, and save.
How to deduct or refund
- Choose Deduction with the amount and a reason (attach a photo or invoice as evidence), or Refund with the amount and method.
- Choose Forfeited (with a reason) when the guest loses the whole deposit.
Fields and columns
| Field / column | Meaning |
|---|---|
| Required, Received, Deducted, Refunded | Amounts in the booking's currency. |
| Held now | Received less deducted and refunded. |
| Held by | The person holding the cash. |
| Refund due | Check-out date plus the configured number of days. |
| Status | Required, Received, Partly refunded, Settled, Forfeited. |
Statuses and automation
- New stays get a Required deposit when their stay type has an amount set.
- On check-out the refund date is set; on that day people who manage deposits are notified.
- You can't deduct or refund more than is held. Refunds above the approval limit need the approval permission.
Settings that change this page
Deposit for short / mid / long / corporate stays, Refund due after check-out and Refunds above this need approval in Module settings.
FAQs
Does a deposit change the booking's balance due? No. Deposits are separate from payments.
Troubleshooting
| Problem | What to do |
|---|---|
| "Only X is held." | Record the deposit as received first, or lower the amount. |
| "Refunds above X need someone allowed to approve them." | Ask a person with the approval permission to record it. |