Digital check-in
What it is
The guest fills in their registration details online, before they arrive. We send them the invite with the link automatically.
It is part of the Standard plan and above.
Why you need it
You save time at reception. The guest does not stand there filling in a card - they arrive, you check their document and hand them the key.
How to switch it on
- In the left menu open Settings.
- Find the Check-in and check-out block and Digital check-in in it.
- Turn it on.
- In the When to send the invite field enter how many days before arrival the link is sent to the guest.
- Optionally turn on Require document photo.
- Save.
What the guest fills in
The form has six steps:
| Step | What it contains |
|---|---|
| Personal details | First name, last name, date of birth, nationality |
| Contact | E-mail, phone |
| Permanent address | Street and number, city, ZIP code, country |
| Identity document | Document type (ID card or passport), number, valid until |
| Arrival | Estimated arrival time, special requests |
| Summary & consent | Checking the details and consent to processing |
If they have stayed with you before, we prefill some of the details from their last stay. The guest only checks them.
The document photo
When you have Require document photo switched on, the guest photographs the front of their document.
Two things we tell the guest and that you should know as well:
- The photo is encrypted.
- It is automatically deleted after 90 days.
The guest has to give a separate consent for the photo, over and above the usual consent to data processing. Without it we do not accept the photo.
Where you see the details
In the reservation detail:
- Check-in status - Checked in (filled in) or Pending (they got the invite but have not filled the form in yet).
- The View document photo button, if they uploaded a photo.
- The Confirm arrival button, which you use on arrival to record that the guest has turned up.
The arrival time the guest filled in on the form takes precedence over the time you entered.
The protected data can also be viewed in the guest profile - see Guests (CRM); that one is Premium.
When the link does not work
The guest gets the explanation themselves:
- The reservation was cancelled - the link is no longer valid.
- The link is not valid - the link has expired.
Common problems
Digital check-in is locked. It is part of the Standard plan and above.
The guest did not get the invite. Check that the feature is switched on, how many days before arrival the invite is sent, and that the guest has an e-mail filled in on the reservation. It is worth looking in the Spam folder.
The guest says the link does not work. It has probably expired, or the reservation was cancelled. You take their details the usual way on arrival.
I cannot see the document photo. Either you do not have it switched on, or the guest did not upload one, or 90 days have passed and it was deleted automatically.
The guest refuses to fill in the form. Nothing happens, you check them in manually on arrival. Digital check-in is a convenience, not a condition of the stay.
The details on the form do not match the document. Check it on arrival - the guest filled the form in themselves, we do not verify it.