Setup guide for enabling Pre Check-in in the Guest Portal

Overview

Pre Check-in is an optional feature available in the Guest Portal that prompts Guests to complete required pre-arrival information. This process can streamline check-in, collect essential details, and even process payments for properties integrated with a Payment Gateway.

Guide

Part 1: Configure Pre Check-in Settings

1. Go to Setup > Portal Access > Guest Portal.
2. Navigate to the 'Check-in' tab.
3. Open the 'Pre Check-in Settings' tab.
4. Toggle Enable Pre Check-in.
5. Select the Number of Days Prior to Arrival to allow pre-check-in.
   • (Maximum: 100 days before arrival) 
6. Select a Form Letter to use as the Registration Card.
   • Must include merge field «cDigitalRegoSignature».
   • Note: The full Form Letter does not display on the Guest Portal; fields shown are based on Field Maintenance setup.
7. Enter the Confirmation Text displayed on Pre Check-in completion. 
8. Select the Payment Conditions. 
9. Optional: Toggle Credit Card Token Required if Payment Amount Equals 0.00.
   (Optional) Select Pre Authorisation token required at time of check in.
10. Optional: Exclude Travel Agents:
    • Select the Travel Agent and click Allocate.
11. Click Save.
    

Part 2: Configure Additional Information

12. Navigate to the 'Additional Information' tab.
13. Optional: Toggle Disable Covid-19 Declaration.
14. Optional: Check Additional Guest Details Mandatory.
15. Optional: Check Photo ID/Passport Mandatory for Additional Guests.
    • Enter a Photo ID description for display in the Guest Portal.
16. Optional: Set up the Guest Declaration. 
17. Click Save/Exit.
    

Frequently Asked Questions

What information is collected during Pre Check-in?

• Guest details
• Photo identification uploads, Optional Guest Declaration (up to 10 Yes/No questions)
  • Any “No” answers trigger a notification in the Message Centre
• Location contact tracing via Guest Declaration

Can Pre Check-in be used with Digital Check-in?

Yes. Pre Check-in can be used standalone or as part of Digital Check-in for a complete self-service option.

Is payment supported during Pre Check-in?

Yes. The Guest Portal supports payments through any configured Payment Gateway.

• Pre-Authorisation through Pre Check-in is currently supported when the property is using RMS Pay or Stripe.

Where is the collected information stored?

On the Correspondence tab of the Reservation, using the selected Form Letter.

Can Travel Agents be excluded from Pre Check-in?

Yes. Excluding Travel Agents will prevent Reservations from being prompted to complete Pre Check-in when the excluded Travel Agent is selected.

Is the Guest Declaration mandatory?

• Enabled by default
• Can be disabled at Step 13 
• Disabling removes Acknowledgement Questions & Past Locations from Pre Check-in

How do I manage visible and mandatory fields?

• Through Field Maintenance.
• Ensure field setup is completed for User = Client Portal.

What is the time limit for Pre Check-in?

Pre Check-in is limited to 100 days before arrival.