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Registration Card for Digital Check-In Setup

A guide for setting up a Digital Registration Card in RMS.

 

Overview

The Digital Registration Card is a custom form that can be completed online using the Guest Portal to replace paper registration cards at the reception desk.

Guests can log into the Guest Portal and complete registration as part of their Pre Check-in ahead of their arrival at the property or use a Registered Device at the property to complete Digital Check-in.

Digital Check-in is a paperless property check-in enabling guests to complete their registration using a Registered Device at the property or by scanning the QR code on the Registered Device to log into the Guest Portal on their personal device.

The Digital Registration Card can be setup to include a signature field that can accept multiple signatures on a single document. For display consistency, the signature box will remain a set size on the document, and signatures will be resized to fit neatly inside the predefined area.

★ Tip: Insert the Merge Field «cDigitalRegoSignature» into the signature section of an existing Registration Card to streamline setup and switch to paperless guest registration.
✎ Please Note: RMS is highly configurable. Some Terminology, User Access & Permissions, Images, Labels, and Functions used in these articles may differ from your setup. CLICK HERE to find out more.

 

Creating a Form Letter

In the side menu of RMS, go to Setup > Correspondence > Form Letters.

  1. Select Add.
    Form Letters screen in RMS (Setup > Correspondence > Form Letters) listing existing letters with an Add button highlighted to create a new Digital Registration Card form letter.
     
  2. Select the Send As option HTML.
  3. Enter a Description.
  4. Enter an email Subject.
  5. Select the Template 'Rego Card 2' or enter the Registration Card text.
  6. Insert a Property Logo.
  7. Customise Text & Merge Fields (Optional).
  8. Select 'Save/Exit'.
    Form Letter editor in RMS showing a new letter set to Send As HTML, with Description and Subject entered, the template Rego Card 2 selected, a property logo inserted, and editable body text with merge fields (including the digital registration signature merge field) ready to be customised, plus a Save/Exit button.
     
  9. Select the Form Letter Access.
  10. Select 'Apply'.
    Form Letter Access settings window in RMS displaying access options and checkboxes for which users or areas can use the Digital Registration Card form letter, with an Apply button highlighted to save access settings.

 

Setting Up in the Guest Portal

In the side menu of RMS, go to Setup > Portal Access > Guest Portal.

  1. Navigate to the Check-in tab.
  2. Select the Registration Card Form Letter.
  3. Select 'Save'.
    Guest Portal configuration screen in RMS with the Check-in tab selected, showing a dropdown or selector for the Registration Card Form Letter where the Digital Registration Card is chosen, and a Save button to apply the selection.
     

Pre Check-In

Guests can complete the Digital Registration Card as part of their Pre Check-in process through the Guest Portal ahead of their arrival at the property.

The selected Digital Registration Card will be included in the Guest Portal Pre Check-in flow, allowing guests to fill in their details and sign before they arrive.

 

Digital Check-In Settings

Digital Check-in allows guests to complete their registration at the property using a Registered Device or by scanning a QR code on the Registered Device to log into the Guest Portal on their personal device.

For information on how to use Digital Check-in at the property, refer to the How to Use Digital Check-In article.

 

Check-In

When a guest completes the Digital Registration Card (either through Pre Check-in or Digital Check-in at the property), the reservation will be updated to 'Arrived' status automatically.

A copy of the completed Registration Card with guest signatures can be viewed from the Correspondence tab on the reservation.

 

Allow Check-In for Selected Categories

You can configure which reservation categories allow Digital Check-in. This setting controls which types of reservations are eligible for the digital registration process.

In the side menu of RMS, go to Setup > Portal Access > Guest Portal and review the category settings on the Check-in tab.

 

Add Digital Registration Images

You can upload images to display on the Digital Registration Card, such as property photos or branding.

  1. Navigate to the Digital Registration Images tab.
  2. Select Add.
    From your computer, select the required Folders and Images and choose Open/Upload.
  3. Select 'Save/Exit'.
    Guest Portal configuration screen in RMS with the Digital Registration Images tab open, showing an Add button used to upload one or more images from the computer and a Save/Exit button to store the selected images for the digital registration flow.

 

Additional Information

⚠ Important: The Guest Portal uses the same payment gateway configuration as the Online Booking Engine. If you have a payment gateway configured for online bookings, the same gateway will be used for any payments processed through the Guest Portal during Digital Check-in.

The selected Digital Registration Card will be included in the Guest Portal Pre Check-in, or can be used for Digital Check-in at the property after completing Guest Portal Device Registration.

Guest Portal digital check-in screen displaying the Digital Registration Card form.png

 

 

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