This article explains the various reservation Check-in options in RMS.

Overview

The Check-in/Check-out feature in RMS allows you to accurately record a guest’s arrival and departure against their reservation.

RMS offers multiple methods for checking in a reservation, along with a range of supporting features designed to optimize the check-in experience for both guests and staff - enhancing efficiency, accuracy, and guest satisfaction.

Front Desk Check-In

This check-in method requires guests to visit the front desk upon arrival to complete their registration, provide credit card details, or prepay before receiving their room keys.

To support and streamline the Front Desk Check-In process, RMS offers a range of features across payments, communication, and check-in tools:

Payments & Deposits

• Payment Gateway – Securely process credit card transactions at the front desk

• Online Deposit – Allow guests to prepay before arrival

• Rate Type Deposit – Set deposit rules based on the selected rate type

• Second Deposit – Configure additional deposits as needed

• Guest Portal Payments – Enable payment collection through the Guest Portal

Communication and Correspondence

• Reservation Confirmation – Automatically send booking confirmations

• Pre Arrival Email – Share essential check-in info and reminders

• Area Ready Notification – Notify guests when their room or area is ready

Registration and Guest Details

• Digital Registration Card – Allow guests to sign digitally at the front desk or via mobile

• Print Registration Card – Provide a physical registration option if needed

• Guest Portal Pre Check-in – Collect details in advance to reduce front desk time

• Guest Portal Form – Customize and capture required guest information

• Guest Portal Contract – Present and sign agreements digitally

Reservation Management

• Reservation Screen – Access and manage individual bookings

• Booking Chart – View and manage reservations in a calendar format

• In/Out Movements – Track arrivals and departures in real time

• Mobile or Tablet Check-In – Use handheld devices to check in guests on the go

Express Check-In

Express Check-In is designed to minimize the time guests spend at the front desk upon arrival, offering a more efficient and seamless check-in experience. This method is especially valuable during peak periods or busy seasons, benefiting both guests and staff by reducing wait times and streamlining front desk operations.

The following RMS features can be used to facilitate and enhance an Express Check-In process:

Payments and Deposits

• Payment Gateway – Securely process credit card transactions at the front desk

• Online Deposit – Allow guests to prepay before arrival

• Rate Type Deposit – Set deposit rules based on the selected rate type

• Second Deposit – Configure additional deposits as needed

• Guest Portal Payments – Enable payment collection through the Guest Portal

Automated Communication

• Reservation Confirmation – Automatically send booking confirmations

• Pre Arrival Email – Share essential check-in info and reminders

• Area Ready Notification – Notify guests when their room or area is ready

Digital Registration and Guest Info

• Digital Registration Card – Allow guests to sign digitally at the front desk or via mobile

• Guest Portal Pre Check-in – Collect details in advance to reduce front desk time

• Guest Portal Form – Customize and capture required guest information

• Guest Portal Contract – Present and sign agreements digitally

Reservation and Check-In Management

• Reservation Screen – Access and manage individual bookings

• Booking Chart – View and manage reservations in a calendar format

• In/Out Movements – Track arrivals and departures in real time

• Mobile or Tablet Check-In – Use handheld devices to check in guests on the go

Self Check-In

Self Check-In enables guests to check in independently, eliminating the need to visit a front desk. This approach is particularly valuable for properties that:

• Operate without a public front office, or

• Use digital access tools, such as smart locks or key lockboxes, allowing guests to retrieve keys on their own.

Self Check-In not only enhances guest convenience but also helps reduce staffing requirements for handling arrivals—making it ideal for contactless operations or after-hours check-ins. The following RMS features can be used to enable and streamline a Self Check-In process:

Payments and Deposits

• Payment Gateway – Securely process credit card transactions at the front desk

• Online Deposit – Allow guests to prepay before arrival

• Rate Type Deposit – Set deposit rules based on the selected rate type

• Second Deposit – Configure additional deposits as needed

• Guest Portal Payments – Enable payment collection through the Guest Portal

Automated Communication

• Reservation Confirmation – Automatically send booking confirmations

• Pre Arrival Email – Share essential check-in info and reminders

• Area Ready Notification – Notify guests when their room or area is ready

• Access Codes – Share door or lockbox codes securely for key retrieval

Digital Registration and Agreements

• Guest Portal Check-In – Let guests check in online before arrival

• Guest Portal Form – Customize and capture required guest information

• Guest Portal Contract – Present and sign agreements digitally

Reservation Management

• Guest Portal – Central hub for guests to manage their stay digitally