Guests complete their details when it suits them
The form opened for a confirmed booking collects the required information before the journey and links it to the correct stay record.
Weekend stay for two
The PMS contains a booking for Friday. The system sends the guest a link to the form, and they provide the required details and planned arrival time.
Stay record ready for review
Reception can see all the submitted details and compare them with the booking before completing the on-site check-in.
- details linked to the correct booking
- declared arrival time
- guest guide active before the stay
Prepare check-in, not keyless room entry
The module collects the agreed details, creates a check-in record and provides a guest guide. Reception still verifies the information and carries out any actions required by the property’s procedures and the law.
Starts the process
It identifies a confirmed booking and sends the form through the agreed communication channel.
Collects details
It presents the fields required by the hotel and records the answers in the context of the specific stay.
Prepares reception
It creates a clear record for review and activates the guest guide available before arrival.
How does remote check-in work?
Booking confirmation
The process receives the stay ID, dates and details needed to link the form correctly from the PMS.
Form sent
The Communication Hub delivers a secure link to the guest at the agreed address.
Guest completes the form
The guest provides the required information, accepts the relevant declarations and sees a summary.
Reception verification
The team receives the record, checks it and completes the formalities in line with the property’s procedure.
Check-in details remain linked to the booking
The form’s scope should follow the hotel’s procedures and the principle of data minimisation. The link, responses and record must be protected in line with the team’s access rights.
What does AI use?
- confirmed booking and PMS ID
- email address or another agreed channel
- form and required declarations
- details entered by the guest
What does the team receive?
- completed check-in record
- declared arrival time
- guest guide assigned to the stay
Reception checks the details before completing check-in
The system shows whether the record is complete and highlights any discrepancies, but a staff member assesses whether the information is correct and carries out the required on-site actions.
Reception verifies the record, may request corrections and decides whether the check-in process meets the hotel’s procedures.
The module does not independently verify identity to every extent required by law, take payments, allocate a room or issue a digital key.
Shorter formalities on arrival
The details provided by the guest are already linked to the booking and ready for review.
Reception knows the declared arrival time earlier and can see any missing information in the form.
The guest can use the guest guide before their stay begins.
The PMS identifies the stay; the hub delivers the form
The basic process connects the guest guide, PMS and Communication Hub. The booking engine can launch it directly after a booking on the hotel’s website.
Related process elements
Frequently asked questions
Does remote check-in replace reception?
No. It prepares the record and details for a staff member to check in line with the property’s procedure.
When does the guest receive the form?
After the booking is confirmed, at the time set by the hotel for that type of stay.
Is PMS integration required?
Yes. The PMS supplies the booking and allows the form to be unambiguously linked to the correct stay.
Does the module issue a room key?
Not within the scope described. A digital key or keyless entry requires a separate process and integration.