GUESTSTAY DIGITAL REGISTRATION CONFIGURATION STEPS
The GuestStay – Digital Registration allows a guest to Check-In digitally and provide information prior to arrival at your property. For upcoming reservations in your PMS, a Pre Arrival Email containing the appropriate link to the digital registration can be sent to the guest a few days prior to arrival for completion. (This Template is Created within the Template Editor and a Template Automation Rule set up to send this email automatically if you wish).
DIGITAL REGISTRATION IN ACTION FROM A GUEST PERSPECTIVE
The Guest will receive an email from yourselves the Guest will click on the link to the digital registration.
It will open up the welcome page that will show Arrival, Departure Date and Cost of Stay – the page will also have an image of your property (this will only appear on the desktop version of GuestStay). Depending on the link this will either be a link straight to the details of the reservations or a welcome page where the guest enters their Booking Reference and Surname to access the details.
The guest will then need to click Check In
Certain fields from the reservation will already be populated for the profile - the guest would be required to fill in any other areas required.
Clicking Next. Certain fields from the reservation will already be populated for the address - the guest would be required to fill in any other areas required.
Clicking Next. The guest will be asked to enter the details of any additional guests in the room over 16 years of age. Click Add to input this information or if only one person is staying click “It’s Just Me” to continue.
If you click add – enter the Name of the guest and nationality. A note will appear if you have reached the maximum number of guests on the reservation.
Clicking Next. The guest will be asked for an estimated time of arrival and any additional requests for the stay. This will automatically be entered into the reservation for arrival.
Clicking Next. The guest can then sign the signs digitally for the Check-In – this will go onto the reservations as a digital registration card. They can read Terms and conditions and agree to marketing if required and then Click Check-In.
Once the Guest has done this they will receive an onscreen notification to show that they have Checked in to the property.
If the Guest has not completed the Online Check In an automatic branded email will be sent out by the system to the arriving guest one day prior to arrival - reminding them to complete the online check in. An example is shown here.
DIGITAL REGISTRATION IN ACTION (REZLYNX)
On the Main Check-In Screen – if the guest has completed the Pre Check-In – on the far right the Pre Check-In box will be ticked and the user knows this has been completed. The arrival time will show on the front screen. Clicking on the blue hyperlink will show the reservation summary page.
Here we can see any special requests filled out during the Digital Registration would show in the “Private Notes” Box within the reservation. You can also download a copy of the Digitally Signed Registration card on this screen.
Inside of the reservation, the Profile for the Lead Guest will have updated with the address and other information supplied on the digital check-in. If the Lead Guest Name had not been linked it will create a profile for that guest in Rezlynx.
The name of the second guest has also been populated if entered during the process and the arrival time has also been updated accordingly.
You can also view the digital registration card from within the reservation under the Options menu and signed registration card. This can then be downloaded or printed for your records. This will contain the information about the stay and the guest signature.
SETTING THE TERMS AND CONDITIONS FOR THE DIGITAL REGISTRATION
To enter Terms and Conditions to show on the digital check-in navigate to the Gears Icon – System Menu and INI Settings Menu within Rezlynx.
In the Terms and Conditions, you can enter these to be used within the digital registration. This is a plain text box for information.
SETTING THE PRE ARRIVAL EMAIL WITH CHECK-IN LINK
Pre Arrival Templates can be created within the Template Editor in Rezlynx. This can be found under the Gears Icon, System Menu and Template Editor.
Inside the created template you can then insert the digital registration link which will take the guest to the Check-In Screen online. You can also put the link into an already existing pre-arrival template that you have set up without the need to recreate a whole new template.
There are 2 options:
Insert the URL that was supplied to you on your GoLive email, this option will require the guest to enter their Rezlynx booking number and their surname. This URL can also be generated into a QR code by using a 3rd party website that will create this for you, just search QR generator within a search engine there are lots of free ones out there once created this can displayed near your reception desk for those guests that haven't completed the pre-check-in process.
Insert the following URL this will pre-populate the guest information with the generation of the automatic emails from within Rezlynx, saving your guest time. Guestline recommends this option for use within your templates.
These URLs can be entered into the HTML coding to create the button within the email or can be embedded as a Hyperlink to direct the guest to the Check-In screen.
Template Automation can be set up in Template Automation within the Gears Icon, Tools and Template Automation. You can specify within this area the number of days prior to arrival that a guest will receive their pre-arrival email. Our research has found that 4+ days prior to arrival they are more likely to complete the online check-in process.
Additional Information on creating the Template Automation can be found on the Guestline Support Portal - here