What is Online Check-in (Web Check-in)?
Online Check-in (or Self Check-in) is a service that allows guests to provide their personal details and identity documents via smartphone or computer before physically arriving at the property.
Similar to what has been happening for flights for years, this technology has become indispensable for hotels (especially post-pandemic), but its benefits go far beyond hygiene and distancing.
Benefits for Property and Guest
For the Guest:
- No queues: No one wants to wait 15 minutes at reception after a long trip just to hand over their passport.
- Convenience: They can fill in details from their couch or taxi.
- Privacy: Less bureaucratic interaction, more human welcome.
For the Hotelier:
- More Accurate Data: Guests type their own data (no more errors transcribing foreign names!).
- Compliance Automation: Collected data can be automatically sent to authorities where required.
- Upselling: During online check-in, it's the perfect time to propose a room upgrade, breakfast, or transfer.
How Does the Process Work?
- Invitation: The PMS automatically sends an email or SMS/WhatsApp to the guest a few days before arrival with a secure link.
- Completion: The guest opens the link, enters personal details for all occupants, and takes a photo of identity documents.
- Signature and Payment: The guest can digitally sign the privacy policy and, if necessary, pay for the stay or city tax.
- Arrival: At the property, the guest simply shows ID for a quick visual check and receives the key. Total time: 30 seconds.
Security and Legal Validity
In many countries, guest identification is mandatory by law. Online Check-in facilitates data collection, but remember that the manager is often still required to verify the identity of the guest upon arrival (or via automated self-check-in systems with biometric verification).
Data collected through secure platforms like Lodge Easy are encrypted and GDPR compliant, ensuring maximum security for you and your guests.