A smart solution to reduce wait times, minimise errors and lighten staff workload is here!
What is the Pre-Arrival Form?
The pre-arrival form is a digital form that allows guests to submit their details before arriving at the hotel. Instead of filling out paperwork at check-in, guests can conveniently provide their information in advance, including a scan of their passport/ID (optional). Once submitted, the details are automatically updated in HMS and hotel users can retrieve them from the Booking Card. This helps to streamline the check-in process and reduce the front desk workload.
Key Benefits of the Pre-Arrival Form
✅ Safer, Faster, and Smoother Check-in – No more long waits at the front desk, and guest privacy is prioritised.
✅ Reduced Staff Workload – Eliminates manual data entry, allowing staff to focus solely on guest verification and delivering the excellent service.
✅ Fewer Errors – If guests upload the passport/ID, the relevant fields are auto-filled, minimising human errors.
✅ Improved Guest Satisfaction – Quick check-in process enhances the overall guest experience.
How Does It Work?
1. Guests Receive a Confirmation Email/WhatsApp with the link
The form will be sent to a valid email (14 days before arrival) or WhatsApp (5 days before arrival). For last-minute bookings (within 3 days of arrival), the link is sent immediately after the booking is confirmed.
2. Guests Fill in Their Details
Guests can manually enter their information or upload a passport/ID for automatic data filling.
- Required fields include: first and last name, email, phone number, estimated arrival date, passport/ID number, and nationality.
3. Automatic Guest Information Sync with HMS
Once submitted, guest details are automatically updated in the Booking Card in HMS. Any modifications made prior to their arrival will automatically update the booking status to 'Confirmed-Modified’.
4. Hotels Print the Guest Registration Card
By printing guest registration cards before guests arrive, hotels can streamline the check-in process with a quick verification and guest signature before they go to their room.
Find more details about the Pre-Arrival Form in this article.
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