Guest check-in

By the end of this guide, you'll have the check-in link going out on its own, know what your guests see when they open it, and know what to do when someone hasn't filled it in.

How it works

Every accepted booking at a place with the guest book on gets its own check-in link. The guest opens it on any device, fills in everyone who's staying, and sends it. Their details go straight into the booking's roster and your guest book. It takes them about three minutes, and they can stop and come back any time.

Requests waiting for your approval don't get a link yet — it can be sent once the booking is accepted.

Step 1: Choose when the link goes out

Sidebar → Places → your property → Guest book tab → Check-in link.

• Send the check-in link — on, with 3 days before arrival by default (1 to 14). The link goes out by e-mail that many days before the guest arrives.
• Not before the deposit is paid — shown when the place takes deposits. The link waits for the deposit, then goes out.
• Remind if details are missing — on, with 1 day before arrival by default (1 to 13). It has to be fewer days than the link. Guests who've filled everything in don't get it.

Click Save. E-mails go out every morning at 9:00 (Prague time) — or straight away when a booking is accepted or a deposit is recorded after the link was already due. The reminder never goes out on the arrival day itself.

If you'd rather send links yourself, turn Send the check-in link off. You can still copy or send the link from each booking, and the reminder still follows.

Step 2: The link on a booking

Open a booking → Guests & check-in. The Check-in link sits at the top, with:

• Copy link — to paste into WhatsApp, a text message or your own e-mail. Copying counts as sending, so the automatic e-mail won't go out for this booking.
• Send by email — sends it now (see below).
• The ⋯ menu — Open guest form to see what your guest sees, and Create new link (the old one stops working).

Under the link, a line tells you where things stand: "Sent by e-mail on 12 Oct.", "Link copied on 12 Oct.", or Link not sent with what goes out next — "Goes out by e-mail on 18 Oct.", "A reminder goes out on 20 Oct. if details are still missing." If the booking has no e-mail address, it says so: copy the link and send it yourself.

Send by email

Click Send by email. In Send check-in link:

• To — the booking's e-mail, filled in for you. If you correct it, the booking's e-mail changes too.
• Language — Čeština, English, Deutsch or Polski, picked from the language the guest booked in.

Click Send link. The address and language are saved on the booking, so the reminder uses them too.

What the e-mail says

The Check-in link e-mail (and the Check-in reminder) has a Fill in guest details button, a line saying it takes about 3 minutes and that we never ask for photos or scans of documents, and — at a Czech place — why the law asks for it. The button and these lines are fixed; the text around them is yours to change in E-mail templates.

Check-in e-mails go out in Czech, English, German or Polish. A guest who booked in another language gets English.

What your guests see

Guests open the link on their phone or computer. It opens in the e-mail's language; they can switch with Language at the top.

1. Welcome — "Let's get you in", with Start. If someone else in the group is sorting it out, Someone else is handling this hands the whole check-in to them.
2. E-mail — where their link goes, so they can pick it up later on any device.
3. Nationality — which passport they're travelling on.
4. Who's staying — adults and children. They can add what they know now; the link stays open for the whole stay.
5. Each other adult — Type it yourself, or Let them do it: that person gets their own link by e-mail and sees only their own details.
6. Document — passport, ID card (EU, EEA and Swiss citizens) or residence permit. On a phone they can Take a photo of the passport: the code at the bottom is read on the phone, nothing is uploaded, and the photo is deleted. Or they Type it in.
7. Details — names, date of birth and nationality for everyone; address, document type and number for adults. At a Czech place, foreigners also give the purpose of stay, and a visa number if they have one. Czech law asks for a child's address and document too — a child can be In a parent's passport or have No identity document.
8. Signature — at a Czech place, foreign guests aged 15 and over sign the registration form on screen. Anyone who can't is told to sign on paper at the cabin.
9. Exemptions — guests tick any stay fee exemption that applies (65 or over, a disability card, residents of the municipality — whichever you offer). Children are exempted from their date of birth automatically.
10. Review — "Nothing has been sent yet." They check everything and click Send.

Afterwards they see All done — or, if a stay fee is due and you collect it in the check-in, one more step to pay.

Guests can't change details after sending — changes go through you, so they reach the police too. They can still fill in anyone who wasn't done.

The stay fee in the check-in

Turn on Guests pay the tourist tax in the check-in in the place's Stay fee block (see Guest book). After sending, the guest who booked sees the fee and chooses:

• Pay now — through your place's payment gateway, by card. When it's done they see "Paid. Thank you." and get a receipt by e-mail.
• Pay cash on arrival — they're reminded to bring the amount.

Without a payment gateway on the place, the check-in asks for cash on arrival. Only the person who booked can pay, from their own link.

On the booking, each payment appears in the Payments table as Tourist tax — "For the municipality, not part of the booking price". It never changes the booking's own paid status, and it's left out of your revenue. Refunds of the fee are done in your payment gateway.

Step 3: Follow up

• The guest book shows each stay's status — Link sent, Partial · 2 of 4, Complete, or Missing data once the arrival day has passed. Use the Not complete filter to see who's still missing.
• The roster on the booking shows each guest, Complete or Missing info, and whether Guest or You filled it in. Click Edit to fill in or correct a guest yourself.
• Their own link — in a guest's dialog, send an adult who isn't done their own link by e-mail. You'll see when it was sent and opened, or that they said they aren't travelling.
• Confirm exemption — when a guest has claimed an exemption, check their document on arrival and confirm it in their dialog. Until you do, the guest counts as paying in your reports.

Keeping the link safe

The link works like a password to that stay's check-in — share it only with the guests. If it ends up somewhere it shouldn't, use ⋯ → Create new link: the old link stops working immediately, and guests who had it see "This link doesn't work any more."

The link works until the stay's personal data is deleted (31 December of the year after the stay). If you cancel the booking, the link shows "This booking was cancelled." If it's accepted again before arrival, the stay reopens on the same link.

Troubleshooting

Related guides

• Guest book — Guest book
• E-mail templates — E-mail templates
• Guest units — Guest units
• Accept payments on a property — Accept payments on a property