Set up and send the guest registration form

You can enable the Guest Registration feature to automate the collection of guest information required by local authorities. It adapts to the legal requirements of each region, ensuring you gather the right details. Once the information is collected, it is automatically sent to the relevant authorities, saving you time and ensuring compliance.

Guest Registration gathers and sends the information required by local authorities, ensuring compliance with regional regulations, whereas the reservation check-in form focuses more on reservation-specific details, such as the guest’s arrival time or custom questions, and does not share any data with local authorities.
You can choose to activate both forms or only one. If Guest Registration is enabled, any questions already covered by that form will be automatically removed from the reservation check-in form to avoid duplication. 

💡 Notes:

• The feature will be available on your account only if you have at least one rental in one of the covered countries.
• The feature is included in your Ultimate plan at no additional cost.

Read about:

• Countries covered
• Activate the guest registration
• Connect your rentals to local authorities
• Share the registration form with guests
• Guest-side interface preview
• View the guest registration information
• Download the guest registration information
• Deactivate the guest registration
  • Deactivate the connection to local authorities
  • Deactivate the guest registration form
• Linked Ressources

Countries covered

The countries currently covered by this feature are:

• Inside Europe: Spain, Italy, Portugal, Netherlands, Austria, France, Belgium, Czech Republic, Greece, Switzerland (Zurich only), Germany, Croatia, Romania.
• Outside Europe: Colombia, Dubai, Thailand.

Stay tuned, new countries are being added to the list regularly!

Activate the guest registration

To activate the guest registration form, follow these steps:

1. Go to your left-hand menu and select Settings
2. Click Online check-in from the left menu bar.
3. Now click on Guest registration:
4. Specific credentials will be generated when the feature is activated. After activation, the system will synchronize all current rentals and bookings with a check-in date on or after the activation date.
   Follow the instructions below to connect your rental to the local authorities.

Connect your rentals to local authorities

If you’ve just activated Guest Registration, added more rentals, or disconnected and reconnected your account, you will need to establish the connection between your properties and the local authority. To do so, follow these steps:

1. Go to your left-hand menu and select Settings
2. Click Online check-in from the left menu bar.
3. Now click on Guest registration:
4. Now select Properties:
   
5. Fill in the required information, enable the Authority Connection toggle, select the relevant local authority, and enter your local authority credentials.
6. Then, validate and Save changes.

💡 Notes:

• The connection of rentals to local authorities must be done on a per-rental basis, even if they fall under the same local authority regulations.
• Depending on the country; you may also need to connect Statistics, following the same process.

Guest information will be submitted to the local authorities according to the regulations of the country where the rental is located, here is a table with the details of the hour the form will be sent to authorities:

💡  Notes:

• For 🇳🇱 Netherlands, 🇫🇷 France, 🇧🇪 Belgium, 🇬🇷 Greece, 🇷🇴 Romania: There is no police portal integration in these countries, so no automatic sending times apply.
• For 🇦🇹 Feratel (Austria): If a new guest is added after the initial registration, a second registration is automatically triggered at 17:00 UTC.

Share the registration form with guests

If the reservation check in form is enabled, the registration form will be sent along with it. When enabling the check-in form, you can choose to activate Automated Messages, if you do, the registration form will be sent automatically at the same time as the check-in form, following the sending rules configured in your Automated Messages settings.

You can also share the form manually with your guests from the Reservations tab, by email or by copying and sending the link.

Guest-side interface preview

Here is a preview of what the guest will see when the guest registration form is sent to them:

1. When the guest opens the guest registration link, they will see the page where they can enter their personal data:
   
   💡  Note: If the reservation check-in form is activated, the guest registration form will automatically follow after the reservation check-in form is completed.
2. They have two options: they can either add their ID or passport to auto-fill the form, or enter their personal information manually.
   • If they choose to auto-fill the form, they can take a photo of their document or upload it.
   • If they choose to complete the form manually, they will be asked to provide personal information, document details, and contact information.
3. The guest will then be prompted to register any additional guests if the reservation includes more than one guest.
4. If the guest has activated the guest portal, they will be automatically redirected to it after completing the guest registration form.

View the guest registration information

Once the information is submitted by the guest, it will automatically appear in both the Reservation section and the Guest Registration section.

• In the Reservation section, the submitted information will appear in the Online check-in box. You’ll also have the option to resend the form in case it wasn’t fully completed:

• In the Guest Registration section, the submitted information will appear under the Bookings tab.

Download the guest registration information

If requested by the local authorities, you can download guest registration details from the Guest Registration section.

• To download a guest registration form for a specific booking:
  1. Go to the Guest Registration section.
  2. Open the Bookings tab and select the relevant booking.
  3. You can choose to download the information submitted for a specific guest, or for all guests associated with that booking.
     
• To download a guestbook that gathers all guest registration form for a specific property:
  1. Go to the Guest Registration section.
  2. Open the Properties tab and select Documents.
     From here, you can Generate Guestbook.
  3. Select the date range and choose whether the guestbook should also be sent to another email address in addition to yours.

Deactivate the guest registration

Deactivate the connection to local authorities

If you want to deactivate the automatic sending of the form to local authorities, follow these steps:

1. Go to your left-hand menu and select Settings
2. Click Online check-in from the left menu bar.
3. Now click on Guest registration:
4. Disable the Authority Connection toggle:
   

Once the connection is disabled, data from future bookings will no longer be shared with local authorities.

Deactivate the guest registration form

If you want to deactivate the guest registration, follow these steps:

1. Go to your left-hand menu and select Settings
2. Click Online check-in from the left menu bar.
3. Now click on Guest registration:
4. Then, you can simply click on Deactivate:

By deactivating your account, the connection to your listings and all stored guest details will be removed.

Reservations with all guest details submitted will still display the information in the reservation details section. However, old reservations with partially submitted details will lose the submitted data, and you will need to request guest details manually.