Set up and send the reservation check-in form

You can enable check-in emails and SMS to collect your guests' personal information before check-in and provide additional details. Automating the sending of reservation check-in form reminders increases the likelihood of receiving completed forms and simplifies the check-in process, making it faster and easier.

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. 

💡 Note: On the Lodgify mobile app, you can share the reservation check-in form, view guest responses, and edit them.

Read about:

• Configure the reservation check-in form
• Send SMS messages
• Manage the check-in information on the reservation

Configure the reservation check-in form

To configure the check-in 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 Check-in form and switch the toggle on to activate.
4. You can select the questions that will be asked to the guest in the check-in form. Each question that is selected will be mandatory for the guests.
5. You can also add Custom questions, which guests will be able to answer with text.
   💡 Note: Questions will be automatically translated into the language of the check-in form.
6. Don't forget to click Save after adding all your questions to the form.

You can also customize the email sent to the guest asking them to fill in the check-in form. To modify the default email and sending settings, 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 Automated messages and switch the toggle on to activate.
   
   💡 Note: Automated messages can only be switched on once the form is activated.
   
4. You can change the text of the default email and translate it into different languages available for this email:
   💡 Note: The placeholder {{CheckinFormLink}} is mandatory as it redirects guests to the check-in form.
5. Then, you can configure how often, and when, these emails will be sent before the check-in date or after the booking creation date.
   You can send a maximum of 4 emails. If you want to send less, e.g. 2, simply select when to send the first and last email, and set the other two as None.
   ⚠️ Important: Please be mindful of the timeline logic in relation to the check-in date and the booking creation date. If you set the first email to be sent "20 days," in the first scenario, it will be sent 20 days before the check-in date; whereas in the second scenario, it will be sent 20 days after the booking creation date.
6. You have the option to select the checkbox to enable the automatic sending of the check-in form when a guest makes a reservation on the day of check-in. It applies to reservations with a Booked status.
7. You can choose to remove some of your rentals so that the form is not sent for them. Check-in forms will be sent automatically between 1:00 and 2:00 p.m, UTC time.
   💡 Note: Airbnb guests will receive the check-in form in their Airbnb Inbox, not by email.
8. Don't forget to click Save at the end of the page.

⚠ Important: The email of the pre-check-in form will contain your company logo and name, so please make sure to upload the logo and insert your company name in the Team Settings in the PM Modules.

💡 Note: If the guest receives the form but hasn't answered any questions yet, any changes you make will update the form they received. Once they start filling it out or complete it, future changes won't affect that specific form.

Send SMS messages

Manage the check-in information on the reservation

You can manually send the check-in form to the guest from the reservation and make changes to the included information.

1. Go to your left-hand menu and select Reservations.
2. Choose the reservation you want to manage, then scroll down to the Online check-in section.
3. From here, you can:
   • Click Send message to manually send the check-in form to your guest.
     
   • View the History of previous email sends and see when the form has been completed.
     
   • See the information completed on the check-in form:
     
   • Edit or add information to the check-in form manually by clicking the pen icon:
     💡 Note: You can also see the check-in form responses in the PM Modules booking notes.