Pilot: Managing check-in forms

The information in this article is relevant only for Pro users at this time.

Create the check-in form in our guest app and send it to guests before they arrive to gather useful information about them and their stay, and to allow them to upload their passport or driver's license, for example. Follow the instructions below.

Create a form

Step by step:

  1. Sign in to your Guesty account.
  2. In the top navigation bar, click the mode selector and select Guest experience mode.
  3. Click Guest app.
  4. In the top-right corner, click Add guest app.
  5. Under "App modules", click Check-in form
  6. Click Add item to the right of "Module content" to choose which information you want from the guest:
    • File upload allows the guest to upload identification documents:
      1. Check the documents they can upload.
      2. Choose if only the main guest can upload the file or all of the guests.
      3. Click Add at the bottom.
    • Input field allows the guest to enter details about themselves or their stay:
      1. Check the details they can enter.
      2. Click Add at the bottom.
  7. Make sure the right items are mandatory, so you get all the information you need:
    1. Click the gear icon to the right of the item and turn the Mandatory toggle on.
    2. At the bottom, click Done.
  8. In the top-right corner, click Done.

    Tip:

    The check-in form is sent as part of a guest app. If you want to personalize it, do that now, before the next step.

  9. In the top-right corner, click Save guest app.
  10. In the pop-up, give the guest app a name to identify it in Guesty, and click Save guest app.

Communicate the form to guests

We recommend sending guests their check-in form and a reminder to complete the form in an automated message, scheduled to be sent before check-in. But you can also send the form/reminder on the spot, without scheduling ahead of time (to guests with pre-confirmed reservations, for example, in "Inquiry" or "Reserved" status).

Follow the instructions below.

Note:

The check-in form is part of our guest app, which includes details about the guest's reservation, such as the confirmation code. The link you send opens the entire app, not just the form.  

Schedule the form/reminder

Step by step:

  1. Sign in to your Guesty account.
  2. You need an automated message to add the link to. If you cannot edit an existing message to fit your needs, create a new one.
  3. We recommend sending the first message at confirmation (not before or after).
  4. If you are also sending a reminder, send it after confirmation (but still before check-in), and add the "Check in form submitted" condition - set to No so only guests who have not completed the form get the reminder.
  5. The link to the form is added to the message as a variable, which is the name you gave the guest app when you created it ("My Guest App 1" in the example below). Here is an example of a message you can send:

Hi {{guest}},

We look forward to welcoming you to our Luxury Apartment. We kindly request that you complete the following form before your arrival.

{My Guest App 1}}

Regards,
{{host_first}}

The {{My Guest App 203}} variable (along with any other variable in the message) will be replaced by the actual link to the form when the message is sent.

Send the form/reminder on the spot

Step by step:
  1. Sign in to your Guesty account.
  2. In the top navigation bar, click the mode selector and select Guest experience mode.
  3. Click Guest app.
  4. In the guest app dashboard, click Copy text icon to copy the link variable of the relevant app. This variable will turn into an actual link when sent to the guest in a message.
  5. In the top navigation bar, click the Inbox icon to the left.
  6. In the left sidebar, click Guests inbox.
  7. To the left, select the relevant conversation thread.
  8. At the bottom of the page, click Type your message here to send the form to the guest or remind them to complete it. Remember to paste the link variable you copied earlier.
  9. Choose if you want to send the message via Email, WhatsApp, or SMS. For "Email":
    • Choose Via Airbnb to send the message through the Airbnb platform for Airbnb reservations.
    • Choose Via Booking.com to send the message through the Booking.com platform for Booking.com reservations.
    • Choose Via Email to send the message to the guest's primary email address as it was set on the channel (through the channel's platform inbox or to the guest's private email).

Edit the form

Step by step:

  1. Sign in to your Guesty account.
  2. In the top navigation bar, click the mode selector and select Guest experience mode.
  3. Click Guest app.
  4. Find the guest app with the form you want to update, and click the pencil icon at the right end of the row.
  5. Under "App modules", click Check-in form.
  6. If there is information you no longer want from the guest, click X to the right to remove it from the form.
  7. If there is new information you want from the guest, click Add item to the right of "Module content":
    • File upload allows the guest to upload identification documents:
      1. Check the documents they can upload.
      2. Choose if only the main guest can upload the file or all of the guests.
      3. Click Add at the bottom.
    • Input field allows the guest to enter details about themselves or their stay:
      1. Check the details they can enter.
      2. Click Add at the bottom.
  8. Make sure the right items are mandatory, so you get all the information you need:
    1. Click the gear icon:
      • Turn off the Mandatory toggle to make an item optional.
      • Turn on the Mandatory toggle to make an item mandatory. 
    2. At the bottom, click Done
  9. In the top-right corner, click Done.

    Tip:

    The check-in form is sent as part of a guest app. If you want to personalize it, you can do that now, before the next step.

  10. In the top-right corner, click Save guest app.
  11. In the pop-up, give the guest app a name to identify it in Guesty, and click Save guest app.  

Delete the form

Deleting the check-in form is a permanent action and the app will no longer be accessible by guests. If you still want to use a check-in form, edit the one you already have to fit your current needs instead of deleting and creating a new one.

Step by step:

  1. Sign in to your Guesty account.
  2. In the top navigation bar, click the mode selector and select Guest experience mode.
  3. Click Guest app.
  4. Find the guest app with the check-in form you want to delete, and click the trash can icon at the right end of the row.
  5. Read the information in the pop-up, and click Confirm.

If the variable of the check-in form you deleted was added to automated messages, it will be blank when the message is sent to guests, and guests that already have the link will not be able to access the app anymore.

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