Eliminate Queues with Online Check-In
Guests can complete the check-in online in 2-3 minutes and skip all paperwork upon arrival. They can also upgrade their room, book extras, chat with Reception and pay.
Save Time & Resources
Eliminate queues at the reception, reduce manual admin work and reception workload by up to 50%, freeing your staff to provide excellent customer service.
50% Less Queues
Eliminate completely the need to print out registration forms, invoices, and make document photocopies. Going digital reduces paper usage and streamlines record-keeping.
100% Paperless
Say goodbye to long queues at the Reception desk and provide a seamless digital check-in experience, completed online in just 2 minutes!
How Hotel Online Check-In Works
The contactless check-in collects guest information and preferences prior to their arrival, allowing them to check-in at their preferred time and place through their smartphones or computers.
HotelBuddy integrates 2-way with your Property Management System (PMS) and sends guests an automated customisable pre-arrival email with an encrypted link via email or text message to a digital check-in form.
-
Collects guest details, document info, signature and contact details.
-
Offers room upgrades based on real time availability.
-
Offers extra services.
-
Collects payments if required.
-
Checks room status and advises guest when room is ready for check-in.
All data is automatically synced with your hotel’s PMS. Once online check-in is completed, guests receive digital access credentials, such as a Mobile Key, to enter their room without needing to stop at the front desk to collect plastic cards.
QR Kiosk Solution
Hotelbuddy's mobile kiosk check-in is another way how Hotelbuddy enables contactless check-in for hotel guests. This is especially useful if the hotel does not have guest emails where to send them an online check-in invitation.
Upon arrival at the hotel, guests are given the choice to check in at the reception desk or check in on their mobiles using a QR code displayed at the reception area.
By simply scanning the QR code using their mobile devices, guests are connected to the HotelBuddy mobile check-in platform.
Read more on QR Kiosks
Why Online Check-In Matters?
Benefits of online check-in for hotels
-
Reduced staff costs
-
High availability
-
A consistent arrival and departure experience
-
Improved upselling results
-
Increased guest satisfaction
FAQ
HotelBuddy has 2-way integrations with with Oracle Suite 8 (Fidelio), Opera on-premise, Opera Cloud, Infor HMS, MEWS, Hotsoft and Hoteltime. If your PMS is not found in this list contact us to inquire if support for your specific system is scheduled in our roadmap.
PMS Integrations
Online check-in uses encrypted URLs and secure payment gateways. Guest data is stored digitally, ensuring privacy and reducing reliance on paper actives.
Guest Data Safety
HotelBuddy automatically retrieves guest and reservation information from your PMS and sends out personalized welcome emails. These emails include a link to the self-service portal, where guests can:
-
Complete the registration card and provide details of all accompanying guests
-
Provide a signature and agree to your terms & conditions
-
Share estimated arrival times, and other important information
-
Book room upgrades and extra services
-
Provide the billing information and make secure online payments
Steps of online check-in
-
Guests can use their own devices to complete the check-in process before arriving at the hotel. The procedure is user-friendly and designed for all age groups, including those less tech-savvy.
Online check-in allows guests to check in at their convenience and learn about your hotel’s services at their own pace, without feeling rushed.
This also improves guest satisfaction and can boost revenue through simultaneous service offerings during the check-in process.
With deep integration into your PMS, high automation, and an intuitive web-based solution, we achieve high conversion rates, reducing stress for both guests and staff. Your staff can focus on delivering a warm, personalized welcome rather than handling administrative tasks.
Benefits of online check-in
Implementation timeline
The implementation process is quick and efficient, with some hotels going live within 14 days of signing the contract. The timeline includes system setup, staff training, and testing to ensure seamless integration with existing operations.
Guests who provide an email address or phone number will receive automated welcome messages via email or SMS. These messages include a link to the self-service portal, giving them access before their stay begins.
Automatic check-in invitations
Yes, HotelBuddy can send check-in links to guests who book through Booking.com, Hotels.com, Expedia or other OTAs that provide a guest-specific e-maill address.
Check-in links for Booking.com clients
No, HotelBuddy solution is entirely web-based, so no app downloads are required.
No-download web-app
During the check-in process, we typically collect:
-
Guest names,
-
Date of birth,
-
Citizenship,
-
Address and contact details,
-
Document information (if required),
-
Guest confirmation of terms & conditions & signature (optional),
-
Arrival time,
-
Car plate number, and
-
Purpose of travel.
Guests can also share special requests, which are promptly communicated to your team.
Additionally, we can further customize the registration process to meet your specific requirements.
Registration card information collected
-
Yes, with our two-way PMS integration, all guest data is updated instantly.
Automatic data update
Absolutely. HotelBuddy’s system allows you to upsell room upgrades and extra services in real-time. It automatically checks availability in your PMS and offers last-minute deals, enabling you to enhance guest experiences while increasing revenue.
Read more on Room Upselling and Extra Service Sales
Room upsells and extra service sales
More About Online Check-In
What Guests Say
.png)
Take a look at what happy travelers have to say about their experience using web check-in at our partner hotels. With Hotelbuddy, you can elevate guest satisfaction, boost your online reviews, and achieve higher ratings on platforms like Booking.com and Tripadvisor.