In order to make life easier for holiday home owners, Smoobu has developed a new feature: online check-in. Often, for government agencies or official events, the guests’ data must that be collected goes beyond the normal booking process. For example, date of birth or nationality.
Now it’s easy to automatically request this data from your guests, even before they arrive. No annoying filling of paperwork on site.
Thanks to the new “Online Check-In” function at Smoobu, the collection of registration data or online check-in can be done quickly. Of course, all this is encrypted and secure against access by third parties. Here you will learn how to proceed.
How does the “Online Check-In” function work?
Step 1: What data is collected?
The first step is to define what data of your guests you would like to request. Please go to Smoobu Settings -> Online Check-in.
You can differentiate here between the Main guest and Additional guests.
If you need to request other information, such as the means of transport in which the guests are arriving, you can add a custom field. Click on 'Add custom field' to add the title of the field.
At the bottom of the form, there is space to have an e-signature (if "Signature" is ticked as a box)
For example, if you want to request a means of transportation for your guests to the city, you could do it as follows:
At the bottom, in the Description section, specify the text that should appear on the form page. For example:
We look forward to your visit with us. To prepare for your stay, we kindly ask you to complete the online check-in form and send it to us.
Thanks for your effort.
Your XY family
Step 2: Prepare the mailing
Now you are ready to provide your guest with the link to check-in online. You should write an message template and save it.
You probably already know the new function of Smoobu. Go to Settings -> Communication and click Create message.
Go to Settings -> Communication and click on Create Message. Customize your message and - IMPORTANT - paste the [OnlineCheckInLink] placeholder into your email template. Specify whether you want to send it manually or select "Send automatically" and set the time period. For example, 4 days before arrival.
Step 3: Send the message
If you chose auto-send in step 2, you can sit back and wait for your guest's response.
If you prefer a manual submission, look for the booking in the Panorama or in the Bookings list. Click on the "Send mail" option and select the appropriate mail template. You can adapt this email here again. More information about sending messages
Step 4: Waiting for the guest and notification
Your guest only has to complete the form and submit the information to you. As soon as he does, you will receive an email notification from us.
Step 5: Download check-in data
Find the booking and access its Details. You can access the data, edit it or download it as a TXT or PDF file.
How can I see what this form looks like from the Guest's view?
Open the Booking Details of any reservation
Scroll to Online check-in and copy the link, pasting it into a new tab. Each booking has a unique URL:
- If you need a copy of your guests' IDs, remember to check the 'Attachments' option in Step 2
- If you require the signature of your guests, you now have the possibility to mark the field 'Signature'
- If you would like to request acceptance of your Terms and Conditions via your Online Check-in form, you can use the 'Description' section to paste the link to a Dropbox/Google Drive file. Your guests can download it and after reading it, sign your Online Check-in as acceptance. Simply paste the link into the description for your guests to access.