This functionality is available subject to the terms of your GuestStay plan, and is
available exclusively to GuestStay customers.
Digital registration allows guests to complete check-in information prior to arrival, in order to speed up the check-in process on arrival.
Activate or deactivate this feature
The digital registration step is now optional; however, it remains mandatory for customers using the kiosk. This feature is enabled by default but can be disabled on request. The feature is managed from the GuestStay configuration page.
To activate or deactivate this feature, follow the steps below:
Within Rezlynx PMS, select Menu.
Select GuestStay, then under Configuration select Functionality.
Scroll down to Configure your GuestStay experience.
Slide the toggle next to Digital Registration to activate or deactivate as required.
Automatic digital registration to lead guest
The system automatically sends 2 emails to the lead guest (detailed under Guest Details on the reservation) to remind them to perform the digital registration:
One the day before arrival at 7pm (UK time, GMT not British Summer Time)
One on the day of arrival at 8am (UK time, GMT not British Summer Time)
The digital registration is sent to all bookings, regardless of booking status, excluding cancelled bookings or for bookings where the guest has already registered online. When a booking is created for arrival today or tomorrow, we automatically send the pre-arrival email immediately.
The content of the emails is not configurable, however, it will use the hotels' branding and colours.
An example of the body of the email is shown below:
The email contains a link to the GuestStay Portal to “check-in”, where they are asked to complete their details, including:
Personal information: to gather information such as name, nationality, email, etc.
Address: to gather information about the personal address of the lead guest.
Additional guests: to gather information about other guests in the room, this is only shown if the reservation is for more than 1 guest.
Other information: ETA, Car Registration Number and comments box for requests.
T&Cs: the last screen is where T&Cs and privacy policy are shown, and the guests need to accept those to complete the registration.
Once completed, the Registration Card will appear in the Rezlynx Check-In screen, indicated by "Pre Check-in" to the left of the check-in icon.
When the guest arrives on site, you would check then in using your usual on-site processes. The digital registration helps to speed up the check-in process.
Automatic digital registration to booker
For groups or multi-rooms of 5 bookings or fewer, if there is no email address on the lead guest profile, the system will send an email to the Booker. The email will be sent 14 days before the arrival of the guest, 7 days and 3 days, depending on whether the booker still has reservations that need an email address adding.
The content of the booker email varies, and can be seen below:
2 or less reservations, without a lead guest email - an email is sent to ask the booker to forward the email to the lead guest.
Group or multi-rooms of 3 to 5 bookings, without a lead guest email - an email is sent allowing the booker to share guest emails within the Portal.
The new portal allows the booker to type the email address of the lead guest, immediately connecting this information with the PMS and either updating the existing profile or creating a new profile.
After submitting the guest's email address, the Rezlynx will have this new information stored under the lead guest and for those guests “arriving soon” (on that day, the day after or the next one) will immediately receive the email with the digital registration link, the rest of the guests will receive it on the appropriate date following what's described above.
If the booker does not want to receive this email in the future, the email includes a link at the bottom to “unsubscribe” to them.
The unsubscribe applies only to this specific email and hotel. There is the possibility to subscribe again by clicking the same link, here is an example:
Troubleshooting
Turn off digital registration emails: You can turn these off, see the Activation section of this article.
Can the email be sent at another time? No this is not possible, however we encourage hotels to include the link to the guest portal in any pre-arrival communications.
Can the email content be changed? No this is a set template that uses your hotel logo, branding and colours.
Can Mr, Mrs or Miss be added to the email? No this is not possible at the moment.
How long are the digital registration cards available for in the system? The reg card is available for download until 12 months after the departure of the guest.
Can I change the guest Terms and Conditions and Privacy policy? Yes, you can change the Ts & Cs and Privacy policy shown.
Can I create my own pre-arrival email to be sent as well as the Digital Registration? Yes you can create a pre-arrival email with Digital Registration link.
Can i see these emails in the Reservation history: Yes the digital registration email is shown in the systems Reservation History. The Upsells email is not shown in the reservation history.
Why was the Digital Registration sent a reservation with a provisional booking status? The digital registration is sent to all bookings, regardless of booking status, except for cancelled bookings. This setting cannot currently be changed.