Introduction – What does this module do for me?
The Web Check-in module helps you to digitally collect important guest data before arrival – automated and GDPR-compliant. It ensures a modern, contactless experience – directly integrated into your Guestnet platform.
Function Overview
These functions are available to you in the Web Check-in module:
Digital collection of guest data before arrival
Integration with various PMS systems (e.g. ASA)
Sending of a personalized web check-in link via email
Dynamic input form depending on type of arrival
Automatic or manual import of the data into the PMS
Customizable texts, images, and email templates
Optional: GDPR compliance, mobile optimization, automations
How to set up the Web Check-in module
Have the module activated by our Customer Success Team
In the backend, open the section Communication > Web Check-in
Make the following settings:
Adjust the module title
Activate the self-check-in
Select the types of arrival
Background image for the web check-in
Enter all content in all available languages
In the backend, open the section Communication > Pre-Arrival
Make the following settings:
Activate the web check-in mail
Define how many days in advance the mail is to be sent
Enter the text modules in all available languages
Provision of the web check-in link
After setting up the module, you have two options to send the check-in link:
Anticipation email: Guest receives a link in the format guestnetURL/my-holiday/check-in, login with reservation number and password.
Pre-check-in email: Automatic sending up to 7 days before arrival or immediately for short-notice bookings. The guest is automatically logged in.
The email can be individually customized (text, images, style) and checked via a preview function (after saving).
Process of the Web Check-in
After opening the link, the guest sees:
Check-in / check-out options
Name, room details, number of persons
The guest can then:
Add missing data (e.g. place of residence, ID number)
Enter arrival information (time, type of arrival)
Accept privacy policy and set marketing preferences
Dynamic fields: Depending on the selection (e.g. arrival type "car"), appropriate input fields appear (e.g. for license plate).
After saving, the message "Check-in successful" appears – with direct forwarding to the login area.
After the check-in
Guests see an overview of all room guests
After submitting the data, changes are no longer possible
When logging in again, the check-in is locked, the guest sees the status "Checked in" and only has access to the My Stay section
Integration with various PMS systems
Important: The “Web Check-in” function does not serve as a complete check-in process, but only enables the collection of relevant guest data before arrival.
Depending on the PMS system, there are different procedures:
ASA: Guest data can be automatically imported. The guest enters their data, and as soon as check-in occurs in the PMS, a window appears in ASA through which the data is read and automatically transferred to Guestnet.
Important: The guest must be registered as a room guest.
Other PMS systems: After the guest enters the data, a summary with all relevant information is sent via email. The data must then be manually entered into the PMS.
FAQ about the module
Does the guest have to be logged in to use the module?
Does the guest have to be logged in to use the module?
No, access is also possible without login. Guests log in with reservation number and password – or are automatically logged in via the pre-check-in email.
Are the data saved?
Are the data saved?
Yes, all details are retrievable in the backend and linked to the respective guest account. With ASA PMS, the data can be directly adopted; with other systems, the export is done via email.
You want to activate this module?
The Web Check-in module can be purchased as an extension of your package.
Our Customer Success Team will be happy to advise you on how to optimally use the module:
📩 [email protected]