June 17, 2024

Hotel Check-In Software

June 17, 2024
Company updates

Hotel Check-In Software

Raul Tomescu
CEO & Founder

Streamline & Simplify Guest Check-Ins

The front desk experience establishes the overall atmosphere for a guest's stay. Travelers expect a swift and smooth check-in process. Regardless of being understaffed or assisting a tired guest after a long trip, top hotel brands excel at making guests feel welcomed.

Improving the check-in experience can greatly enhance customer satisfaction and strengthen your brand's image. Although creativity and thoughtful details continue to be vital for excellent service, both at the reception and throughout the hotel, personalized hospitality is becoming more reliant on digital advancements.

Vacation rental inspired by Sagrada Familia.

The pandemic led to a significant increase in mobile and contactless solutions. Devices have become essential to our daily lives and convenience. Concurrently, the hotel industry has been grappling with staff shortages. Leveraging technology to adapt to these changes and enhance workflows not only addresses these issues but also ensures a competitive advantage.

A key solution in this regard is hotel check-in software, also known as hotel reservation software, hotel reservation system, or property management system (PMS).

What Is a Hotel Check-In Software & How Does It Works?

Hotel check-in software is a technology designed to manage daily tasks and maintain records of guest stays. Modern systems are typically cloud-based, so you can have your own hotel cloud software, allowing access from any device with an internet connection. 

These systems efficiently track all operational aspects and can integrate with third-party software. Also, the integration enables hotels to streamline workflows and selectively automate specific areas according to their needs - so we also call them hotel automation software.

A hotel check-in software eliminates repetitive manual tasks, allowing front desk agents to focus on personal interactions. For instance, if your staff manually searches for room availability or spends valuable time entering guest information into the system, these tasks inevitably slow down the check-in process, causing queues and guest dissatisfaction. They also increase the pressure on staff to work faster. 

Holiday home inspired by Frank Lloyd Wright.

Automating these tasks with hotel check-in software can reduce workloads and enhance team morale. Reducing staff pressure enables efficient, attentive service, resulting in more meaningful guest interactions.

Imagine your property had a hotel automation software, making the check-out process fully automated. Guests could settle their bill, sent directly to their inbox, with just a few clicks at their convenience. Without the need to produce paperwork and handle payments before departure, front desk clerks can focus on guest needs. 

These examples demonstrate how a hotel cloud software can manage various aspects of hotel operations, from check-in to guest billing and the overall booking experience. Streamlining operations through a hotel check-in software ultimately enhances the guest experience.

The Main Benefits of a Hotel Check-In Software

Implementing a hotel check-in software not only enhances operational efficiency but also elevates the guest experience, positioning your accommodation competitively in the hospitality industry.

Increased Efficiency = Happier Guests

The efficiency and satisfaction of the hotel staff directly affect guest happiness. A hotel automation software eliminates the friction caused by repetitive tasks and lengthy procedures. By automating these processes, workloads and stress levels are reduced, paving the way for exceptional customer service. 

Additionally, having more opportunities to enhance guest satisfaction further boosts team morale.

Personalized Service

A recent ACA study revealed that 75% of customers would switch to a competitor if they found it more convenient to do business with. All-in-one efficiency-enhancing tools allow hotel staff to leave lasting impressions by giving them more time to focus on and empathize with guests. 

With hotel cloud software managing routine tasks like payments and form filling, receptionists can exceed expectations in meeting guests' emerging needs.

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Reduced Errors

Managing overbookings due to outdated information across various booking channels and OTAs can be challenging. Manual recording of guest credit card details by receptionists often results in human errors and potential legal consequences. 

High turnover rates at your property may also contribute to a list of mistakes made by new trainees. While complete error elimination may not be feasible, cloud-based hotel check-in software helps minimize these issues.

Integrating a hotel check-in software with a channel manager prevents overbookings by automatically updating availability across all channels in real-time. Integration with a payment gateway reduces errors in transactions and data entry. 

Cost Reduction & Revenue Enhancement

A hotel cloud software is more cost-effective, experiences less downtime, and offers greater functionality compared to traditional on-premise systems. It improves efficiency by automating administrative tasks and consolidating data in one centralized location. 

This integration enables personalized service by eliminating repetitive manual tasks and enhances staff productivity and engagement. Overall, these improvements lead to significant cost savings and revenue growth.

The Features of a Hotel Check-In Software

A hotel automation software provides real-time data, facilitates payment processing and digital authorization, supports reporting, direct bookings, and new upselling options, and helps manage housekeeping schedules. 

Moreover, a hotel check-in software enables staff messaging and scheduling, enhancing overall preparedness. Centralizing all guest information into a single online profile eliminates concerns about staff turnover and lost guest knowledge.

Streamlining operations with a hotel cloud software not only distinguishes your business but also ensures scalability. Most importantly, check-in software enables the seamless experiences that customers demand.

Holiday home inspired by Peter Marino.

What Are the Primary Functionalities of a Hotel Check-In Software?

These features are designed to streamline operations, enhance guest experiences, and optimize your overall hotel management efficiency.

Open API integration - easily integrate third-party software (e.g., revenue management, channel managers) to enhance booking and check-in processes.

Comprehensive information access - access relevant information such as front desk systems and reservation overviews for a seamless and user-friendly reservation process.

Contactless payment processing - offer contactless and online payment options for guests to effortlessly settle bills during self-check-in or check-out.

Customized messaging - automatically send pre-check-in and post-check-out messages, including booking confirmations, review requests, check-in alerts, stay tips, social media suggestions, and hotel blog updates.

Cross-platform accessibility - provide online check-in accessible from any device without requiring additional downloads or apps.

Calendar & housekeeping management - manage check-in, check-out, and housekeeping schedules to track occupancy, room cleanliness status, and notes.

Guest engagement features - enhance guest engagement with personalized promotions, incentives, and digital registration cards.

Room plan management - efficiently manage room plans and configurations.

Document scanner integration - safely and smoothly check guests in using a document scanner.

Channel manager integration - control room distribution across booking engines and online travel agents like Airbnb, Booking.com, and Expedia. Monitor booking performance per channel to optimize distribution strategies.

Training resources - access training materials for quick onboarding of staff.

Business performance analysis - utilize data-driven insights for revenue management and informed decision-making.

Which System Offers the Simplest User Experience for Checking in Hotel Guests?

Visitor’s PMS distinguishes itself with its comprehensive feature set, making it a leader in the check-in software sector. Moreover, if user-friendly functionality is a priority for you, Visitor excels in this area as well, boasting an intuitive design and an easy-to-navigate interface.

Designed specifically for smaller accommodations, Visitor allows you to focus more on your guests and less on technology and administrative tasks.

Resort inspired by Dorothy Draper.

Unlike many PMSs tailored for larger hotels that have ample resources for system management, Visitor is tailored for B&Bs, inns, motels, and hostels where simplicity and efficiency are paramount.

Visitor serves as a comprehensive online reservation and property management solution, equipped with value-added features to streamline your operations.

Conclusion - Why Choose a Hotel Check-In Software?

A hotel automation software offers more than just basic benefits; they empower personalized guest experiences like never before. With automation, you can now tailor each guest's journey down to the smallest detail.

Previously, hotels aimed to meet the needs of the majority. Today, you can personalize experiences to a micro-granular level, understanding guest preferences well before their arrival and communicating in their preferred manner. 

You can offer customized add-ons that resonate with them, ensuring attention to detail that strengthens relationships and fosters guest loyalty. By automating processes, you streamline workloads, enhance relationships with travel agencies and other partners, and adopt the latest industry practices in hospitality.


What is hotel check-in software, and how does it work?

Hotel check-in software is a technology designed to manage daily tasks and maintain records of guest stays. Modern systems are typically cloud-based, allowing access from any device with an internet connection. These systems track operational aspects, integrate with third-party software, and automate specific tasks to streamline workflows and enhance guest interactions.

How does a hotel check-in software helps with guest satisfaction?

Hotel check-in software eliminates manual tasks like searching for room availability and entering guest information, speeding up the check-in process and reducing queues. This automation allows front desk agents to focus more on personalized guest interactions, leading to higher guest satisfaction and loyalty.

Why invest in hotel check-in software?

Investing in hotel check-in software enhances operational efficiency and guest satisfaction by automating tasks like room availability checks and guest data entry. This streamlines workflows, allowing staff to focus on personalized guest experiences, which boosts satisfaction and loyalty. The software integrates with other systems, enhances data security, and supports contactless payments, meeting modern guest expectations for convenience and safety. Overall, it improves efficiency and enhances the guest experience, making it a valuable investment for hotels.

Can hotel check-in software help in managing operational efficiency?

Yes, hotel check-in software improves operational efficiency by integrating with other hotel management systems. It facilitates real-time data access, supports direct bookings, and manages housekeeping schedules effectively, reducing errors and optimizing resource allocation.

What features should I look for in a hotel check-in software?

Look for features like open API integration for third-party software, comprehensive information access for seamless reservations, contactless payment options, automated messaging for guest communication, cross-platform accessibility, robust calendar and housekeeping management, guest engagement tools, and integration with channel managers for distribution optimization.

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