Overview
This section explains the settings for the guest registration form that guests fill out during pre-check-in and on the day of check-in.
(Registration card, Reg card, guest register = Guest Form)
💡 When using the check-in option
By sending the check-in URL (guest page) to the guest, they can fill in the required information themselves either during pre-check-in or at the time of check-in.
Note: In addition to the guest registry items mandated by law, items required by local ordinances vary by local government rules. Please confirm the details with the relevant health department and proceed with the settings below.
Detail
How to Set Up the Guest Form
Where to Configure
Go to [Admin Console] > [Property List], select the property > [Settings] > [Guest Form] to configure.
Set up both the “Form for Local” and the “Form for Foreigner” separately.
⚠️ Important Note
If you check the box [□ Only main guest need to fill out the form],
then even if individual items in the guest form are set to [Required],
only the main guest will be asked to complete the form.
This setting applies to both local and foreigner guest forms.
If you wish to collect guest form information from accompanying guests as well, do not check this box.
Setting Up Predefined Fields
Configure the items for the guest form.
Click on [+ Add Predefined Fields] to add a field.
If you want to change the order of the fields, drag and drop the icon on the left side of the item.
For each field, please select the [Target] option:
Required: All staying guests must fill it out
Optional: Filling out the field is optional
Main Guest Only: Only the main guest (the person who made the reservation) is required to fill it out; accompanying guests are not required to do so
Predefined Options:
Last Name | Reflected from OTA/manual reservation information. |
First Name | Reflected from OTA/manual reservation information. |
Gender | Choose from male, female, or other. |
Birthday | Enter the date from a calendar displayed in the form.  |
Nationality | Reflected from OTA/manual reservation information. |
Occupation | Enter freely (text entry only). |
Postal Code | Reflected if available from OTA/manual reservation information. |
Address | Reflected if available from OTA/manual reservation information. |
Phone | Reflected if available from OTA/manual reservation information.
For local guest Default：Japan 
For foreigner Default：blank, select from pull-down menu  |
Previous accommodation location | Home, prefecture, hotel name, etc. (Only free text entry is possible.) |
Destination | Home, prefecture, hotel name, etc. (Only free text entry is possible.) |
Reflected from OTA/manual reservation information. | |
First Name (Kana or Alphabet) | Used to collect names in Kana or alphabet separately. |
Last Name (Kana or Alphabet) | Used to collect surnames in Kana or alphabet separately. |
Items Different for Domestic and International Guest Forms:
Identity Card Number | Domestic use only | No need to collect the number separately if the ID card photo uploaded contains the number. |
ID Selfie or Photo | Domestic use only | Activates the camera on smartphones. |
Passport Number | International use only | No need to collect the number separately if the passport photo uploaded contains the number. |
Passport Photo | International use only | Activates the camera on smartphones. |
Note: If video authentication or facial recognition is ON, you cannot edit or delete "ID Selfie or Photo" or "Passport Photo."
Custom Field Settings
In addition to the predefined fields, you can set up custom fields as needed.
To use this feature, a subscription to AirHost ONE HMS (Pro Plan / Premium Plan) is required.
Click [+ Add Customise Fields] to add an item.
Set the target for the added item by choosing from [Required / Optional / Main Guest Only].
▼ You can choose the [Type] from 7 different options.
type | Configuration Example |
Checkbox Group |  |
Yes or No Questions |  |
Block of Content | 
|
Input |  |
Attachments |  |
Text area (allow multiple lines) |  |
Checkbox |  |
Signature Display (Electronic Signature)
By default, this is set to [Hidden].
If you wish to collect an electronic signature from guests, select the appropriate option from [Required / Optional / Main Guest Only] and configure the setting accordingly.
How to Preview the Configured Guest Form on the Guest Page
Please refer to the following help article:
Useful Features
Auto-Fill Address
If you include the predefined fields [Phone] and [Address] in the guest form for local guests, the address will be automatically filled in when the postal code is entered.
▼The address will be automatically entered regardless of whether or not there is a hyphen (-) in the postal code.
Paste the Main Guest Address
If the main guest’s address has been entered, subsequent guests can use the copy and paste function to automatically fill in the same address when entering theirs.
Copy Form from Another Property
If you have already configured a guest form for an existing property, you can copy that configuration to another property.
Automatic assignment of [Local Guest] / [Foreigner Guest]
For the main guest shown during pre-check-in / check-in, the guest form type ([Domestic Guest] / [International Guest]) is automatically determined by the system when the guest information is first created.
Once it is determined, it will not be re-assigned, even if the guest information is later updated. (However, the guest can manually switch between [Domestic Guest] and [International Guest].)
How the assignment is decided:
It is based on whether the guest’s nationality (country information registered in the booking details) matches the country where the property is located.
If they match | The Local Guest form is assigned |
If they do not match | The Foreigner Guest form is assigned |
If it cannot be determined (e.g. missing country information) |
|
About accompanying guests:
Automatic assignment applies only when their information is provided via OTA integration
In most cases, accompanying guests must manually select the form during the pre-check-in / check-in popup