[Check-In] Guest Form
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Written by Takashi Obatake
Updated this week

[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)

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.

[Details]

Guest Form Settings Screen

  1. Navigate to Management Console >> Facility List >> Select the Relevant Property >> Settings >> Guest Form.

2. If you want only the main guest to fill out the guest form, click the edit icon (✎) in the upper right corner, check "Only the main guest needs to fill out the form," and save.

  • Since this is a common setting for both domestic and international guests, if you plan to collect passport information (from all guests) through the guest form, do not check "main guest only" if you want to collect accompanying guests' passport information. Adjust the target for filling out the form in the guest form item settings.

3. Set up two types of forms: one for domestic guests and another for international guests.

  • Filling Target: Choose from "Required," "Optional," or "Main Guest Only."

Common Items for Domestic and International Guest Forms:

You can add predefined fields to the form by clicking "Add Predefined Fields" from the detailed identity verification settings.

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.)

Email

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."

Optional Collection Item Settings:

Requires purchase of Pro Plan or higher.

  • In addition to "Add Predefined Field," you can customize the questions and the target items.

  • Click "Add Item" to display a form for creating a new item.

  • To rearrange the created items, drag and drop the "six dots" at the top left of each item.

  • To delete an item, click the trash can icon at the top right of each item.

  • Creation of templates in four languages (Japanese, English, Chinese, Korean) is possible (no translation function is available, please set up for all four languages).

Types

Description

Text

Answer field for free text.

Text (Multiple Lines)

Answer field for free text (multiple lines).

Content Block

For example, enter text between questions (block below the two questions is created as text type).

Yes or No Question

Answer field for yes or no.

Checkbox

Answer field with checkboxes.

Signature Options:

Signature can be set as "Required," "Optional," "Main Guest Only," or "Not Displayed."

Below, a form where a handwritten signature is possible is displayed.

4. All settings are immediately reflected once saved.

Additional Note:

If there are multiple guests, the input of information for the second guest and beyond starts from "Residence Verification," enabling smooth entry of the guest form for guests of different nationalities.

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