Paperless Check-In is available to all Clients using the Mobile Module.
Depending on how your property is configured, the following options will be available during Check-In. NOTE: These are based on your property having "Auto Print Reg Card" checked under System Configuration -> Property -> Preferences. If this setting is NOT checked, these options will only appear when selecting the Reg Card button or by going to Reports -> Reg Card.
Properties With No Mobile Check-In:
- During Check-In, the Manual Reg Card comes up on screen and the agent prints
Properties with Mobile Check-In but no In-House Devices:
- Guest has NOT completed Mobile Check-In => During Check-In, the Manual Reg Card comes up and the agent prints
- Guest completes Mobile Check-In => During Check-In, the Clerk is now presented with option to print Mobile Reg Card or Manual Reg Card
Properties with Mobile Check-In and In-House Devices:
- Guest has NOT completed Paperless or Mobile Check-In => During Check-In, the Clerk will send the Paperless Check-In form to a selected device to be completed by the guest.
- Guest completed Paperless or Mobile Check-In => Clerk presented with option to:
- Print Mobile Check-in Form
- Send Check-In Form to In-House device or
- Print Manual Reg Card
The first step is to register a Device. The device can be any tablet or laptop, as long as it has an internet connection & a browser (Google Chrome, Microsoft Edge, Firefox & Safari are all supported). Begin registration by going to System Configuration -> Mobile -> In-House Device. There are two ways to register a Device:
- using a QR Code => CLICK HERE to learn how to add a Device using a QR Code
- using a Registration Code => CLICK HERE to learn how to add a Device using a Registration Code
Go to System Configuration -> Mobile -> In-House Device Tab, the steps to Register a Device are as follows:
- Step 1 - Enter Device Name
- Step 2 - Select the "Generate Registration QR Code" button and a QR Code will appear in the box below. Once the QR Code is generated, you would simply use your Device to scan the code and then the Device will be registered.
Device screen will display a message similar to the one below. The device will remain on this screen until a Check-In is sent.
Go to System Configuration -> Mobile -> In-House Device Tab, the steps to Register a Device are as follows:
- Step 1 - Enter Device Name
- Step 2 - Select "Click to View URL to enter on Device" button. Enter URL on Device you wish to register.
Once URL is opened on Device, a Code will appear
Step 3 - Enter Code into the box below and select "Register" in order to register the new Device.
Step 4 - If device does not automatically appear under "Registered Devices", simply select 'Refresh Device List" to view newly registered Device.
Device screen will display a message similar to the one below. The device will remain on this screen until a Check-In is sent.
There are 3 different ways to send a Registration Card to a Device.
1. During Check-In, if "Auto Print Reg Card" is checked under System Configuration -> Property -> Preferences, the "Send Reservation to In-House Device" box will automatically appear during the Check-in process.
2. Select the "Reg Card" button before or after Check-In. A box will appear providing you with 3 options, select "Send Check-In Form to In-House Device".
3. While on the Reservation, go to Reports -> Reg Card. A box will appear providing you with 3 options, select "Send Check-In Form to In-House Device".
NOTE: If a guest has already completed their Mobile Check-In Form, RoomKey will NOT automatically display the "Send Reservation to In-House Device" screen, but will instead display the "Select Reg Card Option" box, allowing the Clerk to decide if they wish to Print the completed Mobile Check-In Form, Send Check-In Form to In-House Device, or to Print Manual Reg Card.
Below is the box that will appear if Option 2 or 3 are selected, select #2, "Send Check-In Form to In-House device"
After "Send Check-In Form to In-House device" is selected, the following screen will appear (this is the same screen that will appear after Check-In is selected when checking in a guest). We see the Guest Name & Res ID as well as a list of Devices. Select the Device you wish to use and press "Send Reservation to In-House Device"
If a Device appears highlighted in Red it is either because the device is turned off or the browser has been minimized. The Client should check the Device to confirm it is active, once confirmed, the "Refresh List" button can be used to update the status from "Disconnected" to "Available"
Once a device has been selected and the Reservation sent, the Clerk will see a "Device Initialization" box appear in the top right hand corner of their screen. This box will show the Clerk how the guest is progressing through the Paperless Check-In process. Below, we see the guest has the "Check-In" screen on the Mobile Device and the Clerk can see the guest has not yet selected "Check-In" as of yet as the 1st Page (Your Information) is still "Pending".
Once the guest is on the "Your Information" page, the box will now show "Mobile Check-In started.."
Once "Next" is selected, the guest will proceed to the "Reservation Details" page. The Clerk will see the guest has now completed 1 of 4 steps. The guest has not yet signed the Reservation Details page and therefore the "#2 Signature" displays as "Pending..."
Once Terms and Conditions has been signed the Signature will show as "Complete". The guest must now select "Next" in order to Complete the Reservation Details step.
Paperless Check-In is almost complete! The last step is for the guest to enter any Vehicle Information they may have. If they do NOT have any Vehicle Information, the device will reset back to the "Waiting for reservation..." page after 10 seconds. Otherwise, if the guest starts entering information into any of the fields below, the "Update Vehicle Info" button will highlight and will need to be pressed in order to complete Paperless Check-In.
Once the Vehicle Info has been updated (or 10 secs of non-activity has passed), the Paperless Check-In is considered complete!
When selecting to print a guest Reg Card, the "Print Completed Mobile Check-In Form" will always print the most recently completed Mobile Form, weather this be via Mobile Check-In or via Paperless Check-In.
To view all Mobile Forms (both Mobile Check-In & Paperless Check-In) that were completed:
- Prior to Check-In -> select the Mobile Icon located on the Arrivals screen to view a list of all completed forms for a specific guest.
- After Check-In -> go to Reports -> Reservations -> Print Mobile Check-In Form to view a list of all completed forms for the selected Arrival Date.
- Device can be any Tablet or Laptop, simply needs an internet connection & a browser
- Paperless Check-In is compatible with Google Chrome, Microsoft Edge, Safari & Firefox browsers
- Device should be setup that is stays on & does not auto log out
- Ensure the Device has a power supply if required or a backup device should device need to be removed from area to be charged
- It is recommended to have Device placed on a stand in a fixed position for guests to access