Guest Communications Part 4 : Arrival Form

Introduction

Managing guest arrivals efficiently is a vital part of delivering a smooth and memorable hospitality experience. To support this, GuestWisely’s Arrival Form feature is designed to automate and simplify the guest check-in process, collecting all necessary information ahead of time with minimal effort. This not only saves valuable time for property managers but also enhances the guest experience by minimizing the need for manual follow-ups and repetitive communication.

GuestWisely’s Arrival Form automates guest communications and check-ins. Learn more about Guest Communications here.

How it works

The Arrival Form’s standout capability is its automation in gathering essential guest details directly from the booking information. As soon as a reservation is confirmed, the system automatically pre-fills key guest data - significantly reducing the need for manual input. Guests avoid having to re-enter redundant information, while property managers benefit from improved accuracy and a smoother workflow.

With this tool, property managers can offer a customizable, user-friendly process where guests complete any missing details at their convenience. From identification and special requests to estimated arrival times and compliance-related data, all information is securely collected and easily accessible when needed.

Features overview

• Automated guest data collection: Guest details are automatically extracted from the booking, minimizing manual entry and reducing the risk of errors. Check-in time is also automatically updated when provided via the Arrival Form.

• Customizable fields: Property managers can modify form fields to collect information specific to their property's needs or operational workflows.

• Improved guest experience: Guests can conveniently provide their arrival details in advance, streamlining the check-in process and enhancing satisfaction.

• Compliance & security: Ensures guest information is properly recorded to meet legal and regulatory standards.

• Time-saving & efficiency boost: Cuts down on repetitive communication and admin tasks, allowing property managers to focus on delivering exceptional service.

Arrival Form configuration

The Arrival Form configuration feature allows property managers to customize both the form content and the information collected from guests. 

1. Go to Solutions > Documents > Arrival Form.

2. Select the language displayed to guests.

3. Customize the welcome message and reservation information shown at the start of the form.

4. Choose which guest information fields to collect:

• Guest Name and Surname are always required. 

• Guest details such as Name, Email, Phone and Address can be automatically populated from the booking.

5. Define which fields are required for the main guest only or for all guests.

6. Collect travel information, including:

• Arrival method and Public transport number
  

• Expected check-in time (automatically updates the booking details)
  
   
  
  

Preview Pannel

Once you’ve finalized your Arrival Form updates, you can preview it in the Preview panel, by clicking on the Preview button on the top right corner of the page.

Beside that, you can check the status of the Arrival form in the Booking Editor:

Sending Arrival Form

To ensure the Arrival Form is sent to your guests, make sure you include the shortcode [ARRIVAL_FORM_LINK] in your email template. This will allow you to send the form directly to them.

GuestWisely’s Arrival Form automates guest communications and check-ins. Learn more about Guest Communications here.