Guest Communications Part 4 : Arrival Form

Modified on Sun, 14 Sep at 6:35 PM

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.

  • 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 fully customize both the form’s structure and content to suit their operational needs and branding. This feature enables users to not only customize the guest information fields - such as personal details, identification, and special requests - but also tailor the form's content, including the introduction message, reservation details, and important instructions

  1. Go to Solutions > Documents > Arrival Form.


  1. Choose the preferred language in which the Arrival Form will be displayed to guests.

  2. Customize the Welcome Message & Reservation Information:

    1. Personalize the greeting message and reservation details that guests will see at the start of the form.

    2. Default content is available, but you can edit or fully customize it to match your brand’s communication style.

  3.  Choose required guest information fields

    1.  Select the fields that guests must fill in during the check-in process.

    2. Guest Name and Surname are mandatory and cannot be unchecked.

    3. Certain contact details (e.g., Name, Email, Phone, Address) will be automatically captured from the Booking Editor, reducing the need for guests to re-enter this information.

    4. You can also edit field names where the edit button is available.

  4. Define which fields are required for the main guest only or for all guests in the booking.

  5. Configure Additional Travel Information

    1. Similar to the guest details section, you can decide whether travel-related fields should be included in the form.

    2. The form labels can also be customized to better fit your property’s requirements.


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:


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

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