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Digital Check-in ​

The Digital Check-in module lets guests confirm their details online before they arrive. Instead of sorting out arrival details at the door, you send guests a link to a mobile-friendly wizard where they confirm who's coming, see any add-ons, and leave any requests at their convenience.

Why use digital check-in ​

  • Save time on arrival -- Guest details and expected arrival time are already in hejGuide when they show up.
  • Confirm the essentials -- The form collects the primary guest's name, arrival time, and party size, plus email and phone if you choose to ask for them.
  • Better guest experience -- Guests can check in from their phone at a time that suits them, rather than handling things after a long journey.
  • Upsell products -- The form includes an optional step where guests can browse and add products and services to their booking, like early check-in, welcome baskets, or activity bookings.

How it works ​

  1. Enable check-in for your listing on the Check-in > Settings tab. See Enabling Check-in.
  2. Configure it -- Decide whether to ask for email and phone, choose the styling, and write the confirmation message. See Form Settings.
  3. Send the check-in link to your guest -- either manually from the booking page or automatically using an Automated Email with the {checkin_link} variable.
  4. The guest opens the link on their phone or computer and completes a short wizard:
    • Step 1: Details -- Guest name, arrival time, party size, and (optionally) email and phone.
    • Step 2: Add-ons -- Optional upsell step showing available extras.
    • Step 3: Local Guide -- Pick interests from your Local Guide so the confirmation can tailor recommendations.
    • Step 4: Requests -- A notes field for any special requests.
    • Confirmation -- A thank-you screen with your message and a link to the full guidebook.
  5. You receive the submitted data in hejGuide, attached to the booking. See Check-in Status.

Check-in form access ​

Token-based access ​

Each check-in link contains a unique token that identifies the booking. When a guest opens the link, hejGuide validates the token and loads the correct form with the appropriate settings for that listing.

The check-in URL format:

https://app.hejguide.com/c/{token}

Time gating ​

You can control when the check-in form becomes available:

  • Opens X days before check-in -- The form is not accessible until a configurable number of days before the check-in date. Before that, guests see a message that check-in is not yet available.
  • Closes X hours before check-in -- The form is locked a configurable number of hours before the check-in time. After that, guests cannot submit the form.

This prevents guests from checking in too early (when you may not have finalized details) or too late (when it is no longer useful).

Preview mode ​

If a guest accesses the check-in link outside the time window, they see a preview of the check-in form. The form fields are visible but disabled, and a message explains when the form will become available. This reassures guests that the link works and gives them an idea of what information they will need to prepare.

TIP

Combine digital check-in with an automated email that sends check-in instructions 2-3 days before arrival. Include the {checkin_link} variable so the guest gets a direct link to the form. Time the email to coincide with when the check-in form opens. See Template Variables for details.

Check-in within the Guest Portal ​

If a guest is logged into the Guest Portal, they can also access the check-in form from within the portal navigation. The form is the same -- the portal provides an alternative entry point for guests who received a guidebook link rather than a dedicated check-in link.

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