Check-in Status

Once you send a check-in invitation, you can track whether the guest has completed the form. hejGuide shows the check-in status on the booking page and the calendar, making it easy to see at a glance who has checked in digitally and who still needs a reminder.

Check-in status states

Each booking has a check-in status. On the Check-in page these are the states you will see, and you can filter the list by each one:

Status	Meaning	What to do
Pending	No check-in invitation has been sent to this guest yet.	Send the invitation manually from the booking page, or wait for your automated email to trigger.
Invited	The invitation has been sent, but the guest has not submitted the form yet.	If the check-in date is approaching, consider sending a reminder.
Submitted	The guest has completed and submitted the check-in form. All data has been received.	Review the submitted data. No further action needed.
Checked in	The booking has been marked as checked in (the guest has arrived).	None -- the guest is on-site.
Checked out	The booking has been marked as checked out (the stay is over).	None.

The first three states track the form (pending -> invited -> submitted). The last two reflect the booking's arrival/departure status, which takes priority when set.

Viewing check-in status on a booking

1. Open a booking from the Calendar or Bookings list.
2. Look for the Check-in section on the booking detail page.
3. The current status is displayed prominently (for example "Submitted", "Invited", or "Pending").

Viewing submitted check-in data

When a guest completes the check-in form, the information they submitted is available both on the Check-in list and on the booking page:

1. Open the booking, or open the row on the Check-in page.
2. You will see the data the guest provided:

Data	Format
Guest name	The primary guest's name
Email	Email address (only if you asked for it)
Phone number	Phone number (only if you asked for it)
Adults	Number of guests aged 13+
Children	Number of children
Arrival time	Time (for example "15:00") or "I don't know yet"
Notes	Any special requests the guest left on the final step

The check-in form does not collect ID, passport, nationality, date of birth, home address, vehicle registration, a signature, or terms acceptance, so none of those appear here.

If the guest count they submitted does not match the booking, a small warning icon is shown next to the guest count so you can reconcile it.

Products ordered during check-in

If the guest selected products during the add-ons step of the check-in form, those orders are recorded on the booking:

• Each product appears as a charge in the booking's Charges & Extras section.
• The charge shows the product name, quantity, and price.
• It is reflected on the guest's invoice.

You can see which products were ordered during check-in versus added manually or ordered through the Guest Portal.

Check-in status on the calendar

The calendar provides visual indicators for check-in status:

• Submitted -- Bookings where the guest has completed check-in show a check-in status marker (typically a green indicator).
• Invited -- Bookings where the invitation has been sent but not yet submitted are visually distinct (for example an orange or yellow indicator).
• Pending -- Bookings with no check-in invitation show no indicator.

This is especially useful on busy days with multiple arrivals -- you can see at a glance which guests are ready and which ones might need a reminder.

Timeline events

The check-in process generates timeline events on the booking:

Event	Logged when
Check-in invite sent	You or an automation sends the check-in link
Check-in form opened	The guest opens the link for the first time
Check-in completed	The guest submits the form
Products added	The guest adds a product during the upsell step

These events help you understand the guest's journey -- when they received the link, when they opened it, and when they completed the form.

Resending the check-in invitation

If a guest has not completed their check-in and you want to send a reminder:

1. Open the booking.
2. In the Check-in section, click Resend Invite.
3. The guest receives a new email with the check-in link.

The resent invitation uses the same unique check-in token. If the guest partially filled in the form previously, their progress may still be available in their browser (stored in local storage). Encourage guests to use the same device and browser to benefit from saved progress.

TIP

Set up an automated reminder email for guests who have not completed check-in. Use the {checkin_link} variable in a follow-up email timed 1 day before check-in. This catches guests who forgot or postponed.

Managing check-in data

The check-in data submitted by guests is stored securely with the booking record in hejGuide. You can:

• View the submitted fields at any time from the booking page or the Check-in list.
• Reference the details (arrival time, guest count, notes) to prepare for the guest's arrival.
• Delete a completed check-in record from the Check-in list if you need to remove it.

Data retention

Check-in data is retained for the lifetime of the booking record. If you delete a booking, the associated check-in data is also deleted. For GDPR compliance and data management, see GDPR & Data.

Troubleshooting

Guest says they completed check-in but status still shows "Invited"

• The guest may have filled in some steps but not submitted the final Requests step.
• Ask the guest to reopen the link and check whether they reached the Confirmation screen. If not, they need to finish the remaining steps and submit.

Guest cannot access the form

• Check if the time gating window is currently open. The form may not yet be available or may have already closed.
• Verify that check-in is enabled for the listing.
• Resend the invitation to generate a fresh email with the link.

Guest submitted wrong information

• There is no guest-side edit after submission. If the guest needs to correct information, you can either update it manually in the booking, or contact the guest for the correct details.

Related

• Digital Check-in Overview -- Introduction to the Check-in module
• Enabling Check-in -- Turn on check-in and configure timing
• Form Settings -- Customize the multi-step form
• Guest Portal -- The broader guest-facing experience
• Calendar -- View check-in status on your booking calendar
• Charges & Extras -- Products ordered during check-in