Reservations: Manage Guest Portal Access and Check-In Forms

Learn how to manage Guest Portal access and check-in forms in Hostaway, including automated and manual workflows for sharing guest-facing links and collecting check-in details.

Managing guest portal access and check-in forms efficiently is crucial for a smooth guest experience. This article provides step-by-step guidance on both automating and manually handling guest portal links and check-in forms within Hostaway.

Overview of Guest Portal and Check-In Forms

The guest portal in Hostaway allows your guests to access important details about their stay, including the check-in form for uploading ID information. Ensuring timely and consistent access to these resources can be managed through automation or manual methods, depending on your preference.

Setting Up Automations for Guest Portal Access

Automation ensures that guests receive their portal link and check-in forms without any manual intervention. Follow these steps to configure automations:

1. Navigate to Automations:
   1. Log in to your Hostaway dashboard and go to the Inbox section
   2. Select Automations to set up or manage automated messages
2. Create a New Automation:
   1. Click on the Create New Automation button
   2. Set the event trigger to Reservation Created or Booking Confirmed
   3. This ensures the message is sent as soon as a reservation is made
3. Include the Guest Portal Link:
   1. In your message template, use the dynamic field
   2. This automatically populates the unique portal link for each guest
4. Test and Save:
   1. Test the automation with a sample reservation to verify the process
   2. Save your configuration
   3. Guests will now receive their portal access automatically upon booking

Manually Sharing the Guest Portal or Check-In Form

If you need to manually send the guest portal link or check-in form, follow these steps:

1. Retrieve the Guest Portal Link:
   1. Go to the Inbox section of your Hostaway dashboard
   2. Click on the guest’s name
   3. Access the guest portal link from the top right corner of the reservation details
   4. Copy the URL and send it to the guest via email or the Hostaway inbox
2. Manually Send the Check-In Form:
   1. Open the Bookings tab and find the desired reservation
   2. Access the guest portal from the reservation details
   3. Copy the check-in form URL and share it with the guest through the Hostaway inbox or email

Configuring Check-In Forms and Guest Portal Settings

To ensure timely access to the check-in form or adjust its visibility settings:

1. Navigate to Listings and select Edit
2. Go to the Guest Portal section
3. Update the visibility settings:
   1. Set the Visible on Guest Portal option to Days at Reservation
   2. This allows the form to be visible as soon as a reservation is created
   3. If the form is currently set to only display on the check-in day, adjust the setting to make it visible earlier, enabling guests to upload their ID ahead of time

Troubleshooting Visibility Issues

If the check-in form or guest portal link isn't accessible as expected:

1. Check the automation settings to ensure the dynamic field is correctly set up.
2. Verify the visibility settings under Listings > Edit > Guest Portal. Adjust them as needed to align with your intended process.
3. Test the automation or manual processes to confirm functionality.

By following these guidelines, you can efficiently manage guest portal access and check-in form visibility in Hostaway, ensuring a seamless experience for both you and your guests.