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How to Set-Up your Online Check-in Form?

When guests arrive, your priority is to provide their room keys as swiftly as possible. No long check-in queues mean happy travellers. By ensuring all guest details are captured and payments are settled in advance, you save valuable time—the Online Check-in service allows your guests to take care of this before they even reach your doors.

 

Noovy Online Check-in in Short

The Noovy Online Check-in is a digital registration tool that guests can use prior to their arrival at the hotel. It can be seamlessly integrated into your confirmation or pre-arrival letters; simply create a button that guests can click to complete their registration. All details are automatically synchronised with the relevant reservation and visible on the Registration Form.

Furthermore, guests have the option to pay for their stay immediately or, should they choose to pay later, you can configure the system to automatically authorise their credit card.

💡Tip:

For more on the Online Check-In service check our article: Online Check-In Tool

What is the purpose of setting up the Online Check In Form? 

 

We advise you to customise the Online Check-in Form to suit your hotel's  requirements, ensuring guests provide all necessary details.

You can configure this within your Noovy Hotel Settings > Main menu - Settings - Hotel:


 

Example:

The screenshot below illustrates what guests will see once they have begun the Online Check-in/Registration process. As you will notice, not all fields are marked with an asterisk (*); this particular hotel has been configured with only a few mandatory requirements. You have the option to hide certain fields entirely or keep them visible for guests to complete at their discretion.

 

Within the Hotel Settings, you will find the 'Guest Data Settings'. The configuration of the Registration Card will be mirrored in the Online Check-in Form, ensuring both documents request the same information.

(The 'New Booking' dropdown menu is designed to configure which fields are hidden or visible and, more importantly, which fields are mandatory for Noovy users when creating a new reservation.)

Now that you are familiar with the basics, it is time to put them into practice.🙂

Follow the steps below to customise the Online Check-in form to suit your requirements:

 

 

Guest Data Set-Up:

  • Navigate to your hotel settings via the Main Menu > Hotel, and click on the 'eye' icon to open them:


  • Choose Settings from the options and locate the Guest data settings section:


 

  • To configure the Online Check-in form, open the dropdown menus for the Registration Card Fields:

  • The dropdown menu explained:

 

        • Show or Hide: This setting determines whether the field is visible to your guests.
        • Mandatory All Guests: Sets the field as a compulsory requirement for every guest in the booking.
        • Mandatory Main Guest - Show Other Guests: Makes the field mandatory for the lead guest while displaying it as an optional field for others.
        • Mandatory Main Guest - Hide Other Guests: Requires this information from the lead guest only; the field remains hidden for all other guests.
        • Show Main Guest - Hidden Others: Displays the field to the lead guest as an optional item while hiding it entirely from other guests.

 

Pay or Pay Later

By default, the 'Pay' button is enabled.

The 'Pay Later' option will by default be shown for all bookings. This allows guests to always have the option to settle their reservation upon arrival at the accommodation.

 

It is possible to disable the 'Pay Later' option for Non-Refundable bookings. This configuration is managed within a separate section of the Hotel Settings, the Registration Form tab:

  • In the hotel settings go to the Registration form tab:

 

      • Scroll to the bottom of the page and toggle the switch to 'Pay Later' Cancellation Policy


      • You may choose to require a credit card authorisation once a guest selects 'Pay Later', ensuring all bookings are fully guaranteed. 
        To enable this, simply switch the toggle to 'Card Authorisation after Pay Later ':

 

⚠️Checking Failed Authorisation Attempts

 

When the Card Authorisation after Pay Later  option is selected, the system will automatically authorise the credit card on file via the Payment Gateway to secure the reservation. If you enable this feature, please monitor any failed authorisation attempts.

Should a guarantee fail, you must follow up with the guest to secure payment or a valid authorisation. Without a confirmed guarantee, the booking should be cancelled to mitigate the risk of revenue loss. *While this is the standard procedure for most hotels, requirements may vary depending on individual hotel policies.

To filter out the failed authorisations: Navigate to Settings > Payment Rules > Logs.

Use the filter in the top right-hand corner and enter the following criteria:

  • Date Range (Select the period for which you wish to view failed authorisations)

  • Payment Method (Authorisation)

  • Status (Failed):


You can click on the booking number to take immediate action. This allows you to view the guest's contact details.

or

Export the data to Excel for further processing: