Automatically Send the Online Check-In Form | GuestPoint

How to Automatically Send the Online Check In Form

How to Automatically Send the Online Check In Form

Quick Answer: Go to Management → Automations → + New Automation. Set the action to Send Email (or Send SMS) with a template containing the Online Check-in Form Link field, add a Before Arrival trigger and the condition Online Check-In Form is False, then click Save.

🎥 Watch the walkthrough

This short video (under 2 minutes) shows how to set up an automation that emails every guest their personal online check in form link before they arrive, without anyone having to send it by hand. The written steps below follow the same order.

Video not playing? Download it from the Attachments section at the bottom of this page.

Before you start: make sure your Online Check In Form is set up and published. See How to Set Up Online Check In Form.

Step 1: Create the automation

  1. Go to Management → Automations and click + New Automation.
  2. Under Add details, give it a clear Title that describes the action and timing, e.g. Online Check-in Form – 1 Day Before Arrival.

Step 2: Set the action to Send Email

  1. Under Add action, set Action Type to Send Email.
  2. In Email Configuration, set To to Primary Guest Email. (Other options include Booking Contact Email, Booking Company Email, Group Booking Contact Email, Property Email or a custom address.)

Step 3: Create the email template

  1. Click + Add Template.
  2. Enter a Template Name, e.g. Online Check-in Form.
  3. Enter a Subject, e.g. Online Check-in Form for upcoming stay.
  4. Write your Message to the guest.
  5. Place your cursor where the link should go, click Insert Field and choose Online Check-in Form Link. It appears in the message as a merge field (e.g. «OnlineCheckinFormUrl») and gives every guest their own personal link.
  6. Click Save Template.

Example message:

Dear «LastName»,

We look forward to welcoming you.

Please complete the Online Check-in Form by clicking on the link below:
«OnlineCheckinFormUrl»

Should you have any requests prior to your stay, please do not hesitate to contact us and we will endeavour to assist you wherever possible.

Warm regards,

You can edit or add templates later at Management → Automations → Templates.

Step 4: Select the template

Back in Email Configuration, choose your new template from the Template Name list. The subject and message fill in automatically.

Step 5: Choose when the email is sent

  1. Under Triggers, click Add Trigger.
  2. Select Use Existing Trigger and pick one that fires before arrival, e.g. Before an Event | 1 day before arrival every 12pm.
  3. If you don't have a suitable trigger yet, select Create New Trigger, set the Trigger Type to Before an Event, choose Before Arrival, and set the number of days and the time.

Step 6: Skip guests who have already checked in online

  1. Under Conditions, select All condition match.
  2. Click Add Condition and set it to Online Check-In Form  |  Is  |  False.

That way, guests who have already completed the form won't receive the email.

Step 7: Enable and save

Make sure the Enable toggle at the top right is on, then click Save. Your online check in form emails will now go out automatically.

Sending by text message instead (or as well)

Set up SMS first. The Send SMS action only works once SMS is enabled for your property and you have SMS credits. If you haven't set it up yet, see SMS Setup.

You can send the link by SMS using the same steps. Create a second automation with Action Type set to Send SMS, choose who to Send To, and click + Add Template. In the SMS template, click Insert Field and choose Online Check-in Form Link. Add the same trigger and the Online Check-In Form is False condition, then save.

Note: SMS messages are limited to 150 characters and use your SMS credits, so keep the message short.
Tips
  • Guests only receive the email if they have an email address saved on the reservation's Contact Details tab (or a mobile number, for SMS).
  • Open the automation and check View Logs to confirm it ran successfully.
  • To check an individual guest's message, open Message Hub (bottom left of the menu) and search by their email address or reservation number. It shows whether the message was Delivered, and you can click View to see it.
  • To pause sending, switch the Enable toggle off rather than deleting the automation.

Automations or Pre-Stay Email?

You can also add the Online Check-in Form Link field to the older Pre-Stay Email at Management → Setup → Automated Emails & Text Messages. However, the Pre-Stay Email can't skip guests who have already completed the form. We recommend using Automations as described above. See Automated Emails & Text Messages for a full comparison.