The Self Check-in system is completely automated from start to finish and includes automatic messaging, payment authorization, eSign – digital signing (optional) and room specific information allowing detailed instructions for a mix of hotel and rental units. The process is tightly integrated with MyPMS for “real-time” booking and status updates. This means that when a Guest updates Booking Details and Payment Method, then this information will automatically update in MyPMS. Conversely, certain criteria must be met in MyPMS for a Guest the "Check-in" button to appear and allow the guest to check-in. If the criteria is not met, then a message will display directing the Guest on what action to take to complete check-in. See Self Check-in | Booking Criteria Once the Self Check-in function is enabled for your site, then each Guest will automatically receive the "Self Check-in Start" Letter set in Default Letters on Booking Arrival Date. This Letter is customized by you in SETUP | LETTERS and must be selected as the "Self Check-in Start" Letters in Default Letters. If you do not want the "Self Check-in Start" Letter to be sent to a specific booking, then you have the ability to "Exclude Guest from Self Check-in" in the Booking Information. After the Guest receives the "Self Check-in Start" Letter and clicks on the link to access the secure guest portal, they will be able to update booking details and payment method and check-in if they click on the Arrival Date. The "Self Check-in" button will not display until the Arrival Date and Arrival Time of the booking. Criteria Used to Offer Self Check-inThe following criteria are used in this order to offer the Self Check-in option to a Guest: - The arrival date of the booking must equal the System Date of the MyPMS. Thus, you must complete Night Audit (either manually or automatically) before Self Check-ins can occur for that 'day'.
- The Booking must be not be active nor cancelled, thus must be in either CONFIRMED or UNCONFIRMED status.
- The booking must have a Room assigned to it.
- The booking must have a Guarantee By; set that is not the Receipt Type 'ADDPAYMENT'. If the 'special condition' ADDPAYMENT is set for the booking, then a message "Please enter a credit card for incidental charges or damages" is displayed to the Guest and then requires them to add a valid payment method before completing Self Check-in. See Receipt Types for details.
- The arrival time set for the Booking must be equal or later than the arrival time set on the booking. It can be set to any time, but keep in mind that this Arrival Time will determine when a Guest can Check-in, as any time prior to this time, the Check-in cannot occur. The message to a Guest that occurs of they attempt Check-in prior to this time is: "The check in time for your Room is <arrival time for booking>, please check back at this time to complete you check in". If Housekeeping determines when the Booking can be allowed to check-in, give your Housekeepers access to Bookings so they can set the arrival time appropriate to their work.
If the above conditions have all been met, the Check-in button is shown and the Guest can check-in to get Room entry information.
SELF CHECK-IN PROCESS STEP 1: Start Self Check-in: Send a "Self Check-in" Letter to Guest The Self Check-in function is enabled for each booking in MyPMS (unless it has the flag; "Self Check-in Exempt" selected) and is seamlessly integrated with Letters.The Self Check-in process is started by sending a customized letter via email and/or SMS to the Guest on or before the check-in date. This Letter is called the "Self Check-in Start" Letter and starts the Self Check-in process by automatically sending an email and/or SMS to the Guest with the secure link to access MyBooking at a scheduled time before check-in or on check-in date using the "Auto Letter" function. There are three ways this Letter can be sent to the Guest. - Automatically sent to Every Guest ON Arrival Date at 1 am on the day of arrival in your property time for emails; at 7:30 am on the day of arrival, in your property time, for SMS messages. The reason for 1 am is that email won't disturb anyone, but any earlier for an SMS Message would be rude. This includes same day bookings, but since 1 am has likely passed for a 'same day booking', this Letter is sent as soon as the booking has been processed by MyPMS for both email and SMS. You need to select this Letter and the method delivery (email and/or SMS) in Default Letters. For instructions, go to Self Check-in | Default Letters.
- Automatically BEFORE Arrival Date using Auto Letters. Use this function if you want the Self Check-in Letter sent more than once. For example, 2 days before check-in.
- Manually from the Letters Tab of each booking.
STEP 2: Guest Updates Details or Checks-in Depending on Date of Login Once the Guest clicks the secure link sent in the "Self Check-in Start" Letter and enters the MyBooking Guest Portal, they will see their booking details and/or be able to check-in depending on date of login. Date and Time of Login - If the Guest logs in BEFORE the Check-in date, then the guest will only be able to manage Booking Details, perform their eSign (if required) and update their payment method and guest information. The "Check-in" button will not display and a message will show to come back for Self Checkin on their arrival date.
- If the Guest logs in ON the check-in date the "check-in" button will display if all criteria is met in MyPMS, see Self Check-in | Booking Criteria. If the criteria has not been met, then a message will display to the Guest with the action that needs to be taken.
Number of Rooms Booked - If the Guest has only one room booked, then only the booking details will display for that particular booking.
- If the Guest has a multi-room booking, then ALL of the bookings under that Guest Name for check-in that day will display. The Guest can click on each booking to view and update details, as some bookings may have different arrival times than others, thus they won't be necessity all have the same rules for Self Check-in.
STEP 3: Check-in Complete - Send Guest Room Entry Instructions After the Booking has met all Booking Criteria and the Guest clicks the Check-in button, the booking is automatically checked in to MyPMS and the Room Entry Instructions will display on in MyBooking, an email will be sent to the Guest and/or an SMS Message and if you have MyGuest enabled, a notification will be sent to you. In order for this information to be automatically emailed and/or SMS to the guest, you must enter the information in the "Room Notes" of each Room. Then, insert the merge field the "Self Check-in Complete" Letter. This Letter can be created by you or you can edit the Default Template provided. After this letter is created, it must be set up as an Auto Letter function to be automatically emailed to the Guest on the check-in date. or sent manually in the Letters Tab of the Booking. For instructions, go to Self Check-in | Default Letters |