In the fast-paced world of hospitality, guest check-in forms for customer experiences are crucial. Guests expect seamless, personalized service. Traditional check-in methods often fall short, causing long lines, frustrated employees, and poor guest experiences.

Many hotels use QR code check-in forms to address these challenges. These forms make check-in smoother and provide guests with vital information. Hotel check-in signifies the start of a guest’s stay, but it is often seen as just a formality. These forms streamline the check-in process, eliminate paperwork, and allow quicker, more accurate data collection.

Let’s find out how these forms simplify hospitality processes!

Table of Contents

What is a guest check-in form?

A check-in form is part of the hotel check-in process. It gathers guest registration information such as name, contact details, room preference, and duration of stay. In most cases, guests fill out the form at the front desk, either on paper or digitally.

This form isn’t just monotonous formality; it helps hotel staff confirm reservations, customize services to guest preferences, and make sure compliance with local regulations.

A well-designed check-in form should be:

1. Simple and easy to fill out

Guests shouldn’t need a guide just to fill out a check-in form. It should be simple, straightforward, and easy to get through. A clean, uncomplicated layout goes a long way, especially for travelers who are tired or dealing with a different language.

2. Clear in its instructions

Every field on the form should have clear labels or prompts. For instance, instead of “ID,” a label should specify what IDs are needed. If the form is digital, include tooltips or guides. This helps guests submit documents ahead of time, simplifying arrival.

3. Quick to complete

No one wants to stand at the counter filling out forms after a long journey. The check-in form should take no more than a couple of minutes to finish. Pre-filled information (from online bookings) and QR code access can speed things up even more, helping guests get to their rooms faster and reducing lobby congestion.

Why are hotel check-in forms for hotel necessary?

Check-in forms start with excellent customer service. They ensure guests have key information for a pleasant stay, such as directions, luxuries, and policies. These checks in hotel registration forms also help track guests and their contact details, making follow-ups easy and encouraging return visits. For example, a Paris hotel uses them to gather feedback, improve services, and tailor promotions.

Moreover, a well-made check-in form simplifies the process for guests. They can quickly confirm details with all information in one place, avoiding confusion and delays. This also lightens the front desk’s workload, allowing more focus on service. A study found that hotels using check-in forms see shorter check-in times and higher satisfaction.

What information is in a check-in form?

Guest’s name and contact

The hotel check-in form template includes the guest’s full name, phone number, email, and sometimes address. It helps hotels reach guests if necessary and aids future communication.

Reservation details

This includes the confirmation number, room type, and arrival and departure dates. It ensures that everyone is clear about the stay.

Emergency contact (optional)

Some hotels allow guests to provide an emergency contact. It’s helpful in unexpected situations.

Extra information collected

Some hotels may ask for more details:

Loyalty program membership: Guests in loyalty programs can enter their numbers for benefits.
Special requests: There’s often a section for specific requests, like a room preference.
Vehicle information: Hotels with parking may ask for vehicle details to manage space.
Nationality: This helps hotels serve foreign guests.
Estimated arrival time: Knowing this aids in room preparation and smooth check-in.

Challenges of traditional check-in processes

While the front desk check-in has been the norm, it’s far from perfect. Many hotels still rely on outdated processes that can slow things down, frustrate guests, and overwhelm staff. Let’s look closely at the common challenges of the traditional way of checking in. Here are some:

Long wait times due to slow check-in procedures. According to Stayntouch, 5 minutes is the standard wait time for hotel check-ins because if not, 47% of the customers drop off when it exceeds 5 minutes. Also, 70% of US guests prefer self-service check-ins.

Excessive paperwork and frequent data entry errors, such as mistyping or duplicating guest information, can lead to billing issues, delays, or misunderstandings.

Foreign guests may struggle with unfamiliar foreign languages, especially when tired or jet-lagged. Poor language support or unclear instructions often mean more back‑and‑forth with staff, slowing things down even more.

A lack of personalized guest experiences leads to dissatisfaction. Missing the chance to upsell room preferences or suggest services can decrease your brand’s trust value.

These issues can result in unhappy guests, stressed employees, and lower satisfaction ratings, often negatively reflected in guest satisfaction surveys or questionnaires. The QR form tool can offer solutions to these challenges.

How do you create a guest check-in form with QR codes

A 2023 report from Oracle Hospitality found that 68% of travelers prefer contactless check-ins, and 71% say technology improves their hotel stay.

QR codes are an easy way to offer that kind of experience. Moving to digital check-ins might seem like a big change, but with the right tools, it’s easier than you’d think. Here’s how:

Pick the right form tool
Start with an easy form builder for custom check-in forms. Look for features like drag-and-drop, QR code creation, and Property Management System integration. TIGER FORM and other free-form online builders are great choices.
Create your check-in form
Make a form that fits your hotel. Include guest names, contacts, room wishes, and special requests. Add your hotel’s branding for a professional look.
Generate a QR code
After creating your form from different form templates, make a QR code for it. Place this code at the front desk, in emails, or on your website. It allows guests to access the form easily on their phones.
Link to your Property Management System (PMS)
Connect the check-in form to your PMS for better productivity. This ensures that guest data moves automatically to your system.
Train your staff
Teach your staff how to use the new system, including how to fill out a guest check correctly. They need to guide guests and solve any issues.
Promote the QR code hotel check-in form
Inform guests about the digital check-in option via your website, emails, and social media. Emphasize its convenience, speed, and safety.

Best practices for QR code check-in forms

Form QR codes for check-ins simplify guest arrivals. However, following best practices is crucial for a smooth, friendly experience. Here are key strategies:

Keep it simple

Aim for a quick, hassle-free process. Only ask for essential details: name, contact, booking reference, and room preferences. Fewer steps lead to more completions.

Limit fields: Request only necessary information. Long forms discourage guests.
Clear labels and instructions: Label fields clearly and provide simple instructions.

Complete a hotel guest check-in form in minutes. A smooth process reflects well on your hotel.

Optimize for mobile

Most guests will use smartphones, so ensure the guest registration form is mobile-friendly. A poorly designed form frustrates guests and harms your image.

The form should fit all screen sizes without zooming.
Ensure quick loading by minimizing large images and unnecessary elements.
Make buttons and fields easy to tap.

Optimizing for mobile ensures a quick, comfortable check-in.

Protect privacy

Guests value data privacy. Adhere to strict protocols to build trust.

Inform about policies: Clearly explain data use and protection. Include a brief notice and a link to the full policy.
Use encryption: Securely transmit all data.
Compliance: Follow regulations like GDPR and CCPA. Offer withdrawal options and data deletion requests.

Communicating privacy measures boosts guest confidence.

Provide incentives

Offer perks to encourage the use of the QR code online form tool. This boosts participation and enhances the experience.

Priority check-in: Allow QR code users to skip the line.
Late guest check-out: Offer this perk to digital check-in users.
Discounts or freebies: Small incentives, like restaurant discounts or complimentary drinks, work well.

Incentives improve the experience and leave a positive impression.

Gather feedback

Collect feedback to improve the process by adding a brief section at the end of the guest feedback form or rating forms..

Ask targeted questions: Keep it short. Ask specific questions.
Use rating scales: A simple 1-5 scale is effective.
Follow-up: Address concerns from critical feedback.

Regular feedback helps refine the process and boosts satisfaction.

Benefits of using QR code forms for hotel check-in

Hotel check-in forms are more than just a formality. They connect guests and hotels, ensuring smooth registration and clear communication. Using a check-in hotel registration form in your hotel or resort boosts performance and improves guest experiences. Here’s how a check-in hotel registration form can enhance your operations.

Faster check-in

With a guest check-in form, wait times drop significantly. Guests can enter their details before arriving, allowing them to head straight to their rooms, especially after long travels. A hotel guest information form can complement this by gathering extra details such as preferences, travel purpose, or emergency contacts.

Reduce paperwork and errors

QR form builder for hotel check-in, cut-out paper, lowering clutter, and reducing document loss. They also reduce human errors, ensuring accurate guest information.

Better guest experience

A smooth check-in creates a positive first impression. It shows you value guests’ time and comfort. You can also tailor questions to match guests’ preferences, enhancing their stay.

Increased staff productivity through the hotel check-in form

Staff can focus on service rather than paperwork with QR forms. This boosts productivity and reduces stress.

Real-time data

The QR code on the hotel check-in form gives instant access to guest data, helping to improve services and manage resources better.

Contactless check-in hotel form

Post-pandemic, safety is vital. Digital forms enable contactless check-in, reducing the spread of diseases.

Eco-friendly

Going digital cuts paper use, supporting sustainability. This not only saves costs but also boosts your hotel’s image.

Real-life cases of QR forms in the Hospitality Industry

More and more hotels are making things easier for their guests by using QR codes for their operations. Here are a few hotels that are putting QR codes to good use:

Royal Cliff Hotel

One of the first luxury hotels to adopt QR code solutions in its check-in process is the Royal Cliff Hotel, which stands on the scenic Phra Tamnak Hill in Pattaya, Thailand.

They’re known not just for their stunning views and upscale experience, but Royal Cliff also leads the way in convenience and tech. Guests receive a QR code upon reservation, which they can scan for a smooth and speedy express check-in; no long lines, no hassle. [Uniqode]

Sheraton Hotels

Another tech-savvy name in hospitality is Sheraton Hotels. They use QR codes to offer interactive virtual tour forms of the hotel and its surroundings, allowing guests to explore the property before they arrive. It’s a great way to showcase the hotel’s stunning design and atmosphere in advance, helping build excitement and trust before check-in. [Tagpoint.co.uk]

Marriot Hotels

Many big-name hotels have embraced QR codes, but Marriott Hotels are among the originals. Through the Marriott Bonvoy, they use QR codes to guide guests, such as downloading their mobile app for check-ins and accessing hotel amenities. Hilton’s also in the game of offering smooth room service via QR codes. Marriott Bonvoy, by the way, is the brand’s global loyalty program, letting members earn and redeem points across a wide range of Marriott properties. [Bitly.com]

Smooth out guest check-ins with a structured, digital form

In an industry where first impressions are everything, simplifying the check-in process with a digital check-in form is a smart move for any hotel or resort.

It saves time, reduces errors, and enhances the overall guest experience, making check-ins faster, safer, and more personalized. By adopting QR code technology, you’ll improve operational productivity and show your guests that you value their time and comfort. As the hospitality industry evolves, embracing digital solutions like check-in forms will help your hotel stay ahead and offer the seamless, memorable experiences guests expect. Use our form QR code generator to create a check-in form in your industry.