How Can Hotels Reduce Check-in Times?

Check-in forms a critical part of the guest experience and presents an opportunity to signal a smooth, enjoyable stay ahead. A guest’s first impression is formed the moment they step into your lobby… and that feeling lingers long after they’ve checked out. 

A lengthy check-in process frustrates travelers, preventing your property from capitalizing on that first impression. Here’s how to reduce check-in times to increase guest satisfaction and efficiency at the front desk. 

Mobile Check-in & Digital Keys

Integrating a digital key solution with your property management system (PMS) allows guests to use their smartphone as their key, either by receiving a PIN code or downloading an app. The PMS automatically sends check-in data (including room number and length of stay) to the lock system, which then generates a digital key. Tech-savvy guests bypass the front desk entirely, shortening the wait for everyone else. 

Pre-Arrival Registration

Even guests who prefer to speak with staff upon arrival can move through the process more quickly by completing verification requirements beforehand. WebRezPro enables properties to automatically email a guest agreement / registration card to collect digital signatures, credit card authorizations, ID, vehicle information, and more prior to the guest setting foot in the lobby. Completed agreements are automatically attached to corresponding reservations, making it easy for staff to track and process check-ins. 

Mobilized Front Desk

Arm your team with tablets so that they can move out from behind the front desk to check guests in en route to their suite or while enjoying your lounge. This not only moves the line along faster—the number of clerks who can help is no longer limited to the number of standing terminals—it makes the process more comfortable. Wouldn’t you rather check in while seated in a comfy chair, nibbling a welcome cookie? 

A cloud-based PMS makes mobile access possible. It does not require a central server or computer station; authorized staff can view data on the go from any device with an internet connection. 

Integrated Payment Processing

Use a PMS that offers integrated payment processing, allowing you to collect credit card information and process deposit payments securely online during booking or pre-arrival registration. 

Guest Messaging

Communication is crucial for smooth check-ins. During the pre-arrival stage, use your PMS’s automated email templates to send guests arrival instructions, including check-in time, where to park, and how to download their digital key. 

Also consider integrating a mobile messaging platform with your PMS to let guests know when their room is ready. Guests may drop in before the official check-in time—invite them to relax in your lounge or cafe and avoid a cluster forming by the front desk. WebRezPro connects with leading mobile messaging solutions such as Akia and Revinate, and many of these solutions use AI capabilities to reduce the load on staff. 

Use these tips for speedier check-ins… and satisfied guests. They can breeze through your lobby and on to their adventures while staff save time at the front desk.