Your hotel may benefit from allowing guests to complete a registration form online. This can:
Make check-in faster and smoother for the guest
Give you extra information about guests like additional names, ages of children and allergies
Ensure rooms and folios are set up with the correct guest assignments
Here's how to use it
1. Purchase and activate the module
Contact Planniac if it's not already active on your account
2. Enable pre-registration in General Settings
3. Use the Pre-registration Settings to configure which information to show and require
Planniac gives you standard fields which you can choose to:
Make visible
Make mandatory
You're also able to add new fields of your own.
⚠️ Caution! Some of the fields on these settings connect to the database. So you can customize the label but be sure you don't change the meaning. For example, don't change the label "First name" to "Zip Code". If you do that, the data mapping will not be correct.
4. Check your Terms & Conditions in your PMS
The Planniac pre-registration form can present your hotel's Terms & Conditions. It will fetch those from your PMS. If you want to include Terms & Conditions, you'll need to set them in Cloudbeds Settings.
5. Edit your Templates (also in Settings)
Edit the custom email template you can send to your guest offering or requesting their pre-registration.
6. Send the pre-registration link
You can send it by email (it will use the template you created in Step 4). Or, you can copy the link and send it another way like WhatsApp or SMS. These options are both available from the Guests detail page.
7. View the form
After a guest has submitted the form, you'll see a note posted to the PMS. Click on that and you'll see a popup with all the details. You'll also be able to view the form by clicking the "View" button on the Guests detail page.
8. Verify the information
Guest names added via the pre-registration form will appear in Planniac when they are posted to the PMS. If you would like to re-order them or if you need to change room assignments, you'll do that on the the PMS.
⚠️ Primary guest name. There is a known issue with the primary guest in a room being reordered when being posted to Cloudbeds by Planniac. We are working with Cloudbeds to find a solution. You can refer to the guest's submitted form for accuracy, and then go to Cloudbeds to select the guest as primary.