Online Check-in is the easiest way to collect essential guest details before arrival and offer a seamless, professional check-in experience. In this guide, we’ll walk you through how to set up Online Check-in in Tourmie, customize it for your properties, and make the most of the available features.
Let’s get started!
Understand Online Check-in
1) What is Online Check-in?
Online Check-in allows you to collect all the information you need from your guests before their arrival — quickly, securely, and entirely online. No endless back-and-forth messages. No chasing documents at the last minute. With Tourmie, you can fully customize the check-in experience, making the process easier for you and stress-free for your guests.
2) Benefits of Online Check-in
✅ Save time and reduce manual communication with guests.
✅ Collect essential details and documents before arrival.
✅ Offer a professional, seamless experience to your guests.
✅ Upsell services (transfers, experiences) directly through the check-in process.
✅ Increase guest satisfaction and boost revenue.
3) How Does Online Check-in Work?
The Online Check-in process is simple for both you and your guests:
For you (the host):
Create one or more customized check-in forms in Tourmie.
Choose the fields, requests, and services you want to include.
Share the check-in link with your guests.
For your guests:
Guests receive your check-in link before arrival.
They complete a simple 3-step process providing their details.
They submit requests or preferences if needed.
After check-in, they can explore and book additional services.
💡 A smooth, professional experience that helps you prepare for their arrival.
Create a Check-in Form
Go to the Online Check-in page.
Click + Add form.
Give your check-in form a title (e.g. "Check-in Form for Villas Guests") and a description (optional).
Click Create.
✏️ Note: Your guests cannot see or access the check-in form until it is both active and assigned to a property.
Customize your Form
Step 1: Choose the Form Fields
In the Form fields tab, choose the information you want to collect from your guests.
For each field, you can make it:
Visible (shown to the guest)
Required (mandatory for the guest to complete)
💡 Tip: Keep your form simple by showing only the fields you truly need.
Form Fields Explained:
Below is an overview of each section with suggestions for when to use each field and how it appears to guests:
1. Booking Details
Collect booking-related information to better organize arrivals.
Booking channel: Collect the source of the booking (e.g., Airbnb, Booking.com).
Booking ID: Useful for your internal records or connecting the form to the reservation.
✏️ Notes:
1) The Booking channel and Booking ID fields are especially useful for hosts who don't use a PMS or Channel Manager. They help you easily track where each reservation comes from and keep your records organized.
2) If your Guest Guide is already connected to a booking (personalized guide), this information will be automatically pre-filled for your guests during Online Check-in — saving time, reducing errors, and ensuring a smoother experience.
3) Once the form is submitted, Tourmie allows you to convert completed Online Check-ins into Accommodation Bookings, making it even easier to keep all your reservations and guest information in one place. By doing so, your guests can also receive their own personalized guide, tailored to their stay.
Arrival time: Ask guests when they expect to arrive. Helps with organizing check-in.
Departure time: Collect planned departure time if needed for cleaning or turnover planning.
2. Guest Information
Collect key personal information and legal identification from guests.
Number of persons: Guests confirm how many people will stay.
Extra guests details: Request details (e.g., names) for additional guests.
Identity document: Ask your guests to provide identification for legal, safety, or record-keeping purposes. You can choose to request one or more of the following document types:
Passport
Tax ID
National ID
Driving License
By default, the form will ask guests to provide the document number for the selected document type. You can further customize what additional information you collect for each document:
Upload identity document: Allow or require guests to upload a copy of the document.
Document issue date: Ask guests to provide the date the document was issued.
Nationality restriction: Define for which nationalities the document field will be shown or required. For example, you can make passport upload mandatory only for non-European guests.
Nationality: Collect guest nationality for legal or statistical purposes.
Date of birth: Useful for legal compliance or record-keeping.
Gender: Optional for statistics or personalized communication.
Address: Collect the guest's permanent address.
Country: Guest's country of residence.
3. Travel Details
Better understand how and why guests are traveling.
Means of transport: Ask how guests will arrive (car, plane, ferry, etc.).
Travel purpose: Understand whether the stay is for leisure or business.
Business guest: Let guests indicate if the trip is for business purposes.
4. Communication & Preferences
Collect additional information and preferences.
Comments: Open text field for guests to share important notes or preferences.
Receive newsletters and offers for future stays: Marketing consent — let guests opt-in to hear from you in the future.
5. Agreements
Make sure guests accept important terms before arrival.
Accept terms of property: Guests must agree to your property's terms and conditions.
Accept privacy policy: Guests must agree to your privacy policy regarding their data.
💡 Tip: You can preview your check-in form to see exactly how the fields look from the guest's perspective.
Step 2: Assign the Form to Properties
In the Assigned properties tab, select the properties where this check-in form will apply.
💡 Tip: You can assign different check-in forms to different properties, giving you full flexibility to collect exactly the information you need — based on each property's type, location, or specific requirements.
Step 3: Add Guest Requests (Optional)
Offer your guests the option to submit special requests during check-in.
✋ Before you start: Make sure your guest requests are already set up. You can do this by going to the Guest requests section in Settings. Need help? View our step-by-step guide.
Once your guest requests are set up:
Go to the Guest requests tab inside your check-in form.
Select the requests you want to display, such as:
Early arrival
Late departure
Self check-in / Self check-out
Baby cot, etc.
Only the selected requests will appear to the guest.
👁 How it looks to your guests:
Guest requests are part of step 3 of the Online Check-in form, giving your guests the opportunity to submit directly any special requests before finalizing their check-in.
For chargeable requests, guests will be asked to securely provide their card details. Their card will only be charged after the request is approved.
Step 4: Add Extra Services (Optional)
Allow your guests to book services directly after completing their check-in. This is a great opportunity to promote your own services or third-party services and increase your revenue.
✋ Before you start: Make sure your services are already set up — either your own in-house services or trusted third-party services. You can do this through the Services and Partnerships sections in your main menu.
Once your services are set up:
Go to the Services tab.
Select the services you want to include in this form, such as:
Transfers
Car rentals
Experiences
👁 How it looks to your guests:
Guests will see the selected services after they submit the Online Check-in form, giving them the opportunity to book directly what they need for their stay.
💡 Tip: The more information you collect through Online Check-in — such as travel purpose, arrival time, or guests number — the smarter Tourmie's AI-powered system becomes at suggesting the most relevant services to your guests.
For example: If a guest indicates they are traveling by plane and arriving early, Tourmie can automatically suggest an airport transfer and early check-in option — making their arrival smoother and increasing your chances of upselling services.
Step 5: Add Custom Questions (Optional)
If you need to collect extra information that isn’t covered by the default fields, you can easily create your own custom questions and add them to your Online Check-in form.
💡 Examples of custom questions:
Is this your first time visiting the area?
Do you have any dietary restrictions or allergies?
How would you prefer to be contacted during your stay? (e.g. email, WhatsApp)
Are you celebrating a special occasion? (Birthday, Anniversary, Honeymoon, etc.)
1) How to Create a Custom Question
To create a custom question:
Go to the Online Check-in page.
Click the Custom questions tab.
Then:
Click + Add question
Enter your custom question. You can add translations in different content languages if needed.
Click Create.
💡 Tip: Keep your custom questions short and relevant to your property to avoid overwhelming your guests.
2) How to Add a Custom Question to Your Check-in Form
Return to your Check-in form.
Go to the Custom questions tab.
Select your newly created question to add it to the form.
👁 How it looks to your guests:
Custom questions appear at the end of the Online Check-in form, right before the guest submits their details.
General Check-in Form Settings
In the General settings of your Online Check-in form, you’ll find two powerful options that help you automate your workflow and keep your guest data organized.
1) Convert Online Check-in to Accommodation Bookings
With this option enabled, when a guest completes an Online Check-in form that is not already connected to a booking, Tourmie automatically creates a new accommodation booking in Bookings page — even if the booking didn’t come from a Channel Manager or PMS.
This is ideal for:
✅ Hosts without a PMS or Channel Manager.
✅ Direct bookings via phone, email, or your own website.
✅ Manual organization of bookings in one place.
2) Update Guest Booking Details from Check-in Form
When this option is enabled, Tourmie automatically updates the existing booking details based on the information provided by the guest during Online Check-in.
For example: If they provide important missing details such as email, phone number or nationality, these will automatically be saved to the booking.
This ensures:
✅ Your booking information stays accurate and complete.
✅ You save time by avoiding manual data entry.
✅ Guests have a smoother arrival experience.
💡 Tip: These settings help you keep your guest data organized, even if you don’t use a Channel Manager or PMS.
Manage your Check-in Forms
From the Online Check-in page, you can easily manage your existing Check-in forms. Below are the available actions you can perform:
Activate/Deactivate a Form
Activate your form to make it ready for use, or deactivate it temporarily if you don't want guests to access it.
Find the form you want to activate or deactivate.
Simply switch the Active toggle to enable or disable it.
💡 Guests cannot see or access a form unless it is both active and assigned to a property.
Edit the Form Content
Need to make changes? You can edit a form at any time, even if it's already active.
Find the form you want to edit.
From the quick actions (⋮), click Edit.
Update the fields, requests, services, or assigned properties as needed.
💡 Changes apply immediately to the form.
Preview the Guest View
See exactly how the form will appear to your guests.
Find the form you want to preview.
From the quick actions (⋮), click Preview.
✏️ Note: The form must be active and assigned to at least one property.
Duplicate an Existing Form
Creating a similar form for another property? You can duplicate an existing form to save time.
Find the form you want to copy.
From the quick actions (⋮), click Duplicate.
A new form will be created — you can rename and customize it as needed.
Delete a Form Permanently
You can permanently delete a Check-in form you no longer need.
Find the form you want to delete.
From the quick actions (⋮), click Delete.
Confirm the deletion.
⚠️ Deleting a form is permanent — this action cannot be undone.
Share your Check-in Form with Guests
Once your Check-in form is fully configured, assigned to at least one property, and activated, you’re ready to share it with your guests!
Here are some recommended ways to make sure your guests receive and complete the form:
✅ Automated Messages with Tourmie
Include the Online Check-in form in your Tourmie automated guest communications to save time and ensure a smooth arrival process.
Suggested message template:
Subject: Get Ready for Your Stay – Complete Your Online Check-in
Body message:
Hi {{guest_first_name}},
We’re looking forward to welcoming you! To make your arrival as smooth as possible, please take a minute to complete your Online Check-in:
👉 {{online_checkin_form_url}}
By completing it in advance, you’ll get instant access to your personalized Guest Guide with everything you need for your stay — including check-in instructions, directions, Wi-Fi password, parking information, and more.
If you have any questions, we're here to help.
Thank you,
{{host_title}}
📚 Need help? View our step-by-step guide.
✅ QR Code at the Room/Property
Display Tourmie’s QR code in a visible location at your front desk or property/room entrance. Guests can easily scan the code with their smartphone and complete their Online Check-in.
💡 Tip: Place a short message next to the QR code encouraging guests to complete the form, such as: "Please scan to complete your Online Check-in for a smooth arrival experience."
✅ Booking Channels
If your booking platforms (e.g., Airbnb, Booking.com) allow direct messaging or automated message templates, include your Online Check-in form link in your pre-arrival communication.
✅ Personal Messaging Apps
If you communicate with guests directly via WhatsApp, Viber, Messenger, or other apps, simply share the link to the Online Check-in form for easy access.
View & Manage Check-in Submissions
Every time a guest submits their Check-in form, you will receive an email notification. You can also track submissions directly from the Guests page.
View check-in submissions:
Go to the Guests page.
On the Check-ins card, you’ll see a list of your completed Check-in submissions.
Click the Check-in ID to view the details the guest provided during Online Check-in.
Download check-in submissions:
Go to the Guests page.
On the Check-ins card, click the Download icon.
Select the desired date range for your export.
Click Export to download the Check-in submissions as a file.
This makes it easy to access, review, and manage all guest details collected through your Check-in forms — whenever you need them.
Best Practices for Online Check-in
✅ Add only relevant fields to avoid overwhelming guests.
✅ Test your form with the "Preview Form" option to see exactly what guests will experience.
✅ Include upsell services that are most popular or useful for your property.
✅ Promote online check-in early in your communication to make the process smooth for guests.
Frequently Asked Questions
Can I have different forms for different properties?
Can I have different forms for different properties?
Yes, you can create as many Check-in forms as you need and assign them to specific properties. This gives you full flexibility to collect different information or offer different services based on the property type or location.
Can I change the form after it’s active?
Can I change the form after it’s active?
Absolutely. You can edit the form at any time — including fields, guest requests, services, or assigned properties. Changes apply immediately, and guests who open the form after the update will see the latest version.
Will guests see all services or only selected ones?
Will guests see all services or only selected ones?
Guests will only see the services you selected for that specific form.
Do I have to use the guest requests and services?
Do I have to use the guest requests and services?
No, these are optional features — you can use only what suits your property.
Can I duplicate a Check-in form?
Can I duplicate a Check-in form?
Yes, you can easily duplicate an existing form to save time. Go to the Online Check-in page, find the form you want to duplicate, and from the quick actions (⋮), click Duplicate.
Can I hide certain fields for specific properties?
Can I hide certain fields for specific properties?
Absolutely. You can create different forms with different fields for different properties. Simply create a separate Check-in form for each property and customize the fields based on your needs.
How do I know when a guest completes the Check-in form?
How do I know when a guest completes the Check-in form?
You will receive an email notification when a guest submits their Check-in form. You can also track submissions directly from the Guests page, in the "Check-ins" card.
What happens if a guest skips the Check-in form?
What happens if a guest skips the Check-in form?
The form is optional, but we recommend encouraging guests to complete it as early as possible. You can send the Check-in link manually via email, messaging apps, or include it in your automated Tourmie communication.
Can I deactivate a Check-in form temporarily?
Can I deactivate a Check-in form temporarily?
Yes, you can deactivate a form at any time. Go to the Online Check-in page, find the form, and turn off the Active toggle. The form will remain saved but hidden from guests.
What happens if I edit a form after it's shared?
What happens if I edit a form after it's shared?
Any changes to an active form apply immediately. Simply edit the form and save your changes — the updated version will be shown to any guest who opens the link after that.