Hotel Online Check-In Software That Cuts Queues and Saves Staff Time
HotelBuddy is a web-based hotel check-in system that allows guests to check in before arrival — without downloading an app. They can fill in their personal info, sign digitally, upgrade rooms, add extras, chat with Reception, and make payments while everything syncs automatically with your PMS.
Save Time & Resources
Automate registration cards, payments, and guest info collection. Guests can complete the check-in online in 2-3 minutes and skip all paperwork upon arrival. They can also upgrade their room, book extras, chat with Reception and pay.
50% Less Queues
Hotels using HotelBuddy report up to 50% less front desk workload during busy hours. Guests complete check-in online before arriving at the hotel, reducing peak-time congestion and speeding up the arrival process. Automate registration cards, payments, and guest info collection.
100% Paperless
No more printing registration forms, making passport copies, or issuing paper invoices. HotelBuddy stores everything digitally and securely.
What Guests Say
Take a look at what happy travelers have to say about their experience using web check-in at our partner hotels. With Hotelbuddy, you can elevate guest satisfaction, boost your online reviews, and achieve higher ratings on platforms like Booking.com and Tripadvisor.
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How Hotel Online Check-In Works
The contactless check-in collects guest information and preferences prior to their arrival, allowing them to check-in at their preferred time and place through their smartphones or computers.
HotelBuddy integrates 2-way with your Property Management System (PMS) and sends guests an automated customisable pre-arrival email with an encrypted link via email or text message to a digital check-in form.
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Collects guest details, document info, signature and contact details.
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Offers room upgrades based on real time availability.
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Offers extra services.
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Collects payments if required.
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Checks room status and advises guest when room is ready for check-in.
All data is automatically synced with your hotel’s PMS. Once online check-in is completed, guests receive digital access credentials, such as a Mobile Key, to enter their room without needing to stop at the front desk to collect plastic cards.
QR Kiosk Solution
Hotelbuddy's mobile kiosk check-in is another way how Hotelbuddy enables contactless check-in for hotel guests. This is especially useful if the hotel does not have guest emails where to send them an online check-in invitation.
Upon arrival at the hotel, guests are given the choice to check in at the reception desk or check in on their mobiles using a QR code displayed at the reception area.
By simply scanning the QR code using their mobile devices, guests are connected to the HotelBuddy mobile check-in platform.
Read more on QR Kiosks
What Are The Advantages Of Guest Self Check-In Software?
Self check-in software like HotelBuddy gives hotels:
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Faster arrivals with less queueing
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Lower front desk workload
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More pre-arrival upsells
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Better guest experience
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Higher review scores
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Automated PMS data sync
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Digital records for compliance
FAQ
Online check-in systems for hotels
Hotel online check-in software allows guests to register before arrival using their phone or computer. It replaces paper forms and reception queues with a secure digital process — including registration cards, ID capture, payment, upgrades, and signature collection.
Hotels use Property Management Systems for handling reservations and desk check-in but most don’t offer full-featured contactless check-in out of the box. HotelBuddy adds web-based guest check-in to your existing PMS, so you don’t need to change your PMS to start offering online check-in.
HotelBuddy has 2-way integrations with Oracle Suite 8 (Fidelio), Opera on-premise, Opera Cloud, Infor HMS, MEWS, Hotsoft and Hoteltime. If your PMS is not found in this list contact us to inquire if support for your specific system is scheduled in our roadmap.
Best online check-in systems
The best contactless check-in software is one that’s PMS-compatible, secure, app-free, customizable, easy to use and quick to implement.
There are several options on the market, but not all offer the flexibility hotels need. Some systems are rigid, difficult to adapt to local legal or fiscal requirements, or offer limited branding options. Choose a system that supports your workflows — not one that forces you to change them.
When choosing a solution, look for one that:
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Integrates with your existing PMS
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Supports your region’s compliance needs
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Reflects your brand and guest experience
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Is easy for both guests and staff to use
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Offers features like upselling, payments, and mobile keys
HotelBuddy is cost-effective, fast to deploy, and includes white-label options to match your hotel’s identity.
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Free online check-in systems
Some PMS providers offer limited online check-in features, but full solutions (with ID capture, digital signatures, upselling, or automation) are usually paid.
HotelBuddy starts at €6.00 per room/month, with no setup fees — a cost-effective alternative to developing custom solutions.
Best hotel apps
Most hotel apps require guests to download and install software — which reduces adoption.
HotelBuddy uses web check-in: a secure link sent via email or SMS opens in the browser, so there’s no app download, no friction, and higher usage.Contactless check in for luxury hotels
Yes. Contactless check-in can enhance, not replace, high-end service. With HotelBuddy, luxury hotels can personalize pre-arrival messages, offer curated upgrades, and provide a seamless digital experience — all without losing their brand touch.
Instead of replacing personal service, contactless check-in frees up staff to provide a warm, attentive welcome. While technology handles admin tasks, your team can focus entirely on delivering memorable first impressions — just as guests expect at high-end hotels.
Guest Data Safety
Hotelbuddy online check-in uses encrypted URLs and secure payment gateways. Guest data is stored digitally, ensuring privacy and reducing reliance on paper archives.
Improving guest arrival experience
Use mobile check-in software like HotelBuddy to let guests check in on their own time. Automate data collection, payments, and upgrades — and give staff more time to welcome guests personally. The result? Happier guests, faster check-ins, and fewer errors.
HotelBuddy automatically retrieves guest and reservation information from your PMS and sends out personalized welcome emails. These emails include a link to the self-service portal, where guests can:
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Complete the registration card and provide details of all accompanying guests
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Provide a signature and agree to your terms & conditions
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Share estimated arrival times, and other important information
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Book room upgrades and extra services
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Provide the billing information and make secure online payments
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Benefits of online check-in
Guests can use their own devices to complete the check-in process before arriving at the hotel. The procedure is user-friendly and designed for all age groups, including those less tech-savvy.
Online check-in allows guests to check in at their convenience and learn about your hotel’s services at their own pace, without feeling rushed.
This also improves guest satisfaction and can boost revenue through simultaneous service offerings during the check-in process.
With deep integration into your PMS, high automation, and an intuitive web-based solution, we achieve high conversion rates, reducing stress for both guests and staff. Your staff can focus on delivering a warm, personalized welcome rather than handling administrative tasks.
Automatic check-in invitations
Guests who provide an email address or phone number will receive automated welcome messages via email or SMS. These messages include a link to the self-service portal, giving them access before their stay begins.
Check-in links for Booking.com clients
Yes. HotelBuddy automatically sends check-in invitations to OTA guests, as long as the OTA provides a unique guest email (e.g. Booking.com alias emails). No manual outreach is needed.
No-download web-app
No, HotelBuddy solution is entirely web-based, so no app downloads are required.
Registration card information collected
During the check-in process, we typically collect:
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Guest names,
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Date of birth,
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Citizenship,
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Address and contact details,
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Document information (if required),
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Guest confirmation of terms & conditions & signature (optional),
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Arrival time,
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Car plate number, and
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Purpose of travel.
Guests can also share special requests, which are promptly communicated to your team.
Additionally, we can further customize the registration process to meet your specific requirements.
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Room upsells and extra service sales
Absolutely. HotelBuddy’s system allows you to upsell room upgrades and extra services in real-time. It automatically checks availability in your PMS and offers last-minute deals, enabling you to enhance guest experiences while increasing revenue.
Read more on Room Upselling and Extra Service Sales
