Live demo

For hotels, resorts and hostels

Hotel check-in system software for mobile, kiosk and front desk

Move arrivals from paper cards and queues to a verified digital workflow: guests confirm details, upload ID, sign and pay a deposit before they reach reception, and your team assigns a ready room and issues the key.

  • Online pre-arrival check-in
  • ID capture and e-signature
  • Deposits and pre-authorisation
  • Room status and PMS sync

Digital arrivals

A check-in system that connects ID, payment and the room

A hotel check-in system is more than a form. It joins identity checks, signed policies, deposits, housekeeping status and the reservation itself, so arrivals are fast and every step is on record. PHPTRAVELS builds this check-in layer as a custom project on its hotel booking core, shaped to your registration rules, payment flow and the PMS or door locks you already use.

  1. Scope your arrival rules, documents and systems with our custom development team
  2. Send a secure pre-arrival link with each confirmed booking
  3. Collect guest details, ID and e-signature, then review them at the desk
  4. Take the deposit and assign a room that housekeeping has marked ready
  5. Issue keys or room instructions and update the check-in status
See the platform demoSee pricing
Booking reference
HTL-48213 · Deluxe king, 3 nights
Lead guest
Maria Lopez, 2 adults
ID document
Passport · uploaded
Deposit
Pre-authorise a hold
Arrival time
Thu 13 Nov, 15:30

Check-in flow

From pre-arrival invite to key in hand

One flow for guests who check in on their phone, at a kiosk or at the desk, so staff follow the same steps for every arrival.

  1. Invite

    The check-in link is emailed a set time before arrival, in the guest's language.

  2. Verify

    Details, ID and signature are collected and flagged for staff review.

  3. Pay

    The deposit, pre-authorisation or balance is processed and recorded on the booking.

  4. Assign

    A room marked ready by housekeeping is matched to the booking.

  5. Arrive

    Keys or instructions are issued and the check-in status is updated everywhere.

Connected systems

Bookings, payments and the PMS in one data flow

Check-in only saves time when guest data, charges and room status move without re-typing.

  • Booking core

    Reservations from your PHPTRAVELS hotel module, booking engine and B2B agents feed the arrivals list.

  • Payment gateways

    Deposits, pre-authorisations and receipts through gateways such as Stripe and PayPal.

  • PMS and door locks

    Room status and check-in state exchanged with your PMS, and keys with smart locks, through their APIs.

See every integration

Front office

Control and records for the front desk

Reception, housekeeping and managers work from the same arrival data, with a trail of who did what.

  • Roles and access

    Reception, housekeeping, night audit and manager accounts with their own permissions.

  • Document review

    Uploaded IDs are checked and approved by staff before the key is issued.

  • Audit log

    Every verification, charge, room change and key issue is logged with user and time.

  • Registration cards

    Signed cards and policy consents generated per stay and kept with the booking.

  • Arrival reports

    Online check-in uptake, pending documents, deposits held and arrivals by hour.

  • Guests in their language

    Check-in pages and emails in 24 languages, including right-to-left scripts.

Compare

Paper registration vs a digital check-in system

Most delays at reception come from re-typing, chasing documents and waiting on rooms. This is what changes.

TaskPaper and manual deskPHPTRAVELS
Guest detailsPaper and manual deskTyped in again at the desk on arrivalPHPTRAVELSConfirmed by the guest before arrival
ID and signaturePaper and manual deskPhotocopies and paper cards in a drawerPHPTRAVELSUploaded, reviewed and stored on the booking
DepositsPaper and manual deskCard taken at the desk, disputes at check-outPHPTRAVELSPre-authorised online with a recorded receipt
Room assignmentPaper and manual deskGuests sent to rooms that are not readyPHPTRAVELSAssigned from rooms housekeeping marked ready
Late arrivalsPaper and manual deskNight staff handle every step by handPHPTRAVELSKiosk or pre-completed online check-in
RecordsPaper and manual deskNo trail of who checked whatPHPTRAVELSAudit log for every step and staff action

Use cases

Check-in for every type of property

  • Hotels and boutique properties

    Shorter queues, cleaner guest records and deposits handled before the guest reaches the desk.

  • Resorts and busy arrival days

    Mobile and kiosk check-in spread peak arrivals so reception is not the bottleneck.

  • Hostels, motels and groups

    Simple flows for group arrivals and bed assignment that still cover ID, payment and signature.

Why PHPTRAVELS

A check-in layer on a booking platform you own

  • Source code included

    Self-hosted under a commercial licence, so your developers can extend every step.

  • Built around your rules

    Documents, deposits and room rules are set for your property and country, not a fixed template.

  • 24 languages

    Check-in pages for international guests in their own language and currency.

  • Bookings and arrivals together

    Reservations, payments and check-in records live in the same admin.

FAQ

Hotel check-in system questions

What hotels, resorts and hostels ask before moving arrivals online.

Talk to sales

Hotel check-in system software digitises arrivals: it collects guest details before arrival, captures ID and signatures, processes deposits, assigns a ready room and updates the check-in status, with a log of every step.

Yes. Guests open a secure link before arrival to confirm details, upload ID, accept policies, sign and pay a deposit. Staff review the documents and hand over the key on arrival.

Yes. The same check-in steps can run on a kiosk or tablet in the lobby for walk-ins, groups and late arrivals, with staff approval where your rules require it.

Deposits, card pre-authorisations and balance payments are processed through your payment gateway and recorded on the booking with a receipt, which reduces disputes at check-out.

Yes, when your PMS and lock systems offer an API. Room status, check-in state and key issue are exchanged with them, and keyless entry depends on the lock hardware you use.

The booking core, hotel module and admin are included in every plan with full source code. The check-in layer is built and configured for your property, documents and systems as a custom project, so contact sales or request a demo to scope it.

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