Sending Check-in Invites
Send your guests a digital check-in invite before they arrive. The guest receives an email with a link to a check-in form where they can fill in their details -- saving you time at arrival and ensuring you have all the information you need.
How to send a check-in invite
- Open a booking from the calendar or the booking list.
- On the booking detail page, click the "Send Check-in Invite" button.
- An email is sent to the guest's email address on file.
- The guest receives a link to the digital check-in form.
TIP
Make sure the guest's email address is filled in on the booking before sending the invite. Without a valid email, the invite cannot be delivered.
What the guest sees
When the guest clicks the link in the email, they are taken to a check-in form where they can enter:
- Full name and contact details
- ID or passport information (if required by your check-in settings)
- Number of guests and their details
- Expected arrival time
- Any other fields you have configured in your check-in settings
Once the guest submits the form, their information appears on the booking detail page in hejGuide.
Copying the check-in link
If you prefer to send the check-in link through a different channel (e.g., WhatsApp, SMS, or a messaging platform), you can copy the link directly:
- Open the booking.
- Click "Copy Check-in Link" (or find the link in the booking details).
- Paste the link into your preferred messaging app and send it to the guest.
This is especially useful for guests who booked through Booking.com or Airbnb, where you may already be communicating through the platform's messaging system.
When to send the invite
A good time to send the check-in invite is a few days before arrival. This gives the guest enough time to complete the form at their convenience, while the trip is fresh on their mind.
TIP
You can automate check-in invites using Automated Emails. Set up a trigger to send the check-in invite automatically a certain number of days before check-in, so you never have to remember to send it manually.
Checking the status
After sending the invite, you can see whether the guest has completed the check-in form:
- Invite sent -- The email was sent but the guest has not yet filled in the form.
- Check-in completed -- The guest has submitted their details.
This status is visible on the booking detail page.
WARNING
If a guest reports they did not receive the email, ask them to check their spam or junk folder. You can also resend the invite or share the check-in link directly.