In short: digital check-in lets guests complete arrival formalities before or on arrival from a smartphone, cutting the queue at reception. You can start with online data collection and go all the way to room access.
What digital check-in is
Digital check-in lets guests complete (fully or partly) the arrival formalities before or at check-in using a smartphone or kiosk, reducing waiting times at reception and freeing staff for higher-value work.
The possible levels of digitalisation
Options range from minimal (filling in personal details online before arrival, with document checks still on site) to complete (room access via code or app, with no physical step at reception). The choice depends on the type of property and the service level you want.
Indicative costs to expect
Basic digital pre-check-in solutions have modest fees, often built into the hotel software you already use. More advanced solutions with smart locks and fully autonomous access require an initial hardware investment per room, on top of the software fee.
Legal reporting duties still apply
Even with digital check-in, the legal obligation to report guest data to the authorities remains (in Italy, through the Alloggiati Web portal within 24 hours). A good digital check-in system should simplify collecting the required data, not remove this duty. Check the rules in your country with a consultant.
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When it pays off and when it does not
Digital check-in makes most sense in properties with high volumes or very long arrival windows (where staff cannot always be present). In a small family-run B&B, an in-person check-in is often part of the value guests perceive, and should be weighed carefully before automating it completely.
The impact on reception staff
Digital check-in does not necessarily remove the need for reception staff, but it changes their role: less time on repetitive formalities, more time for assistance, tailored tips and special requests. This change should be explained well to the team so it is welcomed rather than seen as a threat.
A hybrid approach often works best
Many successful properties offer digital check-in as a fast option for those who prefer it, while keeping a personal welcome for guests who want traditional human contact, leaving the choice to the guest instead of imposing one model on everyone.
Frequently asked questions
Do I still have to verify documents?
The rules depend on the property and local law: check with a consultant.
How much does it cost?
It depends on the level you choose: ask for a complete quote.
Can it also collect the tourist tax?
Yes, it can collect that too, where applicable.
How can I try it?
With a 14-day free trial. See the page for hotels and B&Bs.
What to do today in 3 steps
- List the formalities you do by hand.
- Choose the level of digitalisation.
- Test with 3 guests.
