What is Fast Check-in?
Fast Check-in is an in-house solution, integrated into all your bookings, designed to save you a significant amount of time during guest registration and subsequent submission to Ses.Hospedajes, Mossos d'Esquadra and Ertzaintza.
📌 The Fast Check-in tool is available in all our Advanced, Premium, Leader, Standard, and Pro plans. If you have a Basic plan and want to try it, we offer one free month of any higher-tier plan with no commitment.
To facilitate its management, we provide the following features.
Automated Check-in
You can streamline check-in by requesting your travelers to enter their information prior to arrival, either automatically or manually. This allows you to quickly verify their identity on the check-in day, avoiding unnecessary waiting for your guests.
Traveler Check-in Forms
Check-in forms for each guest are automatically generated. You can print them, save them as PDFs, or receive them via email at your chosen address.
Digital Signature
Printed forms are no longer required to obtain signatures. Guests can easily sign digitally from their mobile, tablet, or PC.
Submission to Authorities
Traveler information completed in the Fast Check-in form will be automatically sent to Ses.Hospedajes, Mossos d'Esquadra and Ertzaintza.
Document Scanner
To expedite entering traveler information, you can scan identity documents quickly and easily. This feature is available in our Pro plan.
How to Configure Fast Check-in
Go to: Accommodations > My Accommodations. Once you select the accommodation, the Fast Check-in tab will appear at the top right.
To request guest information, you can choose from several options:
First, configure the notification for the primary guest. Choose how to request the required information: either create a custom email or use AvaiBook’s predefined notifications.
Custom: It is recommended to automate sending the check-in notification to the primary guest via a personalized email. Include the direct link to the check-in using the parameter
(#enlace_fastcheckin#). You can schedule it for a specific time, adapting the message and sending rules as needed.Predefined: For all bookings, AvaiBook will automatically send an email to the primary guest to complete the check-in. This predefined email cannot be edited. Guests will receive up to three reminders: 10, 5, and 2 days before check-in.
Next, you can decide how guest information will be sent to Ses.Hospedajes, Mossos d'Esquadra, and Ertzaintza:
Manual: Access each booking and manually send guest information.
Semi-Automatic: The system will automatically send information of registered guests on bookings marked as "Guest Registration Completed" on check-in day. Remember, marking "Guest Registration Completed" is a manual action for each booking.
Automatic: At the end of the day, the system automatically sends information for all bookings that started. Always review guest information beforehand.
Providing Required Authority Data
If you need to send data to Ses.Hospedajes, select this authority and configure:
Username
Ses.Hospedajes access password
Landlord code
Accommodation code
Minimum registration age
If you need to send data to Mossos d'Esquadra or Ertzaintza, select the authority and configure:
Username
Mossos d'Esquadra / Ertzaintza access password
Accommodation code
File number
Form number
Minimum registration age
⚠️ According to Royal Decree 933/2021, all guests must be registered regardless of age. Therefore, in the "Minimum registration age" field, indicate ZERO.
How to Perform and Manage a Check-in
Verify that guest information is completed and correct. To edit, click the pencil icon next to each guest.
Guests can sign each of their forms digitally. Click the pencil icon to enable editing.
If the pencil icon is greyed out, first uncheck "Guest Registration Completed." Accept the system prompt; the pencil icon will turn green and you can edit guest data.
Guests can sign digitally during registration or via mobile/tablet. Signatures can be saved as PDFs, emailed, and printed.
Remember to mark Guest Registration Completed once all guest information is collected.
You will then receive a copy of the check-in forms (if "receive email" was configured) and see the completed status in the bookings list with a green check. Pending forms will show a sand clock icon. You can also review submission status in the "Traveler Form" column.
If automatic submission was not configured, you can also send manually or download the form for submission to the relevant authority. After sending manually, mark “Mark registration as completed” so the system recognizes it has been submitted.
How Travelers Complete the Check-in Form
Guests receive an email link to complete check-in digitally. All guests must fill and sign the form, which varies depending on the authority. Progress can be saved and completed later. Guests can edit their data through the same link. You will receive a notification when registration is completed.
The form is available in all system-supported languages. The language used depends on the one received with the booking.
Scanning Traveler Documents
The identity document scanner allows automatic extraction of guest data for faster check-in. Available in the Pro plan.
From the web version, open the booking, click the suitcase icon (Fast Check-in), and select Add Guest.
Select Scan Document
Choose the document type
Allow camera access if prompted
For MRZ codes, align the document or passport with the camera. Use a neutral background and good lighting. Press the center button to start scanning.
Apple users are recommended to use Safari for this functionality.