Automated compliance reporting streamlines legal obligations by capturing and submitting guest check-in details to authorities as required by local laws.
This feature is available for Little Hoteliers with Guest Engagement in Italy, Spain, Portugal, Germany, Switzerland, Austria, Croatia, Czech Republic, and Colombia.
Notes: Properties in Spain are required to submit police reports at the time of booking and check-in. If the compliance check-in form is configured, Little Hotelier sends reservation details to authorities at booking. Incomplete booking details will be updated with authorities when added to the reservation record.
Set up automated compliance reporting
Step 1: Activation
Go to Guest Engagement > Check-in > Settings.
Select Compliance reporting check-in form and save.
Enter the following details:
Country
Province
City
Fiscal code (optional)
Local authority
Login credentials for local authorities online portal
Click Save changes.
Return to Check-in > Settings, select Compliance check-in form and click Save changes to activate the form.
Step 2: Language settings
Select languages you would like to make your compliance check-in form available in.
Add any additional languages in Guest Engagement > Settings > General.
If your desired languages are already set, no action is needed.
The compliance check-in form only supports specific languages: English, Spanish, Italian, German, French, Hungarian, Russian, Czech, Bulgarian, Portuguese, Romanian, Estonian, Polish and Catalan.
Changing language settings affects other Guest Engagement features. For example, enabling the form in German will also make it an option on the Offers page. Offers without German translations will be displayed in your default language.
Step 3: Check-in emails
The check-in form appears on the Guest Engagement Concierge page after saving.
Send guests a pre-arrival check-in email to prompt them to complete the form.
Go to Communication > Scheduled Messages to create a new Check-In email.
The Check-in Now link directs guests to the Compliance check-in form.
To capture guests details through this form you will need to prompt guests to complete submit the form by sending them a pre-arrival check-in email.
Notes:
The fields in the Compliance check-in form are predefined to ensure they align with the information required by local authorities.
To test the form you can send a test check-in email and follow the Check-in now link to the Concierge page.
How to view guest details
All guest details submitted through the pre-arrival check-in form are stored under the Check-in tab on the Guest profile in Guest Engagement. This includes both primary guest details and any additional travellers.
Confirming the check-in form has been sent
When the Compliance check-in form is received, the Pre-check-in status in Little Hotelier will change to Received.
The compliance report is sent to the authority automatically after check-in.
To see the compliance report status:
Go to Guest Engagement and find the Guest Profile.
A new panel will show the status.
Understanding compliance check-in statuses
Synchronized: Reservation info submitted to local authority.
Updated: Status change from local authority.
Scheduled: Processing will begin soon.
In progress: Currently being processed.
Done: Check-in info successfully sent to authorities.
Failed: Sending error.
Deleted: Registration deleted, no further action.
Updating partially completed forms
Update the reservation record in Little Hotelier to complete partially filled check-in forms.
Submitted check-in forms cannot be resubmitted. Changes in Little Hotelier update Chekin and the authority.
For guests who only complete part of the check-in form, you will need to update the reservation record in Little Hotelier to complete the details required.
To make updates to a reservation, go to Calendar > find and open the reservation > make any necessary updates > Save.
Note: Once a check-in form has been submitted it cannot be resubmitted. However, any changes made to the reservation in Little Hotelier will be automatically sent to Chekin and will be updated with the relevant authority.
Viewing compliance report details
Go to Guest Engagement > Check-in > Settings > Compliance reporting check-in form.
Click Documents to see all records sent to the authorities.
Check-in for walk-in guests
Create a reservation in Little Hotelier.
Go to the guest record in Guest Engagement.
Click the three dots next to Guest information.
Select Check-in form.
Manually complete and submit the form.