Automated compliance reporting helps you meet legal obligations by automatically capturing guest check-in details and submitting them to police or government authorities if required by local laws. This feature is available to Little Hotelier customers with Guest Engagement in Italy, Spain, Portugal, Germany, Switzerland, Austria, Croatia, Czech Republic and Columbia.
How to set up automated compliance reporting
Step 1: Configure settings
Go to Guest Engagement > Check-in > Settings.
Select Compliance reporting check-in form and click on the right arrow.
Enter the following details to complete the connection:
Country
Province
City
Fiscal code (optional)
Local authority
Login credentials for local authorities online portal
Click Save changes.
Finally, to ensure the Compliance check-in form is active, return to Check-in > Settings, select the Compliance check-in form, then click Save changes.
Step 2: Language settings
To select which languages you would like to make your Compliance check-in form available in you will need to add additional languages in the general settings menu. If you are already covering all the desired languages, then no changes are required.
Go to Guest Engagement > Settings > General.
Select the languages to configure additional languages.
Notes:
Language settings will impact other parts of Guest Engagement, for example if you make the form available in German, German will also become an option on the Offers page.
If you don't configure translations for Offers, they will remain in your default language.
The Compliance check-in form only supports specific languages: English, Spanish, Italian, German, French, Hungarian, Russian, Czech, Bulgarian, Portuguese, Romanian, Estonian, Polish and Catalan.
Step 3: Check-in emails
Once saved, the new check-in form will appear on your Guest Engagement Concierge page. 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.
1. Go to Communication > Scheduled Messages.
2. Create a new Check-In email.
3. The Check-in Now link in these emails will automatically direct guests to the Compliance check-in form.
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.
How to confirm the check-in form has been sent
Once the Compliance check-in form has been received the Pre-check-in status will be updated to Received on the reservation record in Little Hotelier Front Desk. Once the reservation has been checked-in, the compliance report will be sent automatically to your local authority.
To see a record of whether the compliance report has been sent:
Go to Guest Engagement > find the Guest Profile.
If the Compliance check-in form is active, a new panel will appear to show the status of the compliance check-in form.
To see a record of compliance report details:
Go to Guest Engagement > Check-in > Settings > Compliance reporting check-in form.
Click Documents to view all records submitted to their regulatory authority.
How to update a partially complete check-in form
For guests who only complete part of the check-in form, you will need to update the reservation record in the Little Hotelier Front Desk to complete the details required.
To make updates to a reservation, go to Front Desk > 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.
How to check-in walk-in guests
1. Create a reservation in the Little Hotelier Front Desk.
2. Go to the guest record in Guest Engagement.
3. Click the three dots next to Guest information.
4. Select Check-in form.
5. Complete the form manually to submit the check-in form for the guest.
For properties located in Spain
Properties in Spain are required to submit police reports at the time of booking as well as the time of check-in.
If you have configured the Compliance check-in form in Guest Engagement, the required reservation details will be sent to police authorities directly from Little Hotelier at the time of booking.
Not all required reservation details are mandatory fields at the time of booking. Any incomplete details will be updated with authorities when added to the reservation record.