Are you wondering about how you can e-mail an invoice to your guest? Are you thinking about how you would find and print a reservation’s guest registration form before they check in?
In this article, we will answer these questions and also tell you everything you will need to know about what you can print or e-mail within a reservation, including the following:
Guest registration forms
Booking summaries
Booking confirmation e-mail
💡 Find the Print and E-mail buttons at the bottom right of your reservation details window, when you open a reservation.
Guest registration form
What is a registration form?
A registration form is a formal proof that a guest has booked a particular room on specific dates and that the property is committing to provide that room to the guest on these agreed dates.
⚠️ Please check your local laws as some regions might require registration forms signed by each of the guests.
To help you expedite the check-in process, Little Hotelier fills in all the fields completed by the guest at the time of the booking on the registration form so that the guest doesn’t need to fill them in again. This way, the guest just needs to fill in anything that wasn’t asked during the booking process, verify the information, and sign.
💡 The registration form is automatically generated and cannot be customised.
➕ If some of the details of the registration form are incorrect, you can edit the information on the registration form by doing the following steps:
Change the Primary contact details on the reservation.
Save the changes.
Print the registration form again.
What kind of information is included in a registration form?
Date and time the registration form was printed.
Data from the property:
Name
Address
Tax number
Phone number
E-mail
Terms and conditions
Data from the reservation:
Arrival date
Departure date
Reservation number
Room number/name
Rate plan
Room type
Reservation total
Deposit
Data from the guest:
First name
Last name
Address
City
State
Zip / Postal code
Country
Nationality
Telephone
E-mail
Arrival time
Onward destination
Passport / ID number
Purpose of visit
Vehicle registration
Additional notes
Guest signature
GDPR consent
How can I print a registration form for a reservation?
You can print a registration form from within a reservation:
Locate the reservation on the Calendar or Reservations page.
Click on the reservation so that the summary pop-up appears.
Click on Print.
Select Registration form from the drop-down menu.
A new window will open for you to print the registration form.
Click on Print to confirm.
💡If you wish to save paper, you can save the registration form as a PDF on your computer by selecting Save as a PDF. If your local authorities accept digital signatures, your guests could sign digitally on the PDF itself.
How can I print multiple registration forms for various reservations?
If you have multiple check-ins, you may want to print a registration form for each of them. Instead of going to each reservation and doing it one by one, you can print multiple forms from the Check-in report.
Go to the Reports page.
Click on the Check-in tab.
Enter a date range for your check-ins on the Date from and Date to fields.
💡If you want, you can select a date range of up to two weeks.Click on Run report.
Below the results, click on Print registration forms.
A new window will open for you to print.
Click on Print to confirm.
💡If you wish to save paper, you can save the registration form as a PDF on your computer by selecting Save as a PDF. If your local authorities accept digital signatures, your guests could sign digitally on the PDF itself.
Booking summary
What is a booking summary?
Like the invoice (or taxable invoice), the booking summary displays the total charges against the booking, including taxable and non-taxable items, as well as payment terms.
What kind of information is included in a booking summary?
It has the same information as an invoice, except that the "Invoice" title is replaced with "Booking summary", and there are no invoice number and invoice date fields. A booking summary will have similar fields to those in an invoice.
⚠️ The booking summary e-mail is not customisable.
➕ If some of the information is incorrect, you can edit a booking summary by doing the following:
Change the reservation details.
Save the changes.
Print/E-mail the booking summary again.
How can I print or e-mail a booking summary?
You can print a booking summary from within a reservation by following these steps:
Locate the reservation on the Calendar page or the Reservations page.
Click on the reservation so that the summary pop-up appears.
Click on Print or E-mail.
Select Summary from the drop-down menu.
If you selected Print, a new window will open for you to print the booking summary. Click on Print to confirm.
💡If you want, you can also save the booking summary as a PDF on your computer by selecting Save as a PDF.If you selected E-mail, the booking summary will now be sent to the Primary contact e-mail address.
Booking confirmation
What is a booking confirmation?
The default booking confirmation e-mail includes the booking summary and terms and conditions.
💡You can customise its header and footer texts and images for it to include anything else you want.
How can I e-mail a booking confirmation?
A registration form is a formal proof that a guest has booked a particular room on specific dates and that the property is committing to provide that room to the guest on these agreed dates.
⚠️ Reservations created manually in Little Hotelier require you to send the booking confirmation e-mail to the guests manually.
You can e-mail a booking summary from within a reservation by doing the following:
Locate the reservation on the Calendar page or the Reservations page.
Click on the reservation so that the summary pop-up appears.
Click on E-mail.
Select Confirmation from the drop-down menu. The booking confirmation will now be sent to the Primary contact e-mail address.
💡When sending a booking confirmation e-mail to your guests, you will also receive a booking summary e-mail in your property’s booking confirmation e-mail address.