How to Configure Online Pre-registration

By the end of this training article you will be able to:

• Set up the core configuration for online check-in
• Set your imagery and colour palette
• Set your wording
• Understand optional fields
• Create notification emails
• Understand the ways in which you can send this out
• Understand how this is displayed in HART

Online check-in or pre-registration is a feature of HART Engines which allows guests to register their details ahead of their stay, add any sharer guest details, view the itinerary for the stay and tokenise a card on the profile ahead of arrival. 

There are two options with this engine. 

1. Used as pre-registration and sent out well ahead of the guest's stay

2. Used as an online check-in facility where the email is sent out on the day and the guest is checked in.

You will need to contact us ahead of setting this up so we can make the necessary things active on your plan. 

Setting up core configuration

In Cloud Reservations, navigate to Reservations > Bookings > Online Check-In> Configuration.

• Unit: This will only show if you have units at your property
• Redirect URL: The location you would like guests to return to once they have completed the registration
• Enable: Check-In: Ticked if you using this as check-in, not pre-registration
• Notification Email:  Put in here the hotel email where you would like notifications to go to if enabled
• Enable Notifications: Toggles on and off internal email notifications
• Enable Tokenisation: Tick if you would like to tokenise the guest card as part of the check-in process. Note, you must have an integrated 3DS secure gateway for this to work.

Setting up colours & images

On the same screen, click on the Colours tab. Click in each cell and select the hex code or pick from the colour wheel to match your branding.

When this is complete, press on the Image button and upload the image which will show on the screen.

You will now be able to view your engine.

Set your text up

Click on the Texts tab and complete the boxes accordingly.

• Welcome Text: The wording on the initial page of the engine
• Sharer Guest Text: Shows on the second page above the sharer details
• Terms & Conditions: Shows on the final page underneath the guest signature
• Additional Rate Text: Used if you wish to add any text to show underneath the rate total

Optional Fields

You have the ability to pick and choose between a number of optional fields the guest can fill in during the registration process.

Navigate to Reservations > Bookings > Online Check-in> Additional Fields

Add a new entry.

• Order: the order you would like these to appear on the form
• PMS Field: select from the drop-down list which PMS field you would like to add
• Label Text: free type the text you would like to show next to this field
• Required: tick the box if you would like this field to be mandatory for the guest. 

Save your changes.

Create your notification emails

Navigate to Hotel > Templates > Check-In Confirmation. 

This is the confirmation the guest will receive upon successful completion. 

Next, select Check In Hotel Confirmation. This is the one you would receive internally if a guest completes a booking. 

The following smart tags can be used on these confirmations. 

$$Title$$ 

$$FirstName$$

$$Surname$$ 

$$ID$$

Sending the pre-registration engine out

You can insert a link in your booking confirmations or pre-arrival emails to direct people to complete registration online. 

The link would be as follows (you will need to know your Cloud Res hotel domain)

https://hoteldomain.cloud-reservations.net/preregistration?reservationID=$$ID$$&surname=$$Surname$$

How pre-registered guests show in HART

In HART, the fact that a guest is registered already is shown in two ways. 

On the arrival screen, you will see a fuchsia highlight around the room field, and in the booking, there will be a note and the pre-registration box will be ticked.