Online check-in for B&Bs and vacation rentals
Guests fill in their details before they arrive, from a PIN-protected link. You check them, approve the check-in, and the key box code reaches them on arrival day without you lifting a finger. The details stay with the booking, so you never copy them twice.
The demo opens straight away, no sign-up. The free trial does not ask for a credit card.
How it works, step by step
- The link goes out with the booking. Among the ready-made automations you can switch on there is a pre-arrival message, two days before check-in, with the link to online registration. Or send it whenever you like with a ready-made reminder, by email or WhatsApp. If a text includes the link but not the PIN, Vezpa adds the PIN next to the link by itself.
- The guest opens the link and enters the PIN. The PIN has 6 characters, with no letters or digits that are easy to mix up on a phone. After 8 wrong attempts the link locks for an hour.
- They fill in each guest's details. If you asked for it, they add a photo of their ID. Until you mark them as arrived they can come back and correct anything.
- You check and approve. On the booking, the "Approve check-in" button confirms the details are in order, even days before arrival.
- The key box code goes out on its own. On arrival day, at the time you chose.
The link closes when you press Check-in on the booking, or the day after check-out if you never do.
ID photo and signature
ID photo
You decide whether to ask for it: not at all, optional or required. Photos are resized, stripped of EXIF data and encrypted; the guest only sees a blurred thumbnail. They are deleted automatically 7 days after departure.
Guest signature
Vezpa does not ask for it in the US. The signature field only appears in the countries where the registration rules include one (Germany, Austria, France and Spain), and even there it is optional.
Key boxes and access codes
If you use a key box or a door with a fixed code, you register each device in Vezpa with its code and the units it opens. The code stays encrypted and is never copied into bookings: it is read when the message is sent, so if you change it the new one goes out.
- The message with the codes is a ready-made automation you switch on: by default it goes out at 8:00 on arrival day.
- It is sent only after you have approved the online check-in. If you approve after that time, it goes out straight away.
- With several devices, the guest gets all the codes in one message, for example "Box 6: 1123, Front door: 9876".
- Each booking receives its codes once.
Your guest data and the authorities
The details guests enter become the guests on the booking, ready for your records and invoices. Vezpa does not send guest data to any authority in the US: automatic reporting to the authorities currently works for Italy and the Czech Republic only.
Online check-in is included in every plan, from $39 a month together with the PMS, the channel manager and the booking engine. Details are on the Pricing page.
Frequently asked questions
How does the guest get the online check-in link?
By message: the pre-arrival automation two days before check-in, or a ready-made message by email or WhatsApp. The link carries a hidden code and the page asks for a 6-character PIN, which always travels with the link.
Why a PIN if there is already a link?
It is extra protection against a forwarded link or one posted in the wrong chat. After 8 wrong PINs the link locks for an hour.
Can the guest correct their details after sending them?
Yes. They can go back to the link and correct them until you mark them as arrived with the Check-in button on the booking. If you never press it, the link closes the day after check-out.
Is the ID photo mandatory?
You decide: not requested, optional or required. Photos are encrypted, the guest only sees a blurred preview, and they are deleted 7 days after departure.
Do guests have to sign?
Not in the Vezpa online check-in in the US. Vezpa only offers a signature in the countries where the registration rules include one (Germany, Austria, France and Spain), and even there it is optional.
When is the key box code sent?
On arrival day, at the time you choose (8:00 by default), and only after you have approved the online check-in. If you approve after that time, the message goes out immediately.
See it working before you decide
The browser demo is a sample property that is already set up: calendar, bookings and channels, ready to explore without creating an account. Full prices for the three plans are on the Pricing page.