How to Automate Guest Arrivals, Reduce Costs & Improve Satisfaction
Introduction: The Check-In Bottleneck is Costing Your Hotel
Every hotelier knows the front desk is under constant pressure.
Guests arrive all at once, staff juggle check-ins with other demands, and even the most efficient team struggles to keep up—especially during peak hours.
The result?
❌ Long wait times → Leads to lower guest satisfaction
❌ Overworked staff → Reduces service quality & increases turnover
❌ Missed revenue opportunities → Early check-ins, late check-outs & upsells go unmonetized
And it’s not just a staffing issue. Guests today expect the same seamless, digital experience they get from airlines, ride-sharing apps, and mobile banking.
The Rise of Check-In Software for Hotels
Recent studies highlight a significant shift in guest preferences:
- Nearly 80% of travelers prefer hotels with a completely automated front desk or self-service
- Approximately 73% of travelers are more likely to choose hotels offering self-service technology options, such as mobile check-ins and keyless room entry.
This is why check-in software is no longer an option—it’s a necessity.
Let’s explore what it is, how it works, and how the right solution can transform your hotel operations.
What is Check-In Software for Hotels?
Check-in software automates the guest arrival process, allowing hotels to replace manual, front-desk check-ins with a fast, seamless digital experience.
With the right system, guests can:
✅ Check in remotely before arrival via mobile or web
✅ Scan their ID/passport for instant verification
✅ Receive digital room access (smart lock or PIN code)
✅ Skip the front desk entirely for a hassle-free arrival
For hoteliers, this means:
✔️ No more front desk queues
✔️ Lower staffing costs (fewer manual check-ins)
✔️ Faster, more efficient operations
✔️ Higher revenue (paid early check-in, upsells)
But not all check-in software is built the same. Before choosing a solution, let’s look at the key features every hotel should consider.
Top Features of the Best Hotel Check-In Software
To ensure you select the right check-in software, look for these essential features:
1. Contactless Check-In
- Guests can complete check-in via mobile apps or web links.
- Reduces front desk congestion and improves hygiene compliance.
2. ID & Passport Scanning
- Automates the guest verification process, ensuring compliance with regulations.
- Integrates with government databases for real-time validation.
3. PMS (Property Management System) Integration
- Synchronizes reservation data, room availability, and guest preferences.
- Eliminates double bookings and streamlines operations.
4. Digital Room Key & Smart Locks
- Generates secure access codes or mobile keys.
- Enhances security while eliminating physical key dependencies.
5. Automated Guest Communication
- Sends check-in confirmations, reminders, and key instructions via WhatsApp, SMS, or email.
- AI-powered chatbots provide instant responses to guest inquiries.
6. Payment Processing
- Allows guests to settle deposits, incidental charges, and checkout payments seamlessly.
- Integrates with Stripe, PayPal, or hotel-specific payment gateways.
7. Upselling & Personalization
- Recommends early check-in, late checkout, or room upgrades.
- Uses AI to personalize offers based on past guest preferences.
How to Choose the Right Check-In Software for Your Hotel
1. Guest Experience: Does it meet modern traveler expectations?
☐ Can guests check in via their mobile device (no app required)?
☐ Does it automate ID verification or require manual approval?
☐ Can guests receive digital keys or PINs without staff intervention?
☐ Does it integrate with WhatsApp, SMS, or email for instant communication?
2. Operational Efficiency: Will it reduce workload for staff?
☐ Does it fully integrate with our PMS, avoiding duplicate data entry?
☐ Does it work with smart locks to eliminate key handovers?
☐ Can it automate payments (deposits, upsells, city tax)?
3. Revenue & Growth: Can it increase revenue per guest?
☐ Does it offer built-in upsells like early check-in or late check-out?
☐ Can it personalize recommendations based on guest behavior?
☐ Does it provide analytics to track revenue impact?
Best Practices for Seamless Hotel Check-In Automation
💡Offer mobile check-in without forcing an app download
💡 Use AI-powered ID verification to avoid manual approval delays
💡 Ensure real-time PMS sync to prevent overbookings or access issues
💡 Automate upselling opportunities (early check-in, late check-out, services)
Avoid These Mistakes When Choosing a Check-In Solution
🚨 Hidden Manual Steps – Some check-in tools still require manual ID verification or manual room access approvals. This defeats the purpose of automation.
🚨 Lack of PMS Sync – If the software doesn’t fully integrate with your PMS, it creates more work instead of less.
🚨 No Smart Lock Integration – Some systems don’t support digital keys, meaning staff still need to hand out keycards or codes.
🚨 Missed Upsell Opportunities – If check-in software only automates check-in but doesn’t increase revenue, you’re leaving money on the table.
Benefits of Using Hotel Check-In Software
✔ Reduced Check-In Time: Guests check in within minutes, improving satisfaction.
✔ Lower Staffing Costs: Automation reduces the need for 24/7 front desk coverage.
✔ Enhanced Security: Digital ID verification prevents fraud.
✔ Higher Revenue: Upsell opportunities increase bookings for upgrades and services.
✔ Compliance Made Easy: Automated guest registration ensures legal compliance in regions like the EU and UK.
Why UpMarket is the Best Check-In Solution for Hotels
💡 Most solutions offer some of these features. Few provide all. Some provide a basic online check-in flow, but still require manual intervention for ID verification or room access. Others lack integration with smart locks, messaging tools, or upselling features, limiting their impact.
UpMarket is different.
💡 UpMarket isn’t just a check-in system—it’s a full guest experience automation platform.
Here’s how we go beyond traditional check-in solutions:
🔹 Fully Automated, No Staff Involvement Needed
Most check-in systems still require manual approvals for ID verification or room access. UpMarket is 100% automated.
- AI-powered ID verification instantly scans and approves guest passports.
- Smart lock integration automatically generates PIN codes or digital keys.
- PMS sync ensures real-time check-in updates—no manual entry needed.
Result? Guests never have to wait, and staff are freed from routine admin work.
🔹 Smart Lock & Access Code Integration (No Need for Keycards!)
Unlike many check-in systems that still rely on physical key handovers, UpMarket integrates with:
✔️ Nuki, Salto, and other leading smart locks
✔️ Automatic code generation (PINs activate at check-in & expire at check-out)
✔️ Full PMS sync → No mismatched reservations or access issues
💡 No lost keys. No manual key handovers. No late-night staffing issues.
🔹 The Only Check-In Solution with Built-In WhatsApp Messaging
Most check-in systems stop at online check-in—but guest experience doesn’t.
With UpMarket:
- Guests receive instant check-in links via WhatsApp or SMS
- AI-powered messaging answers guest questions (e.g., “Where’s my room?”)
- No extra apps needed—guests check in & communicate from their phone’s native messaging app
💡 This isn’t just convenient—it’s what guests already expect.
🔹 Turn Check-In into a Revenue Generator
Most solutions focus on automation, not monetization.
UpMarket is designed to increase revenue per guest:
💰 Upsell early check-in & late check-out (automatically offered during check-in)
💰 Promote room upgrades (AI-powered recommendations based on availability)
💰 Sell additional services (e.g., airport transfers, breakfast, tours)
Hotels using UpMarket see up to 15% more ancillary revenue from upsells. One boutique hotel in Spain increased its average revenue per booking by 20 euros using UpMarket’s automated upsells.
4. How Easy is It to Implement UpMarket?
One of the biggest fears hoteliers have is disrupting operations when switching to a new system.
💡 UpMarket is built for easy adoption, with zero IT hassle.
🚀 Step 1: Connect Your PMS → UpMarket integrates seamlessly with your existing booking system.
🚀 Step 2: Set Up Smart Locks (if applicable) → Works with Nuki, Salto, and other leading brands.
🚀 Step 3: Customize Guest Messaging → Choose how & when guests receive check-in links (WhatsApp, SMS, Email).
🚀 Step 4: Start Automating Check-Ins! → Guests now check in, verify ID, and receive access without staff intervention.
Final Thoughts: The Future of Hotel Check-In
If your hotel wants to:
✔️ Eliminate front desk bottlenecks
✔️ Reduce staffing costs
✔️ Improve guest satisfaction
✔️ Boost revenue with upsells
🚀 UpMarket is the easiest way to automate check-ins, integrate smart locks, and generate more revenue—all while reducing staff workload.
💡 Want to see it in action?
Book a Free Demo Today
