The guest report, filed for you.
SES.Hospedajes, Mossos d'Esquadra and SIBA receive each stay's data without anyone typing it in.
Online check-in software for vacation rentals.
Your guests register, sign the rental agreement and pay the deposit on their phone before they arrive. UpMarket files the guest report with SES.Hospedajes and sends the door code only once check-in is complete.
- More than 70% of guests complete check-in before they arrive
- The door code goes out only once check-in is complete
- Live within days, not weeks
Booking from your PMS
Claire DuboisPortixol Penthouse · 9–13 Jun · 4 guests
WhatsApp
Hi Claire. We're expecting you at Portixol Penthouse on 9 June. Check in online here and we'll send you the door code.
UpMarket · 7 days before
Check-in complete · 4 travellers registered
Rental agreement signed · deposit held
All set, Claire. The door code is ••••#, valid from 3 pm on 9 June. Arrival instructions attached.
UpMarket · 24 h before
Sent on WhatsApp
Door code sentOnly after check-in was complete
The problem
Forty arrivals, forty doors, and nobody at a front desk.
Chasing ID photos on WhatsApp, meeting guests to hand over keys, taking deposits and typing a guest report for every traveller. Every booking, the same work, and you are not at the door.
23:40
Friday · late arrival
WhatsApp · Portixol PenthouseWe land at 23:40. How do we get in?now
Airbnb · Casa OlivoCan you send the exact address and how to pick up the keys?2 min
Guest registration9 of today's guests still have no ID on file12 min
PaymentsDeposit unpaid · Villa Sol25 min
How it works
How online check-in works in a vacation rental, step by step.
In a holiday apartment or villa, online check-in replaces the key handover: before arriving, the guest registers, signs and pays on their phone, and gets access when everything is complete. It is also called self check-in or automatic check-in. UpMarket is the AI platform that runs guest operations for vacation rental managers, and this is its online check-in software at work, one step at a time. The cards show sample data.
1. The booking arrives and the guest gets the link
UpMarket imports the booking from your PMS and sends the check-in link, seven days before arrival by default: by email, by WhatsApp or, with PMSs such as Avantio, Icnea, Hostify, Hostaway and Guesty, in the guest's own Airbnb or Booking.com thread. You can add one automatic reminder for guests who haven't finished, two days before arrival by default.
Jonas BeckerCasa Olivo · 16–19 Jun
Airbnb
Hi Jonas. Before you travel, please register your group here. It takes a few minutes.
7 days before
5 days later, not completed
Jonas, a reminder: your door code is sent once the online check-in is complete.
2 days before
Sent in the Airbnb thread
2. Every guest scans their ID
No app: the link opens in the phone's browser, and a photo of the passport or European ID card fills in the form. The lead guest adds the others or shares a link so each one registers from their own phone. Check-in can't be submitted until every guest on the booking is registered, and at least one must be an adult. The form is in seven languages.
Portixol Penthouse · TravellersCompleted by the guests
- Claire DuboisPassport · France · born 1987Registered
- Julien DuboisID card · France · born 1985Registered
- Léa DuboisAge 11 · daughter · no document neededRegistered
- Tom DuboisAge 8 · son · no document neededRegistered
4 of 4 guests registered
3. They sign your rental agreement and accept the house rules
Write your rental agreement once, with its translations, and assign it to the properties you choose. The guest signs on screen and UpMarket stores the signed PDF, which you can download from the guests' registration. You can also make guests accept each property's house rules before they finish.
Before arrival · Portixol PenthouseAutomatic
- Rental agreementSigned by Claire DuboisPDF saved
- House rulesNo parties · quiet after 11 pmAccepted
4. Deposit and tourist tax
Choose how you take the security deposit: a hold on the card, a charge at check-in, or a saved card you can charge later. A hold is released automatically after check-out, on the schedule you set, and until then you can keep part of it if there is damage. The tourist tax is worked out for you, per person and night or as a percentage of the booking, with the minimum age and the cap on nights you set. Payments go through Stripe.
Payments · Portixol PenthouseAutomatic
- Security depositHeld on the card€200.00
- Tourist tax2 adults × 4 nights · paid€16.00
- Deposit releaseAutomatic after check-outScheduled
5. The door code arrives, and nobody hands over keys
With smart locks, UpMarket creates a code for each booking, valid from the access time on arrival day to the access end time on departure day. It is sent 24 hours before arrival by default, with your arrival instructions, and only once check-in is complete. If the booking is cancelled, the code is revoked. No smart lock? Send the key-box code or the instructions the same way.
Access · Portixol PenthouseAfter check-in
- Door codeValid 9 Jun 3 pm – 13 Jun 11 amScheduled
- Arrival instructionsSent on WhatsAppSent
6. After arrival, the guest report goes to the authorities
For properties in Spain, UpMarket files the booking report when the booking comes in and the guest report after the guests arrive, both with SES.Hospedajes and under that property's own establishment code. It keeps the reference number with the booking and retries a guest report that fails; one that still fails is flagged in your registrations list and counted in your daily report email. Other authorities are in the guest-registration section below.
Guest report · Portixol PenthouseFiled by UpMarket
- Sent to
- SES.Hospedajes
- Guest report
- 4 travellersFiled
- Booking report
- Filed
- Reference number
- Stored with the booking
Want to see it with one of your properties?
Pick a property and we'll walk its check-in through in a live demo: the link, the signature, the deposit and the door code. You choose the day and time in the calendar.
Your team
What your team sees, without going to a single door.
Most guests finish on their own: more than 70% complete online check-in before they arrive. These are the tools for the ones who don't.
Every arrival, across every property
Each booking shows whether check-in is pending or completed. Filter by arrival date and you know which doors are sorted and which guests still need a nudge.
Arriving tomorrowFrom your PMS
- Claire DuboisPortixol Penthouse · 4 guestsCompleted
- Jonas BeckerCasa Olivo · 2 guestsCompleted
- Ingrid NilssonVilla Sol · 6 guestsPending
- Pablo HerreraCentro 2B · 3 guestsPending
An alert the day before, and no code until it's done
The day before arrival, UpMarket emails you about every booking whose check-in is still pending. Until it is complete, the door code is not sent. You can switch that rule off for a property, but it is on by default.
Alert · Check-in pendingBy email
- Booking
- Villa Sol · No. 51877
- Arrival
- Tomorrow
- Online check-in
- Pending
- Door code
- Not sentOn hold
Each property with its own rules
Rental agreements, deposits and tourist tax are set up once and assigned to the properties you choose. House rules, arrival instructions, locks and SES.Hospedajes codes are set per property.
Villa Sol · Check-in settingsPer property
- Rental agreement
- Villas, 3 nights or more
- Security deposit
- €500 hold
- Tourist tax
- Per person and night
- Lock
- Smart lock · code per booking
Guest questions, answered without you
UpMarket's Virtual Concierge & Automatic Check-in plan comes with the AI virtual concierge: it replies to guests in their language, day or night, and passes your team only what needs a person.
Ingrid NilssonVilla Sol · arriving tomorrow
WhatsApp
Is there parking at the villa?
Yes, there is space for two cars inside the gate. The entrance is on the side street.
UpMarket
Perfect, thank you!
The integration
Automatic check-in connected to your PMS and your locks.
UpMarket integrates with Avantio, Icnea, Hostify, Hostaway, Guesty, Smoobu, Lodgify and KrossBooking, among others. Your PMS stays in charge: UpMarket never touches rates or availability.
| Data | Direction | What happens |
|---|---|---|
| Bookings | From your PMS | New, changed and cancelled bookings arrive with their dates and guests. |
| Airbnb and Booking.com messages | Through your PMS | With Avantio, Icnea, BedLoop, Hostify, Hostaway, Guesty and Smoobu, the check-in link, the arrival instructions and the door code can go in the guest's own Airbnb or Booking.com thread. |
| Guest details | To your PMS | With Avantio, BedLoop, BookiPro, Booking Experts and Host PMS, UpMarket saves the guests' details in the PMS itself. |
| Door codes | To your locks | UpMarket works with Nuki, TTLock, Tedee, Akiles, Yale and Salto KS locks, among others. With a key box or a keypad, it sends the fixed code you store. |
| Deposit and tourist tax | Optional | Held or collected by card through Stripe during check-in. |
Use a different PMS or lock?
Tell us your PMS and what is on your doors, smart locks or key boxes, and we'll tell you how it would connect.
Why UpMarket
Self check-in that finishes the job: registration, agreement, deposit and key.
No registration, no code.
By default the door code is sent only once the booking's online check-in is complete.
Live within days, not weeks.
We connect your PMS and set up check-in with you.
No lock-in.
You can cancel your subscription at any time.
Guest data before arrival
- UpMarket
- ✓
- Handing over keys in person
- —
- A form plus WhatsApp
- ✓
Passport and ID scanning
- UpMarket
- ✓
- Handing over keys in person
- Photo at the door
- A form plus WhatsApp
- Photo on WhatsApp
Rental agreement signed, PDF stored
- UpMarket
- ✓
- Handing over keys in person
- On paper
- A form plus WhatsApp
- —
Automatic filing with SES.Hospedajes
- UpMarket
- ✓
- Handing over keys in person
- By hand
- A form plus WhatsApp
- By hand
Deposit held on the card
- UpMarket
- ✓
- Handing over keys in person
- Cash
- A form plus WhatsApp
- —
Door code only once check-in is complete
- UpMarket
- ✓
- Handing over keys in person
- —
- A form plus WhatsApp
- —
Late arrivals without anyone waiting
- UpMarket
- ✓
- Handing over keys in person
- —
- A form plus WhatsApp
- ✓
Alert if check-in is still pending the day before
- UpMarket
- ✓
- Handing over keys in person
- —
- A form plus WhatsApp
- —
Compare in detail: UpMarket vs Chekin
Customer story
Currently, our automation rate is 87% of communications. Our team is now only responsible for monitoring operations and responding to escalated messages.
- of communications automated
- 87%
- up and running
- Within days
What changes
You handle the exceptions, not every arrival.
Online check-in
70%+
of guests complete online check-in before they arrive, according to UpMarket customer data.
AI concierge
91%
of guest interactions are handled without your team, around the clock.
On the platform
10,000+
properties run their guest operations on UpMarket.
Guest registration
Registering the guests of a holiday rental in Spain: what Royal Decree 933/2021 asks of you and how UpMarket covers it.
Hotels are not the only ones covered: holiday apartments and homes in Spain must also register every traveller and report their data to the Ministry of the Interior through SES.Hospedajes.
| Requirement | Where | How UpMarket handles it |
|---|---|---|
| Each traveller's data | In the form | Name and surnames, sex, date of birth, nationality, document type and number, support number and full address with municipality, plus the lead guest's phone and email. The form won't continue if a required one is missing. |
| Minors | In the form | Under-14s need no document. For under-18s, the form asks for their relationship to the accompanying adult. |
| Each property's codes | In UpMarket | Each property is set up with its own SES.Hospedajes landlord and establishment codes, so every report is filed against the right one. |
| Guest report and booking report | To SES.Hospedajes | Both go out without anyone typing them in. UpMarket keeps the reference number the Ministry returns and tracks the status of each submission. |
| Catalonia, Portugal and Italy | To each authority | If your properties are in Catalonia, UpMarket sends the data to Mossos d'Esquadra. In Portugal it goes to SIBA, and in Italy to Alloggiati Web. |
| If something fails | In your account | UpMarket checks the data before sending it and retries a guest report that fails. One that still fails is flagged in your registrations list and counted in your daily report email. |
Online check-in for vacation rentals, answered.
What rental managers ask before they stop handing over keys.
What is online check-in in a vacation rental?
It is the key handover done online. Before arrival the guest gets a link, registers everyone on the booking, scans their ID, signs the rental agreement and, if you ask, pays the deposit and the tourist tax. Once that is complete, they receive the door code and the arrival instructions. It is also called self check-in or automatic check-in.
How do I check guests in without being there?
With an online check-in and a way in that doesn't need you: a smart lock, a keypad or a key box. UpMarket collects the registration, the signature and the payments before arrival and then sends the door code and your arrival instructions, so a guest who lands at midnight lets themselves in.
How do I automate check-in for Airbnb and Booking.com guests?
Connect your PMS to UpMarket. Bookings from Airbnb, Booking.com and your other channels arrive through it, and each guest gets the check-in link automatically. With PMSs such as Avantio, Icnea, Hostify, Hostaway and Guesty the link, the reminder and the door code can be sent in the guest's own Airbnb or Booking.com thread; otherwise they go by email or WhatsApp.
Is guest registration mandatory for holiday rentals in Spain?
Yes. Under Royal Decree 933/2021, holiday apartments and homes in Spain must register each traveller and report their data to the Ministry of the Interior through SES.Hospedajes. Online check-in is not mandatory in itself; it is a way to collect that data before arrival, without meeting the guest.
What happens if a guest doesn't complete the online check-in?
If you have reminders switched on, they get one, two days before arrival by default, and you get an email the day before if it is still pending. By default UpMarket does not send the door code until check-in is complete. Your team can resend the link from the booking or complete the registration by hand.
Can I take a security deposit?
Yes. You choose between a hold on the guest's card, a charge at check-in, or a saved card you can charge later. A hold is released automatically after check-out, on the schedule you set, and before that you can capture part of it for damage. You can also skip the deposit for the booking channels you choose.
Can guests sign a rental agreement online?
Yes. You write your own rental agreement in UpMarket, add its translations and assign it to the properties you choose, by minimum number of nights if you wish. The guest signs it on screen during check-in and the signed PDF is kept with the guests' registration, where you can download it.
Does the guest have to download an app?
No. Guests open the check-in link in the browser on their phone or computer; there is nothing to install.
Which PMSs does UpMarket integrate with?
UpMarket integrates with Avantio, Icnea, Hostify, Hostaway, Guesty, Smoobu, Lodgify and KrossBooking, among others. With Avantio, BedLoop, BookiPro, Booking Experts and Host PMS it also saves the guests' details in the PMS itself. See the full list on the integrations page.
Which smart locks does it work with, and what if I don't have one?
UpMarket creates door codes on Nuki, TTLock, Tedee, Akiles, Yale and Salto KS locks, among others. Each code is valid for one booking, from the access time on arrival day to the end time on departure day, and is revoked if the booking is cancelled. With a key box or a keypad, UpMarket sends the fixed code you store. More on the digital keys page.
How does UpMarket send the guest report to SES.Hospedajes?
Through the Ministry's web service, with your own credentials. UpMarket files each property's reports under its establishment code and keeps the reference number of every submission. Properties in Catalonia report to Mossos d'Esquadra, properties in Portugal to SIBA and properties in Italy to Alloggiati Web. To get your credentials, see how to enable the SES.Hospedajes web services.
Does it work for many properties with different rules?
Yes. One UpMarket account holds all your properties. Rental agreements, deposit rules and tourist-tax rules are created once and assigned to the properties you choose; house rules, arrival instructions, locks and authority codes are set per property.
Can I offer extra services during check-in?
Yes. Right after the guest submits the check-in, UpMarket shows the services you have set up, at the price you set, for example luggage storage, transfers or early check-in.
How long does it take to set up, and is there a minimum contract?
A few days: we connect your PMS and configure check-in with you. There is no minimum term. Cancel whenever you like and the next billing cycle is not charged.
How much does online check-in software for vacation rentals cost?
UpMarket's prices are public and charged per property, per month. For vacation rentals, online check-in is in the Virtual Concierge & Automatic Check-in plan, which includes the AI virtual concierge. The pricing page has the current prices for your number of properties.
Still have questions?
Contact usWelcome every guest without being at the door.
Your PMS holds the booking. We run the stay. We show you the whole flow in a demo: you pick the day and time in the calendar, with no commitment.