A key box is not a guest register
Apartments, cottages, and hotels with late-night arrivals all have the same obligation: you must know who stayed with you. When you don’t see the guest, the paper registration form on the counter remains blank, and in the morning you add the name from the booking portal, which looks different on the document.
Legal guest records aren’t a selfie for your gallery. They’re details you can verify: identity, address, nationality, purpose and length of stay, and signature. Stick to the exact requirements outlined in the current regulations for your establishment—not a template from the internet.
What the check-in process handles before the guest arrives
Online check-in sends the guest a reservation form. They fill in their ID card or passport, visa if necessary, address, country, purpose of stay, arrival, and departure. The signature remains with the record, not on a piece of paper that no one will file away.
The same data is used to generate the guest register and statistical report. You don’t have to transcribe guest information into a second spreadsheet on Sunday evening when you need to submit the report.
- Document details linked to a specific reservation and room
- Guest’s signature saved at check-in
- Guest register export for domestic and foreign guests
- Statistical report based on actual stays, not estimates
What this does not replace
The form is not a border control check and does not constitute a legal opinion. It is a way to obtain the data required by regulations from the accommodation provider even when you do not meet the guest in person. If any information is missing, the guest will fill it in during check-in before you give them the PIN form for their room.
