> For the complete documentation index, see [llms.txt](https://docs.hostelmate.co/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.hostelmate.co/front-desk/self-check-in.md).

# Self Check-In

Guests receive a unique check-in link in their pre-arrival email and can complete the form before they arrive. As a staff member you can send the link manually, monitor whether a guest has submitted, view what they filled in, and access uploaded ID documents — all from the booking.

***

## Sending the Link

1. Open any booking from the calendar or dashboard.
2. Click **Check in Guest** (or **Re-Check In** if the guest has already checked in) to open the Check-In popup.
3. In the popup header, click the **Self Check-In** pill button.
4. A panel opens showing:
   * **QR code** — guest scans with their phone to open the form instantly
   * **Copyable URL** — click **Copy** to copy the link to the clipboard
   * **Send Link to Guest** — emails the unique link directly to the guest's address on file

The Send Link button has a 2-minute cooldown to prevent duplicate emails. After sending it shows **Sent!** and stays disabled.

> The link is also sent automatically in the pre-arrival email. Use the manual send when a guest asks for it again or did not receive the original email.

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## Checking Submission Status

Open the booking and go to the **Logs** tab. If the guest has submitted:

* A **teal "Self Check-In" entry** appears at the top of the log.
* It shows the date and time of submission plus any details the guest provided:
  * **ETA** — estimated arrival time (if your settings collect it)
  * **ID uploaded** badge + **View ID** link — click to open a secure preview of the document (link expires after 1 hour)
  * **Custom answers** — one line per question, label and answer

If the guest has not yet submitted, no Self Check-In log entry appears. You can send the link again from the Check-In popup.

***

## ID Documents

Uploaded ID documents are stored privately. To view one:

1. Go to the **Logs** tab of the booking.
2. Find the teal **Self Check-In** log entry.
3. Click **View ID** next to the ID uploaded badge.
4. The document opens in a new tab. The link is valid for 1 hour.

***

## Check-In Source Indicator

On the **Guests** page, each guest shows how they checked in:

* **Online** — submitted through the self check-in form
* **Desk** — checked in manually at the front desk (or via the Check-In popup)
* No label — not yet checked in

***

## Guest Experience

When a guest opens their link they see:

1. **Property name and stay dates** at the top
2. **House rules** (if configured) — must be read before filling the form
3. The **form fields** enabled in your settings: ETA time picker, ID upload, signature canvas, custom questions
4. **Check-In Instructions** below the form (door codes, parking, directions)
5. A **success screen** after submission showing their booking summary and the Post Check-In Message (Wi-Fi, room number, etc.)

If the guest already submitted, the link shows the success screen instead of the form — they cannot submit twice.

If the stay has ended (more than 2 days past the last night), the link shows an expired message.

***

## Configuring What the Form Collects

All self check-in settings — house rules, instructions, post check-in message, toggles, and custom questions — are managed under **Settings → Self Check-In** in the Finance portal. See [Self Check-In Settings](/finance-management/settings/self-check-in.md) for the full reference.