Roommatik Online Check-in
Online check-in for hotels
Your guest completes check-in before arrival: they scan their ID, sign and pay from their own phone. On arrival, they just pick up the key.
We show you the full flow, tailored to your operation. No obligation.
Arrival sets the first impression
After a long journey, the last thing a guest wants is to queue at the front desk while someone types their passport in by hand.
For the hotel, every arrival squeezes the whole administrative workload into a few minutes: copying data, printing the registration card, collecting signatures, charging outstanding amounts. And at peak times, that routine multiplies with every room that arrives.
The result is familiar: queues at reception, data with transcription errors and a first impression that suffers exactly when it matters most.
With Roommatik online check-in, registration is done before the guest walks through the door: you receive complete, verified data, and they collect their key with no waiting.
What it is
What is online check-in?
Online check-in — also known as pre check-in — lets the guest complete their registration before reaching the hotel. After booking, they receive a link where they scan their ID document, sign the guest registration card and pay any outstanding amount, all from their own phone and whenever suits them. It replaces the form-filling and card-typing of a traditional arrival with a single guided flow that takes a few minutes.
For the hotel, it means receiving every arrival with the work already done: guest data arrives complete, the registration card is signed and payment is settled. For the guest, it means an arrival without paperwork: walk in, pick up the key and start the stay.
The process is available through the link you send and also from the hotel’s web portal. Its look and behaviour are configured from a web management platform, so guests experience it as a natural extension of your brand.
You may have seen it under other names: digital check-in, contactless check-in, advance registration or pre check-in. They all describe the same thing: the guest completing the arrival paperwork in advance, from their own device, and the hotel receiving the information already complete and structured.
How it works
From link to key in three steps
Send the link
After booking, the guest receives a link to start their check-in. They can also do it from the hotel’s web portal.
The guest completes their registration
They scan their ID with the phone camera, review their details, sign the registration card and pay for the booking.
They arrive and get their key
Via a numeric code, a digital key on their phone, or a QR code to collect the card from a Roommatik key dispenser.
No queues, no paper, no typing data by hand.
The entire guest registration, done before arrival
ID document scanner
Recognises every visible field on the document: ID card, passport, residence permit and driving licence. Data reaches the hotel without transcription errors.
Registration card signature
The guest signs the registration card within the flow itself. No paper, no printer and no extra steps at the desk.
Online booking payment
Charge the outstanding amount before arrival, for the whole booking or for each room separately.
Flexible key delivery
Numeric code, digital key compatible with wallet and bluetooth, or a QR code to collect the card from a Roommatik key dispenser.
Built-in upselling
Offer upgrades and extra services during the check-in flow itself, with no extra work for your team.
Web management platform
Look and behaviour fully configurable from a web platform available to the hotel.
Privacy by design
Every guest, their own data
When a booking is for a group or several rooms, the lead guest shares one link per guest or per room, and each person completes their own registration.
Full isolation between guests
Every link is individual. No guest ever sees another guest’s data — nor does the person sharing the booking, even if they aren’t staying at the hotel themselves.
Compliance from the source
Data separation is structural, not an optional setting. Designed for EU data protection requirements (GDPR).
A guarantee that matters to agencies, companies and groups: organising a large arrival without compromising anyone’s privacy. No shared spreadsheets and no passport photos forwarded through chat — each person enters their own information.
Benefits on both sides of the desk
Online check-in isn’t just a convenience for the guest: it reorganises front-desk work around arrivals that are already resolved before anyone walks in.
For the hotel
- Less admin at reception: data arrives complete, with no manual transcription.
- Payments settled before arrival, in full or per room.
- Shorter queues at peak times and a team focused on welcoming, not typing.
- Extra revenue from upselling during the process.
For the guest
- Check-in whenever and wherever suits them, from their phone.
- An arrival without queues: straight to the key.
- Their data stays their own: privacy guaranteed even in group bookings.
- Their key, their way: code, digital key or card.
Why Roommatik
Not every online check-in goes the same distance
On paper, almost every solution promises the same. The differences appear when you look at how they charge, how far they reach and what they guarantee.
The market standard
- A fee on every processed payment and a percentage of every upsell.
- The flow ends at a form: the physical arrival at the hotel isn’t their problem.
- Privacy between the guests of a group: few solutions communicate it as a guarantee.
- Software only: the kiosk, the dispenser and their upkeep depend on third parties.
With Roommatik
- Fixed monthly fee: no transaction fees and no percentage of your sales.
- The flow continues at the hotel: own kiosk, Air Lobby mobile reception and key dispenser.
- One individual link per guest, with data isolation guaranteed by design.
- Hardware and software from the same provider: a single point of accountability, end to end.
Designed for how your reception actually works
The value of online check-in isn’t on the screen — it’s in what stops happening at your reception. A group arrival is no longer a queue: every guest brings their registration done from home. And the mid-afternoon arrival peak spreads out: anyone who completed their check-in walks straight past the desk to their key.
It also changes after-hours arrivals. With key delivery via numeric code, digital key or dispenser, the guest who arrives late doesn’t depend on someone waiting up for them: their key is ready when they are. The front desk stops being a bottleneck and becomes what it was always meant to be: a place to welcome people.
And if a guest arrives without having completed the process, nothing is lost: they finish it on the spot, at a self-service kiosk or assisted by your team. Online check-in adds one more way to arrive well; it doesn’t take any away.
For hotels — and well beyond
Hotels and chains
Less pressure at reception in high season, groups that arrive without crowding the lobby and a welcome that lives up to the brand, even when the hotel is full.
Hostels and holiday apartments
Arrivals at any hour without a permanent front desk: the guest completes registration in advance and receives their key via code, digital key or dispenser.
Student residences and coliving
Mass move-ins at the start of every term or contract, resolved in advance and with each resident’s data complete from day one.
A single provider
Much more than a form: the whole arrival
Many online check-in tools stop where the physical hotel begins. Roommatik’s continues: it is part of an ecosystem that covers the entire arrival, whichever path each guest chooses.
Guest didn’t finish check-in before arriving? They can complete it at a Roommatik self-service kiosk at your reception. Prefer personal service? Your team welcomes them without a desk using Roommatik Air Lobby, the mobile reception with payment on the device itself. And the physical key, if you use one, waits in an automatic dispenser.
The same scanning technology that validates the guest’s document is also available as an identity verification product for other processes in your property.
See how leading hotels and residences apply it — like H10 Hotels across its 70 properties.
Pricing
Flat rate: fixed fee, no per-use charges
Pricing is based on a fixed monthly fee, with no additional costs and no hidden charges. However many check-ins you run, the fee doesn’t change: it only varies with the size of the hotel and the number of rooms.
It is common in this market to charge a fee on every processed payment or a percentage of every upsell. Not here: no transaction fees and no percentages — what you charge is entirely yours.
Frequently asked questions about online check-in
What is online check-in at a hotel?
It is the process by which the guest completes their registration before arrival: through a link, they scan their document, sign the registration card and pay any outstanding amount from their own phone. It is also known as pre check-in. On reaching the hotel, they only have to pick up their key and start their stay, while the hotel receives the data in advance, ready for the arrival.
Which documents can the guest scan?
ID card, passport, residence permit and driving licence. The scanner recognises every visible field on the document, so the data reaches the hotel complete and free of transcription errors.
How does the guest get their key on arrival?
In three ways, depending on your locks and your operation: a numeric code, a digital key compatible with wallet and bluetooth, or a QR code to collect the card from a Roommatik key dispenser installed at your reception.
Can the lead guest share check-in without seeing other guests’ data?
Yes. The lead guest shares one link per guest or per room and each person completes their own registration. Nobody accesses anyone else’s information — not even the lead guest — even if they aren’t staying at the hotel themselves.
Does it integrate with my PMS, payment gateway and locks?
Yes. Roommatik online check-in is compatible with more than 50 platforms and providers across the industry: property management systems, payment gateways, electronic locks and key dispensers. See the full list of integrations.
What if the guest doesn’t complete online check-in before arriving?
Nothing is lost. They can finish the process on arrival, at a Roommatik self-service kiosk or assisted by your team with the Roommatik Air Lobby mobile reception. Online check-in is one more path within the same solution, not the only one.
Does it work for hostels, holiday apartments or residences?
Yes. The same flow works for hotels, hostels, holiday apartments, student residences and coliving. In properties without a permanent front desk, key delivery via code, digital key or dispenser allows arrivals at any hour.
How is the service priced?
As a flat rate: a fixed monthly fee that only varies with the size of the hotel and the number of rooms. No per-use charges, no hidden costs and no transaction fees, however many check-ins you run. Request a quote tailored to your property.
Compatible with your PMS, your payment gateway and your locks
Roommatik online check-in doesn’t force you to change systems: it connects to the infrastructure you already have. Registration data reaches your PMS, payment runs through your payment gateway and the key is delivered through your lock system or dispenser. And if your setup changes tomorrow — a new PMS, a different gateway — the check-in flow comes along, without starting over.
Compatible with more than 50 platforms and providers across the industry.
Welcome every guest with registration already done
Check-in completed before arrival, verified data and key delivery with no waiting. Tell us how your arrivals work today and we will show you the full flow in a demo tailored to your hotel. No obligation.