A Complete Guide on Self Check-in Work at a Hotel
Automatic self check-in is rapidly becoming a standard feature in modern hospitality. With guests increasingly expecting speed, convenience, and flexibility, understanding how self check-in works at a hotel is essential for hotel managers, operators, and frequent travelers.
This guide breaks down the full process with step-by-step instructions while explaining key technologies such as a self check-in kiosk, hotel kiosk system, hotel management system, hotel software, and solutions with HOS Booking.
Why Hotels Are Switching to Self Check-in?
Hotels are embracing automation for several reasons:
- Reduced lobby congestion
- Faster check-in times, often under 2 minutes
- Lower labor costs
- Improved guest satisfaction
- Better accuracy of guest data
- Higher upselling opportunities through digital prompts
According to hospitality industry studies, travelers increasingly prefer touchless and friction-free experiences, making self-check-in a strategic investment.
Step-by-Step Guide: How Does Self Check-in Work at a Hotel?
The exact process varies depending on the tools your property uses, but most hotels follow a similar workflow.
Step 1: Reservation Data Syncs to the Hotel Management System
Before check-in, guest reservation information is stored in the hotel management system (HMS) or Property Management System (PMS).
If you’re using modern hotel software like HOS Booking, this happens automatically from your booking engine or channel manager.
Step 2: Guests Receive a Pre-Arrival Check-in Invitation
Guests are typically sent:
- A check-in link
- A QR code
- Instructions for using the self check-in kiosk
This is usually sent 24–48 hours before arrival.
Step 3: Guest Identity Verification
To comply with local regulations and hotel policy, the guest must verify their identity. Through the kiosk or online portal, guests can:
- Scan their ID or passport
- Use facial matching (if enabled)
- Confirm personal details
Modern hotel kiosk systems use OCR (optical character recognition) to read ID details instantly.
Step 4: Payment and Security Deposit
If payment hasn’t been completed, the system prompts the guest to:
- Pay room charges
- Add a credit card for a security deposit
- Review booking details
Payment is processed through the hotel software’s integrated payment gateway.
Step 5: Room Selection
Some hotel kiosk systems and apps allow guests to:
- Select their preferred room
- Upgrade the rooms
- Add services (breakfast, housekeeping, parking, early check-in, spa packages, etc.)
Upsells during digital check-in can significantly boost revenue.
Step 6: Key Issuance
Once verified, the system issues the room key:
- Digital key via mobile app
- Printed keycard from the self check-in kiosk
- PIN code sent to the guest’s phone
Every action syncs back to the hotel management system for seamless tracking.
Step 7: Guest Receives Check-in Confirmation
The guest automatically receives:
- A digital receipt
- Room information
- Wi-Fi details
- Hotel policies
- Maps, guides, or welcome messages
This ensures a smooth and informative arrival experience.
How Self Check-in Works Using a Self Check-in Kiosk?
A self check-in kiosk is one of the most common systems used by hotels today. It sits in the lobby and performs the same functions as the front desk digitally.
What Guests See on a Self Check-in Kiosk?
Typical on-screen steps include:
- Multiple Language Options
- Enter Booking Number or Scan QR Code
- Verify ID
- Confirm Reservation
- Process Payment
- Receive Keycard
- Print Receipt or View Digital Confirmation
Well-designed kiosks are intuitive, touchscreen-based, and ADA accessible.
How Self Check-in Works with HOS Booking?
HOS Booking is a real example of a fully integrated hotel management software that supports automated check-in. Here’s how properties typically use it:
- Reservation Sync: Bookings from OTAs and direct channels feed into the system.
- Digital Pre-Check-in: Guests complete most steps before arrival.
- ID Capture: HOS Booking supports document scan and verification.
- Payment Processing: Guests can pay online or through the kiosk.
- Door Access Integration: Works with major smart lock and keycard providers.
- Automated Messaging: Sends check-in instructions, receipts, and alerts.
This creates a frictionless guest journey and reduces manual workload for staff.
Conclusion: Why Self Check-in Is the Future of Hospitality
Self check-in has moved from a “nice-to-have” to a must-have for modern hotels. Understanding how self check-in works at a hotel allows hotel managers and operators to improve efficiency, delight guests, and stay competitive. With tools like self check-in kiosks, seamless hotel software, and solutions such as HOS Booking, implementing automated check-in is easier than ever.
