How to add Contactless Check-in & Check-out Links to Emails and messages sent to Guests

Document TemplatesAdding Guest Portal Links to your Guest Communication

If you use the Guest Portal feature, guests can complete their check-in or check-out steps on their own. They can complete the process in two different ways:

• Online, using a link sent to them via Email or SMS
  • Check out Guest Experience - Online Check-in to see the steps guests need to complete online.
• Physically at your property, using Kiosk Mode    

We'll cover the first option and show you how to add links to your Emails or SMS templates to send out to Guests.

How to add Guest Portal Links to your Document Templates

The Guest Portal is an additional feature that you can add to your innRoad subscription. Reach out to our customer success team for pricing information.

How to Add Guest Portal Links to your Emails

How to Add a Contactless Check-in Link to Emails

• Log in to innRoad
• Go to Setup
• Open Document Templates
• Create a new Document Template or Open an Email Template where you'd like to include the Contactless Check-in link.
• Check the trigger for this email.
  
  The email must not be sent more than 14 days before arrival; otherwise, the link will expire before the guest's arrival.
  
  
  Example setup:
  Confirmation Email with a Trigger set to 7 Days before Arrival date.
• Click the Design tab:
  
• Option 1: Add the custom field manually
  • Copy the following text:

    << PreCheckinLink >>

  • Paste it into the section of the email where you'd like to add the link.
  • Click Save and Publish.
• Option 2: Using Custom Fields Dropdown:
  • Click the Custom Fields dropdown.
    
  • Scroll down until you find the Pre Check-in Link custom field.
  • Add the Pre Check-in Link Custom Field to your email in the location you'd like to display it:
    
    
  • Click Save and Publish.

That's it! You can check if the link works by using the option to manually send an email on the reservation  details page.

How to Add a Contactless Check-out Link to Emails

• Log in to innRoad
• Go to Setup
• Open Document Templates
• Create a new Document Template or Open an Email Template where you'd like to include the Contactless Check-out link.
• Check the trigger for this email.
  
  It should be sent 1-2 days before departure:
  Example setup:
  Confirmation Email with a Trigger set to 1 Day before Departure date.
• Click the Design tab:
  
• Option 1: Add the custom field manually
  • Copy the following text:

    << CheckOutLink >>

  • Paste it into the section of the email where you'd like to add the link.
  • Click Save and Publish.
• Option 2: Using Custom Fields Dropdown:
  • Click the Custom Fields dropdown.
    
  • Scroll down until you find the Pre Check-in Link custom field.
  • Add the Pre Check-in Link Custom Field to your email in the location you'd like to display it:
    
• Click Save and Publish.

That's it! You can check if the link works by using the option to manually send an email on the reservation details page.

How to Add Guest Portal Links to your SMS Templates

You can use innRoad's Guest Messaging feature to send out text messages to your guest's phone automatically, based on automatic triggers. 

Guest Messaging is an additional feature that you can add to your innRoad subscription. Reach out to our customer success team for pricing information.

How to Add a Contactless Check-in Link to SMS templates

• Log in to innRoad
• Open Guest Messaging
  
• Click Message Templates:
  
• Create a new Message template or Edit an existing message template using the ✏️ Pencil icon.
  
  The SMS template must not be sent more than 14 days before arrival; otherwise, the link will expire before the guest's arrival.
  
  
• Option 1: Add the variable manually
  • Copy the following text:
    

    << PreCheckInLink >>

  • Paste it into the part of the message you'd like to add the link.
    
  • Click Save at the top-right corner.
• Option 2: Use the Variables dropdown to find the Pre Check-in Link variable.
  • Click the Variables dropdown
  • Enter "Link" in the search field.
  • Click "Pre Check-in Link" to add the variable to the template:
    
  • Click Save in the top-right corner.