[IN PILOT] Digital Registration Card

Modified on: Mon, 9 Jun, 2025 at 9:39 AM

Applies to:          Stayntouch PMS          


[IN PILOT] Digital Registration Card

 

Stayntouch PMS now supports digital registration cards! The objective of the digital registration card is to have a separate screen appear that allows either the PMS user or the guest to complete any missing guest card information, accept the hotel’s Terms & Conditions, opt in/out of newsletter, and sign the registration card, without the hotel having to print the registration card for the guest. This screen will be used later on for the property to send the digital registration card to a separate guest-facing kiosk at the front desk for the guest to complete and sign.

 

Please note, the Digital Registration Card feature will first be available to pilot. If you’re interested in piloting this feature at your property, please contact Customer Support.


TABLE OF CONTENTS

Updates To Guest Card Fields Screen

  • Updated UI from Settings > Cards > Guest Card Fields
  • Guest card fields listed
  • PROMPTduring registration added as new column
    • Dropdown options include:
      • Not Mandatory (default)
      • All Guests
      • Main Guest Only
      • Adults Only
    • Fields currently marked as Not Mandatory are kept as Not Mandatory
    • Fields currently marked as Mandatory are marked as Main Guest
  • When Main Guest Only is selected, new checkbox appears called At Booking
    • Default to unselected
    • Active fields previously marked as At Booking are marked as At Booking
    • Active fields previously marked as Always are now marked as At Booking
  • Fields can be toggled active
    • When active, field is shown in guest card
    • Inactive fields are greyed out
    • Inactive fields do not show dropdown selection
  • Current property’s visible fields are are kept active
  • Current property’s inactive fields are kept inactive

 




Digital Registration Card Screen

 

The digital registration card screen will include the following:

  • Guest tab includes Main Guest (default)
  • QUICK FILL checkbox available
  • NEWSLETTER & PROMOTIONS checkbox available (if configured)
  • The stay summary at the top of the digital registration card displays reservation ARRIVAL date, reservation DEPARTURE date, number of NIGHTS, AVG. DAILY RATE, and ADD-ONS revenue amount
  • Form fields display all active guest card fields
    • Fields pre-filled out from main guest’s guest card information
    • Any changes or updates to fields update the guest card information
  • Signature box is available if configured
    • User can clear signature
    • User can enter signature
  • Terms & Conditions checkbox is available if configured
  • PROCEED TO CHECK INbutton is available
    • Button directs user back to Registration screen in Stayntouch PMS
  • Back button is available on the top left of the registration card
    • Back button navigates to the stay card
    • Back button saves any information entered on the registration card
    • Back button ignores any mandatory field validation

 




Mandatory Fields Popup & Forced Fields Popup Removed

 

If the Digital Registration Card feature is active for a property, the mandatory fields and forced fields popup will not appear when checking in a guest from the stay card. The user will instead be directed to either the Room Assignment screen (if no room is assigned yet) or to the Registration Card screen.

Mandatory Fields For Main Guest

 

Fields marked as mandatory for the main guest, all guests, or all adults are marked with an asterisk on the digital registration card. Mandatory fields not completed on the digital registration card are highlighted in red. The PROCEED TO CHECK IN button will be gray and un-usable if a mandatory field or signature is not completed. If a mandatory field or signature (if configured) is missing, a red exclamation point will be added to the main guest tab. Moreover, if all mandatory fields or signature (if configured) are complete, a green check mark will be added to the main guest tab. If all mandatory fields are complete, including signature (if configured), Terms & Conditions checkbox (if configured), and additional adults and children fields are completed, the PROCEED TO CHECK IN button will be green and available for selection.


Quick Fill Checkbox

 

If the Digital Registration Card feature is active for a property, a QUICK FILL checkbox will be available for selection, and when selected, fields not marked as mandatory will be hidden on the digital registration card. When unselected, all active fields will be shown.


Show Guest Stay Information

 

The stay summary on digital registration cards can be expanded to show the following information:

  • Daily Breakdown of Rate
  • Daily Breakdown of Taxes/Fees
  • Daily Breakdown of Add-Ons & Price
  • Reservation Arrival Time
  • Reservation Departure Time
  • Reservation Room Number
  • Reservation Room Type
  • Reservation Rate Name
  • Deposit Paid
  • Deposit Payment

 

The stay summary can be collapsed.



Activity Log for Digital Registration Card

 

Updates made to guest card details from the digital registration card are logged in guest card Activity Log. The following registration card updates are logged in the stay card Activity Log as one action:

  • Purpose of Stay
  • Skip Data Collection
  • News & Promotions
  • Go Green
  • Signature Capture

 

When the guest agrees to the Terms & Conditions, it is logged in the stay card Activity Log as an action. S3 storage of registration card is logged in the stay card Activity Log as an action.

Show Terms & Conditions Popup Window

 

The Terms & Conditions are hyperlinked on the digital registration card. When clicked, a new popup window will display the hotel’s Terms & Conditions. Users can agree to the Terms & Conditions by selecting the checkbox or disagree by not selecting the checkbox. To close the Terms & Conditions popup, click the red X button.


Additional Adults

 

If reservation has additional adults in a room, the ADDITIONAL ADULT tab will display. If all mandatory fields are completed for additional adults, the ADDITIONAL ADULT tab will display with a green checkmark, and if any mandatory fields are missing, it will display with a red exclamation point.

 

When users open the ADDITIONAL ADULT tab, the following will apply:

  • Only mandatory guest card information will be available for each additional guest.
  • All fields marked as mandatory for all guests, or all adults, are shown on the screen.
  • Fields pre-filled in with guest card information from the guests.
  • Mandatory fields that have not been completed will be highlighted in red.
  • Any changes to the digital registration card are updated on the guest card.

 

The Terms & Conditions checkbox is displayed at the bottom of the screen. The PROCEED TO CHECK IN button is also available.



Additional Children

 

If a reservation has additional children in a room, an ADDITIONAL CHILDREN tab will display. If all mandatory fields are completed for additional children, the ADDITIONAL CHILDREN tab will display with a green checkmark, and if any mandatory fields are missing, it will display with a red exclamation point.

 

When users open the ADDITIONAL CHILDREN tab, the following will apply:

  • Only mandatory guest card information will be available for each additional child.
  • All fields marked as mandatory for all guests are shown on the screen.
  • Fields pre-filled in with guest card information from the guests.
  • Mandatory fields that have not been completed will be highlighted in red.
  • Any changes to the digital registration card are updated on the guest card.

 

The Terms & Conditions checkbox is displayed at the bottom of the screen. The PROCEED TO CHECK IN button is also available.



Skip Mandatory Fields


A SKIP MANDATORY FIELDS checkbox is present on the digital registration card. When selected, the guest details will not be displayed. The user can continue to check-in, even if mandatory fields are missing. Any forced fields (country, nationality, purpose of stay) will still be displayed as mandatory to continue to check-in. Deselecting the SKIP MANDATORY FIELDS checkbox will display guest details and require all mandatory fields to be entered before continuing to check-in.



“At Booking” Checkbox Added To All Adults/All Guests Option


When a field is marked as mandatory (all guests, main guest, all adults), the At Booking checkbox is available. When selecting, the field is always mandatory at booking for the main guests.

Display Promotions & Newsletter Popup

 

When the Promotions & Newsletter Opt-In functionality has been enabled for a property from Settings > Hotel & Staff > Stationery and OPT-IN has been enabled from Settings > Cards > Guest Card Fields, a PROMOTIONS & NEWSLETTER OPT-IN checkbox will display on the digital registration card below the signature field (if the signature field is present).


If OPT-IN is marked as mandatory, selection of the PROMOTIONS & NEWSLETTER OPT-IN checkbox will be mandatory to continue.



Similarly, if OPT-IN is not marked as mandatory, selection of the PROMOTIONS & NEWSLETTER OPT-IN checkbox will not be mandatory to continue.



The Promotions & Newsletter Opt-In settings configured in Settings > Hotel & Staff > Stationery will be displayed on the digital registration card. If the guest card already has the PROMOTIONS & NEWSLETTER OPT-IN checkbox selected, the checkbox on the digital registration card will already be selected.

 

Users can click the PROMOTIONS & NEWSLETTER OPT-IN hyperlink to open the corresponding popup window with the configured text. Users can accept or decline the opt-in and exit the popup window. The opt-in status will then be displayed on the guest card.


Digital Registration Card Displayed For Queued Rooms

 

When a user selects PUT IN QUEUE from the stay card, they will be prompted to complete the digital registration card. All mandatory fields will be marked as mandatory with an asterisk, and mandatory fields not completed will be highlighted in red. Any updated fields will be saved to the registration card and guest card. The user can then click to proceed to place the reservation in the queue, regardless of whether registration is complete. Please note, any mandatory fields not completed will still be mandatory prior to checking the guest in.




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