Configure Guest Registration Fields

Quick Setup

Choose who sees and completes each field. This takes about 5 minutes. First Name, Last Name, and Travel Document Number stay required.

Use registration fields to control guest information during pre-arrival and check-in. Choose a separate field setup for each flow when the mode selector is available.

Different setting

Mandatory Guest Registration is separate from these field toggles. Use Check-In Policy to require every PMS guest to register.

Where to Find It

Settings → Check-In → Registration Form

Quick Reference

Setting	Options	Guest impact
Show to	All guests, Main guest only, or Hidden	Controls which guests see the field
Require from	Optional, Main guest only, or All guests	Controls which guests must complete the field
Required fields	Locked	Protects guest identification and PMS requirements
PMS Required	Provider-specific locked fields	Prevents failed reservation-guest syncs
TM30/RR3 badges	Thailand-specific indicators	Highlights compliance fields
Travel document dates	Travel Document Issue Date and Travel Document Expiry Date	Collects document dates when needed
EVA declaration	EVA-enabled hotels only	Collects permanent-resident or work-permit status during check-in
Mode-specific fields	Pre-arrival or Check-in	Allows different rules for each guest flow
Default Value	Supported source or custom value	Suggests values for empty fields
Company	All guests, Main guest only, or Hidden	Collects the guest's company name

Switch Between Modes

1. Use the mode selector at the top of the page.

2. Select Pre-arrival or Check-in.

3. Update the fields for that flow.

4. Select Save Registration Fields.

   ✓ AVA keeps each mode's settings separate.

How Field Toggles Work

Use the two selectors in each field row:

• Show to → All guests shows the field to every guest.
• Show to → Main guest only shows the field only to the reservation's main guest.
• Show to → Hidden removes the field from the guest form.
• Require from → Optional lets the selected guests skip the field.
• Require from → Main guest only requires only the main guest to complete it.
• Require from → All guests requires every guest to complete it.

A field must be shown before AVA can require it. Hidden fields automatically become optional. You cannot require more guests than can see the field. Existing settings without a guest scope keep their previous all-guests behavior.

Main guest example

To collect an address only from the main guest, choose Main guest only in both selectors. Additional guests will not see or complete that address field.

Required Fields

These fields are always visible during check-in:

• First Name
• Last Name
• Travel Document Number

PMS-required fields can also be locked. AVA marks these fields with a PMS Required badge when the active PMS requires them.

PMS-required fields are visible and mandatory for all guests in both modes. They cannot be hidden or limited to the main guest.

Travel Document Issue Date and Travel Document Expiry Date are optional fields. In Check-in mode, both fields are hidden by default. Show them when your property needs guests to review or provide these dates.

EVA declaration during check-in

The Permanent resident or work permit holder declaration supports EVA submission. It appears in CCI and ACI only when the current hotel has EVA enabled.

AVA hides this declaration when EVA is disabled, missing, or unavailable. AVA also keeps it hidden while the current hotel configuration is loading.

When the declaration appears, guests must complete it before saving their information. This behavior protects EVA submissions from incomplete residency declarations.

Document Date Rules

AVA can save document issue and expiry dates from a scan or manual entry. Future expiry dates are valid, so guests can enter documents that remain current. The issue date cannot be later than the expiry date.

Date validation

If both dates are entered, AVA checks their order before saving guest information. Leave a date empty when the document does not provide it.

Scanned dates stay saved

When a document scan finds an issue or expiry date, AVA shows it again when you reopen guest information. Leaving that input blank keeps the saved date, including when you save other guest changes. To correct a date, enter the replacement date and save again.

Active PMS	PMS-required field
Cloudbeds	Nationality
eZee	Email Address
Mews, Opera, and AVA PMS	No additional PMS-required fields

AVA reads these requirements from the active PMS capability. It does not infer requirements from the provider name. When you change PMS providers, AVA rechecks the requirements before saving.

Capability unavailable

If AVA cannot verify the PMS capability, it disables registration-field edits. Wait for the requirements to load, then retry your change.

Locked PMS names

If your PMS locks First Name or Last Name, AVA leaves the blank field alone. You can still save guest information, including Opera reservations with a single stored name.

Common Fields You Can Enable

Category	Examples	When to Use
Contact	Email Address, Phone Number	Confirmations and follow-ups
Identity	Nationality, Date of Birth, Gender, Travel Document Issue Date, Travel Document Expiry Date	Compliance and document checks
Address	Address, City, State/Province, Postal Code, Country of Residence	Regulatory or billing needs
Travel Details	Place of Departure, Next Destination, Departure Time, Pre Check-In Time	Immigration reporting
Guest Profile	Company, Occupation, Purpose of Stay	Reporting and personalization

Collect a Guest's Company

The Company field is hidden by default. Enable it when your hotel needs the guest's employer or company name.

Company values follow the selected Show to and Require from rules. Guests and staff can enter up to 80 characters. AVA trims extra spaces before saving the value.

The value can appear in the guest profile and registration card after check-in. An empty, omitted, or hidden Company field does not erase an existing saved value. This preserves the value when PMS data refreshes the reservation.

If Company synchronization fails, AVA keeps the local value visible and lets you retry.

Configure Company

1. Go to Settings → Check-In → Registration Form.

2. Select Pre-arrival or Check-in.

3. Find Company in the field list.

4. Choose All guests, Main guest only, or Hidden under Show to.

5. Choose the matching requirement under Require from.

6. Click Save Registration Fields.

   ✓ CCI and ACI use the Check-in Company rules. ✓ Pre-arrival uses its own Company rules.

Opera expected-time sync

When guests enter Estimated Arrival Time or Departure Time during CCI or ACI, AVA sends it to Opera Cloud. Opera saves each value as the guest's reservation expected time. For a main reservation, AVA uses the canonical main guest's valid value. For an Opera sharer, AVA updates the sharer's own reservation. If a field is visible only to the main guest, the sharer inherits the main guest's valid value. If the sharer has its own valid value, that value remains authoritative. AVA does not copy a sharer's time onto the main reservation. Missing or invalid values leave the existing Opera time unchanged. Keep the relevant time fields visible when your property uses this synchronization.

Opera purpose-of-stay sync

When guests select Purpose of Stay during CCI or ACI, AVA sends the selected code to Opera Cloud. AVA checks the code against Opera's current purpose-of-stay list before sending it. If the code is listed, AVA writes Opera's spelling to the reservation. For Opera sharers, AVA updates the sharer's reservation after share verification. When Purpose of Stay is shown only to the main guest, each sharer receives the main guest's valid code. An accompanying guest on the same reservation cannot overwrite that reservation value. An unlisted code or unavailable list skips this update without failing guest sync. Other PMS providers skip this reservation update.

How Mode-Specific Rules Work

AVA can show different field rules for each guest flow.

Mode	Uses	Typical Flow
Pre-arrival	Separate pre-arrival rules	Guests register before arrival
Check-in	Separate check-in rules	Guests register in CCI and ACI

If older data has no mode-specific rules, AVA uses the legacy shared config. When you save, AVA copies that setup into both modes.

Flow mapping

CCI and ACI both use the Check-in mode rules. Use Pre-arrival rules only for guest registration before arrival.

Pre-arrival rule

Pre-arrival can include extra fields or stricter rules than Check-in. It cannot hide a field that Check-in shows, or narrow an all-guest scope.

Thailand Compliance (TM30 & RR3)

If your Country of Hotel is set to Thailand, you will see TM30 Required and RR3 Required badges next to certain fields.

• TM30 fields typically include First Name, Gender, Travel Document Number, Nationality, and Date of Birth.
• RR3 fields commonly include Address, Occupation, Place of Departure, Next Destination, Departure Time, and Pre Check-In Time.

If you must submit these reports, keep the badged fields visible and required for the needed guests.

Configure Registration Fields

1. Go to Settings → Check-In → Registration Form.

2. Select Pre-arrival or Check-in when the mode selector appears.

3. Choose All guests, Main guest only, or Hidden under Show to.

4. Choose Optional, Main guest only, or All guests under Require from.

5. Click Save Registration Fields.

   ✓ Your selected values remain visible while you review unsaved changes.

How Values Are Filled

Guest details can be pre-filled from your PMS or from document scans. Guests can edit fields unless they are locked by policy (for example, Date of Birth when editing is disabled).

Document scans can pre-fill Travel Document Issue Date and Travel Document Expiry Date. AVA shows those values in the guest information form and keeps them when another submission leaves either date blank.

Confirm Arrival and Departure Times

Use the time picker to enter Estimated Arrival Time or Departure Time.

1. Select the time field in the guest information form.

2. Choose the hour and minute in the overlay.

3. Select OK to apply the new time.

   ✓ The new time appears in the form after confirmation.

The picker keeps your selection as a draft until you select OK. Select Cancel, tap outside the picker, or press Escape to keep the previous value. The overlay stays within the visible screen, including near the fixed Save footer. Typed entry and configured time-window limits continue to apply.

How Document Nationality Is Filled

AVA fills Nationality when the document provides reliable citizenship evidence.

For a recognized Singapore NRIC, an S or T prefix can imply SG. This is a document heuristic, not proof of citizenship. Explicit foreign citizenship or permanent-resident status takes precedence.

For a recognized Malaysian MyKad, AVA fills MY for Malaysian citizenship. Malaysian MyPR and MyKAS cards do not automatically imply Malaysian citizenship. If citizenship is unknown or unreadable, Nationality stays blank.

If Nationality is required, ask the guest to enter or confirm it before saving.

If the guest has no phone number, AVA uses the scanned document nationality for the default country code. Existing phone numbers keep their saved country code. AVA clears obvious placeholder numbers, such as +1 0000000000, before prefill.

Mobile country picker

On phones and tablets, Phone Number, Nationality, Country of Residence, Place of Departure, and Next Destination open a searchable bottom sheet. Desktop keeps the inline autocomplete.

Prefilled contact checks

If AVA opens an invalid saved email or phone, it shows the error immediately. Only invalid non-empty values are flagged.

Address autocomplete

When guests type an address, postal code, departure address, or next destination, AVA biases Google Places toward their nationality. If nationality is missing, AVA falls back to the hotel country.

Suggest Defaults for Empty Fields

Use Default Value to suggest a value when a supported registration field is empty. Defaults apply in the selected Pre-arrival or Check-in mode. CCI and ACI use the Check-in defaults.

Field	Available defaults	Result
Departure Time	Use configured Checkout Time or Custom value	Suggests the hotel's checkout time or a fixed time
Country of Residence	Based on identification document nationality, Hotel's Country, or Custom value	Suggests a country without changing the guest's address
Place of Departure	Same as Country of Residence or Custom value	Suggests a country from the guest's residence country
Next Destination	Same as Country of Residence or Custom value	Suggests a country from the guest's residence country
Purpose of Stay	Custom value	Suggests one configured purpose

Configure a field default

1. Go to Settings → Check-In → Registration Form.

2. Select Pre-arrival or Check-in.

3. Find a supported field and open Default Value.

4. Select a source, or choose Custom value.

5. Choose the country, purpose, or time when prompted.

6. Click Save Registration Fields.

   ✓ AVA suggests the value only when that field is empty.

Guest information always wins

Existing guest data, saved drafts, and guest edits take priority over defaults. Defaults do not overwrite an explicit blank saved by the guest.

Visibility and guest scope

Defaults work only when the field is visible to that guest. They follow the field's Show to and Require from settings. Country defaults do not copy an address or enable a same-address checkbox.

Choose No default to stop future suggestions. This does not clear information already saved for a guest.

Limit selectable times

For Estimated Arrival Time and Departure Time, set Earliest and Latest values. Guests can select only times within the inclusive range. Keep a custom time default inside that range.

Leave either bound empty to remove that limit. Leave both bounds empty to allow every time. Both bounds include the exact time you enter. For example, Earliest 14:00 allows guests to select 14:00. The range cannot cross midnight, such as 22:00–02:00.

The time picker hides hours outside the range. It greys out minutes that cross an active bound. Typed times outside the range are removed with an allowed-range message. An existing out-of-range time must be corrected before the guest continues. Staff tools and PMS updates can still write times outside this range.

If Earliest passes Latest, AVA clears the other bound. This prevents an invalid range while you edit the values.

Configured checkout defaults outside the range are not suggested to guests.

The time window applies separately to Pre-arrival and Check-in. For example, you can allow earlier pre-arrival planning than guest kiosk check-in.

Check-in flow	Time picker behavior	Out-of-range value already saved
Pre-arrival or guest self-service	Shows only times inside the window	Blocks submission until corrected
Two-device ACI staff screen	Staff can enter any time	Allowed for staff approval
Paired guest tablet	Guest can choose only allowed times	Accepts a staff-approved time already on the form

Two-device ACI approval

Use the staff screen when you approve an early arrival or late departure. The paired tablet accepts that approved value after the staff device saves it. Guest-entered values outside the window are rejected.

The guest tablet accepts a staff-approved out-of-range value already on the form. If the guest changes that value, the new time must fit the configured range.

Default Suggestions Not Appearing

What you see: A configured default does not appear in the guest form.

Fix:

1. Confirm the field is visible for the guest's scope.
2. Check that the selected mode matches the guest flow.
3. Confirm the guest does not already have a saved value or draft.
4. Check that a custom country, purpose, or time is selected.
5. For a time field, keep the default inside the configured Earliest and Latest range.
6. Save the registration fields again.

Purpose of Stay Visibility

The Purpose of Stay field must be visible to appear during check-in.

• Enable it here, or
• Use the Make Visible button in Purpose of Stay

Troubleshooting

Mode-specific settings do not change

What you see: Pre-arrival and check-in show the same fields.

Fix:

1. Confirm the reservation uses the correct flow.
2. Select Pre-arrival and review those fields.
3. Select Check-in and review those fields for CCI and ACI.
4. Save each mode once to upgrade old shared settings.

Require from selection is unavailable

What you see: You cannot choose Main guest only or All guests under Require from.

Fix:

1. Confirm Show to is not Hidden.
2. Choose Main guest only under Show to when only the main guest should complete it.
3. Check whether the field is locked as required by guest identification or your PMS.

Pre-arrival scope is unavailable

What you see: Pre-arrival does not allow a narrower scope than check-in.

Fix:

1. Select Check-in and review the field's Show to and Require from values.
2. Keep Pre-arrival at least as broad as Check-in.
3. Save Check-in first if you need to widen the shared requirement.

A time is outside the allowed range

What you see: The time field shows an allowed range, or submission is blocked.

Fix:

1. Check the selected Pre-arrival or Check-in mode.
2. Review Earliest and Latest for the affected time field.
3. Enter a time inside the inclusive range.
4. Save the registration form again.

Staff-approved ACI times

In two-device ACI, the paired tablet can keep an out-of-range time entered by staff. Guests cannot create an out-of-range value on the tablet.

TM30/RR3 fields not showing

What you see: Compliance badges or required fields do not appear.

Check:

• Country of Hotel is set to Thailand in Hotel Basic Details.
• Refresh the page after saving country changes.

EVA declaration is missing

What you see: The permanent-resident declaration does not appear during check-in.

Fix:

1. Open Government Compliance → Singapore → STB EVA.
2. Confirm EVA is enabled for the current hotel.
3. Refresh the check-in flow after the hotel configuration loads.
4. Contact support if EVA is enabled but the declaration remains hidden.

Changes not saving

What you see: Field selections revert after clicking Save Registration Fields.

Fix:

1. Make sure required fields remain enabled.
2. Check for validation errors or a PMS registration requirements are unavailable warning.
3. Save again after the warning clears.
4. Refresh the page and confirm the saved scope.

Document dates are rejected

What you see: Guest information cannot be saved after entering document dates.

Fix:

1. Check that Travel Document Issue Date is on or before Travel Document Expiry Date.
2. Keep a future expiry date when the document is still valid.
3. Leave a date empty if the document does not show it.
4. Save the guest information again.

PMS-required field is locked

What you see: A field shows PMS Required, and its controls are disabled.

Fix:

1. Keep the field visible to All guests.
2. Keep Require from → All guests selected.
3. Save after the PMS capability loads.

This protects reservation-guest sync for the active PMS.

PMS registration requirements are unavailable

What you see: A warning says, "PMS registration requirements are unavailable."

Fix:

1. Confirm the correct PMS is selected in Settings → Essentials → PMS Integration.
2. Refresh the page and wait for the capability to load.
3. Retry Save Registration Fields.
4. Contact your PMS administrator if the warning continues.

AVA does not save registration changes until it can verify the PMS requirements.

Company synchronization failed

What you see: The guest's Company value remains visible, but synchronization shows an error.

Fix:

1. Keep the displayed Company value if it is correct.

2. Select the available Retry action.

3. Refresh the reservation after synchronization finishes.

4. Contact support if the retry fails again.

   ✓ AVA does not discard the locally submitted Company value during a failed sync.

Opera expected departure time is unchanged

What you see: Opera still shows the previous expected departure time.

Fix:

1. Confirm Departure Time is visible in the active Check-in registration rules.
2. Ask the guest to submit the departure time again.
3. If the guest is an Opera sharer, check the sharer's own reservation in Opera.
4. If Departure Time is visible only to the main guest, check the canonical main guest's value.
5. Refresh the reservation after Opera finishes syncing.
6. Contact support if the time remains unchanged.

Still Stuck?

Contact success@vouch-technologies.com if:

• ❌ Mode-specific rules do not appear
• ❌ Required fields are missing.
• ❌ Field scopes will not save correctly.

Helpful to include:

• Screenshot of the registration fields list.
• Your hotel country setting.
• The flow and field scope that look wrong.

Related Guides

• Purpose of Stay - Configure the guest dropdown list.
• Check-In Policy - Guest registration, DOB editing, and age rules.
• Registration Card Disclaimer - Terms and signatures.