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First Check-In

Quick Setup

Plan for about 5 minutes. You will scan an ID, confirm guest details, collect signatures, and issue room access.

This guide helps you run your first guest check-in from lookup to room access.

Go to: Operations → Check-ins

Quick Reference​

StepWhat it doesWhere it appears
Reservation LookupFinds the bookingCheck In or Staff Access
Document UploadScans passport/IDGuest Verification on each room card
Guest InformationConfirms detailsGuest Information → Fill
SignatureCaptures signatureSignature → Sign
Check-InFinalizes check-inProceed to Check-In
Room AccessIssues keys/PINRoom Information

Before You Start​

Confirm these items:

  • The reservation is active (not cancelled or no-show)
  • The guest has a passport or ID ready
  • The room is ready or can be assigned
  • Your keycard encoder or smart locks are online

Steps​

1. Find the reservation​

  1. On the Check In screen, scan the guest's passport or ID.

  2. If scanning is not available, select Use Confirmation Number Instead.

  3. Enter the confirmation number and select Continue.

    ✓ The room cards appear.

If you are using Assisted Check-In (ACI)
  1. On the welcome screen, select Check In.
  2. Open Staff Access.
  3. Search by guest name, reservation ID, or external booking ID.
  4. Select the correct reservation.
Staff Access date range

Staff Access only shows arrivals from yesterday and today. To find any other date, search by confirmation number.

2. Upload documents​

  1. Select Document Upload → Upload for the main guest.

  2. Scan the passport or ID.

    ✓ The document status shows as complete.

Tip: Use Upload All Documents to scan every guest at once.

3. Complete guest information​

  1. Select Guest Information → Fill.

  2. Confirm required fields.

  3. Select Save.

    ✓ The Guest Information step is complete.

4. Capture the signature​

  1. Select Signature → Sign.

  2. Capture the guest's signature.

    ✓ The Signature step is complete.

5. Finalize the check-in​

  1. Select Proceed to Check-In.

  2. Wait for the progress screen to finish.

    ✓ The room card shows the check-in completed state.

6. Provide room access​

Open Room Information on the room card:

  • Keycards: Select Retrieve Keycard and follow the prompts.
  • Smart Locks: Select Show PIN and share the code.
  • Lockers: Share the Locker Number and Show Code.

What Happens After Check-In​

  • The room status updates to occupied.
  • Room access appears on the room card (or at the front desk in ACI).
  • WiFi details appear under WiFi if configured.

Still Stuck?​

Contact success@vouch-technologies.com if:

  • ❌ The reservation cannot be found
  • ❌ Check-in stays blocked after all steps are complete
  • ❌ Room access does not appear after check-in

Helpful to include:

  • Screenshot of the error
  • Reservation confirmation number
  • Time the issue started