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Setup Checklist

Quick Setup

Plan for about 45-60 minutes. You will choose a check-in model, connect a PMS, set guest data and rules, and test a real check-in.

This checklist helps you set up AVA once and go live confidently.

Onboarding Checklist

Quick Reference​

StepOutcomeWhere you go
Choose check-in modelSelf or assisted flow confirmedChoose a Check-In Model
Connect a PMSReservations sync (or use AVA PMS)PMS Options
Payments (optional)Deposits or payments collectedPayments Setup
Guest data & identityRequired fields and ID checks setRegistration Fields
Check-in rulesTime rules and room readiness setCheck-In Policy
Room accessSmart locks, keycards, or lockers setRoom Access Options
Go-live testOne successful check-inFirst Check-In

Step 1: Choose your check-in model​

Confirm which flow you will use:

Full self check-in (guest-led)
  • Guests scan a QR code or use a kiosk
  • Guests scan passport/ID, confirm details, and finish check-in
  • Optional face match for identity verification
  • AVA can issue room access automatically
Assisted check-in (staff-led)
  • Staff runs the flow on a tablet
  • Guests confirm details and sign on the tablet
  • Staff taps Check In to update the PMS
  • Optional room access can still be issued

If you are unsure, start with assisted check-in and enable self check-in later.

Step 2: Choose and connect your PMS​

  1. Review PMS Options.
  2. Choose Supported PMS or AVA PMS.
  3. If using a supported PMS, connect it in Settings → Essentials.

For detailed steps, see PMS Connection.

If you choose AVA PMS
  • Skip the PMS connection step.
  • Set up rooms and reservations directly in AVA.

Step 3: Set up payments (optional)​

If you collect deposits or payments at check-in:

  1. Go to Payments Setup.
  2. Connect your payment gateway.
  3. Set deposit rules (amount, nights, date rules).

If you do not collect payments at check-in, you can skip this step.

Step 4: Choose guest data and identity checks​

  1. Go to Registration Fields.
  2. Select the fields you need to collect.
  3. Set up your Registration Card Disclaimer.
  4. Configure identity checks if needed.

Helpful pages:

Step 5: Set check-in rules and room readiness​

  1. Go to Check-In Policy.
  2. Set allowed check-in times.
  3. Decide which room conditions are allowed (dirty, clean, inspected).
  4. Configure room-not-ready messages.

Helpful pages:

Step 6: Set up room access (optional)​

Choose your room access method:

  • Assisted Check-In: Staff-led check-in without digital access.
  • Smart locks: Generate PINs for guests.
  • Keycard encoders: Encode cards at the front desk.
  • Lockers: Issue locker codes instead of keys.

See Room Access Options for setup steps.

If you choose Assisted Check-In, you can skip vendor setup pages.

Step 7: Run a go-live test​

Complete one real check-in with a test reservation.

Full self check-in test
  1. Scan the QR code or open the check-in link.
  2. Scan a passport or ID.
  3. Confirm guest details and complete check-in.
  4. Verify room access is issued.
Assisted check-in test
  1. Open the reservation on the tablet.
  2. Scan the passport or ID.
  3. Have the guest confirm details and sign.
  4. Tap Check In to update the PMS.
  5. Verify room access if enabled.

Still Stuck?​

Contact success@vouch-technologies.com if:

  • ❌ PMS connection fails after multiple retries
  • ❌ Check-in cannot complete after all steps
  • ❌ Room access does not issue for test reservations

Helpful to include:

  • Screenshot of the issue
  • PMS name and property ID
  • Time the issue started