Check-in Configuration Help
Overview
Check-in Configuration defines the conditions under which guests can check in. By combining pricing plans, smart locks, payment methods, and capacity settings into a single configuration, you can accommodate various usage scenarios.
Key Features
- Link pricing plans
- Configure entrance/exit smart locks
- Set payment timing
- Deposit management
- Capacity and congestion management
Input Fields
Basic Information
| Field | Description | Required |
|---|---|---|
| Configuration Name | Name of the setting (e.g., "Main Entrance", "VIP Room") | Yes |
| Description | Description text for the setting (admin notes) | No |
| Currency | Currency used for this setting (JPY/USD/EUR) | No |
Plan Settings
| Field | Description | Required |
|---|---|---|
| Plan Selection Type | Choose "Individual Plan" or "Plan Group" | Yes |
| Select Plan | When Individual Plan: Select the plan to apply | Conditional |
| Select Plan Group | When Plan Group: Select the group to apply | Conditional |
Difference Between Selection Types
| Type | Description |
|---|---|
| Individual Plan | Apply only one plan. Saves guests the trouble of choosing |
| Plan Group | Multiple plans available. Guests can choose their plan |
Lock Settings
| Field | Description | Required |
|---|---|---|
| Entrance Unit | Unit ID of the smart lock for entry | No |
| Exit Unit | Unit ID of the smart lock for exit (if different from entrance) | No |
- Unit IDs can be found on the "Lock Connection" page after linking with KEYVOX
- Leaving both entrance and exit blank enables "keyless check-in" mode (see below)
Note — integration reservations (iCal / Google Calendar / Site Controller): The Entrance/Exit Unit set here does not apply to reservations imported from a calendar or site controller. Those guests always receive the key for the room their reservation is assigned to (the room's own lock), issued ahead of time. This Unit setting only affects walk-in check-ins made directly with this configuration.
Key Display Types
When a lock unit is selected, choose which key types to show guests at check-in.
| Type | Description |
|---|---|
| QR Code | Display a QR code on the guest's smartphone to unlock the door |
| PIN Code | Display a numeric PIN code to unlock the door |
| Unlock Button (Remote Unlock) | Guest taps a button to remotely unlock the door |
Rule 1 — No lock selected = Keyless check-in
When both the entrance unit and exit unit are left blank, the setting automatically enters "keyless check-in" mode.
- All key type options (QR / PIN / Unlock Button) become grayed out and cannot be selected
- Guests will see no key UI during check-in
- Useful when you only need pricing calculations without door access
Rule 2 — At least one key type is required when a lock is selected
Once either an entrance or exit unit is selected, at least one key display type must remain enabled.
- You cannot uncheck the last remaining key type (it will be grayed out in the UI)
- When you select a lock for the first time, "QR Code" is automatically set as the default
- You can then additionally enable "PIN Code" and/or "Unlock Button" as needed
Rule 3 — Unlock Button requires a lock device linked on the "Lock Connection" page
The "Unlock Button (Remote Unlock)" option is only available when the selected unit has a lock device (device ID) linked to it.
- If no device is linked, the checkbox is grayed out and a tooltip is shown
- To link a device, go to the Lock Connection page and associate a lock device with the unit
Payment Settings
| Field | Description | Required |
|---|---|---|
| Payment Timing | When payment should be made | Yes |
| Has Deposit | Whether to collect a deposit at check-in | No |
| Deposit Amount | Amount of deposit to collect | Conditional |
| Prepaid Display Amount | Amount shown on check-in screen (if different from deposit) | No |
Payment Timing Options
| Option | Description |
|---|---|
| Postpaid | Pay at checkout |
| Prepaid | Pay full amount at check-in |
| Prepaid + Postpaid | Pay deposit upfront, settle remaining at checkout |
| No Payment | No charges (free use, etc.) |
Hourly Billing Plan Special Settings
Only displayed when an hourly billing plan is selected.
| Field | Description | Required |
|---|---|---|
| Enable Billing Unit Settings | Whether to enable billing unit configuration | No |
| Billing Unit (minutes) | Unit time for billing (15/30/60 minutes) | Conditional |
| Rounding Method | How to round partial units (Round Up/Round Down/Round to Nearest) | Conditional |
Billing Unit Examples
| Billing Unit | Description |
|---|---|
| 15 minutes | Charge in 15-minute increments (even 1 minute is charged as 15) |
| 30 minutes | Charge in 30-minute increments |
| 60 minutes | Charge in 1-hour increments |
Occupancy Management
| Field | Description | Required |
|---|---|---|
| Maximum Capacity | Maximum number of simultaneous users (1-999) | Yes |
| Congestion Reset Time | Time when occupancy count resets | No |
| Display occupancy rate on check-in screen | Show current congestion to guests | No |
| Block new check-ins when at full capacity | Block new check-ins when max capacity reached | No |
Note: The congestion rate is aggregated at the check-in configuration level. If a plan group bundles physically separated spaces (e.g., Men's Sauna / Women's Sauna, Building A / Building B), one space being full will only nudge the overall rate, producing a misleading mid-range value. For separate physical spaces, create separate check-in configurations. See the "Plan Group Settings" help for details.
Buttons
| Button | Description |
|---|---|
| Cancel | Discard changes and return to list |
| Save | Save the entered settings |
Configuration Examples
Sauna Facility (Hourly Billing, Postpaid)
| Setting | Value |
|---|---|
| Plan Type | Individual Plan (Hourly Billing Plan) |
| Payment Timing | Postpaid |
| Billing Unit | 15 minutes |
| Rounding | Round Up |
| Maximum Capacity | 30 |
| Show Congestion | Yes |
Coworking Space (Hourly Billing, Prepaid)
| Setting | Value |
|---|---|
| Plan Type | Plan Group (Multiple plans available) |
| Payment Timing | Prepaid |
| Deposit | Yes (e.g., 2000 yen) |
| Maximum Capacity | 50 |
Hotel (Accommodation Plan)
| Setting | Value |
|---|---|
| Plan Type | Individual Plan (Accommodation Plan) |
| Payment Timing | Prepaid + Postpaid |
| Maximum Capacity | 1 (per room) |
Check-in Form Settings
You can attach a guest information form (name, address, nationality, etc.) to a check-in configuration. Guests are prompted to fill it in when they check in via your check-in URL or kiosk.
Attaching a form to the default check-in configuration
Location: Reservation Management → Check-in tab → check-in configuration list → form picker inside the card marked Default
The form picker only appears on the default configuration. The default is identified by the "Default" badge in the list.
| Action | Steps |
|---|---|
| Set a form | Select a form from the "Check-in Form" dropdown on the default configuration card, then save |
| Remove a form | Select "None" from the dropdown and save |
| Change the default | Click "Set as Default" on another card — the form picker moves with it |
To create or edit forms themselves, go to the Forms page. See Form Management.
How the system chooses which form to show
The form a guest sees depends on how the reservation originated.
| Reservation source | Form used |
|---|---|
| Online booking (Booking app) | The form attached to the plan that was booked |
| Manually created reservation | Default check-in configuration form |
| iCal / Google Calendar / Site Controller (PMS) import | The form set on that integration source |
| None of the above is configured | Default check-in configuration form (final fallback) |
Key point: The default check-in configuration form is the facility-wide fallback. It is always applied to manually created reservations, and it catches any plan or integration source that has no form assigned.
When guests see the form: self-check-in vs. check-in URL / kiosk
The timing of the form prompt depends on how the guest checks in — not just which reservation they hold.
Path 1 — Guest books through the Booking or Go app and checks in themselves
- The form appears at booking time (the step just before the guest receives their key).
- This form is the one attached to the plan in the plan settings ("Form" section).
- Because the guest already answered the form at booking, it is not shown again at check-in.
- The default check-in configuration form is not used on this path — even if the plan has no form attached.
Path 2 — Guest checks in via a host-shared check-in URL or kiosk (checkin-host)
- The form appears at check-in time (when the guest interacts with the check-in screen).
- This form is the default check-in configuration form, or the form set on the specific integration source.
- Even if the reservation was originally made through the Booking app, using the check-in URL or kiosk will trigger the default form at check-in.
Summary — timing by path
| Check-in path | When the form appears | Form source |
|---|---|---|
| Booking / Go app self-check-in | At booking (just before key delivery) | Form attached to the plan |
| Host check-in URL / kiosk (checkin-host) | At check-in | Default check-in configuration form (or source-specific form) |
| iCal / Google Calendar / Site Controller → check-in URL | At check-in | Form set on the integration source (fallback: default) |
| Manual reservation → check-in URL | At check-in | Default check-in configuration form |
Common misconception: If a form appears at booking for one plan but at check-in for another, that is not a bug — it reflects whether the plan has a form attached.
- Plan has a form attached → form appears during Booking self-check-in, at booking time.
- Plan has no form attached, but the default configuration has one → form appears at check-in, only via the check-in URL or kiosk.
To show a form during booking on all paths, attach a form to each plan individually.
FAQ
Q: Can I create multiple check-in configurations for the same plan?
A: Yes. This is useful when you have different entrances or different payment conditions.
Q: What's the difference between Deposit Amount and Prepaid Display Amount?
A: Deposit Amount is the actual charged amount, while Prepaid Display Amount is what's shown on screen. Usually they're the same, but use this when you want to display a different amount.
Q: What should I know about selecting prepaid for hourly billing plans?
A: You must set a deposit. If actual usage exceeds the deposit, you cannot charge the excess amount.
Q: What happens if I leave lock settings blank?
A: Check-in completes without smart lock integration. Use this when you only want pricing calculations.
Q: The Unlock Button is grayed out and I cannot select it
A: This happens when the selected unit (entrance or exit) does not have a lock device linked to it. Go to the "Lock Connection" page, link a lock device to the unit, and then try again.
Q: All key type checkboxes are grayed out even though I selected a lock unit
A: Key types are only grayed out when both entrance and exit units are blank. If a unit is selected, at least one key type should be available — double-check that a unit is properly selected in the lock settings.
Q: Can I change the key display types after saving?
A: Yes, you can update them at any time by editing the configuration. Note that if you remove all lock units, the key type selection will be disabled automatically.
Q: I want guests who booked through the Booking app to fill in a form at check-in — how do I do that?
A: When guests self-check-in through the Booking or Go app, the form is shown at booking time (not at check-in), so there is nothing to re-prompt at check-in. If you need the form to appear at the check-in screen, direct guests to your check-in URL or kiosk. The default check-in configuration form will then be shown when they arrive at that screen.
Q: I set a form on the default check-in configuration, but Booking app guests never see it
A: This is expected behavior. The default check-in configuration form is not shown to guests who self-check-in through the Booking app. To show a form to guests during the Booking flow, attach a form to the relevant plan on the Price Plan Settings page ("Form" section). That form will appear at the booking step (just before payment).
Q: Can iCal / Google Calendar / Site Controller reservations also prompt a form?
A: Yes. In the Check-in URL section of the Check-in tab, you can assign a form to each integration source (iCal, Google Calendar, Site Controller) individually. The assigned form is shown when guests from that source check in via your check-in URL or kiosk.
Related Pages
- Check-in List
- Plan List
- Lock Connection (Smart Lock Settings)
- Access Key Display (QR, PIN & Remote Unlock)
- Form Management (creating and editing forms)