Auto Check-in

With Auto Check-in, you don’t have to mark every arrival and departure by hand. You set a rule once, and Guestway checks them in and out on time in your PMS.

What Auto Check-in does

Auto Check-in watches your upcoming arrivals and departures and acts when they are due:

• Automatic check-in: once the scheduled check-in time (plus any delay you set) has passed, the guest is checked in.

• Automatic check-out: once the scheduled check-out time (plus any delay you set) has passed, a checked-in guest is checked out.

Two-way-sync: Guestway sends the check-in or check-out to your PMS, so your PMS and Guestway stay in sync.

Where to find it

Go to Settings → Auto Check-in.

The Auto Check-in settings page view.

The overview page shows one card per configuration. Each card shows:

• the Name of the configuration

• an Active or Off badge

• a Pre-check-in badge if check-in only happens after pre-check-in is complete

• when check-in and check-out happen (for example “Immediately” or “1 hour” after the scheduled time)

• which properties it covers (for example “All properties”, or a count of buildings, units and listings)

Click a card to open it, or click Add configuration to create a new one.

Who can do what? Admins and operators can create, edit and delete configurations. Viewers can see them but can’t change them.

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How to create a configuration

1

Name and Scope

• Name: something your team will recognize, for example “City apartments” or “Hotel – standard rooms”.

• Where this applies: choose where the rule applies. You can pick all properties, or specific buildings (complexes), multi-units or individual listings.

2

Enabling the configuration

• The main Enabled switch turns the whole configuration on or off.

• When it’s off, the card shows Off and nothing happens for those properties.

3

Automatic check-in

• Automatic check-in switch: turn check-in on or off for this configuration.

• Offset: how long after the scheduled check-in time Guestway should wait, in hours and minutes. An offset of 0 hrs 0 min means immediately.

• Require completed pre-check-in: when on, only guests who finished their pre-check-in in the guest app are checked in automatically. Guests who didn’t finish it are left for your team to handle.

4

Automatic check-out

• Automatic check-out switch: turn check-out on or off.

• Offset: how long after the scheduled check-out time Guestway should wait. The default is 1 hour, which gives late leavers a little extra time.

5

Saving the configuration

• Click Create (or Save when editing). To undo unsaved edits, click Discard.

• To remove a configuration, open it and click Delete configuration.

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Applying different rules to different properties

You can create several configurations, for example one for your hotel rooms and another for your serviced apartments.

• One “All properties” configuration: this is your fallback. It covers every property that no other configuration covers. You can have only one.

• Specific configurations: these cover chosen buildings, multi-units or listings.

• A property can belong to only one configuration. If you try to add a property that’s already used somewhere else, Guestway asks you to remove it from the other configuration first.

• The most specific rule wins. A listing chosen directly beats its multi-unit, a multi-unit beats its building, and any specific choice beats All properties.

Important: if you disable a specific configuration, its properties do not fall back to the All properties configuration. They simply get no automatic check-in or check-out. This lets you switch the feature off for a few properties while keeping it on everywhere else.

Example: “All properties” is Active, and a configuration called “Penthouse – manual only” covers one listing and is Off. Every property gets automatic check-in except the penthouse.

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Which reservations are picked up

To run correctly, the configuration checks all the following factors. All conditions must be true before automatic check-in or check-out proceeds.

See the table below for the factors considered.

Automatic check-in conditions	Automatic check-out conditions
The reservation is a confirmed guest booking. Cancelled, pending, owner and blocked stays are skipped.	The same booking rules as above (confirmed, not a no-show, connected to your PMS).
It isn’t marked as a no-show.	Today is the departure day, in the property’s own time zone.
It comes from your connected PMS, and that connection is active.	The guest is checked in and not yet checked out.
Today is the arrival day, in the property’s own time zone.	The scheduled check-out time + offset has passed.
The scheduled check-in time + offset has passed, and the stay hasn’t ended yet.
The guest isn’t already checked in.
If you turned on Require completed pre-check-in, the guest has completed pre-check-in.

Which time counts as “scheduled”?

Guestway uses the check-in and check-out times on the reservation. If the guest also gave an estimated arrival time, Guestway uses whichever is earlier. If the guest gave an estimated departure time, Guestway uses whichever is later. This way, early arrivals can be checked in on time and late leavers aren’t checked out too early.

Each reservation is handled once

Guestway tries the automatic check-in once per reservation, and the automatic check-out once. If an attempt fails, it isn’t repeated and your team is notified in-platform.

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FAQ and troubleshooting

Can the offset push the action to the next day?

No. Automatic check-in only happens on the arrival day, and check-out only on the departure day, in the property’s time zone. If check-in time plus the offset falls after midnight, the guest isn’t checked in automatically. Keep offsets short enough that the action lands on the same day.

A guest finished pre-check-in only the day after arrival. Will they be checked in?

No. Arrival day has passed, so check them in by hand.

A guest wasn’t checked in automatically. Why?

Common reasons:

• pre-check-in isn’t finished and the rule requires it

• the reservation isn’t confirmed, or it’s marked as a no-show

• the property is covered by a configuration that’s switched Off

• the property isn’t active in Guestway, or the PMS connection is inactive

• the reservation was created in Guestway only, not in your PMS

• check-in time plus the offset hasn’t passed yet (allow up to 5 extra minutes)

A guest wasn’t checked out automatically. Why?

Automatic check-out only applies to guests who are checked in. If the guest was never marked as checked in, they won’t be checked out automatically.

If I check a guest in or out by hand, will Auto Check-in do it again?

No. Auto Check-in skips guests who are already checked in or out.

Can I pause immediatly everything ?

Yes. Open each configuration and turn off Enabled. The configuration and its settings stay saved for later.