Automatically collect guest registration before arrival using Guestline’s guest communication tools and Best Guest.

Estimated setup time: 5–10 minutes.

What this setup does

After completing this setup:

✓ Reservation is created in Guestline ✓ Guestline triggers pre-arrival communication ✓ Guest receives the Best Guest registration link ✓ Guest completes registration ✓ Best Guest processes the reservation automatically

No manual registration collection required.

Before you start

  • An active Guestline account with Guest Journey tools and reservation communication enabled
  • A Best Guest account
  • Your Best Guest registration link, e.g.
https://app.bestguestapp.com/l/your-listing?channel=guestline

(Use your real link. ?channel=guestline records the reservation origin.)

Using the right link: every listing — each apartment, room, tent, RV, or whatever counts as your smallest bookable unit — has its own unique registration link. If you manage more than one listing, double-check you’re copying the correct one. Find all your links in Best Guest under Properties → [property] → Listings → Copy listing link, or grab them during the Listings step of onboarding.

Path 1 — Automated message

Guestline’s guest experience guidance recommends using pre-arrival communication to complete administrative tasks before arrival and reduce front-desk workload.

  1. Open Guest Journey → Guest Communication (communication tools may also appear under guest experience modules, depending on configuration).
  2. Find the communication event sent before check-in — trigger Pre-Arrival, recommended timing 2 days before arrival (1 day for short stays; immediately for same-day bookings).
  3. Create a message named “Best Guest Registration”, recipient Primary Guest, delivery Email to start (expand channels later).
  4. Add the template:
Subject: Complete your online check-in

Hello {{guest_first_name}},

Before arrival, please complete your online guest registration.

Registration:
https://app.bestguestapp.com/l/your-listing?channel=guestline

The process usually takes less than 2 minutes.

Completing registration before arrival helps us prepare everything for your stay.

Thank you and we look forward to welcoming you.

Keep the communication focused — don’t combine it with breakfast information, room upgrades, payment requests, or access instructions. Guestline recommends avoiding overlapping guest communications across systems.

  1. Apply the registration communication to Confirmed reservations. Start with one universal flow; add property, rate-plan, or guest-segment filters later if needed.
  2. Test the complete flow: create a reservation and verify the guest receives the request, registration opens correctly, submission completes, and the reservation appears in Best Guest. Test a direct booking, an OTA booking, and mobile email.

Best Guest automatically reminds the main guest if they started registration but haven’t finished it. If a guest never opens the form at all, though, that reminder can’t reach them — so it’s worth scheduling a second Guest Communication message, timed 1 day after arrival instead of before it, using only the link:

Hello {{guest_first_name}},

Everything alright? Did you fill out all your forms and is the data correct?
Please follow this link if you still need to add/change some information:
https://app.bestguestapp.com/l/your-listing

Path 2 — iCal sync

To import Guestline reservations into Best Guest’s Reservation Verification, copy the property’s iCal / calendar export link from Guestline and paste it into Best Guest.

  • Reservation confirmed → confirmation only
  • 2–3 days before arrival → Best Guest registration
  • Arrival day → access instructions
  • 1 day after arrival → reminder for guests who haven’t completed registration
  • Departure day → thank-you message

Troubleshooting

Guest never received registration — check communication is enabled, the trigger timing, that a guest email exists, and which system owns communication (Guestline vs. an external tool).

Guests receive duplicate emails — check whether the CRM, PMS, and check-in platform are all sending messages; use one communication owner.

Registration completed but reservation is missing — verify the registration URL, ?channel=guestline, and that submission actually completed.

Scaling across a portfolio

  • 1 property → one registration flow
  • 2–10 properties → property groups
  • 10+ properties → centralized guest journey management

Once the basic flow is running, consider personalizing by rate plan, separating OTA vs. direct bookings, and sending reminders only for incomplete registrations.

Next steps

Frequently asked questions

Should registration be combined with other pre-arrival information?

No — keep the registration message focused. Don't combine it with breakfast information, room upgrades, payment requests, or access instructions; Guestline's own guidance recommends avoiding overlapping guest communications across systems.

How should I scale this across a larger property portfolio?

Start with one universal flow for 1 property. For 2–10 properties, use property groups. For 10+ properties, move to centralized guest journey management rather than configuring each property individually.

Informational only

This page is provided for general information and is not legal or tax advice. Rates, deadlines and exemptions are set by law and municipal ordinances and can change — always verify current requirements with your municipality or a qualified advisor.