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://bestguest.app/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. Guestline’s guest-communication tools live in Rezlynx: open System menu → Template Editor to create or select an email template, and insert Guestline’s GuestStay check-in URL (guests can complete registration anytime from 14 days before arrival through check-in day) — or swap in your own Best Guest registration link instead.
  2. Go to System → Tools → Template Automation and click + New Job to schedule that template with a timing offset before arrival (e.g. 2 days).
  3. Name the job “Best Guest Registration”. To target specific booking channels, filter by Media Source — not System Source, which filters by where the booking was created (e.g. Rezlynx) rather than the sales channel. Other available filters include rate plan, package, booking status, and market segment.
  4. Add your message text and insert your Best Guest registration link:
Subject: Complete your online check-in

Hello {{guest_first_name}},

Before arrival, please complete your online guest registration.

Registration:
https://bestguest.app/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.

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://bestguest.app/l/your-listing

Path 2 — iCal sync

Guestline’s public Help Centre doesn’t document an iCal or ICS export feature — a search for “iCal” there returns no results — so we can’t point you to an exact menu path. Check with your Guestline account manager (now part of The Access Group) about calendar-export options for your property; if a feed is available, paste it into Best Guest’s Reservation Verification the same way as any other iCal link.

  • 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.