# 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](forms.md). --- ### 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)](key-display.md) - [Form Management (creating and editing forms)](forms.md)