Check-in Setup Guide (from zero to live operation)

This guide is the scenario-style manual you should read first. If you're setting up check-in (same-day self-entry / walk-in reception) for the first time, work through this page from top to bottom.

About the design philosophy: UnlockOS check-in bundles "pricing plan × smart lock × payment timing × occupancy" into a single check-in configuration, and launches that configuration from a URL (a QR code at the front desk / a kiosk / the SpaceCard in the member app / the Go Portal). From walk-ins that never go through a reservation, all the way to reservation and member self-check-in, the same check-in configuration is the foundation. The steps in this guide are built on that premise.

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The Whole Picture (8 Steps)

To start accepting check-ins, configure things roughly in the following order. Most steps depend on the ones before them, so we strongly recommend going through them in numeric order.

[1] KEYVOX integration ─────┐
[2] Base settings (Slug / Lock assignment)
                            │
[3] Plans ──────────────────┼──→ [4] Check-in Config ──→ [8] Test check-in
                            │         ├ Key settings (entry/exit) │
                            │         ├ Key display type           │
                            │         ├ Payment timing             │
                            │         └ Occupancy management       │
                            │                                      │
[5] Check-in Form (optional) ─────────────────────────────────────┤
[6] Check-in URL / kiosk setup ───────────────────────────────────┤
[7] Integration reservation form config (optional) ───────────────┘

Total estimate: 70 minutes to 2 hours (varies with scale)

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Step 1: KEYVOX integration

Purpose

Let UnlockOS operate the smart locks at your facility. This enables automatic key issuance (QR / PIN / Remote unlock) at check-in.

Check-ins that don't issue keys (reception only / pricing calculation only) can skip this step. In that case, you can also skip the "lock assignment" in step 2, and the check-in configuration enters "keyless check-in" mode.

Prerequisites

• A KEYVOX account
• In the KEYVOX dashboard, the target facility's places (Place) and doors are registered, and lock devices are bound to them

Steps

1. Open App Integrations from the main app's left menu
2. From the tabs at the top, select KEYVOX
3. Click Sign in with KEYVOX and complete OAuth authentication
4. After authentication, confirm that registered lock devices appear, grouped by place (Place)

Verify

• The KEYVOX Lock System card shows the "Connected" label
• Each door has a UnitID assigned

Details

• Lock Connection help

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Step 2: Base settings (Slug / Rooms & Lock assignment)

Purpose

Set the facility's Slug (URL identifier) so that KEYVOX locks can be selected in a check-in configuration.

The Slug is the base for the check-in URL (checkin.unlockos.io/{slug}) and the Go Portal (go.unlockos.io/{slug}). Even facilities that don't issue keys should set a Slug, so they can distribute URLs.

Prerequisites

• Setting the Slug has no prerequisites
• Lock assignment requires step 1 (KEYVOX integration) to be complete

Steps

1. Open Base Settings from the main app menu
2. On the Facility Basics tab, enter your desired Slug in the App URLs field (lowercase letters, digits, hyphens, 3 characters or more). A green checkmark (✓) means it's available. Save
3. If you issue keys per room, register rooms on the Rooms tab (Room Types / Rooms list), then bind a KEYVOX lock to each room in the Lock Assignment sub-tab

The difference between a check-in configuration's "Entrance Unit" and a room's "Lock Assignment": The Entrance Unit you pick in a check-in configuration is the shared key used for walk-in (same-day) check-ins made with that configuration. Reservation guests (including integration reservations) instead receive the key for the room their reservation is assigned to. See the note in step 4 for details.

Verify

• Below the Slug input, an App URL list panel appears (checkin.unlockos.io/{slug} / go.unlockos.io/{slug} + QR code)
• If you issue locks, each room's status shows "Assigned"

Details

• Base Settings help / Lock Connection help

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Step 3: Create Plans

Purpose

Create the pricing plans to link to a check-in configuration. For check-in, in addition to bookable plans (Hourly / Accommodation / TimeSlot), you can also use in-facility-billing-only plans (Daily flat / Fixed + overtime / One-time).

Prerequisites

• For paid use, Stripe integration must be complete (Lock Connection (Stripe))
• No prerequisites for free use (no payment)

Steps

1. Plan List → Plans tab from the main app's left menu
2. Click New in the top-right
3. Enter plan name, description, plan type, and price
4. Check the price calculation in the Simulation panel on the right
5. Save

About day-specific and holiday rates: Daily flat / Fixed + overtime / One-time plans each let you set rates on Weekday / Weekend / Holiday tabs, and holidays are detected automatically from the facility's country (facilities with no country configured never detect holidays).

The day type behind the initial amount quoted and charged at check-in (deposit / entry fee) is resolved from the civil date in the facility's timezone. It previously came from server time (UTC), so check-ins during Japanese late night / early morning (roughly 00:00–09:00 JST) were classified under the previous day. Facilities with frequent late-night entries, or with a Holiday tab configured, will see different charges. See Price Plan Settings — How Day-of-Week and Holiday Rates Are Chosen.

Verify

• The created plan appears in the Plan List with a type badge

Details

• Plan List help / Plan Form help
• If you want guests to choose among multiple plans: Plan Group

Design tip: Use a Plan Group if you want guests to choose a plan, or an Individual Plan if you want a single fixed plan (chosen in step 4).

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Step 4: Create the check-in configuration

Purpose

Bundle pricing plan, smart lock, payment timing, and occupancy into a single check-in configuration. This is the central step of this guide.

Prerequisites

• A plan created in step 3
• Step 1 (KEYVOX integration) complete if you issue keys

Steps

1. Open Check-in List from the main app's left menu
2. Click New in the top-right
3. Basic info: Enter check-in configuration name, description, and currency
4. Plan settings: Choose the Plan Selection Type (Individual Plan / Plan Group), then select the plan (or group) to apply
5. Lock settings: Select the Entrance Unit / Exit Unit (see "4-1" below)
6. Key display type: Choose from QR / PIN / Unlock Button (see "4-2" below)
7. Payment settings: Set payment timing and deposit (see "4-3" below)
8. Occupancy management: Set maximum capacity, congestion display, etc. (see "4-4" below)
9. Save

After creation, a check-in ID (ic-xxxxxxxx) is assigned.

4-1. Lock settings (Entrance / Exit Unit)

• Leaving both entrance and exit blank automatically enters "keyless check-in" mode (no key UI is shown, pricing calculation only).
• Once either the entrance or exit is selected, at least one key display type becomes required.

Note — integration reservations (iCal / Google Calendar / Site Controller): The Entrance/Exit Unit set here does not apply to integration 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 (same-day) check-ins made directly with this check-in configuration.

4-2. Key display types

• When you select a lock for the first time, "QR Code" is set automatically.
• If "Unlock Button" is grayed out, link a lock device to the relevant unit in App Integrations.

4-3. Payment settings

• You can also set a Deposit and a Prepaid Display Amount (if you want to display an amount different from the deposit).
• For hourly billing plans, you can set the Billing Unit (15 / 30 / 60 minutes) and the Rounding Method (Round Up / Round Down / Round to Nearest).

4-4. Occupancy management

Note: The congestion rate is aggregated at the check-in configuration level. If you bundle physically separated spaces (Men's / Women's Sauna, Building A / Building B, etc.) into one plan group, the congestion rate becomes misleading. For separate physical spaces, create separate check-in configurations.

Verify

• The created configuration appears in the Check-in List with a check-in ID (ic-xxxxxxxx) assigned
• Plan, entrance/exit key, payment, currency, and deposit are as intended

Details

• Check-in Configuration help / Check-in List help
• Access Key Display (QR, PIN & Remote Unlock)

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Step 5: Check-in Form (optional)

Purpose

Attach a form that collects guest information (name, address, nationality, ID documents, etc.) at check-in.

Forms are not required for check-in. Only set one up if you need it.

Prerequisites

• A check-in configuration created in step 4
• The form itself is created on the Forms page (Form Management)

Steps (attaching a form to the default check-in configuration)

1. Reservation Management → Check-in tab → check-in configuration list
2. In the config card with the Default badge, select a form from the Check-in Form picker and save
3. To change the default, click Set as Default on another card (the picker moves with it)

The form picker only appears on the "default" check-in configuration.

Form priority (important)

Difference in display timing

Common misconception: "A form appears at booking for one plan but at check-in for another" is not a bug. It reflects whether the plan has a form attached. If you want the form to appear both at booking and at check-in, attach a form to each plan.

Details

• Check-in Configuration (Check-in Form settings)
• Form Management

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Step 6: Check-in URL / kiosk setup

Purpose

Turn the check-in configuration you created into a URL that guests can launch. There are multiple ways to distribute it: a QR code at the front desk, a tablet kiosk, the SpaceCard in the member app, the Go Portal, and so on.

Prerequisites

• A check-in configuration created in step 4
• Slug set (step 2)

Main distribution methods

Steps

1. In Check-in List, copy the check-in URL from the link icon on the relevant configuration
2. If needed, generate a custom URL or embedded snippet in Unlock Lab
3. Post the QR code / link at reception, on your own site, and on the Go Portal

Verify

• Opening the copied check-in URL in a browser launches the check-in flow

Details

• Unlock Lab (URL/Snippet Generation)
• Go Portal & Service Linking Guide

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Step 7: Form setup for integration reservations (optional)

Purpose

Show a form at check-in to guests from integration reservations imported from iCal (Airbnb, etc.) / Google Calendar / Site Controller (PMS).

Facilities that don't handle integration reservations can skip this step.

Steps

• In the Check-in URL section of the Check-in tab, set the applied form individually for each integration source (iCal / Google Calendar / Site Controller).
• The form you set is shown when guests from that source check in via the check-in URL or kiosk.

Verify

• You can select and save an applied form per integration source

Details

• Check-in Configuration (booking forms for iCal / Google Calendar integrations)
• iCal integration help / Google Calendar integration

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Step 8: Test check-in

Purpose

Run one check-in end-to-end as a guest to confirm the whole configuration works correctly.

Prerequisites

• Steps 1–4 complete
• Optionally steps 5, 6, 7 as well

Steps

1. Open the check-in URL copied in step 6 (checkin.unlockos.io/{slug} or the kiosk) in a fresh browser window (incognito preferred)
2. Select a plan (or choose one from the plan group) and the number of people, etc.
3. Fill in the form if there is one
4. If there's a payment, pay with the Stripe test card (4242 4242 4242 4242 / any future date / any CVC)
5. After the check-in is confirmed, verify that the access code (key) is displayed (for configurations that issue keys)
6. Confirm you can enter using the displayed QR / PIN / Unlock Button
7. Confirm a new entry appears in Check-in History

Verify

After testing

• Check out the test check-in if needed
• Before going live, re-confirm the check-in URL / kiosk / Go Portal paths you distribute
• If you switch to live mode, reconfigure the Stripe integration in live mode

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Setup Completion Checklist

Once everything is checked, you're ready to go live.

Required

• KEYVOX integration shows "Connected" (facilities that issue keys only)
• Slug set, and checkin.unlockos.io/{slug} is issued
• Every room has a lock assigned (facilities that issue keys per room only)
• At least one plan created
• At least one check-in configuration created, with a check-in ID (ic-xxxxxxxx) assigned
• Test check-in succeeded and a key was issued (facilities that issue keys only)

Optional

• Check-in form set up
• Kiosk (checkin-host) set up
• Forms for integration reservations (iCal / Google Calendar / PMS) set up
• Paths from the Go Portal / member app SpaceCard confirmed

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Common stumbles

Q: All key display types are grayed out and I can't select any

Leaving both the entrance and exit units blank makes it a "keyless check-in," so no key types can be selected. Check that a unit is selected.

Q: Only "Unlock Button (Remote Unlock)" can't be selected

The selected unit has no lock device (device ID) linked. Link a lock device to the relevant unit in App Integrations, then try again.

Q: Guests from integration reservations (Airbnb, etc.) don't get the key for the check-in configuration's entrance unit

This is expected. Integration reservations are issued the key for the room the reservation is assigned to. The check-in configuration's entrance unit is only for walk-in (same-day) check-ins.

Q: I set a form on the default check-in configuration, but it doesn't appear for guests who booked through Booking

This is expected. Guests who self-check-in through Booking see the form attached to the plan at booking time (just before payment). The default check-in configuration form is shown when checking in via a kiosk / check-in URL. If you want it to appear in both, attach a form to each plan as well.

Q: Does deleting a check-in configuration also delete the history?

No, past check-in history is retained. However, you can no longer check in using the deleted configuration.

Q: The congestion rate doesn't match reality

The congestion rate is aggregated at the check-in configuration level. If you bundle physically separated spaces into one configuration, create a separate check-in configuration for each space.

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Support

If you've followed this guide in order and still can't resolve the issue, contact support with which step and what's happening (attach a screenshot of the error message if you have one).

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Related pages

Per-step details

• Step 1: Lock Connection (KEYVOX)
• Step 2: Base Settings
• Step 3: Plan List / Plan Form / Plan Group
• Step 4: Check-in Configuration / Check-in List / Access Key Display
• Step 5: Form Management
• Step 6: Unlock Lab / Go Portal & Service Linking
• Step 7: iCal integration / Google Calendar integration
• Step 8: Check-in History / Guest Check-in

Related topics

• Booking Setup Guide
• Membership Setup Guide
• Go Portal & Service Linking Guide
• Quick Mode