Guest-Flow
Quick Start Guide
Jump straight to what you need — or read through in order. The whole thing takes about 5 minutes.
Getting Started
First, sign in to Guest-Flow
Guest-Flow is your control centre for guest registration and compliance — available on the web and as a mobile app. Getting in takes seconds, and there's nothing new to set up.
Create Your First Booking
Add a guest in under a minute — property, dates, name, email.
Sit Back — We Handle the Rest
Automated WhatsApp, SMS & email reminders in the guest's language.
Your Guest Registers Online
Guests complete the Spanish registration form on their phone.
Track Everything from Your Dashboard
See live bookings, registration status and submissions.
Set Up Your Properties
Add property details, access codes and house rules once.
Guest Considerations
Royal Decree 933/2021 + copy-ready text for your booking confirmation.
Earn More with Pre-Arrival Extras
Early check-in, late check-out and your own add-ons — guests request in a tap.
Guarantee Every Guest Sees Your Extras
One permanent link that always works — alongside your booking links, never instead of them.
Step 1
Create Your First Booking
Click 'Create Booking' from your dashboard. Fill in your guest's details — property, dates, name, phone, and email. It takes less than a minute.
Use the Shared Stay option when a group of guests are arriving at different times for the same villa. For example, two friends renting the same property — one arriving Monday, another arriving Wednesday, both leaving Saturday. Enable Shared Stay on the second booking and Guest-Flow will allow the dates to overlap without blocking the calendar. Each guest gets their own registration link, their own WhatsApp messages, and their own entry in your compliance records.
Create Booking
Step 2
Sit Back — We Handle the Rest
Once your booking is saved, Villa Check In takes over. Our automation engine contacts your guest via WhatsApp, SMS, and email — in their own language — with reminders that get progressively more urgent as their arrival date approaches. No manual follow-up needed.
Booking Created
Welcome Email
Your guest receives a welcome email with their booking details and registration link within minutes of you creating the booking.
14 Days Before Arrival
First Email Reminder
If the guest hasn't registered yet, an email reminder is sent at 09:00 with their registration link. Only unregistered guests are contacted.
7 Days Before Arrival
WhatsApp Reminder + Email Reminder
A friendly WhatsApp message in the guest's language with their personal registration link, plus a follow-up email chaser. If WhatsApp doesn't deliver within 5 minutes, an SMS is sent automatically.
3 Days Before Arrival
Urgent WhatsApp Reminder
A more urgent WhatsApp reminder for guests who still haven't registered. The tone escalates — only unregistered guests are contacted.
2 Days Before Arrival
Final Email Reminder
A last email reminder for unregistered guests. Between email chasers and WhatsApp reminders, your guest has been contacted across multiple channels by this point.
48 Hours Before Arrival — Still Unregistered
We Call Your Guest Directly
If a guest is still unresponsive to every message 48 hours before arrival, our team personally calls them to walk them through registration. This is the human safety net — we don't give up until your guest is registered.
1 Day Before Arrival
Access Details Delivered
Registered guests receive their property access details — check-in instructions, WiFi credentials, and door codes — by email, followed by WhatsApp 30 minutes later. Any guest still not registered gets one final WhatsApp nudge, and you're alerted.
Guest Completes Registration
Confirmation Email
The moment all guests finish registering, a confirmation email is sent automatically. If they register before the day of arrival, access details are queued and sent at 09:00 the day before check-in.
Add the booking and relax. Villa Check In does the heavy lifting — from automated messages across email, WhatsApp, and SMS to a personal phone call if needed. With a 99.99% success rate (that's 1 problem booking in 1,000), we guarantee your guests are registered, every time. Period.
Step 3
Your Guest Registers Online
Your guest clicks the link and fills in their details — passport or ID information for all travellers in the group. It's mobile-friendly and available in multiple languages. Here's exactly what they see:
VILLA SOL
Step 4
Track Everything from Your Dashboard
See all your bookings at a glance. Track registration status, guest counts, and upcoming arrivals. Green means registered, red means still waiting — you'll always know where things stand.
Your Bookings
Manage guest reservations.
| Guest | Property | Dates | Status | Guests | Registered |
|---|---|---|---|---|---|
| Maria García | Villa Luar Playa Blanca | 20/06 → 27/06 | Checked In | 6 / 6 | Registered |
| James Wilson | Villa Luar Playa Blanca | 28/06 → 05/07 | Confirmed | 0 / 4 | Unregistered |
| Sarah Johnson | Villa Luar Playa Blanca | 06/07 → 13/07 | Confirmed | 3 / 3 | Registered |
| Klaus Müller | Villa Luar Playa Blanca | 14/07 → 28/07 | Confirmed | 2 / 5 | Unregistered |
Step 5
Set Up Your Properties
Add your property details once and Guest-Flow uses them everywhere — from guest communications to your compliance records. Photos, WiFi, check-in codes, amenities, and more all live here.
Photos
Upload a gallery and set a cover photo. These appear in your guest communications.
Location
Full address, Google Maps link, and arrival directions — tappable on any device.
Amenities
Pool, parking, air conditioning, pet-friendly — tick what applies. Shared with guests before arrival.
Access Info
Keybox code, gate code, alarm details, and check-in/out times — all managed in Guest-Flow.
WiFi
Network name, password, and speed. Guests get a scannable QR code to connect in one tap.
House Rules
Quiet hours, pool rules, check-out instructions — clear and upfront before arrival.
Step 6
Guest Considerations
Under Spain's Royal Decree 933/2021, every new booking must be transmitted to SES Hospedajes — the Interior Ministry's national register — the moment it's received. Guest-Flow handles that transmission for you automatically. But we strongly recommend you give your guests a heads-up so the registration request doesn't land out of the blue.
Why mention it?
Guests sometimes panic when an unfamiliar sender asks for passport details. One short line in your booking confirmation explains the law, flags the upcoming email or WhatsApp, and turns a potential support query into a smooth check-in.
100% GDPR compliant
Guest data goes only to the Spanish authorities via the official SES Hospedajes API. It is never shared with third parties, never used for marketing, and retained only for the legally-required period.
Suggested text for your booking confirmation
Copy the block below into your own booking confirmation email, WhatsApp message, or OTA template — edit anything that doesn't fit your setup.
As a legal requirement, passport and other details of ALL guests (including children) must be submitted to the authorities in Spain prior to taking up residence in a holiday rental property. The process is exactly the same as the check-in service at a hotel. Please look out for an email, WhatsApp, or text from [email protected]. They will provide a link for you to register everyone in your group. This link can be forwarded to other guests for completion. Once everyone is registered, Villa Check In will send you the access details for the property the day before you travel. Don't worry — Villa Check In is 100% compliant with all GDPR data protection laws and will never share your details with anyone other than the Spanish authorities.
Step 7
Earn More with Pre-Arrival Extras
Turn every booking into a revenue opportunity. Early check-in and late check-out come built in, and you can add your own extras on top. Guests request them before they arrive and you approve each one with a single click — payment is arranged directly between you and your guest.
Early Check-in
Offer arrival ahead of your standard check-in time. You decide how early and what to charge, property by property, and Guest-Flow hides the option automatically when a back-to-back booking makes an early arrival impossible.
Late Check-out
Let guests stay on past your standard check-out time. Again you set the time and the price per property, and it's hidden automatically whenever the next guest arrives the same day.
Your own extras — offer anything you already do
Early check-in and late check-out are built in, but they are only the start. Custom extras are add-ons you create yourself for a property — a welcome hamper, a mid-stay clean, pool heating, a cot, a grocery shop, an airport run. You set the name, the description, the price and the currency. The extra then appears on your guest's Pre-Arrival Extras page and in their pre-arrival email, and they request it in a tap. You get an email with Accept and Reject buttons, and the request stays recorded against the booking. Unlike early check-in and late check-out, your own extras have no date restriction — they are offered whenever they are switched on.
Why offer them
- More revenue per booking, with no extra marketing — you are selling to a guest who has already booked and is looking forward to the trip.
- Guests prefer it. Most would rather arrange a hamper, a cot or a transfer through you than hunt for a local supplier in a language they do not speak.
- No last-minute messaging. Requests arrive in one place, already tied to the booking, instead of scattered across WhatsApp and email the week before arrival.
- You stay in control. Wording, price and availability are set per property, so a two-bed apartment and a six-bed villa can charge differently for the same thing.
- Listing one costs you nothing. There is no commission and no fee — an extra nobody takes up simply sits there.
How to set one up
- Open Extras in Guest-Flow and choose the property on the Manage tab.
- Scroll to Your own extras and tap Add extra.
- Fill in the Name and a short Description. This is exactly what your guest reads, so be specific about what they get and when they get it.
- Set the Price and Currency (€, £ or $). Leave the price at 0 to offer something free — guests still request it, so you know they want it. Leave Type as Other unless it really is an early check-in or a late check-out.
- Use Apply to if you want the same extra on several properties at once. Each property keeps its own copy, so you can re-price one without touching the others.
- Save. A new extra is created switched off — nothing reaches your guests while you are still wording it.
- When you are happy with it, turn on Show to guests. It goes live for every guest of that property straight away, and you can switch it off, edit it or delete it at any time.
- Requests arrive in the Requests tab and by email — Accept or Reject with one click.
Step 8
Guarantee Every Guest Sees Your Extras
Extras are only offered to a guest after they have completed their registration, and they are delivered by email only — never by WhatsApp or SMS. That is deliberate: the Pre-Arrival Extras page shows prices and takes requests, so it belongs on a channel that can carry detail, sent to a guest we have already verified.
There is a knock-on effect worth knowing about. If a guest registers but that email never reaches them — a mistyped address, an OTA-masked alias, an over-eager spam filter — they stay perfectly compliant, but they never see your extras. The fixed link closes that gap.
One URL that never changes
checkin.villacheckin.com is a single, permanent web address. It does not expire, it is not tied to a booking, and it never needs regenerating. Put it in your booking confirmation, your OTA message template, your house manual or your welcome sign and it will still be correct next season.
It runs alongside your booking links, not instead of them
Nothing changes about how Guest-Flow already works. Your guests still receive their unique per-booking registration links by email, WhatsApp and SMS exactly as before. The fixed link is simply a second door into the same system — whichever one the guest uses, they land in the same place and the registration is recorded identically.
How your guest uses it
There is no booking reference to hunt for. The guest opens the link and enters their surname and arrival date. Guest-Flow matches them to the right booking, walks them through registration, and then shows them your extras — the same page they would have reached from an emailed link.
Nothing to switch on
The fixed link is live for every property and every guest already. There is no setting to enable and no request to make. Booking.com guests are routed to it automatically, because Booking.com strips unapproved links out of guest messages — but any guest, from any channel, can use it.
Ready to get started?
Contact our team and we'll get your property set up in Guest-Flow same day.