What Smoobu's Online Check-in does
Online Check-in is a form feature built into Smoobu that lets guests submit their own information before arrival — name, address, expected arrival time, and optionally a photo of their ID or passport. The form is booking-specific: each guest gets a unique link, fills it out in their browser, and submits it with one click on "Send information to the host".
In many cases, this replaces the front-desk paper form or manually chasing details by message. Submitted data lands directly in the relevant booking in Smoobu, where you can review it before the guest arrives. Important: this is a separate feature from the Smoobu Guest App (which is a digital guidebook covering check-in instructions, Wi-Fi, and house rules) — both can be configured independently and work well together.
Step 1 — Activate Online Check-in
The form is configured in the Experience section, not in general settings.
- In Smoobu: open the Experience section and click Online Check-in from the dropdown menu.
- Select the property you want to set the form up for.
- Turn the feature on for this property. If you manage several properties, repeat this for each one.
Whether Online Check-in is included in your current plan depends on the tier you're on — check current plan details at smoobu.com/pricing, since feature availability can shift between plans.
Step 2 — Choose form fields and ID upload
The form editor lets you decide exactly what information a guest must provide before arrival.
- Personal details: name, address, and contact info for all travelling guests — relevant in several German states for guest registration (Meldeschein) requirements.
- Expected arrival time: useful for planning check-in instructions or a key handover.
- ID/passport photo: enable this via the Attachments option in the form editor. Guests then upload a photo of their ID document directly in the form.
- Additional fields: depending on your account version, you can add extra free-text fields — for special requests or allergies, for example.
Only request what you actually need — the more required fields, the more likely guests abandon the form partway through. For basic registration requirements, name, address, and ID number are usually enough.
Step 3 — Send the link automatically before arrival
Like the Guest App link, the Online Check-in link is booking-specific. To avoid sending it manually, insert it into an automated message template.
- In Smoobu: go to Automation → Messages → Templates.
- Open your booking confirmation template, or create a dedicated template for sending the Online Check-in link.
- Insert the [onlineCheckInLink] placeholder using the variable picker — don't type it manually, to avoid a broken URL.
- Note: the separate pre-arrival placeholder (sometimes labelled [caPreArrivalLink]) is not meant for the booking confirmation — use [onlineCheckInLink] specifically for this.
- Set a send trigger and save the template. Sending right after booking, or a few days before arrival, both work well in practice.
Step 4 — Review submitted data
Once a guest submits the form, their answers appear directly in the booking detail view in Smoobu. Before arrival, check that all required fields are filled in and, if requested, that the ID photo was uploaded. If something's missing, you can follow up specifically instead of asking for ID at the door.
Registration requirements and legal context
Several German states require short-term rentals to collect guest registration data (Meldeschein) — the exact requirements (which data, whether a digital form is acceptable, retention periods) vary by state and municipality and change occasionally. The Online Check-in form can make data collection easier, but it doesn't replace a legal review of your specific registration obligations. For a template focused specifically on the classic printed registration form, see our guide to the vacation rental guest registration form; verify your state's current requirements directly with the relevant registration authority or a tax advisor.
Frequently asked questions
Guest didn't fill out the form
Open the booking in Smoobu under Bookings → [select booking] and copy the Online Check-in link again to resend it manually. To avoid this going forward, send the message with the link early enough (see Step 3) and add a second reminder shortly before arrival if needed.
Is the ID upload mandatory?
No — whether a field is required is something you decide in the form editor. The Attachments option for ID or passport photos can be turned on optionally; whether you actually require it depends on your registration obligations and your own security preference.
What's the difference from the Guest App link?
Online Check-in is for collecting data before arrival (name, address, arrival time, optionally an ID photo) and lives in the Experience section. The Guest App is a digital guidebook covering check-in instructions, Wi-Fi access, and house rules. Both are configured independently and can be sent in the same message or in separate ones.
Can I combine Online Check-in with Chekin or Check-in Scan?
Yes — alongside the built-in Online Check-in form, Smoobu also offers integrations with specialised providers like Chekin and Check-in Scan, which add features such as automated authority reporting or ID scanning via MRZ code. These are separate integrations with their own setup process and sometimes their own cost — for most smaller operations, the built-in form is enough.
Is the data stored in a GDPR-compliant way?
Data submitted through the form is stored in your Smoobu account and is subject to Smoobu's data processing terms as a processor. Check Smoobu's current privacy documentation and update your own guest-facing privacy notice accordingly if you're collecting ID data.