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
- Declare a configuration's role as an in-house service and who can access it
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 |
How This Appears as an In-House Service
Decide whether this configuration starts a stay or is an in-house service guests use during their stay. Only configurations declared as in-house services appear on the guest key screen ("Available during your stay").
The name, price, and images shown for this configuration come from the other sections on this page (Basic Information, Plan Settings, etc.) — there is nothing separate to enter here.
Role of this configuration
| Option | Description |
|---|---|
| Starts a stay (accommodation check-in / walk-in) | An entrance that begins the stay itself. This is the default |
| Used during a stay (in-house service) | A facility or service guests use during their stay — a bathhouse, meeting room, laundry, and so on |
When "Used during a stay" is selected
| Field | Options | Description |
|---|---|---|
| Visibility to guests | Show in the list (default) | Appears in the guest's "Available during your stay" list |
| Hide (only people with the URL) | Does not appear in the list. Only guests who have the direct URL can access it | |
| Who can enter | Anyone (default) | Anyone can use it. However, only free configurations appear in the guest list this way — a configuration with a price or a plan does not |
| Only guests with an active stay | Only guests who are currently checked in can use it. Use this if you want a priced or plan-bound in-house service to appear in the list |
Use the "This is what guests see" preview to confirm exactly how it will look.
When "Starts a stay" is selected (default)
"Available during this stay (optional)" lets you narrow down which in-house services a guest who started their stay through this entrance can use.
- Leave this untouched (select nothing) and every in-house service at this facility is available. Select one or more to narrow it down to just those
- The options list every other check-in configuration at this facility whose role is "Used during a stay (in-house service)"
- If no in-house services exist yet at this facility, no options are shown (change another configuration's role to "Used during a stay" and it will appear here)
All defaults preserve today's behavior. If you don't change anything, this configuration stays "Starts a stay" and has no effect on the in-house services list. Existing check-in configurations are unaffected by the addition of this section.
How this appears in the Check-in List
The "Check-in List" page's list is split into two tabs — configurations that "Start a stay" and configurations "Used during a stay (in-house services)." The order of in-house services in that tab becomes the order guests see in "Available during your stay."
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)
Dropdown groups
The entrance lock dropdown groups locks under two headings, because they behave differently.
| Heading | Contents | Where to register |
|---|---|---|
| Smart Lock | KEYVOX and similar locks, where UnlockOS issues and revokes the key | Lock Connection |
| Fixed Code Lock | Keypad-style locks whose PIN never changes | Fixed Code Lock |
Fixed code locks do not appear in the exit unit dropdown. Entry and exit share the same code, so a separate exit key does not exist.
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.
Use a separate door for each plan (e.g. men's / women's bath)
Use this when one check-in screen lets guests choose a plan such as men's or women's bath, and each plan should open its own door and have its crowding counted separately. It appears only when "Plan Selection Type" is Plan Group and a group is selected.
When you check "Use a separate door for each plan", a row appears for each plan in the group:
| Field | Description | Required |
|---|---|---|
| Door | The smart lock that gets a key for guests who choose this plan | Yes (every plan) |
| Capacity | How many people can use this plan's door at once. Blank = counted against "Maximum Capacity" below | No |
- While it is on, the "Entrance Unit" / "Exit Unit" above are not used (and are hidden). The door comes from each plan's row
- Only smart locks can be chosen as doors (fixed-code locks cannot)
- You may choose the same door for several plans (a shared entrance, for example). Their crowding is then counted together, so give them the same capacity
- Plans with a blank capacity are counted together against "Maximum Capacity"
What guests see
- If "Show occupancy on the check-in screen" is on, crowding is shown per door (e.g. Men's 2/10, Women's 10/10)
- If "Block new check-ins when full" is on, the entrance closes only when every door is full. If only the women's bath is full, men's-bath guests can still check in
- In plan selection, plans whose door is full show "Full" and cannot be chosen. If a door fills up between choosing and submitting, the guest is taken back to plan selection
Limits and notes
- Only facility owners and above can save or change door assignments
- While doors are assigned per plan, you cannot change the plan group or the plan selection type. Uncheck the option and save first
- When you uncheck it, choose an "Entrance Unit" or "Exit Unit" instead (otherwise every plan in the group would become a check-in without a key, so saving is refused)
- A plan with its own door cannot be used by another check-in configuration (the same applies when editing the plan group)
- Changing a door assignment does not move guests who are already checked in; the new door applies from the next check-in
- If assigning the doors fails while creating a new configuration, the configuration is not created (your input is kept so you can fix it and save again)
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, the types that lock can actually produce are set automatically ("QR Code" for a smart lock, "PIN Code" for a fixed code lock)
- You can then enable other types, within what the same lock supports
Rule 3 — Types the selected lock cannot produce are unavailable
Key display types are limited by the capabilities of the selected lock. Unsupported types are grayed out with the reason shown, such as "This lock does not support QR codes."
| Lock | Selectable key display types |
|---|---|
| Smart lock (e.g. KEYVOX) | QR Code / PIN Code / Unlock Button |
| Fixed code lock | PIN Code only |
Changing the selected lock resets the key display types to match what the new lock can produce.
Rule 4 — 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 normally 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), use "Use a separate door for each plan" in the lock settings. Capacity and crowding are then counted per door, and fullness is judged per door (see "Use a separate door for each plan" above). Per-plan capacity is set there; plans with a blank capacity are counted against the maximum capacity here.
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.
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: Only some of the key display types are unavailable
A: The selected lock cannot produce those types. A fixed code lock, for example, can only produce a PIN code, so QR Code and Unlock Button cannot be selected. Select a smart lock as the entrance unit if you need a QR code. See Fixed Code Lock for details.
Q: Fixed code locks do not appear in the exit unit dropdown
A: This is intentional. Entry and exit share the same code on a fixed code lock, so a separate exit key cannot be issued. Use a smart lock for the exit unit.
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.
Q: I created a configuration for a facility guests use during their stay (bathhouse, laundry, etc.), but it doesn't appear on the guest key screen
A: The configuration's role is probably still "Starts a stay." Open "How This Appears as an In-House Service" and change its role to "Used during a stay (in-house service)," then save. The role is the only signal used — it never guesses from circumstantial evidence like whether the room shares a unit with a bedroom, or whether a price is set.
Q: My in-house service has a price/plan, and it still doesn't show up in the guest list even with "Anyone" selected
A: That's expected. With "Anyone," only free configurations appear in the guest list. To show a priced or plan-bound in-house service, change "Who can enter" to "Only guests with an active stay."
Q: Will this change how my existing check-in configurations behave?
A: No. Every default preserves today's behavior (role = Starts a stay, Visibility = Show in the list, Who can enter = Anyone, Available services = unrestricted). If you don't change anything, nothing changes for existing configurations or for guests.
Q: If I leave "Available during this stay" empty, does that mean guests can't use any in-house services?
A: No, the opposite. Leaving it empty means every in-house service at this facility is available. Selecting one or more narrows it down to just those.
Related Pages
- Check-in List
- Plan List
- Lock Connection (Smart Lock Settings)
- Access Key Display (QR, PIN & Remote Unlock)
- Form Management (creating and editing forms)