From confirmation to welcome, keeping everything connected
A booking starts the preparation for a stay. Reception needs to know who is arriving, when, with which accommodation and services, while guests need clear guidance to organise their trip.
FastReplyMail links imported bookings to guest profiles and, with Fast Check-In active, collects details online before arrival. Stay information, communications and check-in come together in one workflow.
Collecting details in advance reduces transcription at the desk and helps prepare the welcome. Pre-arrival contact also offers a chance to present relevant services and start a relationship that continues after departure, supporting loyalty and future direct bookings.
From check-in to PMS, without re-entering data
With the PMS interface configured for this workflow, details entered by guests during online check-in pass to the management system, such as 5stelle* or SysDat. The PMS can then use its own function to submit Italian public security guest registration reports (schede PS).
The benefit for reception is practical: there is no need to manually re-enter details already collected online into the PMS. Guests complete them before arrival and staff find them in their working system. Data transfer and submission features depend on the interface and PMS configured for the property.
From OTA alias to the guest’s direct email
An OTA booking often includes an email alias supplied by the portal. With online check-in, the direct email supplied by the guest replaces the OTA alias: the property gains a contact address for continuing the conversation after the stay.
This helps build your own relationship with guests who discovered the hotel through an intermediary. Use the contact for future communications and, according to available consent, relevant offers and direct return-booking opportunities.
The first stay may come through a portal; the next may grow from the relationship with your property. A direct email makes it possible to nurture that relationship. Collecting an address does not itself constitute marketing consent.
Find bookings from connected systems
Automatic booking imports are available through 5stelle, HotelNet and SysDat*, with queries every 15 minutes. The integration must be configured for the property; available information varies by system.
Bookings may include the lead guest, dates, accommodation, types, rates, board basis, channel and subchannel, amounts and status. Extra-service and revenue data are supported by the 5stelle* and SysDat connectors; SysDat can also report actual in-house status. Room changes and sub-bookings are grouped under the main booking.
The system identifies bookings by channel and booking number to manage duplicates. Received data creates or updates the CRM guest record, including nationality and language where available.
Importing a booking is separate from checking availability. Other booking engines may provide prices, availability or booking links without importing bookings into CRM. During the demo, we check the workflow your system supports.
Discover available integrations →
Review stays, statuses and tasks in one place
Filter the list by guest, status, channel and subchannel, arrival and departure dates and property. The record shows dates, nights, booking number, amounts, accommodation, any room changes and extras, alongside scheduled tasks and recorded check-ins.
Statuses help track progress: Booked, Modified, Check-in sent, Check-in completed and Cancelled. In-house status is available where reported by the PMS. In Fast Check-In, “Check-in completed” means the online form has been completed, not that the guest has physically arrived.
Add tasks with due dates and notes to a booking to remind your team of preparations or contacts to handle. The stay context remains close to operational information.
Link the booking to the offer that generated it
With an integrated booking engine, each proposed rate has its own button to complete the booking. To recognise the result in FastReplyMail, the importing system must return the offer reference contained in the link.
When a compatible system supplies this information, the offer changes to Booked and the booking record indicates it was generated by an offer. Bookings made another way, such as by phone, are not automatically attributed.
This link helps monitor opportunities developed through direct channels. Booking statistics also show revenue, cancellations and revenue by channel, filtered by booking receipt or stay period, accommodation type and rate. Data covers imported bookings; revenue is not profit margin, which also requires costs.
Explore personalised offers → · Explore dashboards and statistics →
Invite guests to prepare check-in before departure
From the booking record, send an email containing the Fast Check-In link using a Check-In template. The booking changes to “Check-in sent”. You can also include the link in automated messages through its dedicated dynamic field.
The form works on smartphones and is available in Italian, English, German and French. Its header can be customised by property and language; the summary shows dates, nights, rooms and lead guest.
Guests can complete details at their leisure before arrival, avoiding collecting everything at reception. Families and groups can prepare companions’ information in the same process.
See how to prepare templates and content →
Collect details for the lead guest and companions
The form distinguishes the lead guest, family head or group leader from companions. It collects personal details, nationality, place and date of birth, residence and identity document information according to the Alloggiati Web format. Italian municipality and country searches use the system’s available tables.
The process includes the privacy notice, consent collection and an on-screen signature. With Signature connected, the FastPrivacy form collects the three consent categories managed by the suite:
- Essential data processing.
- Newsletters, WhatsApp and marketing communications.
- Sharing with third parties.
On completion, Signature automatically archives the signed document and PDF and returns consent outcomes to CRM. Each document received triggers a notification to both the hotel and the customer who signed it. These choices support mailing lists and recipient selection for newsletters and promotional offers in line with the guest’s stated consent.
Beyond online check-in consent, Signature manages waivers for services such as spa access and bicycle hire. Rewards enrolment follows a separate process and is not managed by Signature.
Advance completion prepares information for the property’s work. The product collects details and a signature; it must not be presented as automatic identity verification or self-service room access.
Receive confirmation and update CRM
When the form is submitted, the booking changes to “Check-in completed”. Details are saved in CRM, consent is updated and family members or companions are linked to the lead guest.
The guest receives a confirmation email and the property a notification with the booking link. Reopening the link after completion shows that check-in has already been completed.
With the PMS interface configured, collected details pass to the management system without re-entry. For OTA bookings, the guest’s direct email replaces the portal alias, making the contact available for subsequent communications according to collected consent.
Collected information enriches guest history for the welcome and future contact. You can nurture the direct relationship over time through relevant communications and available consent.
See how the guest profile develops →
Guest registration reports: continue in PMS or export a file
With a PMS interface configured to receive check-in data, the PMS can submit public security guest registration reports through its own function. Transferring data avoids manual entry into the PMS; submission follows that system’s workflow.
Alternatively, download a text file from FastReplyMail in the Alloggiati Web import format and print the reports as PDF. In this workflow, the file must be uploaded manually to the portal.
FastReplyMail does not submit directly to Alloggiati Web. “Check-in completed” means the online form is complete, not that guest registration reports have been submitted.
Support arrival with useful messages
Booking automation supports communications based on booking receipt, arrival, departure and check-in statuses. For example, configure a pre-arrival link and a reminder for guests who have not completed the form.
Set conditions, timing and templates, then check the preview of affected records before activation. Rules are evaluated every 30 minutes and sends pass through a queue: the workflow needs configuration and does not activate simply because a booking exists.
The same context can support arrival information and post-stay communications, such as a thank-you or a Survey questionnaire link when active and connected. A prepared welcome and relevant follow-up help maintain the relationship.
Designing the right workflow for your reception
Booking management, its statistics and booking automation are part of the CRM component. Sending the link requires Fast Check-In; FastReply Signature integration depends on the active service and property configuration.
We start from your PMS or booking system, the information received and your team’s pre-arrival tasks. In a demo, we can show how to connect bookings, messages and data collection, leaving more time for guests and relationships that continue after the stay.