How to automate guest registration from Guestline using Best Guest

Automatically collect guest registration before arrival using Guestline Guest Journey and Best Guest.

With Guestline guest communication and Best Guest, guests receive a registration request before check-in and complete registration online.

Estimated setup time: 5–10 minutes.

What this setup does

After completing this setup:

✓ Reservation is created in Guestline ✓ Guestline triggers pre-arrival communication ✓ Guest receives Best Guest registration link ✓ Guest completes registration ✓ Best Guest processes reservation automatically

No manual registration collection required.

Before you start

Prepare:

  • Active Guestline account
  • Access to Guest Journey tools
  • Reservation communication enabled
  • Best Guest account
  • Public Best Guest registration link

Example:

https://app.bestguestapp.com/l/your-listing?channel=guestline

Use your actual registration URL.

The channel=guestline parameter allows Best Guest to identify reservation origin.

Using the right link: every listing — each apartment, room, tent, RV, or whatever counts as your smallest bookable unit — has its own unique registration link. If you manage more than one listing, double-check you’re copying the correct one. Find all your links in Best Guest under Properties → [property] → Listings → Copy listing link, or grab them during the Listings step of onboarding.

Important: Registration belongs in the pre-arrival journey

Guestline’s guest experience guidance recommends using pre-arrival communication to complete administrative tasks before arrival and reduce front desk workload.

Recommended sequence:

Reservation confirmed → Confirmation only

2–3 days before arrival → Best Guest registration

Arrival day → Access instructions

Departure day → Follow-up message

Do not attach registration to confirmation emails.

Step 1 — Open Guest Journey

Open Guestline.

Navigate:

Guest Journey
→ Guest Communication

Depending on configuration, communication tools may also appear under guest experience modules.

Guestline’s platform organizes communication as part of the wider guest journey experience.

Step 2 — Locate pre-arrival communication

Find the communication event sent before check-in.

Recommended trigger:

Pre-Arrival

Recommended timing:

2 days before arrival

Suggested timing:

  • Standard stays → 2–3 days before arrival
  • Short stays → 1 day before arrival
  • Same-day bookings → immediately

Step 3 — Create a registration message

Message name:

Best Guest Registration

Recipient:

Primary Guest

Delivery:

Email

Start with email.

Only expand channels later.

Step 4 — Add your Best Guest registration template

Subject:

Complete your online check-in

Message:

Hello {{guest_first_name}},

Before arrival, please complete your online guest registration.

Registration:
[YOUR_BEST_GUEST_LINK]?channel=guestline

The process usually takes less than 2 minutes.

Completing registration before arrival helps us prepare everything for your stay.

Thank you and we look forward to welcoming you.

Keep the communication focused.

Do not combine with:

  • breakfast information
  • room upgrades
  • payment requests
  • access instructions

Guestline recommends avoiding overlapping guest communications across systems.

Step 5 — Enable and assign communication

Apply the registration communication to:

Confirmed reservations

Optional later:

Property
Rate plan
Guest segment

Start with one universal flow.

Step 6 — Test the complete flow

Create a reservation.

Verify:

✓ Guest receives registration request ✓ Registration opens correctly ✓ Submission completes ✓ Reservation appears in Best Guest

Test:

  • direct booking
  • OTA booking
  • mobile email

Best Guest automatically reminds the main guest if they started registration but haven’t finished it. If a guest never opens the form at all, though, that reminder can’t reach them — so it’s worth scheduling a second Guest Communication message, timed 1 day after arrival instead of before it, using only the link:

Hello {{guest_first_name}},

Everything alright? Did you fill out all your forms and is the data correct?
Please follow this link if you still need to add/change some information:
https://app.bestguestapp.com/l/your-listing

Reservation confirmed → confirmation

2–3 days before arrival → Best Guest registration

Arrival day → arrival instructions

1 day after arrival → reminder for guests who haven’t completed registration

Departure day → thank-you message

Guestline recommends keeping communications coordinated and avoiding duplicate emails across integrated systems.

Troubleshooting

Guest never received registration

Check:

  • communication enabled
  • trigger timing
  • guest email exists
  • communication ownership (Guestline vs external tool)

Guests receive duplicate emails

Check whether:

  • CRM is sending messages
  • PMS is sending messages
  • check-in platform is sending messages

Use one communication owner.

Registration completed but reservation is missing

Verify:

  • registration URL
  • channel=guestline
  • successful submission

1 property → one registration flow

2–10 properties → property groups

10+ properties → centralized guest journey management

Advanced setup

After initial rollout:

✓ personalize by rate plan ✓ separate OTA vs direct bookings ✓ send reminders only for incomplete registrations ✓ connect registration completion to operations

Next steps