The “Persons” tab of the guest record shows two things: what a guest stated in the online check-in about the persons of their stay, and the guest's additional e-mail recipients. Here the hotel checks the details of an online check-in, marks it as done and transmits it to the PMS, the property management system. And here it creates further recipients, who can then receive messages about a correspondence of the guest. The tab is under Guests Archive › (guest) › Persons.
Example: Check an online check-in and mark it as done
Open the Guests Archive menu item and click the guest. The guest record opens.
In the tab bar of the guest record, open the “Persons” tab. It shows the sub-tab “Online Check-Ins” with the guest's completed online check-ins, the most recently activated first.
In the top entry, read the period, the number of adults (“a”) and children (“c”), the “Stay” with month and year, and the “Comment”.
Below it, go through the persons, the “Main guest” first, each with “First and last name”, e-mail, “Date/Place of birth”, “Residence” and “Citizenship”. Then follow “Car License Plate” and the “Identification Documents” table.
Click “Set to done”.
The online check-in is then done, and its notifications are closed.
The pages in detail
The “Persons” tab has two sub-tabs, “Online Check-Ins” and “Recipients”. It opens with “Online Check-Ins” if the hotel has this sub-tab, otherwise with “Recipients”.
Online Check-Ins
The sub-tab shows the guest's completed online check-ins, the most recently activated first. The guest filled them in themselves, in the messenger of the guest area or of the website. As soon as a staff member opens the sub-tab, the notifications about these online check-ins are marked as read for them.
Each entry shows the period, the number of adults (“a”) and children (“c”), the “Stay” with month and year, and the “Comment”. Below are the persons, the “Main guest” first, with “First and last name”, e-mail, “Date/Place of birth”, “Residence” and “Citizenship”, and, if saved, with room, phone number and “Tax number”. Then follow “Car License Plate” and the “Identification Documents” table. Under “Type” it says “ID”, “Driver's license”, “Passport” or “Child ID”. If the guest has confirmed that their details are correct, the date appears in the sentence “The guest confirmed the correctness of the entered data on …”.
The details are read-only. An online check-in has these buttons:
“Set to done” sets an open online check-in to done and closes its notifications.
“Change back to open” sets a done online check-in back to open. This works only for the guest's latest online check-in.
“Send” transmits the online check-in to the PMS. Afterwards it says “successfully transmitted” or “transmission failed”, and below are the previous transmissions.
An expired online check-in shows neither “Set to done” nor “Change back to open”. It can be transmitted to Innconcepts Fidelio OHS 8, Protel IO, Sihot, Mews, HotelCinqueStelle, Apaleo, Ibelsa and OracleOperaCloud. Only Sihot receives the attachments of the identification documents as well. With Protel IO, “successfully transmitted” appears only once the PMS has processed the transmission.
Recipients
The sub-tab lists the guest's additional e-mail recipients with “Email address” and “Name”. The symbol in front of a recipient shows their “Gender”. If the guest has none, it says “There are no additional recipients for this guest.”
A recipient from here can be assigned to a single correspondence of the guest. This is done via the button “Multiple email recipients...” and, when sending an offer, under “Recipient”. In both, it is set per recipient whether they receive offers (“Receives offer(s)”), whether they may trigger the reservation (“Can make a reservation”) and whether they receive the pre-stay and the post-stay message (“Will receive pre-stay message”, “Will receive post-stay message”). A recipient with “Receives offer(s)” gets their own copy of the offer e-mail at their address when the offer is sent.
“Add...” opens the “Add recipient” dialog.
“Edit” on a recipient opens the “Edit recipient” dialog.
“show archived (…)” shows the archived recipients; the brackets contain their number.
Add recipient and Edit recipient
Both dialogs have the same fields. Only the “Email address” is required. In addition there are “First name”, “Last name” and “Gender” with the choice “not available”, “male”, “female” or “other”; “other” is only available if the hotel has switched it on. A guest can have the same address only once as a recipient, archived recipients included.
The switch “Is an alternative email address of” makes the address an address of the guest themselves. The name fields are then locked, and a message from this address appears in the guest area like a message from the guest, not under the recipient's name.
“Archive” in the “Edit recipient” dialog archives the recipient after a confirmation question. A recipient cannot be deleted, and an archived one cannot be reactivated.
Prerequisites
‘Persons’ needs no licence module of its own. With Guest Management, the sub-tab “Online Check-Ins” is added.
Access to ‘Persons’ is enabled for specific users through their role. Roles are managed by ReGuest support.
Frequently asked questions
Why does “Persons” open with “Recipients” and not with “Online Check-Ins”? ReGuest support can say whether the online check-in is set up for the hotel.
Why is “Send” missing? ReGuest support can say whether the transmission to the PMS is set up for the hotel.
Can the details of an online check-in be changed? No. The details under “Online Check-Ins” are read-only.
Can a recipient be deleted? No. A recipient can only be archived, and an archived one cannot be reactivated. “show archived (…)” shows it in the list again.
As of: 2026-10-24.