Sign-in

The Outlook add-in “ReGuest Copilot” shows the guest data from ReGuest for an email in Microsoft Outlook and transfers emails, requests and replies to ReGuest, without having to leave Outlook. For this, each staff member signs in to the add-in with their ReGuest user. It is opened via Outlook ribbon › “Re:Guest Outlook Add-in” › “Re:Guest”.

A reservations staff member handles guest emails in Outlook on the desktop and wants to see the guest data from ReGuest there. She signs in once and has the sign-in remembered in the Microsoft account.

As long as nobody is signed in, the add-in shows this page. “Sign in” leads to the “Login” page. “Learn more about Re:Guest” opens the dialog described in the next section.

Before the sign-in, the add-in shows Outlook's language if it is German, English or Italian, otherwise German.

“To the website” opens ReGuest's page for booking a demo in a new window and closes the dialog. “Close” closes it.

Here a staff member signs in with three details: “Re:Guest instance code”, “Username” and “Password”. Every instance code with which a sign-in succeeded is saved. The next time, the add-in offers the saved codes in a selection list; the code set as the default under “Settings” is preselected. “Add” switches from this selection list to an empty “Re:Guest instance code” field for a new code. “Show saved” switches back to the selection list; this button only exists if instance codes have already been saved. “Cancel” cancels the sign-in and leads back to the welcome page.

“Stay signed in” sets, at the first sign-in, how the add-in remembers it:

After that, the choice can only be changed under “Settings”. The remembered sign-in applies per Outlook mailbox. If the mailbox changes, the add-in checks the sign-in again for this mailbox.

The privacy policy. Without the tick at “I have taken note of the privacy policy.”, signing in is not possible. If the same username has already agreed to the policy once, the box is already ticked.

What is checked at sign-in. ReGuest checks whether the user is active and whether their password has expired. With enhanced security, ReGuest also checks the location. If the instance lacks the licence module Channels › Microsoft Outlook™ Integration, nobody can sign in, and the add-in shows “The MS Outlook integration is currently not enabled in the connected Re:Guest instance. Please contact our support.” The add-in does not ask for a second factor. If two-factor authentication is mandatory for the user but has not been set up yet, the sign-in is rejected with the notice to set it up in ReGuest first.

The dialog opens via the word “Privacy policy” next to the tick box on the “Login” page. It shows the add-in's privacy policy in five sections, from “1. Purpose of the add-in” to “5. Your consent”, among them “2. Transfer of content for analysis” and “3. Transfer to your ReGuest instance”. “Agree” closes the dialog and ticks “I have taken note of the privacy policy.” “Close” closes it without ticking the box.

Above every page of the add-in there is a header bar with the name of the signed-in user. “Settings” in its menu opens the add-in's settings. Without a sign-in, the menu is called “Info & Settings”; so the settings can also be reached before signing in.

An add-in access does not expire and also remains in place when someone signs out of the add-in. The accesses of a user are listed in ReGuest on this user in the “Active Access Tokens” area, each with “Created on” and “Expiration”, “Persistent”, “IP Address”, “Country (IP Address)”, “Internet Service Provider”, “Browser User Agent”, “Browser Identifier” and “Origin”. An access without an end shows “Does not expire”. “Invalidate all tokens” revokes all of the user's accesses after the confirmation prompt “Invalidate”. Only users whose role includes access to it see the area. Roles are managed by ReGuest support.

Does the sign-in have to be repeated on every device? That depends on the choice under “Stay signed in”. With “Remember in Microsoft account”, the sign-in applies on every device with this Microsoft account. With the two other options, it applies only on this device or only to the current session.

Can the choice under “Stay signed in” be changed later? Yes, under “Settings” in the menu of the header bar.

The sign-in reports that the MS Outlook integration is not enabled. What should I do? The hotel's instance lacks the licence module Channels › Microsoft Outlook™ Integration, so nobody can sign in. ReGuest support can tell you whether the add-in is set up for the hotel.

Why does the add-in not ask for the second factor? The add-in has no input for a second factor. If two-factor authentication is mandatory but has not been set up yet, the sign-in is rejected. Then set it up in ReGuest first; after that, the sign-in to the add-in succeeds.

Is the add-in also available in Outlook on a mobile phone? No. The add-in is only set up for Outlook on the desktop, when reading and when writing an email.

A staff member has left the hotel. Are they still signed in to the add-in? Yes, as long as nobody revokes their access: an add-in access does not expire and also remains in place when someone signs out of the add-in. It is effectively revoked on their user in ReGuest via “Invalidate all tokens”. For up to ten minutes afterwards, the access can still work. If the “Active Access Tokens” area is missing, your own role does not include access to it. Roles are managed by ReGuest support.

As of: 2026-10-26.