Product Tourism and Hospitality Solutions
Mobile Check-In and Contactless Guest Arrival Solutions
icitech supports hotel operations directors and technology leaders with icibot Mobile Check-In, a solution that digitises the arrival process from the moment a reservation is confirmed. Guests complete their registration details, sign their registration form, and finish every check-in step on their own device before they reach the property.
02 The problem
Shifting Front Office Load to the Pre-Arrival Stage
Traditional check-in concentrates work at the desk during peak arrival periods. Guests re-submit identity details, complete paper forms, and wait for a property briefing while reception staff manage several arrivals at once. icibot Mobile Check-In addresses this at the source. Once a reservation is confirmed, the guest receives a digital check-in link by email, SMS, or QR code. They complete the registration form, apply their digital signature, and finish pre-arrival preparation on their own device. When they reach the property, your reception team can offer a more personal welcome with significantly less administrative load.
03 Capabilities
A Registration Form Configurable to Your Organisation and Applicable Regulations
Guest registration requirements vary by jurisdiction, and each property has its own data-collection preferences. icibot provides a digital registration form that can be structured to match your operational requirements and the regulations applicable in each territory. Mandatory fields, optional preferences, and consent mechanisms are designed to align with your organisation's data governance policy. Buyers operating under UK GDPR or equivalent frameworks will recognise the importance of consent design at this stage; the form architecture supports that approach, though the applicable regime for your deployment will depend on your own legal assessment. The digital signature feature allows the form to be completed on a phone or computer, reducing dependence on paper.
A Hybrid Arrival Model: Online, Kiosk, and Staff-Assisted
Not every guest will choose a digital channel. icibot's guest journey approach treats this as a design input rather than a limitation. A guest who has completed the form pre-arrival moves through an expedited reception flow. A guest who prefers to complete the process on-site uses either a self-check-in kiosk or a staff-assisted route. This hybrid structure allows your team to design a service model around different guest profiles rather than directing all guests towards a single channel. Whether the property is a resort, a city hotel, or part of a group estate, the arrival flow is configured to your organisation's operational model during the project scoping stage.
04 How it works
Upsell and Incremental Revenue at the Point of Check-In
Digital check-in is not solely an operational efficiency measure. icibot allows room upgrades, spa packages, transfers, and ancillary services to be presented within the check-in screen. These offers reach the guest at the moment of highest purchase intent, when they are actively engaged with the property ahead of arrival. The check-in process moves from a cost centre to a controlled digital touchpoint that can generate measurable incremental revenue.
Personalising the Guest Experience with Pre-Arrival Data
Preferences and information gathered during the pre-arrival stage can be passed, within the scope of the guest's consent, to your CRM or guest experience layer. This data can then be used to personalise in-property concierge recommendations, upsell content, and communications during the stay. The scope of data use is designed in line with explicit consent mechanisms and the data protection framework applicable to your organisation.
Integration with Your PMS and Existing Systems
icibot Mobile Check-In is positioned to work alongside the property's existing reservation and PMS infrastructure. Identity verification, reservation synchronisation, payment flows, and CRM integration can each be scoped to the organisation's current architecture. icitech treats integration design not as a standard template but as a distinct engineering engagement, shaped by each organisation's system environment. This approach is discussed in detail during the discovery and scoping phases of the engagement.
05 Same group
Other products
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06 FAQ
Frequently Asked Questions
01Can a guest complete check-in before arriving at the property?
Yes. Following reservation confirmation, the guest receives a link through which all registration steps can be completed in advance. On arrival, they can proceed directly to their room without queuing at reception.
02Can the digital registration form be configured to meet different countries' legal requirements?
The form structure, mandatory fields, and consent mechanisms can be tailored to local regulatory requirements and organisational policy. For group operators with properties across multiple territories, location-specific configurations are supported.
03Can the guest sign the registration form on their own phone?
The registration form supports electronic signature directly on the guest's mobile device. No additional hardware or app download is required.
04What happens for guests who do not use a smartphone or prefer not to use a kiosk?
The system includes a staff-assisted arrival route, ensuring that every guest profile is accommodated. The hybrid design does not exclude guests who are less comfortable with digital channels.
05Is it possible to present room upgrades or ancillary services during check-in?
Upsell steps integrated into the check-in flow can present guests with room category upgrades or additional packages at the point of highest engagement. This gives properties a structured opportunity to generate incremental revenue per arrival.
06How is the pre-arrival data collected from guests used?
Preferences and information gathered during pre-arrival can be used to personalise the stay, including in-property recommendations and communications. The scope of use is governed by the guest's explicit consent.
07Will this integrate with our existing PMS?
icibot Mobile Check-In supports integration with widely used property management systems, enabling two-way synchronisation of reservation and guest data. Integration scope is assessed against your current system environment during the scoping phase.
08How long does deployment typically take?
Implementation timescales depend on the property's existing infrastructure and the integrations required. icitech's technical team works alongside your team throughout configuration and go-live.
09Is this solution suitable for smaller independent hotels as well as large groups?
The solution's architecture scales from boutique properties to large hotel groups. Configuration options are structured to meet the requirements of organisations at any scale.
10How is guest personal data protected?
The system is built on an infrastructure designed to handle personal data in line with applicable data protection legislation, and data in transit is transmitted over encrypted channels. Your legal and compliance teams should assess the solution's suitability against your specific obligations, including UK GDPR where applicable.
07 Contact