How MrGG Works: Online Guest Check-In in 4 Steps

Online guest check-in is the process of collecting guest information, verifying identity, and delivering arrival instructions digitally — before the guest physically arrives at the property. Instead of a desk-based, paper-driven process, the guest completes everything on their phone in a few minutes, days before their stay.

For property managers and hotels, this turns check-in from a manual, error-prone task into an automated workflow. Reservations flow in from your PMS, guests receive a personalized check-in link, complete the required steps, and your team is freed to focus on hospitality instead of admin.

MrGG is built specifically for this — designed for short-term rentals, boutique hotels, aparthotels, and vacation rental groups that need a clean, automated guest experience without replacing the PMS they already use.

Step 1 — Connect your properties

Setup takes minutes, not weeks. If you're already using a PMS we integrate with — currently Hostify, with more integrations on the roadmap — your properties, listings, and reservations sync automatically.

What this means in practice:

• No manual property entry. Every property in your PMS appears in MrGG with photos, descriptions, and amenities pre-filled.
• No double data entry. When a guest books on Airbnb or Booking.com, the reservation flows into your PMS and into MrGG at the same time.
• No engineering required. A property manager with no technical background can complete the connection without developer help.

Don't have a PMS? No problem. MrGG includes a clean admin panel where you can add your properties manually — ideal for small operators with a handful of units. Either way, the rest of the setup is identical.

If you're already on Hostify, MrGG is included free with your subscription — no separate purchase, no per-listing fee.

Step 2 — Customize your guest flow

Every property is different. A boutique hotel needs different check-in fields than a vacation rental. A property in Spain has different ID requirements than one in Portugal or Bulgaria. MrGG lets you configure the guest flow per property or globally — your choice.

What you can customize:

• Required check-in fields — name, phone, email, passport or ID, address, vehicle plate, number of guests, arrival time, special requests
• ID and document collection — passport scan, national ID, driver's license, with secure upload and encryption
• Arrival instructions — door codes, lockbox locations, parking details, key pickup, building access — sent at the right time, automatically
• House manual — WiFi, appliances, house rules, check-out instructions, anything specific to the property
• Area guide — curated local recommendations: restaurants, attractions, transport, shopping, useful tips for the neighborhood
• Emergency contacts — local emergency numbers (police, fire, hospital), your team's direct line, and any other contacts you want guests to have at hand
• Upsells — early check-in, late check-out, parking, transfers, breakfast, equipment rentals — and you can add your own custom categories
• Deposit and tourist tax collection — collect refundable deposits and local tourist taxes as part of the check-in flow
• Rental agreement — digital signature flow with custom terms per property
• Multi-language support — every guest-facing screen renders in the guest's language automatically

You set this up once per property template, and it applies to every future reservation.

Step 3 — Guests complete check-in online

When a reservation enters the system, MrGG sends the guest a personalized check-in invitation by email and through in-app notifications. The timing is configurable, but most properties send the invitation a few days before arrival.

The guest opens the link on their phone, sees a clean check-in flow, and completes:

1. Personal details — name, contact, number of accompanying guests
2. Identity verification — passport or ID upload, securely encrypted
3. Arrival information — expected arrival time, transportation, special needs
4. Optional upsells — early check-in, breakfast, transfers, anything you offer
5. Deposit and tourist tax — secure online payment for any required deposits or local taxes
6. Rental agreement — review and digitally sign the terms

Once check-in is complete, the guest is confirmed. Sensitive arrival details — door codes, lockbox combinations, building access codes — are released 24 hours before arrival, so they reach the guest exactly when they need them, not days in advance. WiFi credentials, the house manual, the area guide, and emergency contacts become available immediately.

The whole check-in process takes a few minutes. The guest does it on their own time, before they arrive — no waiting at a front desk, no paper forms, no language barriers.

Step 4 — Your team saves time and earns more

While guests are checking in, your team gets a clean dashboard showing every reservation and its status — who has completed check-in, who hasn't, what IDs need review, what upsells were purchased.

What this delivers:

• Fewer repetitive guest questions — because guests already have the WiFi, the door code, the directions, and the house manual before they arrive
• Time saved per check-in — no chasing IDs by email, no answering "what's the WiFi password" for the hundredth time
• Higher upsell revenue — guests browse extras (parking, breakfast, transfers) at their leisure, not under pressure at the front desk
• Automatic deposit and tax collection — no manual reconciliation, no chasing payments at arrival
• Better reviews — guests arrive prepared, oriented, and welcomed — which translates to higher 5-star ratings on Airbnb, Booking.com, and your direct channels

All data flows back to your PMS. Your existing reports, analytics, and operational workflows stay intact — MrGG sits alongside your stack, not on top of it.

MrGG isn't just for the few minutes before arrival. Once a guest has checked in, the same link becomes their go-to companion for the entire stay:

• Damage reports anytime — guests can report damage, breakages, or issues at any point during their stay, directly through the same interface. No need to call or write a separate email — just a tap, a photo, and a description.
• Area guide on demand — your curated local recommendations, restaurants, and tips are always one tap away.
• Emergency contacts at hand — police, fire, hospital, and your team's direct line are pre-loaded for the country and city the property is in. Guests don't need to Google "police number Spain" in a stressful moment.
• House manual always available — WiFi, appliances, house rules, check-out instructions — everything's in one place, in the guest's language.
• Continue purchasing upsells — late check-out, additional cleaning, equipment rentals, anything you offer.

This turns a single check-in tool into a full digital concierge for the entire stay — without you needing to chat manually with every guest.

In many countries, property managers are legally required to report guest information to government tourism, police, or housing authorities — usually within 24 hours of check-in. Doing this manually for every booking is a significant time drain and a frequent source of compliance risk.

MrGG submits this guest information automatically. Once a guest completes check-in, their data is formatted and sent to the relevant authority in the required format — no manual upload, no copy-paste, no missed deadlines.

This is currently live for Spain, with more countries on the way. If you operate in a country where this would be useful, talk to us — we prioritize new integrations based on customer demand.

The guest experience is intentionally minimal. No app to download, no account to create, no friction. Just a link they open on their phone.

A typical guest journey:

• Days before arrival: Email invitation: "Welcome to Sofia Loft #3B. Complete your check-in in a few minutes."
• Before arrival: Guest opens the link, sees their reservation details, completes the flow on their phone
• 24 hours before arrival: Door codes, lockbox details, and final access instructions are released to the guest
• Arrival day: Guest walks straight in. No waiting, no awkward chats, no fumbling with keys
• During the stay: Guest opens the same link to find WiFi, the area guide, emergency contacts, or to report an issue
• At check-out: House rules and check-out instructions are right there — no last-minute confusion

Most property managers today juggle five or six tools to do what MrGG does in one:

• A messaging app to chase IDs and answer guest questions
• A separate digital signature tool for rental agreements
• A spreadsheet or PMS field to track who's checked in
• Email templates copy-pasted for each booking
• A manual upsell offer at the front desk (often forgotten)
• Manual submission of guest data to local authorities
• A paper or PDF house manual handed at arrival
• Phone calls and emails for damage reports and emergencies

MrGG consolidates all of this into one automated flow, connected directly to your PMS. The guest sees one clean experience. Your team sees one dashboard.