100% compliant with legal requirements & fully automated synchronization with the PMS
Digital Registration Form for hotels
Reduce the workload at your front desk: Our Digital Registration Form syncs all guest data in real time directly with your PMS and completely eliminates manual tasks. It integrates seamlessly with your Online Check-in and Check-out process, whether it’s done flexibly on your guests’ smartphones or right on-site.
Our Hotel Partners
Innovators of a seamless guest jounrey
Compliance has never been this simple
Real-time PMS integration
All relevant guest data from the digital registration form flows directly and accurately into your existing PMS.
100% GDPR compliant
Guest data is stored securely in digital form, centrally managed, and protected at all times against data loss or unauthorised access.
No more waiting in queues
Guests check in conveniently on their mobile devices instead of waiting at the front desk, ensuring a relaxed check-in for everyone involved.
Higher team morale
Free your staff from tedious repetitive paperwork and give them time for genuine guest service.
Collect the data you actually need
Request additional information such as billing addresses or license plate numbers for emergencies ahead of the check-in.
You decide where registration happens
We offer multiple ways to capture registration data: at the hotel via a front desk tablet or kiosk, or mobile on the guest’s own device.
Put Data to Work, Embrace Hospitality
As of January 1, 2025, the general registration requirement for guests with German citizenship has been abolished in Germany. However, a Digital Registration Form at the hotel remains essential: Foreign guests are still legally required to fill out a registration form. In addition, systematically collecting required data - such as the billing address or tourist tax - provides your hotel with legal protection. The best part: Thanks to automatic synchronization with your PMS, there’s no need for manual data entry.
What your peers say about working with us
“Nearly 70% of our arrivals are completed by guests before arrival. At the front desk, our staff only needs to review the data in the PMS and encode a key card. The completed Digital Registration Form saves us four minutes per guest.”
Markus Eppinger.
Managing Director @CLOUD N°7 APARTMENTS
“Straiv’s solution has become indispensable for us. Electronic registration forms save us an enormous amount of paper, time, and cost.”
Denis Mair.
COO @MASEVEN Serviced Apartments
“Thanks to Straiv, we can now offer guests a smooth, digital check-in and check-out experience without waiting times at the front desk. The system is very stable, so we can rely on all processes running as planned.”
Alexander Herold.
COO @Avaneo Hotels
The Digital Check-In Form: The Heart of Your Digital Guest Journey
At Straiv, the Digital Registration Form isn’t just a standalone tool - it’s an important part of our comprehensive Online Check-in & Check-out Solution. Thanks to the direct integration with your PMS, registration data is automatically collected and verified before arrival. During pre-check-in, our system automatically distinguishes between regular data collection and the legally required digital registration form based on the guest’s nationality:
- Domestic guests go through a streamlined, optimized process (e.g., for billing address and visitor’s tax).
- International guests fill out the legally compliant Digital Regestration Form directly.
Data entry via a guest's smartphone, a reception tablet, or a kiosk terminal
Not every guest wants to fill out the registration form in advance on their own smartphone, or has a stable internet connection upon arrival. With Straiv, you have complete flexibility on-site:
- BYOD (Bring Your Own Device): Your guests can conveniently fill out the form on their own smartphones before arrival, without having to download an app.
- Tablet solution at the front desk: Using a tablet at your front desk, your guests can verify their information in no time and sign the digital registration form directly via the touchscreen.
- Self-Check-In Kiosk: Enable your guests to check in completely on their own using the kiosk terminal in the lobby. Here, too, the Digital Registration Form is seamlessly filled out, signed, and saved directly in the PMS.
International Reporting Requirements: Solutions for Austria and Switzerland
The legal requirements for guest registration vary widely across German-speaking countries. While the Federal Registration Act (Bundesmeldegesetz) applies in Germany, neighboring countries have their own regulations:
- Austria: In Austria, electronic guest registration is required by law. Use our solution for the Digital Guest Registration Form & Online Check-in in Austria.
- Switzerland: For Swiss lodging establishments, we offer a customized integration to automate check-in. Learn all about the Swiss registration form & self-check-in.
FAQ
Everything you need to know about the Digital Registration Form
In Germany, there is a mandatory registration requirement under the Federal Registration Act to ensure that data is recorded for authorities and statistics in a legally compliant manner. As of January 1, 2025, this obligation has been completely lifted for guests with German citizenship, whereas a signature on the registration form whether digital or physical remains strictly mandatory for foreign guests. Digital systems such as Straiv automatically detect nationality during pre-check-in and adjust the process in a legally compliant way. Straiv continues to recommend the pre-check-in data request for all guests, as it ensures that all guest data is fully stored in the PMS for further customer relationship management.
A digital registration form enables the paperless capture of all details, such as name, address, and ID data, directly via the guest's smartphone. The solution automates data transfer into the Property Management System (PMS), minimizes manual errors, and reduces waiting times at reception by up to 10 minutes per guest. Furthermore, digital archiving ensures audit-proof storage and saves physical storage space. Once the retention period has ended, the registration form is automatically deleted and no longer needs to be manually destroyed by staff.
The mandatory legal information for guests without German citizenship includes, among other things, name, date of birth, address, and the dates of arrival and departure. For international guests, the serial number of the identity document must also be recorded, which can be digitized through a simple photo upload of the ID. Additionally, hotels can request custom fields to capture, for example, information about fellow travelers or preferences.
Automation eliminates the manual retyping of registration form data, allowing front-office teams to save up to 40 working hours per week. Employees no longer have to decipher difficult handwriting and can instead focus directly on guests' questions or concerns. Seamless integration also enables automatic, real-time room status checks and assignments. This leads to a digital check-in rate of over 80% and noticeably relieves staff of repetitive administrative tasks. Read Straiv success stories: https://straiv.io/de/success-stories
Through methods such as a simple digital signature or advanced SCA (Strong Customer Authentication) procedures, the registration form is signed in a legally compliant manner. Furthermore, in the case of digital payment with 2-factor authentication via a payment provider, it is possible to display the transaction ID on the registration form, which serves as proof of identity. This ensures maximum stability and security for both hotel operators and guests alike.