Efficient check-in without paper clutter
Digital Hotel
Registration Form
Automate the bureaucratic hurdle at check-in and reclaim time for genuine hospitality. Paper-based Hotel Registration Forms are a major time drain at the front desk and often cause data transfer errors. With Straiv’s digital registration form, guests register in advance on their own smartphones, ensuring all guest data is transferred to your PMS effortlessly and error-free.
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 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 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.
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.
Let data do the work while you focus on hospitality
Modern hotels use technology to make arrivals easier, not to slow guests down with forms. By digitising the registration form, one of the biggest daily time drains almost disappears. Your team gains time for what truly matters: being hosts. At the same time, you position your hotel as a modern place where processes run so smoothly they barely get noticed.
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 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
For Hotel Groups
Ensure consistent brand quality and centralised control across all properties. Scale staff relief systematically and sustainably reduce manual coordination between teams.
For Independent Hotels
Regain the freedom you need for personal guest care through administrative relief provided by the digital registration form. Strengthen your role as a host and clearly stand out from the competition.
For Serviced Apartments
Optimise your assets by consistently avoiding on-site staffing. Straiv’s digital registration form is the core of your automation strategy and removes the need for a physical presence on site.
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.