Pre-arrival
Everything worth knowing before the guest walks in
A short questionnaire goes out before the stay, and its answers fill in the guest record.
- Filled in on a phone
- In the guest record
Request a demo See the journey
Qualitelis technology, integrated into Reservit.
The guest journey
The stay begins before arrival
1Booking
Website, platforms or front desk: the booking arrives, the confirmation goes out.
- This page
2Before arrival
Pre-arrival
A short questionnaire: arrival time, occupants, preferences.
3Arrival
ID, signature, then access to the unit.
4During the stay
SMS, email or WhatsApp, in a single screen.
Arrivals
The front desk is not a data-entry station
Whatever is asked on arrival can be asked beforehand.
Arrival time
Housekeeping knows which units to turn around first.
Up-to-date details
A number that reaches the guest on the day.
Who is staying
Numbers and names, without asking at the counter.
Preferences
Extra bed, parking, bedding, floor.
The questionnaire
What the guest sees, screen by screen
1
Your arrival with us
Arrival time, contact number, transport and services wanted.
2
Contact details and consent
The guest confirms their email and number, then says whether they accept your messages.
3
Enhance your stay
Wine, flowers, treats: services to add before arriving.
4
About you
Purpose of the stay and companions, to target your messages better.
The sequence
Four moments, set once
You choose when each message goes out.
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At booking
Confirmation
The guest knows a questionnaire will follow.
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A few days before
Questionnaire
Arrival time, occupants, preferences.
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The day before
Reminder and services
A nudge, and the services to add.
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On the day
A prepared arrival
The record is on screen, nothing to retype.
What changes
Four things settled before anyone arrives
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A stay already prepared
You know what guests expect before they turn up.
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An arrival without a queue
What remains is the welcome.
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Sales at the right moment
While the guest is still thinking about the stay.
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Sharper targeting
Purpose, companions, preferences.
To offer just before
- Upgrade
- Welcome products
- Early check-in
- Late check-out
- Restaurant table
- Spa treatment
A record that says more than a date
- Purpose of stay
- Booking habits
- Travel companions
- Preferences
Into the guest record, and nowhere else
The same record the desk, the planning board and the CRM read.
Ready to know who is coming before they get here?
A demo with the Montreal team, run on your own cases.
Frequently asked questions
What people ask before getting started
Does the questionnaire replace check-in?
No. It prepares it. The information is gathered beforehand, but the arrival, the keys and any identity checks still happen on site, unless you add online check-in.
What is the difference between pre-arrival and online check-in?
One follows the other. Pre-arrival prepares the stay: a short questionnaire, sent before arrival, collects the arrival time, the occupants, preferences and consent, and fills in the guest record. Online check-in handles the arrival formalities: arrival form, ID submitted, terms of stay signed, then access to the unit through an access management partner. Without online check-in, identity checks and handing over the keys happen on site. See pre-arrival and online check-in.
What does the questionnaire ask?
The expected arrival time, up-to-date contact details (an email and a number that reach the guest on the day), the number and names of the occupants, preferences (extra bed, parking, bedding, floor), the preferred language and permission for your messages. It can also ask the purpose of the stay, who the guest travels with and personal preferences, which then help you target your messages.
Do guests have to answer?
No. An unanswered questionnaire blocks nothing: the booking stands and the arrival proceeds as usual. Which fields are required is set when you go live.
When does the questionnaire go out?
At the moment you define, relative to the arrival date. A common sequence: the confirmation at booking, the questionnaire a few days before, a reminder the day before for those who have not replied, with the services to add, then a prepared arrival on the day. Every step can be changed.
Is the questionnaire the same for every guest?
No. A business trip and a spa package do not call for the same questions: the questionnaire is set per rate type, in line with the offer management module.
Can guests answer from their phone?
Yes. The questionnaire is short and is filled in on a phone. Guests correct themselves whatever has changed since booking: contact details, preferred language, number of occupants.
How is consent collected?
The form asks outright for permission to send future messages. Without it, Canadian anti-spam law forbids any commercial message: that checkbox is what makes everything downstream lawful.
Does the consent collected allow newsletters to be sent?
Yes, provided it was given explicitly for that purpose. Canadian anti-spam law requires prior agreement, identification of the sender and an unsubscribe mechanism on every message.
A platform booking arrives with a relay address: what can I do?
The questionnaire is the chance to obtain the guest’s real email address, with their agreement. A booking taken through an intermediary often arrives with a relay address, which does not let you stay in touch after the stay.
What happens to the answers?
They complete the guest’s record in Reservit, the one the planning board and the CRM both read, not a spreadsheet on the side. The desk sees the preferences on arrival, housekeeping knows which units to turn around first, and the CRM uses them for later messages.
Can services be offered before arrival?
Yes. Getting back in touch a few days out finds a guest who is thinking about the stay again: an upgrade to a better unit still free, welcome products (bottle, flowers, hamper), early check-in or late check-out, side bookings such as a table at the restaurant, a spa treatment or a transfer.
What technology is the module built on?
The Pre-arrival module is built on Qualitelis technology, integrated into Reservit, like the CRM and guest review modules. The answers stay in Reservit.
Is pre-arrival included in my subscription?
Pre-arrival is offered as an add-on module. Scope is set against your property, and managing several properties is included at no extra cost. The software takes no commission on your bookings.
Pre-arrival: full fact sheet
The module What it is
Reservit Pre-arrival is a short questionnaire sent to the guest before the stay: arrival time, occupants, preferences, consent. The answers fill in the guest record in Reservit. It is offered as an add-on module, and is built on Qualitelis technology, integrated into Reservit. Reservit is management software for tourist accommodation, founded in 1999, with a Canadian team based in Montreal.
In the guest journey Before arrival
- Booking: the confirmation goes out, and the guest knows a questionnaire will follow.
- Before arrival: pre-arrival.
- Arrival: online check-in (ID, signature, access to the unit).
- During the stay: guest messaging.
The questionnaire prepares check-in, it does not replace it: without online check-in, the arrival, the keys and identity checks happen on site.
What is asked Information collected
- Expected arrival time: housekeeping knows which units to turn around first.
- Up-to-date contact details: a number that reaches the guest on the day, checked by the guest.
- Who is staying: numbers and names, without asking at the counter.
- Particular preferences: extra bed, parking, bedding, floor.
- Preferred language and permission for messages.
The sequence Four moments set once
- At booking: the confirmation.
- A few days before: the questionnaire.
- The day before: a nudge for those who have not replied, and the services to add.
- On the day: the desk has the record on screen, with nothing to retype.
Each message goes out when you choose, relative to the arrival date.
Consent Canadian anti-spam law
The form asks outright for permission to send messages. Canadian anti-spam law requires prior agreement, identification of the sender and an unsubscribe mechanism on every message. The questionnaire also obtains the real email address of a guest who booked through a platform.
Additional sales The best moment to offer
A booking made six months earlier fades from mind; a few days out, the guest is thinking about the stay again. Upgrade, welcome products (bottle, flowers, hamper), early check-in, late check-out, side bookings (restaurant table, spa treatment, transfer).
Segmentation A record that says more than a date
- Purpose of the stay: family holiday, wedding, conference.
- Booking habits: far ahead or last minute.
- Who they travel with: couples, families, friends, colleagues.
- Personal preferences: food, leisure, activities taken up on site.
Where the answers go One guest record
Answers join the guest’s history in Reservit, the same record the planning board and the CRM read. The team sees preferences at the moment of arrival; what was learned feeds the messages around the next stay.
Subscription and pricing How the price is set
- A subscription priced in Canadian dollars, taxes extra, never a percentage of your bookings: the software takes no commission.
- The price depends on the type of property, the number of units and the add-on modules you choose, never on your sales volume.
- Unlimited users: Reservit bills the software, never the user.
- Included: the ten modules of the suite, more than 50 integrations with no usage fees, updates, onboarding, training and support from a team based in Canada, by phone or by email.
- Add-on modules, only if you choose them: online check-in, guest messaging, extras and services, metasearch sites (Trivago, Tripadvisor, KAYAK…), website builder, CRM (guest records and newsletters), online reputation management, pre-arrival guest preparation, guest reviews, local listings management. The direct connection to Google is included; Google Hotel Ads advertising is optional.
- Yearly commitment, monthly or yearly payment; adding or removing units is prorated.
- A written offer, priced for your property; migration of your booking data from your previous software included in the installation price.
- Security: two-factor authentication, access logs, PCI DSS certified payment environment.
Details on the Pricing page.
