Online Check In
GemaPark will provide the option to allow customers to Check-In online as part of the guest area.
It will also provide the same check-in process for park staff that will work on a mobile phone or tablet. This is to facilitate the park staff going to the customers on-site or in the car park and checking them in using their personal phone or tablet.
Check-in process
Check-in Time
Check-in can be opened at a set time before arrival. Examples:
from 9am on the day of arrival, or
from midnight the day before arrival.
Pre arrival email inviting to check-in
A pre-arrival email can be sent inviting the customer to check-in online. This uses the existing pre-arrival email functionality.
Pre arrival emails are sent around 7am each morning. Like all emails they can be customised to reflect the information on the booking.
Link to online check-in
The link to the online check-in is the same as the link to guest area:
https://bookings.gemapark.co.uk/Secure/accountarealogin.aspx?cid=xxx&pid=yyy&b=AB/1234/678
Where xxx is you companyid and yyy is your parkid. The addition of the booking ref can be used to preload the booking ref for login. This will be added by us when we put the link to the Check-in in a specific customer email to save them having to re-enter it.
Notes
The lead guest has to check in the complete booking.
Accessing the check-in via the guest area
Use booking ref or email to access:
If this identifies a unique customer proceed to login.
If an email is provided and the email is against multiple customer records a message will be displayed as follows:
“Sorry we have multiple records for your email address, please enter your booking reference so we can select the correct account.”
Once a unique account can be identified a password is requested alongside a button the user can press if they have not had or can’t remember their password.
Note users who have not visited this area before won’t have a password so would click the dark grey button.
Clicking the ‘Forgotten password or not logged in before’ dark grey button will send a one-time validation code to the user’s email address which they can enter into the following screen.
On entering the correct code the user will be asked to set a password they can use for future logins.
Once logged in the customer sees a list of their future bookings
Clicking the green button below shows the booking details and actions
Check-in page
The checkin page will be similar to the following with most content configurable.
Customer Check-in
Welcome to our remote check- in. Please ensure all the information below is correct.
Please contact us before checking-in if the numbers of occupants or pets need to be changed.
Key Data from Booking
Guest Information
Option to add extras if supported by the park
We would like to be able to keep in touch while you are at the park. Please ensure we have the correct contact details for you.
Name: Mrs Dawn Bee
Email: dawn@netguides.co.uk
Mobile: 01234 567890
EcoPod Occupants
Adult(18+): Mrs Dawn Bee
Adult(18+): Mr Roger Bee
Occupant information if collected by the park
Payments
Optionally ensure any outstanding balance is paid
There is a balance of £256 to pay.
You must pay you balance before you can complete your check-in
Check-in Information
Please ensure the following information is correct.
Configurable information fields.
These can be text, checkbox or dropdown and can be the same or different to those shown when booking. They can also contain section headers and links to documents for approval.
Check-in button will only complete check-in if:
all check-in info is complete
all payments are made (including refundable deposits) (optional by park)
Check-in Complete page
This is a configurable page and can reflect details about the particular booking. Once a check-in is complete clicking the check-in button from a booking will return the user to this page.
Below is an example:
Your check-in is complete. Welcome to Brambles Holiday Park we hope you enjoy your stay.
Please arrive no earlier than 1pm and proceed directly to your pitch on arrival.
Below some links we think you will find useful during your stay:
Site plan
Covid-19 policy
Check-in Complete email
Auto send once check-in is complete.
Check-in setup
If you would like to make use of the online check-in functionality please complete the request in GemaPark service desk or at
https://netguides.atlassian.net/servicedesk/customer/portal/1 (select the ‘Setup Online Check-in’ option.
This will ask you the basic setup questions and allow you attached supporting documents such as email templates and check-in questions.
The key area to think about are:
Pre arrival email inviting to Check-in
Check-in questions, policies & tick boxes, occupancy info
Post check-in information screen
Post check-in email content
Deferred payments for refundable deposits
If you use the SagePay/Opayo payment gateway it is possible to take a deferred payment for refundable deposits at check-in. To find out more about this please Click Here
