Check-in & check-out

Digital check-in via the guest portal saves the front desk a lot of time: instead of ten minutes per family at the counter on arrival, the guest enters their data at home or on the way. Check-in on site becomes pure verification and key handover.

Advance check-in

After booking, the guest receives a confirmation e-mail with a personalised link to the portal. One click opens the portal in their browser language. The portal collects:

• Personal details for every person in the booking (first name, last name, date of birth, home address)
• ID details for foreign guests (passport / ID number, nationality)
• Vehicle plate (for the barrier or access control)
• Estimated arrival time (for reception planning)
• Special requests (cot, dog, allergies)

Optionally the guest can upload a photo of their ID — speeds up verification and is data-protection compliant (see nDSG).

Reminders

CampOne automatically sends reminders 7 days and 24 hours before arrival if advance check-in isn’t complete. The reminder includes a direct link to the portal — the guest doesn’t need login credentials.

When the reminders go out is configured under Settings → Guest portal → E-mail sequence. Individual mails can be disabled or rewritten.

QR code entry

Once the guest finishes advance check-in, the portal shows a personal QR code. It serves two purposes:

1. Express check-in at reception: the front-desk tablet scans the code, all data appears, and after a short verification the keys are handed over.
2. Direct barrier access (optional, with a compatible barrier system): the guest scans the QR code at the entrance — no staff strictly required, useful at night or weekends.

The QR code is valid from the arrival to the departure date and is available for every person in the booking — families with two cars get one code per car.

Reception check-in

If a guest arrives without advance check-in, walk them through the same process on the tablet. With an ID-card reader, capture takes about 30 seconds per person. After completion, the guest gets the QR code by e-mail or printed.

During check-in, the tablet shows the receptionist:

• the pitch with a small site-plan snippet
• selected extras
• outstanding balance (deposit, balance)
• special requests
• ID-data status (complete, partial, missing)

The team sees at a glance what’s left to do.

Check-out flow

On the departure day the portal switches to check-out mode:

1. Final invoice overview: pitch, extras, tourist tax, electricity (if metered), restaurant orders if any
2. Approval by the guest (confirming the consumption is correct)
3. Payment (TWINT, credit card, bank transfer) — if anything outstanding
4. PDF receipt (e-mail or download)
5. Key return and pitch release

If you run a QR-code access system, the code is deactivated at check-out — preventing accidental re-entry.

Express check-out

For regulars and simple bookings, offer express check-out: the guest approves the invoice in the portal, pays via TWINT, downloads the receipt, and leaves without coming back to reception. Saves a lot of high-season counter wait.

Late arrival and early departure

If a guest expects to arrive outside reception hours, they note it in the portal. You see the information in the calendar and can prepare a key safe or another solution. Same for very early departures.

Tips

• Track the advance-check-in rate. The reporting shows the share of pre-completed bookings per period. Target: > 70 %.
• Communicate clear arrival times. A “earliest / latest” line in the confirmation e-mail prevents most queues.
• Test the QR code barrier. If you run a barrier system, test weekly with a test code that the integration is alive.