Introduction
The Digital Reception allows you to create fully customizable forms that can be sent directly to your guests. Forms are a powerful tool for collecting guest data, enabling online check-in, capturing feedback, and building direct communication channels: all within your hotel's branded experience. 🏨
Personalizing your forms means tailoring both the content and structure to match your hotel's identity and the specific purpose of each form.
Main Concept
Forms in the Digital Reception are standalone data-collection tools that can be embedded in your guest app pages or shared directly with guests via a form token link in campaigns. Unlike pages, forms focus specifically on capturing guest input: such as personal details, preferences, or consents.
There are two core form types:
Custom: A flexible form you build from scratch using drag-and-drop inputs, text blocks, dividers, and consent elements. Full control over structure and content.
Payment Link: A form linked to a payment provider. Supports text and divider objects from the Context section.
Key building blocks available in the form builder:
Inputs: Fields such as email address, phone number, name, identification, birthday, address, country.
Context: Text blocks and dividers for structuring the form and communicating with guests.
Consent: A consent checkbox for GDPR-compliant data collection.
Use Cases
📥 Collecting email and phone numbers from OTA guests who booked through platforms like Booking.com or Expedia
🏁 Online check-in forms that capture identification, address, and contact details before arrival
⭐ Guest feedback and review forms sent post-stay
📋 Pre-arrival preference forms (room type, arrival time, dietary needs)
🔗 Payment link forms tied to upselling or deposits
Configuration and Setup
Follow these steps to create and personalize a form:
Navigate to Digital Reception in the left-hand menu.
Click on Forms.
Click ➕ Add new form and enter a name for the form.
Select the form type: Custom or Payment Link.
Click Save.
In the form builder, drag and drop elements from the Inputs and Context sections onto the form canvas.
Customize text blocks with your hotel's wording, welcome messages, instructions, and thank-you messages.
Add a Consent checkbox if you are collecting personal data for marketing purposes.
Update the Submit Message, the text shown to guests after they submit the form.
Click Save and verify the layout in the preview.
To share the form, go to the form list, copy the Token Link, and paste it into your campaign message. 🚀
💡 Tip: Always use the Token Link (not a static URL) in campaigns. This ensures the form link is always personalized to the specific guest receiving it.
Advanced Setup
Recommended Form Templates by Use Case
Use the following structures as starting points and adapt wording to match your hotel's tone and branding:
OTA Profiling Form — for capturing contact details from OTA (such as booking.com, Expedia) guests:
Text block: "Get reservation updates straight to your inbox! Fill out the form with your information."
Email address field
Phone number field (include note: "Don't forget to add your country code")
Consent checkbox: "Yes, I agree to receive communications from [Hotel Name]."
Thank-you text: "Thank you for updating your profile details. [Hotel Name] team."
Online Check-In Form — for pre-arrival registration:
Text block: "Welcome to the online check-in for [Hotel Name]. Please complete the form to facilitate a swift and seamless arrival."
Email address field
Phone number field
Identification field
Birthday field
Address and Country fields
Divider
Consent checkbox: "Yes, I agree to receive marketing communications from [Hotel Name]."
Thank-you text: "Thank you for updating your profile details. [Hotel Name] team."
Expanding Forms with Additional Fields
For more detailed guest profiling, consider adding:
Nationality or language preferences
Estimated time of arrival
Travel purpose (leisure / business)
Room type or amenity preferences
Interests
This enables more tailored pre-arrival communication and improves the on-site guest experience. The more you ask, the more you know.
Linking a Form to a Campaign Journey
In the CRM, go to Journeys and create or open a journey targeting the relevant guest segment (e.g., OTA guests filtered by Rate Plan).
Navigate to Digital Reception > Forms and copy the Token Link for your form.
Paste the token link into the campaign message within the journey.
Known Issues or Limitations
Payment Link forms only support text and divider elements from the Context section. Standard input fields are not available in this form type.
Forms do not have a built-in branding settings panel (colors, fonts, logos). Branding consistency is managed through the wording and structure of the form content itself.
PMS data sync on form submission is only available for hotels with a two-way PMS integration (e.g., Mews, Apaleo). Without this, submitted data enriches the guest profile in Bookboost only.
Conclusion
Personalizing forms in the Digital Reception allows you to collect the right guest data at the right moment — from OTA profiling and online check-in to feedback and pre-arrival preferences. By using the right form type, structuring content clearly, and linking forms via token links in campaigns, you create a seamless and branded experience for every guest. 🌟
Support
Please contact us through the 'Talk to Us' option on the left menu in the platform, or through the Bookboost Support email at support@bookboost.io if you have questions or need additional support.