Guests today wait at the reception desk for an average of 4-7 minutes. Every three stars on Booking.com lost due to slow check-in costs you money. Digital check-in solves this problem - and the 2026 season is the ideal time to introduce it.
We have reviewed implementations in dozens of Prague hotels. In this article, we will show you what digital check-in entails, how much it costs and how to implement it step by step.
What is digital check-in and what does it include?
The term "digital check-in" covers a range of solutions: from a simple pre-registration form to fully automated arrival without reception:
Email with a form prior to arrival. The guest fills in personal details, complying with the Foreigners' Residence Act. Reception still physically hands over the key.
Terminal in the lobby. The guest identifies themselves (ID, payment, card printing). Reception may be unattended during night hours.
The guest receives a phone key. NFC/Bluetooth door locking. Zero interaction with staff. Integration with the PMS.
Legal obligations: what a digital check-in must comply with
Important notice: any solution must comply with Czech legal requirements:
- Act No. 326/1999 Coll. (foreigners' stay): accommodation facilities must submit data on foreigners to the Foreigner Information System.
- Act No. 565/1990 Coll. - the local tourist tax requires guest registration with arrival/departure dates and place of residence
- GDPR - consent to process personal data, limited retention period
- EET/invoicing - payments must be processed via a certified POS terminal or payment gateway
Tip: Pre-registration systems such as Mews, Cloudbeds or Opera Cloud handle this automatically. If you are building your own solution, consult a lawyer.
System comparison: what to choose
| System | Check-in | Mobile key | CZ support | Price/month |
|---|---|---|---|---|
| Mews | ✅ Online + kiosk | ✅ (Assa Abloy) | ✅ Localised for the Czech market | from 4 500 Kč |
| Cloudbeds | ✅ Online | ⚠️ via integration | ⚠️ EN only | from 3 200 Kč |
| HotelIT (CZ) | ✅ Online | ⚠️ beta | ✅ CZ + support | from 2 800 Kč |
| Opera Cloud | ✅ Kiosk + mobile | ✅ full support | ✅ CZ | from 12 000 Kč |
| Proprietary solution | ⚙️ custom-made | ⚙️ custom-made | ✅ full inspection | 0 Kč (SaaS) |
Infrastructure: what must work without exception
Digital check-in is only as reliable as your IT infrastructure. From experience, we know the most common causes of failure are:
Mobile keys and kiosks require stable WiFi. One dead zone in the corridor means a guest cannot open their door.
UPS for kiosk terminals and batteries in electronic locks (minimum 1 year of backup). Inspection every 3 months.
If the PMS is unaware that a guest has arrived via online check-in, the room will not be prepared, the minibar will not be restocked, and the invoice will be incorrect.
How to do it step by step
- Audit of existing infrastructure - WiFi coverage (heat map), status of electronic locks, compatibility of the PMS with the selected check-in system. Time: 1-2 days, free of charge with us.
- System selection - For hotels with up to 30 rooms, we recommend HotelTime or Mews. For properties with over 60 rooms or international chains, Opera Cloud.
- Upgrade WiFi if required - aim for at least -65 dBm at every location where a guest requires connectivity. For mobile keys, BLE (Bluetooth Low Energy) is more advantageous than NFC.
- Pilot operation on 20% of rooms - two weeks of testing, workflow tuning, and staff training.
- Full deployment + monitoring - set up alerts for WiFi outages and integration errors. Every error during check-in means a lost guest and a bad review.
Real figures: return on investment
Based on implementations in Prague hotels 2024-2026:
- Average saving in staff time: 2.5 hours/day on a 40-room hotel (= approx. 45,000 Kč/year at a rate of 200 Kč/h)
- Increase in ratings for "check-in experience" on Booking.com: on average +0.3 points in 6 months
- Decline in complaints about waiting times: -60 % at hotels with a self check-in kiosk
- Return on investment: 18–36 months (depends on the number of rooms and staffing rates)
Frequently Asked Questions
How much does digital check-in for a hotel cost?
The basic pre-registration form costs between 15,000 and 40,000 Kč. A kiosk with PMS integration ranges from 80,000 to 180,000 Kč. Complete mobile keys are priced at 180,000 to 450,000 Kč. Monthly software operating costs are between 2,000 and 15,000 Kč.
Do I need new locks?
It depends on the system. For chip cards, today's electronic locks are sufficient. For mobile keys (Bluetooth/NFC), an upgrade is necessary, but it can be done gradually, room by room.
Is digital check-in secure?
Yes, when implemented correctly, it is safer than physical cards. Mobile keys cannot be copied, have limited validity and can be remotely deactivated immediately. Encryption is end-to-end.
How long does implementation take?
Basic pre-registration takes 2–4 weeks. A complete system with mobile keys and PMS integration requires 2–4 months. Plan to launch at least 6 weeks before the main season.
Do you want to introduce digital check-in before the summer season?
We will assess your existing infrastructure and propose a tailored solution, free consultation, results within 5 working days.
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