Registration Fields

Quick Setup

Enable only the fields you need. This takes about 5 minutes. First Name, Last Name, and Travel Document Number stay required.

Registration fields control what guests must enter during pre-arrival and check-in. Use the mode selector to edit each flow separately.

Different setting

Mandatory Guest Registration is separate from these field toggles. Use Check-In Policy to require every PMS guest to register.

Where to Find It

Settings → Check-In → Registration Form

Quick Reference

Setting	What It Controls	Guest Impact
Visible	Shows or hides a field	Guest sees or skips the field
Mandatory	Requires completion	Guest cannot continue without it
Required Fields	Always on (cannot be disabled)	Ensures legal identification
TM30/RR3 Badges	Thailand-specific requirements	Highlights compliance fields
Mode-specific fields	Uses separate rules by flow	Pre-arrival and check-in can behave differently

Switch Between Modes

1. Use the mode selector at the top of the page.

2. Select Pre-arrival or Check-in.

3. Update the fields for that flow.

4. Select Save All.

   ✓ AVA keeps each mode's settings separate.

How Field Toggles Work

• Visible = OFF → field is hidden and automatically not mandatory
• Visible = ON → field is shown
• Mandatory = ON → field is required

Visibility Rule

A field must be Visible before it can be Mandatory.

Required Fields

These fields are always visible during check-in:

• First Name
• Last Name
• Travel Document Number

Locked PMS names

If your PMS locks First Name or Last Name, AVA leaves the blank field alone. You can still save guest information, including Opera reservations with a single stored name.

Common Fields You Can Enable

Category	Examples	When to Use
Contact	Email Address, Phone Number	Confirmations and follow-ups
Identity	Nationality, Date of Birth, Gender	Compliance and age checks
Address	Address, City, State/Province, Postal Code, Country of Residence	Regulatory or billing needs
Travel Details	Place of Departure, Next Destination, Departure Time, Pre Check-In Time	Immigration reporting
Guest Profile	Occupation, Purpose of Stay	Reporting and personalization

How Mode-Specific Rules Work

AVA can show different field rules for each guest flow.

Mode	Uses	Typical Flow
Pre-arrival	Separate pre-arrival rules	Guests register before arrival
Check-in	Separate check-in rules	Guests register in CCI and ACI

If older data has no mode-specific rules, AVA uses the legacy shared config. When you save, AVA copies that setup into both modes.

Flow mapping

CCI and ACI both use the Check-in mode rules. Use Pre-arrival rules only for guest registration before arrival.

Pre-arrival rule

Pre-arrival can include extra fields or stricter rules than Check-in. It cannot end up with fewer fields after you save. If a field is Mandatory, AVA keeps it Visible too.

Thailand Compliance (TM30 & RR3)

If your Country of Hotel is set to Thailand, you will see TM30 Required and RR3 Required badges next to certain fields.

• TM30 fields typically include First Name, Gender, Travel Document Number, Nationality, and Date of Birth.
• RR3 fields commonly include Address, Occupation, Place of Departure, Next Destination, Departure Time, and Pre Check-In Time.

If you must submit these reports, keep the badged fields Visible and Mandatory.

Configure Registration Fields

1. Go to Settings → Check-In → Registration Form
2. Toggle Visible for each field you want to show
3. Toggle Mandatory for any field you want to require
4. Click Save All

How Values Are Filled

Guest details can be pre-filled from your PMS or from document scans. Guests can edit fields unless they are locked by policy (for example, Date of Birth when editing is disabled).

If the guest has no phone number, AVA uses the scanned passport nationality for the default country code. Existing phone numbers keep their saved country code.

Address autocomplete

When guests type an address, postal code, departure address, or next destination, AVA biases Google Places toward their nationality. If nationality is missing, AVA falls back to the hotel country.

Purpose of Stay Visibility

The Purpose of Stay field must be visible to appear during check-in.

• Enable it here, or
• Use the Make Visible button in Purpose of Stay

Troubleshooting

Mode-specific settings do not change

What you see: Pre-arrival and check-in show the same fields.

Fix:

1. Confirm the reservation uses the correct flow.
2. Select Pre-arrival and review those fields.
3. Select Check-in and review those fields for CCI and ACI.
4. Save each mode once to upgrade old shared settings.

Mandatory toggle is disabled

What you see: You cannot turn on Mandatory

Fix:

• Turn Visible ON first
• Required fields cannot be changed

TM30/RR3 fields not showing

What you see: No compliance badges or required fields

Check:

• Country of Hotel is set to Thailand in Hotel Basic Details
• Refresh the page after saving country changes

Changes not saving

What you see: Fields revert after clicking Save

Fix:

1. Make sure required fields remain enabled
2. Check for validation errors (red text)
3. Save again and refresh

Still Stuck?

Contact success@vouch-technologies.com if:

• ❌ Mode-specific rules do not appear
• ❌ Required fields are missing
• ❌ Fields will not save correctly

Helpful to include:

• Screenshot of the registration fields list
• Your hotel country setting
• The flow that looks wrong

Related Guides

• Purpose of Stay - Configure the guest dropdown list
• Check-In Policy - Guest registration, DOB editing, and age rules
• Registration Card Disclaimer - Terms and signatures