Configure Guest Registration Fields

Quick Setup

Choose who sees and completes each field. This takes about 5 minutes. First Name, Last Name, and Travel Document Number stay required.

Use registration fields to control guest information during pre-arrival and check-in. Choose a separate field setup for each flow when the mode selector is available.

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	Options	Guest impact
Show to	All guests, Main guest only, or Hidden	Controls which guests see the field
Require from	Optional, Main guest only, or All guests	Controls which guests must complete the field
Required fields	Locked	Protects guest identification and PMS requirements
PMS Required	Provider-specific locked fields	Prevents failed reservation-guest syncs
TM30/RR3 badges	Thailand-specific indicators	Highlights compliance fields
Travel document dates	Travel Document Issue Date and Travel Document Expiry Date	Collects document dates when needed
Mode-specific fields	Pre-arrival or Check-in	Allows different rules for each guest flow

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 Registration Fields.

   ✓ AVA keeps each mode's settings separate.

How Field Toggles Work

Use the two selectors in each field row:

• Show to → All guests shows the field to every guest.
• Show to → Main guest only shows the field only to the reservation's main guest.
• Show to → Hidden removes the field from the guest form.
• Require from → Optional lets the selected guests skip the field.
• Require from → Main guest only requires only the main guest to complete it.
• Require from → All guests requires every guest to complete it.

A field must be shown before AVA can require it. Hidden fields automatically become optional. You cannot require more guests than can see the field. Existing settings without a guest scope keep their previous all-guests behavior.

Main guest example

To collect an address only from the main guest, choose Main guest only in both selectors. Additional guests will not see or complete that address field.

Required Fields

These fields are always visible during check-in:

• First Name
• Last Name
• Travel Document Number

PMS-required fields can also be locked. AVA marks these fields with a PMS Required badge when the active PMS requires them.

PMS-required fields are visible and mandatory for all guests in both modes. They cannot be hidden or limited to the main guest.

Travel Document Issue Date and Travel Document Expiry Date are optional fields. In Check-in mode, both fields are hidden by default. Show them when your property needs guests to review or provide these dates.

Document Date Rules

AVA can save document issue and expiry dates from a scan or manual entry. Future expiry dates are valid, so guests can enter documents that remain current. The issue date cannot be later than the expiry date.

Date validation

If both dates are entered, AVA checks their order before saving guest information. Leave a date empty when the document does not provide it.

Active PMS	PMS-required field
Cloudbeds	Nationality
eZee	Email Address
Mews, Opera, and AVA PMS	No additional PMS-required fields

AVA reads these requirements from the active PMS capability. It does not infer requirements from the provider name. When you change PMS providers, AVA rechecks the requirements before saving.

Capability unavailable

If AVA cannot verify the PMS capability, it disables registration-field edits. Wait for the requirements to load, then retry your change.

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, Travel Document Issue Date, Travel Document Expiry Date	Compliance and document 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 hide a field that Check-in shows, or narrow an all-guest scope.

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 required for the needed guests.

Configure Registration Fields

1. Go to Settings → Check-In → Registration Form.

2. Select Pre-arrival or Check-in when the mode selector appears.

3. Choose All guests, Main guest only, or Hidden under Show to.

4. Choose Optional, Main guest only, or All guests under Require from.

5. Click Save Registration Fields.

   ✓ Your selected values remain visible while you review unsaved changes.

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. AVA clears obvious placeholder numbers, such as +1 0000000000, before prefill.

Mobile country picker

On phones and tablets, Phone Number, Nationality, Country of Residence, Place of Departure, and Next Destination open a searchable bottom sheet. Desktop keeps the inline autocomplete.

Prefilled contact checks

If AVA opens an invalid saved email or phone, it shows the error immediately. Only invalid non-empty values are flagged.

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.

Require from selection is unavailable

What you see: You cannot choose Main guest only or All guests under Require from.

Fix:

1. Confirm Show to is not Hidden.
2. Choose Main guest only under Show to when only the main guest should complete it.
3. Check whether the field is locked as required by guest identification or your PMS.

Pre-arrival scope is unavailable

What you see: Pre-arrival does not allow a narrower scope than check-in.

Fix:

1. Select Check-in and review the field's Show to and Require from values.
2. Keep Pre-arrival at least as broad as Check-in.
3. Save Check-in first if you need to widen the shared requirement.

TM30/RR3 fields not showing

What you see: Compliance badges or required fields do not appear.

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: Field selections revert after clicking Save Registration Fields.

Fix:

1. Make sure required fields remain enabled.
2. Check for validation errors or a PMS registration requirements are unavailable warning.
3. Save again after the warning clears.
4. Refresh the page and confirm the saved scope.

Document dates are rejected

What you see: Guest information cannot be saved after entering document dates.

Fix:

1. Check that Travel Document Issue Date is on or before Travel Document Expiry Date.
2. Keep a future expiry date when the document is still valid.
3. Leave a date empty if the document does not show it.
4. Save the guest information again.

PMS-required field is locked

What you see: A field shows PMS Required, and its controls are disabled.

Fix:

1. Keep the field visible to All guests.
2. Keep Require from → All guests selected.
3. Save after the PMS capability loads.

This protects reservation-guest sync for the active PMS.

PMS registration requirements are unavailable

What you see: A warning says, "PMS registration requirements are unavailable."

Fix:

1. Confirm the correct PMS is selected in Settings → Essentials → PMS Integration.
2. Refresh the page and wait for the capability to load.
3. Retry Save Registration Fields.
4. Contact your PMS administrator if the warning continues.

AVA does not save registration changes until it can verify the PMS requirements.

Still Stuck?

Contact success@vouch-technologies.com if:

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

Helpful to include:

• Screenshot of the registration fields list.
• Your hotel country setting.
• The flow and field scope that look 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.