NextPax GDS Suite - How to provide pre-arrival check-in instructions in Reconline?

When receiving bookings through Reconline's GDS distribution network, accommodation providers always receive the travel agency's contact details rather than the end-traveler's email address or phone number.

As a result, it may not be possible to contact guests directly before arrival to provide essential information such as:

Check-in instructions
Online check-in requirements
Property access details
Payment instructions
Support contact information

To ensure travelers receive this information, we recommend adding it to the Booking Terms & Conditions field in Reconline.

All travel agencies include this content in the booking confirmation sent to the traveler, making it an effective way to communicate important arrival information when direct guest contact details are unavailable.

How to Add Guest Instructions in Reconline

Log in to your Reconline account.
Navigate to the property content section.
Open the Descriptions page.
Locate the Bookingterms and Conditions (max. 900 characters) field.
Add the information guests need before arrival.
Save your changes.

Recommended Information to Include

We recommend including any information that is required for a successful check-in, such as:

Online check-in or registration requirements
Self-check-in instructions
Payment requirements
Security deposit information
Property access instructions
Contact details for guest support
Links to guest portals or registration forms

Example (in operation today, and this works)

To ensure a smooth arrival, all guests are required to complete the online pre-arrival registration before check-in. Registration can be completed at www.your-property-website.com/checkin.

Please complete the registration as soon as possible after booking. Check-in instructions and access details will only be provided once the registration has been completed.

Please note that cash payments are not accepted. Any outstanding balance must be paid by credit card prior to arrival.

If you require assistance before your stay, please contact our guest services team at reservations@your-property.com or +1 234 567 8900.

This information is then provided to the GDS and placed on the booking confirmations sent out by travel agencies.

Real-World Example

One accommodation provider using Reconline's GDS distribution added the following information to their Booking Terms & Conditions field:

Guests were required to complete an online pre-arrival checklist.
Check-in instructions were only provided after the checklist was completed.
Payment requirements were communicated in advance.
Support contact details were included for travelers needing assistance.

As this information was included in the travel agency's booking confirmation, guests received the necessary arrival instructions even though the property did not have direct access to the traveler's contact details. Over a million USD worth of reservations were processed without friction.