Form templates / Restaurants & Hospitality
Hotel Guest Registration Form
A hotel guest registration form does the check-in paperwork before arrival. Guest details, arrival time, car registration and preferences - so the desk hands over a key.
For restaurants, cafés, bars, hotels and hospitality teams.
Pre-arrival registration is the whole of a fast check-in
Check-in is the first physical experience of a hotel, and it's usually a queue while someone types a name and address that could have been collected the week before. Guests remember the queue.
So this template collects everything the register legally requires plus the preferences that let housekeeping prepare properly. Arrival time is the other useful field - a hotel that knows half its guests arrive after 9pm staffs the desk differently.
One list, not five threads
Registrations that arrive by email, text and word of mouth become a headcount nobody trusts. You find out on the day that two people thought they were signed up and one wasn't.
This template makes one list, with the same details for every person, in the order they registered.
Bookings and enquiries while the phone is unanswerable
Service is exactly when you can't take a call, and exactly when people decide where to eat. A form takes the request with the date, the covers and the dietary needs while your hands are full.
For private hire and functions it matters even more: those enquiries need a dozen details, and the guest would far rather type them than be quizzed.
A QR code away
Every form has a plain link, so a poster, a flyer or a QR code on the door is enough. Nobody has to find your website to sign up.
Yours to change, immediately
Nothing here is fixed. Rewrite a question, reorder them by dragging, add your brand colour, delete half of it. Save and the live form updates - there's no separate publish step and no deploy to wait for.
What this template asks
- Lead guest name
- Booking reference
- Email address
- Mobile number
- Home address
- Nationality
- Arrival date
- Departure date
- How many adults?
- How many children?
- Children's ages
- Names of everyone else staying
- What time do you expect to arrive?
- Is this a business or leisure stay?
- Any preferences?
- Do you need any of these?
- Dietary requirements for breakfast or dining
- Car registration, if you're driving
- Are you celebrating anything?
- I accept the booking terms and the cancellation policy
- I understand photo ID will be checked at the desk
- Send me offers occasionally
More Restaurants & Hospitality forms
Questions
What details are legally required?
It varies by country - many require the lead guest's name, address, nationality and sometimes passport details for foreign nationals. Check your local rules and only collect what's required.
Should passport numbers be collected on a web form?
Avoid it. Collect what the register needs and verify documents at the desk. A passport number sitting in a form response is a liability without a benefit.
Can I stop registrations when we're full?
Yes. Close the form and the link shows a short closed page, so nobody registers for a place that doesn't exist. Reopen it in one click if space frees up.
Can I collect one registration per person or per group?
Either. Many people ask for the group size and the names in one text box; others publish the link and ask everyone to fill it in individually.
Can I get the list as a spreadsheet?
Yes - one click exports every response as CSV, which opens in Excel, Numbers or Google Sheets.
Does this replace a booking system?
No - it collects requests you confirm, which suits private hire, functions and smaller rooms. If you need live table availability, keep your booking system and use forms for the enquiries it handles badly.
Publish your hotel guest registration form today
Start from this template and change anything you like. Free to begin.