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Contactless Check-In/Out: PMS Solutions for Small Hotels

Introduction

The hospitality industry has evolved rapidly in recent years, with travelers now expecting faster, safer, and more convenient experiences. One of the significant shifts in hotels is the contactless check‑in and check‑out, or self-check-in implementation. It took off during the pandemic, and now many guests expect it.

With some years of evolution, now contactless check-in/out has become a standard expectation for some property owners. When you want to choose a PMS software, make sure it has similar features.

For small hotels and B&Bs, adopting a PMS software with contactless features can be a game-changer. It ensures guest satisfaction, reduces costs, speeds up the front desk, and helps small properties compete with big hotel chains.

In this guide, we will show how a hotel PMS can help you provide contactless service for your guests, which features matter most, and simple steps to set it up even on a tight budget.

The Rise of Contactless Service in the Hotel Industry

Today’s travelers prioritize convenience and safety, making contactless check-in/out a must-have feature. Here’s why:

Faster, More Convenient Stays – Guests no longer want to wait in line at the front desk. Contactless check-in allows them to skip queues and go straight to their rooms. During pandemic times, this feature is especially important for those who still have to travel.
Reduced Physical Interactions – Many travelers still prefer minimal contact for health and safety reasons. Thanks to their contactless experience gained during pandemic times.
Mobile-First Expectations – Now almost everyone uses a smartphone for an easier travel experience. Guests expect digital solutions for everything from booking to room access.

For small hotels, contactless check-in/out solutions also mean less front-desk operation and lower staffing costs, allowing owners to focus more on the things that matter. For example, to spend more time on providing more guest satisfaction-related services.

Key PMS Features Enabling Contactless Check-In/Out

Modern hotel PMS is usually equipped with tools that automate and streamline the guest journey. Here’s how a PMS facilitates contactless service for hotels:

A. Online Booking & Pre-Arrival Digital Forms

Guests can complete check-in formalities (ID verification, payment, and preferences) before arrival via a secure online portal.
The PMS dashboard automatically stores this data, eliminating manual entry and reducing errors.

B. Mobile Check-In/Out via Guest Apps

Guests usually receive a check-in link via email, allowing them to confirm arrival and access room details.
At checkout, automated digital receipts can be sent instantly. No more staff work needed.

C. Secure Digital Payment Processing

A PMS with integrated payment gateways (like Stripe or PayPal) enables secure, PCI-compliant transactions, which is important when selecting a PMS software.
Pre-authorization and automatic billing reduce front-desk payment workload as well.

D. Keyless Entry & Smart Room Access

Integration with smart locks (via Bluetooth, QR codes, or NFC) allows guests to unlock rooms using their phones.
Time-restricted access ensures security after checkout.

Benefits of Contactless PMS Solutions for Small Hotels

The advantages of switching to a PMS with contactless features are quite obvious:

Enhanced Guest Experience – Tech-savvy travelers appreciate seamless, app-based check-ins, leading to better reviews and repeat bookings.

Operational Efficiency – Reduces front-desk congestion, allowing staff to focus on providing personalized guest service.

Cost Savings – Fewer manual processes mean lower staffing needs during peak times.

Competitive Edge – Small hotels can now compete against larger chains by offering personalized, digital-first while modern guest experiences.

How to Implement Contactless Check-In/Out on a Budget

Adopting a contactless PMS technology is just within reach. And of the acceptable budget as well. Here’s a step-by-step approach:

Step 1: Choose an Affordable PMS with Contactless Features

First of all, when a PMS software owns the following features, it means it can provide contactless service for your guests:

Online check-in forms that are provided to your guests
A mobile app that can help property owners operate online
Payment automation

Step 2: Enable Online Booking Integrations

Channel manager is a must-have feature for the PMS software. Before you enable contactless service, connect to the OTA channels you need and sync your PMS with these channels to ensure seamless reservation imports.

Step 3: Set Up Digital Registration Forms

Replace paper forms with digital versions that guests can complete before arrival. You can set the forms in the PMS directly. Before officially sending the forms out, test it yourself to ensure it operate well.

Step 4: Integrate Mobile Key Solutions (If Applicable)

If your property supports it, connect your PMS with smart locks for keyless entry. You can then just send check-in codes to your guests to enable contactless service.

Step 5: Train Staff on Handling Exceptions

While automation handles most tasks, staff should be ready to assist guests who prefer traditional check-in.

Overcoming Common Challenges

While contactless PMS solutions offer many benefits, small hotels may face some difficulties. Here are some things for you to think about before you start adopting the PMS:

A. Guest Adoption: Provide clear instructions via email some days before they check-in. Offer incentives (e.g., early check-in) for your guests to let them use mobile check-in.
B. Security Concerns: Ensure your PMS complies with PCI-DSS and GDPR for secure data handling.
C. Technical Reliability: Before you officially start to use a PMS, try the free trial and test it out. Look for technical support often to ensure a smooth transition.

Conclusion

The future of hotel service is clear. It's contactless, automated, and guest-centric. By leveraging hotel PMS technology, small hotels and B&Bs can:

Offer faster, safer check-ins
Reduce operational costs
Improve guest satisfaction
Stay competitive in a digital-first market

If you’re ready to modernize your property, investing in a PMS with contactless features is a smart next step.

Frequently Asked Questions (FAQs)

1. What is a contactless check-in system for hotels?

A contactless check-in system allows guests to complete the check-in process digitally—via mobile apps, web links, or kiosks—without needing to interact directly with hotel staff at the front desk.

2. Can small hotels afford a PMS with contactless features?

Yes. Many PMS providers offer affordable packages that include digital check-in, mobile billing, and OTA integration, making it accessible for small properties.

3. Is it safe to use digital payments and keyless entry?

Reputable PMS systems comply with industry standards like PCI-DSS. They offer encrypted transactions, time-restricted key access, and user-level permissions to ensure data and guest security.

4. How can I encourage guests to use contactless options?

Educate them before arrival via email or SMS. Use simple instructions, highlight time savings, and offer flexible arrival times to encourage adoption.