The self check-in flow, step by step
A hotel kiosk exists to take load off the front desk and to stop late arrivals from waiting. For the general building blocks of a kiosk, see the kiosk software page.
- Language selection: The guest picks the interface language.
- Booking lookup: The reservation is found in the PMS by booking number, surname or the QR code in the confirmation email.
- ID scanning: The ID card or passport is scanned and the details are matched against the booking.
- Payment or pre-authorisation: The outstanding balance is charged or a deposit is pre-authorised.
- Key card: A card from the dispenser is encoded for the room via the lock system's SDK.
- Info slip: Room number, breakfast times and Wi-Fi details are printed or sent by email.
At check-out the guest drops the key card into the kiosk, the folio is pulled from the PMS, extras are paid and the invoice details are sent by email.
Main service page for this topic: self-service kiosk software
PMS and door lock system integration
The kiosk does not store booking, room or folio data itself; it reads them from the hotel's PMS (property management system). The integration is built on the API or interface service provided by the PMS vendor.
- Booking lookup, room assignment, check-in/check-out and folio calls are mapped.
- If the room is not ready, the kiosk informs the guest and directs them to reception.
- Key card encoding runs through the SDK or encoder service supplied by the door lock manufacturer.
- Card dispenser and encoder faults show up instantly in the admin panel.
Whether a specific PMS or lock brand can be integrated depends on whether the vendor grants API/SDK access, and this is verified at the start of the project. For the detailed approach, see the API integration page.
Payment, pre-authorisation and fiscal documents
Card payments and deposit pre-authorisations are handled by a certified payment terminal from the bank or payment provider; card data is never stored in the kiosk software. The kiosk posts the approve or decline result returned by the terminal to the PMS folio.
For online payment scenarios, payment gateway integration can be used. Invoicing and local fiscal receipt requirements (in Türkiye: e-Arşiv invoice or new-generation cash register integration) are clarified with the hotel's accountant at the start of the project, based on its existing billing setup.
ID scanning and guest registration reporting
ID scanning is used to match the person at the kiosk with the guest on the booking and to speed up the registration work normally done at reception.
- Scanned details are transferred to the guest record in the PMS; they are not kept permanently on the kiosk.
- The ID image and data are cleared from the screen and local memory once the transaction ends.
- The document types supported by the reader are tested in advance for international guests travelling on passports.
In many countries accommodation providers must report guest details to the authorities (in Türkiye, through the Identity Reporting System, Kimlik Bildirim Sistemi). The kiosk does not take on this obligation by itself; reporting should be handled through the hotel's existing PMS and current procedure, and agreed with hotel management before installation.
Multilingual interface and hardware
The hotel kiosk interface can be prepared in languages such as Turkish, English, German, Russian and Arabic to match the guest profile. Texts are managed from the admin panel; adding a new language needs no software change.
Typical hardware: touchscreen, ID/passport reader, certified payment terminal, key card dispenser and encoder, receipt printer. Kiosk status and card stock are monitored from a central web panel, and a single panel can serve several hotels.
What I offer
Booking lookup
PMS search by number, surname or QR code
ID scanning
ID card and passport reader support
Pre-authorisation
Deposits and payments via certified terminal
Key card
Card encoding via the lock system's SDK
Self check-out
Folio, extras payment and card return
Multilingual
Languages and texts managed from the panel
Technologies I use
Example projects
A selection of live projects serving real users.
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Frequently asked questions
Which PMS does a hotel check-in kiosk work with?
The kiosk is integrated through the API or interface service provided by the PMS vendor. Support for a specific PMS depends on the vendor granting this access, which is verified at the start of the project.
How does the kiosk encode the key card?
A card taken from the dispenser is encoded for the guest's room and stay dates using the SDK or encoder service provided by the door lock manufacturer.
Does the kiosk report guest registration to the authorities automatically?
The kiosk does not take on this legal obligation by itself. Scanned guest details are passed to the PMS; reporting should run through the hotel's existing PMS and current procedure.
Is card data stored on the kiosk?
No. Payments and pre-authorisations are handled by the bank's or payment provider's certified terminal; the kiosk only posts the approve/decline result and transaction reference to the PMS.
How long does it take to set up a hotel kiosk?
The timeline depends on PMS and lock system API/SDK access being ready, sourcing the payment terminal, the flows required (check-in, check-out, pre-authorisation) and the number of languages. Once the scope is clear, a phased plan is drawn up.
What happens if the room is not ready?
The kiosk checks the room status in the PMS; if the room is not ready it tells the guest and, where needed, lets them complete the ID and payment steps before directing them to reception for the key card.