How can Chatref streamline the guest check-in process for serviced apartments?

Your Chatref agent learns from your property manuals, check-in procedures, and local guidebooks. It answers common guest questions - like "Where do I park?" or "How does the keypad work?" - instantly, grounded in your own content. The agent guides each arrival through the exact steps to access their apartment, eliminating the back-and-forth that slows down traditional check-in. Because the AI is trained on your documents, it never guesses, so guests get reliable information every time.

Custom actions turn the chat widget into a hands-free receptionist. You can design sequences that collect booking references, verify guest identity with a photo upload, and confirm payment details right in the conversation. Once verified, the agent automatically sends the access code and Wi-Fi credentials. Guests complete the entire serviced apartments check-in on their own device, at their own pace. For properties that use smart locks or key safes, custom actions can trigger real-time code generation and delivery without any staff intervention.

Use lead capture forms within the chat to gather essential pre-arrival information - expected arrival time, number of guests, and any special requests. When a guest starts a conversation ahead of their stay, Chatref can pre-populate their booking and set the stage for a zero-touch arrival. This upfront collection means the agent already knows who they are when they message on check-in day, shortening the interaction to a quick confirmation.

AI-powered self-service check-in slashes wait times from minutes to seconds. An agent can process multiple arrivals simultaneously, so no guest is waiting for their turn. For late arrivals, the agent works around the clock - no need to keep staff on-site or on call. Guests arriving after midnight simply open the chat, follow the same steps, and get into their apartment within moments. You pay only when the agent responds; $50 free credit on every new account means you can test the entire flow with zero upfront cost.

Can guests check in without staff assistance?

Yes. Chatref’s AI agents walk guests through identity verification, payment confirmation, and delivery of access instructions via custom actions. The entire serviced apartments check-in process runs automatically, with optional human oversight in the shared inbox if a rare issue arises.

How to reduce check-in wait times?

Automate the interaction. An AI agent handles the entire check-in conversation in seconds, serving multiple guests at once. By removing manual steps and front-desk bottlenecks, you can reduce check-in time from 10-15 minutes to under a minute per guest.

What info do guests need before arrival?

Chatref’s lead capture collects booking references, expected arrival times, and any special requirements. You can also request ID documentation through custom actions. With that information gathered upfront, the check-in interaction on arrival day becomes a quick confirmation instead of a drawn-out data entry session.

Best way to handle late arrivals?

Deploy Chatref’s AI agent to manage self-service check-in at any hour. Guests arriving late interact with the agent exactly as daytime arrivals do, receiving access codes and instructions without waiting for staff. This automates guest arrival for every time zone, reducing the operational burden on your team.