Feature · Integrated inventory
The check-in inventory, completed by your guests in minutes
A guided, room-by-room process directly from the digital welcome book. Timestamped, OTP-verified, and accessible from your dashboard at any time.
Overview
The inventory section allows your guests to document the condition of the property on arrival, room by room, directly from the digital welcome book. The result is a timestamped, signed and traceable document, useful in the event of a dispute at the end of the stay.
Configuration
What you set up in the editor
In the welcome book editor, the inventory section is configured to fit your needs.
- 01
Introduction text
Shown to the guest before they start the form, to set the context for the process
- 02
Additional instructions
To guide the guest on what is expected when inspecting each room
- 03
List of rooms to inspect
Each room has a name, an optional description, and can include reference photos taken by the owner showing the expected condition
- 04
Thank-you message
A customisable message displayed to the guest after successful submission of the inventory
Rooms can be reordered by drag and drop and can be added or removed at any time.
Process
A four-step process for your guests
- 01
Introduction page
The guest reads the welcome text and the owner's instructions, then clicks "Start the inventory".
- 02
Personal information
The guest fills in their first and last name (required), email (required, verified by OTP at the end), phone (optional), and their arrival and departure dates.
- 03
Room documentation
For each room, the guest can view the owner's reference photos and take or upload one or more photos of the current condition. A visual indicator shows progress, and progress is saved automatically to prevent any loss on page refresh.
- 04
OTP code verification
Before final submission, the guest receives a 6-digit code by email. This code confirms the email address is valid and authenticates the submission. The inventory is only saved after this validation.
Notifications
Automatic email notifications
As soon as an inventory is submitted, the owner receives a notification email if the option is enabled in their account preferences.
- 01
Complete inventory
All rooms have been documented by the guest
- 02
Partial inventory
The guest submitted without having covered all the rooms
- The guest's name, email and phone number
- The welcome book and property concerned
- The submission date
- The number of rooms completed and the total number of photos taken
- A direct link to the dashboard
The email is available in 6 languages: French, English, German, Spanish, Italian and Turkish. The language is automatically selected based on the owner's preferences.
Owner side
View and manage all your inventories
The Inventories page in the dashboard centralises all entries received across all your welcome books.
| Adaptive view | Table on desktop, condensed cards on mobile |
|---|---|
| Search | By name, email, phone, welcome book or room |
| Sorting | By date, email or number of rooms completed |
| Completion indicator | Colour badge showing the ratio of rooms completed to total (green if complete, yellow if partial) |
| Photo counter | Total number of photos taken by the guest |
| Detailed view | Modal with the guest's details, stay dates and all photos organised by room, with optional comparison to the owner's reference photos |
| Archiving | Hide handled entries while keeping them, with a dedicated filter |
| PDF export | Generate a complete PDF of the inventory in one click |
| Deletion | Permanently delete with confirmation |
Real-time
Real-time notification badge
A red badge appears in the dashboard as soon as a new inventory is submitted. It disappears automatically when you open the page and updates in real time when a guest completes the process from any tab or device.
Other features
- Integrated shopAdditional revenue
- Direct bookingDirect revenue
- Online depositPeace of mind & protection
- Guidy AI AssistantGuest experience
- Automatic FAQTime saving
- PDF ExportPrint & Archive
- Built-in statisticsAudience analytics
- Synced calendarStay management
- Integrated checklistTask traceability
- Integrated reportingDirect communication
A complete, signed and traceable inventory, effortless for you.
Add the inventory section to your welcome book and protect your property from the very first night.