In the face of growing hospitality industry challenges, such as increasing demand for convenience, rising operational costs, and labor shortages, modern hoteliers are rethinking how they can elevate customer experiences without breaking the bank. Many are turning to Quick Response (QR) Codes to cost-effectively streamline hotel operations and modernize their services.
One area where these pixelated solutions are particularly useful is hotel check-in and check-out. They facilitate quick and convenient arrival and departure processes for guests while simultaneously reducing the workload on hotel staff.
Here, we take an in-depth look at the value of QR Codes for hospitality check-in and check-out and offer tips on how to use them effectively.
Note: The brands and examples discussed below were found during our online research for this article.
Why QR Codes are transforming hotel operations
QR Codes are elevating hotel operations by streamlining processes for check-in and check-out, improving guest experiences, and enhancing operational efficiency. They do this by:
- Eliminating the need for guests to check in or out at the front desk: Guests simply scan designated codes in confirmation emails or digital receipts.
- Reducing wait times: Guests can check in and out at their convenience without hotel staff assistance.
- Meeting modern guests’ expectations of contactless service in hotels: QR Codes allow guests to check in and out using their mobile phones, minimizing interactions with hotel staff. Roughly 54% of travelers hope to see contactless check-in and out processes made permanent in 2025, so this isn’t something hoteliers should ignore.
- Increasing efficiency across the hotel: This smart hotel technology facilitates self-service and frees up hotel staff to focus on more meaningful tasks that improve the guest experience.
- Improving accuracy: QR Codes can reduce manual errors, allowing for smooth hotel operations. When integrated with a PMS (property management system), they can help record accurate check-in and check-out times and reduce inaccurate billing for early check-ins and late check-outs.
Many well-known hoteliers have already integrated QR Codes into their operations. Marriott Bonvoy uses a QR Code to help potential guests download their mobile app to check in and access hotel amenities, while Hilton offers seamless room service through QR Codes.
How to simplify hotel check-ins with QR Codes
There are all kinds of different ways to use QR Codes in hotels to enhance the check-in process and elevate the guest experience. Some great places to start are:
Linking to digital registration forms
This is an excellent QR Code use case if you want to minimize paperwork and provide a fast registration process for a better guest experience.
To use QR Codes for this purpose, create a digital registration form linked to your property management system, copy its URL, and use the link to create your check-in code. Then, send the code to guests via email or SMS to make it easy to confirm their details and preferences before checking in.
Providing instant access to room keys
This is a great way to reduce lines and wait time at the front desk. After completing registration, send guests QR-Code-based mobile room keys via email to streamline room entry. With these keys, all they have to do is scan the codes at their rooms’ smart locks or keycard readers, saving them a trip to the front desk.
Beyond boosting guests’ convenience, mobile room keys enhance customer safety by reducing physical contact. They can also save your hotel money by eliminating the need for physical keycards. These cards can be expensive in the long run since they can be demagnetized or lost, necessitating regular printing and restocking.
Integrating QR Codes with loyalty programs
When 73% of consumers are more likely to choose brands with loyalty programs over those without, this isn’t an idea you want to skip. Use QR Codes to provide quick access to your loyalty program webpage so guests can register during or after check-in.
To encourage registrations, place QR Codes on materials guests are likely to interact with, including receipts, room service menus, or brochures at the front desk.
Enhancing multilingual support through QR Codes
Hotels see travelers from around the globe, many of whom may not speak the local language. QR Codes make it easy to provide digital resources that adapt to each guest’s preferred language, simplifying communication.
All you have to do is make sure your check-in portal offers multiple language options, copy its URL, embed it in a QR Code, and add the code to guest-facing materials like brochures and emails. This way, when visitors scan the code, they can choose their language for a seamless check-in process.
How to simplify hotel check-outs with QR Codes
Now that you know how to improve guests’ check-in experiences with QR Codes, how do you maintain the momentum during check-out? Here are some ideas:
Linking to digital invoices for review
One of the best ways to improve guest satisfaction is to provide easy access to billing information. QR Codes make it easy to share digital invoices with a detailed breakdown of room charges and any other services, so guests always know exactly what they’re being charged.
Simply send the codes via email or display them on in-room screens before check-out to give guests enough time to review the charges. This improves their overall experience and reduces paper use, which also supports your hotel’s sustainability goals.
Offering quick payment options through QR Codes
You can also delight hotel guests with mobile tech by using QR Codes to simplify digital payments. To promote payment convenience, integrate a landing page with secure payment methods like credit and debit card gateways and mobile wallets.
Then, send the linked QR Code to customers via email or add it to their digital invoice. Guests simply scan the code to settle their bills quickly—no trip to the front desk required.
Collecting guest feedback instantly
Collecting feedback during check-out can be a hassle, especially when guests are in a hurry. To encourage responses, use QR Codes that link to digital feedback forms.
To use QR Codes to collect feedback, create a landing page with questions about their stay, your service quality, and what you could improve. Then, embed the page’s URL in a QR Code and send it via email or text to allow guests to respond at their own convenience. To maximize your response numbers, provide an incentive like a discount on future stays or additional loyalty points.
Tips for enhancing the overall guest experience with QR Codes
QR Codes can do more than just improve check-in and check-out processes. They can also help you promote hotel amenities, offer instant access to customer support, and provide personalized offers to enhance the customer experience. Here’s how:
Promote on-property amenities via QR Codes
Want to help guests make the most of their stays? Use QR Codes to direct them to information about restaurants, spas, gyms, concierge services, event schedules, or other hotel offerings. You can even use the codes for reservations and scheduling to minimize physical contact between guests and hotel staff.
Send the codes directly to guests or add them to in-room materials like room service menus, and include a clear call-to-action (CTA) that lets customers know what they link to. For example, if you want to provide more details about on-site dining options, you could use “Scan to Explore Our Restaurants.”
Provide quick access to customer support
The last thing guests want is to have to track down hotel staff when they have questions or need help. So use QR codes to provide quick access to your customer support team.
QR Codes can direct guests to your live chat feature for 24/7 assistance, your team’s contact information for one-on-one help, or your FAQs section for quick answers. You can also link them to your virtual concierge service for help making reservations or finding exciting things to do in your area.
Encourage repeat stays with personalized offers
Modern customers want more than just a great stay. They want personalized experiences, and 61% are willing to pay more for them.
Leverage QR Codes to provide access to personalized offers and exclusive deals based on each guest’s preferences. For example, you could link them to pages with unique discount codes for spa sessions for guests who have previously used spa services or to happy hour discounts for busy business travelers.
Add these codes to thank-you messages, feedback requests, or reservation confirmation emails to maximize engagement and make them easily accessible when guests need them.
Make your hotel operations more efficient than ever with QR Codes
QR Codes can make a world of difference when it comes to improving both guest experiences and operational efficiency. These versatile 2D barcodes can provide instant access to digital registration forms for easy check-in, direct guests to payment gateways for convenient check-out, and help you promote on-site amenities.
With Bitly, you can create customized Dynamic QR Codes in minutes to modernize your hotel operations and meet the expectations of tech-savvy travelers. Plus, you’ll get access to real-time scan analytics to help you determine which features, amenities, or services guests engage with most. You’ll never have to guess what resonates most with your target audience.
Sign up for Bitly today to elevate check-in, check-out, and guest experiences with trackable, custom QR Codes!
