Solution
Automate Matkustajailmoitus collection
Reduce front desk workload and stay compliant in Finland.
Story
From paper forms to pre-arrival peace
A real workflow for Finnish compliance and calm arrivals.
In Finland, the passenger card is not optional. Yet paper forms at the desk slow the arrival moment and create errors when guests are tired.
Butler AI moves Matkustajailmoitus into a secure pre-arrival flow. Guests finish the form on their phone, staff see clean data in the PMS, and the lobby stays focused on welcome, not paperwork.
The same flow works for remote cabins and late-night arrivals, so compliance stays consistent across shifts.
Pre-arrival capture
Guests receive a secure link and complete the form before check-in.
Smart reminders
Polite nudges keep completion high without staff chasing.
Clean handoff
Verified data lands in the PMS and dashboard for staff review.
Paper forms slow down arrival
Manual collection creates delays, errors, and late-night bottlenecks when groups arrive together.
Inconsistent data capture
Staff collect IDs differently across shifts, which leads to missing or incomplete details that need follow-up.
Group arrivals stack the queue
When 15 to 20 guests arrive together in the north, the front desk gets overwhelmed and check-in lines spike.
Compliance risk
Incomplete or late ID capture creates reporting gaps and unnecessary stress for staff.
How Butler AI handles the workflow
Pre-arrival request
Guests receive a secure link to submit ID details and contact data before arrival.
Verification and reminders
Automated nudges ensure completion ahead of check-in and keep staff out of the loop.
Online check-in recognition
Contactless check-in recognizes returning guests and routes edge cases to staff.
PMS sync
Data flows into the PMS and stays accessible to staff for compliance and service.
Online check-in demo
A walkthrough of the contactless check-in flow with automatic guest recognition.
First True Online Check-In Experience
See how contactless check-in works with automatic guest recognition.
Guest form reality
Official form
Matkustajailmoitusmalli (PDF)
This is the official passenger form guests must complete before check-in. Asking for it in the lobby adds friction after a long day of travel.
- Guests complete it on their phone before arrival
- Average completion time drops when sent pre-arrival
- Staff avoid bottlenecks when groups arrive together
Benefits
- Reduce arrival bottlenecks
- Minimize manual data entry
- Keep compliance consistent across shifts
- Improve late-night check-in readiness
- Give staff more time for hospitality
Use cases
Lapland resorts
Handle late arrivals and seasonal volume without extra staff or queues.
Cabin operators
Collect IDs for self check-in and remote stays with minimal friction.
City hotels
Keep arrival throughput high during business travel peaks.
Apart-hotels
Deliver a consistent compliance flow across multiple properties.
Internal links
FAQ
Is this compliant with Finnish regulations?
Yes. The workflow captures required guest details and stores them securely.
Can we customize the form?
Yes. Fields and language can be customized per property.
How is the data shared with staff?
Guest details sync into the PMS and the Butler dashboard for visibility.
Does this work with WhatsApp and web chat?
Yes. Guests can receive the link on WhatsApp or email, and complete it on any device.
Automate ID collection
Deploy a pre-arrival workflow that keeps guests and staff on track.
Related pages
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Case Study
Sunday Morning Collection in Pyha
How a Lapland resort turned late arrivals into a smooth, automated welcome with Butler AI + Mews.
Integration
Mews integration for Finland
Two-way data sync between Butler AI and Mews for Finnish hotels.
Case Study
Sunday Morning operations
The automation stack behind late arrivals, ID checks, and upsells.