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
Sunday Morning case study
€9,081 upsell revenue and 35% → 91% contact coverage — Matkustajailmoitus in production at Pyhä
Sunday Morning results
Verified KPIs and revenue breakdown
Mews integration
Two-way data sync with PMS
See the live demo
Walk through the guest journey
Hotel AI use cases
More real-world automation examples
Product overview
See the full Butler AI platform
FAQ
Is this compliant with Finnish regulations?
Yes. The workflow captures all required guest details and stores them securely in the PMS.
Can we customize the form fields and language?
Yes. Fields and language can be customized per property. Finnish, English, and other languages are supported.
How is the data shared with staff?
Guest details sync into the PMS and the Butler dashboard for real-time visibility.
Does this work with WhatsApp and email?
Yes. Guests receive the pre-arrival link via WhatsApp, Email, or SMS and can complete it on any device.
What happens if a guest doesn't complete the form?
Automated reminders are sent at timed intervals before arrival. Staff are notified of incomplete cases so they can follow up or handle it at check-in.
How did this affect guest contact data at Sunday Morning Collection?
At Sunday Morning Collection in Pyhä, guest contact completeness improved from 35% to 91% over four months. The pre-arrival flow captured missing phone and email data that OTA bookings don't include — expanding the reachable audience nearly 3x.
Automate ID collection
Deploy a pre-arrival workflow that keeps guests and staff on track.
Related pages
Explore more pages connected by topic and tags.
Case Study
How Sunday Morning Collection Turned Guest Messaging Into a Revenue Engine
A premium Lapland resort increased upsell revenue by 93.9% and reached 91% guest contact coverage using Butler AI guest journey automation.
Case Study
Sunday Morning Collection — Results
€9,081 in upsell revenue. 295 requests handled. Guest contact data lifted from 35% to 91%. Verified operational metrics from the reporting period.
Integration
Mews integration for Finland
Two-way data sync between Butler AI and Mews for Finnish hotels.
Case Study
Sunday Morning Collection — Operations
How automated workflows across WhatsApp, Email, and SMS replaced manual follow-up and handled 295 guest requests at 38-second average resolution.