Solution

Automate Matkustajailmoitus collection

Reduce front desk workload and stay compliant in Finland.

Official passenger form

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 photograph their ID, complete the passenger card on their phone, and staff see the PDF on the guest record — with check-in able to complete in Mews. 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.

See the guest journey demo Explore more use cases

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

ID scan and passenger card

The guest photographs their ID. The Matkustajailmoitus form is pre-filled from the scan and the booking, then stored as a PDF on the guest record.

Reminders and desk fallback

Guest journey nudges chase anyone who has not finished. Staff see check-in status on the guest profile and can complete it at the desk.

Card on file if required

If the hotel collects a card for incidentals, it is tokenised (not charged) before check-in can complete.

PMS check-in

On Mews, check-in can complete automatically once the passenger card (and payment method, if required) are in. Staff keep the PDF on the guest record.

Online check-in demo

A walkthrough of the pre-arrival passenger card: ID scan, form, and Mews check-in.

First True Online Check-In Experience

See the ID scan, passenger card and Mews check-in.

Passenger form flow for Matkustajailmoitus collection — Passenger card flow used before arrival to keep compliance consistent.

Busy hotel front desk — Pre-arrival completion removes the lobby bottleneck during peak arrivals.

Guest scanning a QR code — QR codes are how guests start WhatsApp — the passenger card itself is completed on the phone after the check-in link.

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

Open the official PDF

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?

The passenger card captures the required identity and travel-document fields and is stored as a PDF on the guest record, with role-based staff access. On Mews, check-in can complete once the card (and payment method, if required) are in.

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?

The PDF and guest details are on the guest record in Butler AI. On Mews, check-in completion updates the PMS. Staff can open check-in status, documents and attempt history from the guest profile.

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?

Guest journey reminders can go out before arrival. Staff see check-in status on the guest profile and can finish the passenger card at the desk.

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.