Eliminate front-desk friction and streamline event coordination
Five-Star Efficiency for Hotels & Venues
In hospitality, the guest experience starts before arrival. Paper forms, slow check-ins, and messy event coordination damage that first impression.
PlatoForms empowers hotels, resorts, and venues to convert registration cards, liability waivers, and Banquet Event Orders (BEOs) into seamless online experiences.
Automate data entry, secure guest information, and coordinate complex events with a single platform—giving your staff more time to focus on hospitality.
PlatoForms empowers hotels, resorts, and venues to convert registration cards, liability waivers, and Banquet Event Orders (BEOs) into seamless online experiences.
Automate data entry, secure guest information, and coordinate complex events with a single platform—giving your staff more time to focus on hospitality.
Upgrade Your Guest Operations
From contactless arrivals to flawless event execution
Convert PDFs to fillable online guest forms
Contactless Check-In & Waivers
Modern guests expect convenience. PlatoForms lets you upload your standard registration cards, liability waivers, or rental agreements and convert them into fillable online forms.
Guests can complete these on their smartphones before walking through your doors. The system preserves your original PDF layout for legal archiving while offering a smooth mobile interface. Enable save-for-later so guests can upload passport photos or ID scans at their convenience, reducing lobby wait times to zero.
Guests can complete these on their smartphones before walking through your doors. The system preserves your original PDF layout for legal archiving while offering a smooth mobile interface. Enable save-for-later so guests can upload passport photos or ID scans at their convenience, reducing lobby wait times to zero.
One source of truth for BEOs and Weddings
Master Forms for Event Planning
Event coordination often involves complex PDFs (Banquet Event Orders) that need input from clients, kitchen staff, and finance.
With PlatoForms’ Master Form technology, you can create a single comprehensive PDF but share specific ‘Views’ with different parties. Send a link to the bride to select the menu, another link to the Audio-Visual team to confirm equipment, and a third to finance for billing. All data aggregates into one master PDF document, eliminating version control chaos and ensuring your operations team executes the event perfectly.
With PlatoForms’ Master Form technology, you can create a single comprehensive PDF but share specific ‘Views’ with different parties. Send a link to the bride to select the menu, another link to the Audio-Visual team to confirm equipment, and a third to finance for billing. All data aggregates into one master PDF document, eliminating version control chaos and ensuring your operations team executes the event perfectly.
Personalize the process and reduce data entry
VIP Experience with Pre-Filled Invitations
Don’t ask repeat guests or VIPs to fill in data you already have. Use the Pre-Filled Forms to send forms pre-filled with the guest’s name, room number, or reservation ID.
Whether it’s a spa booking confirmation or a room service request, pre-filling known details makes the process effortless. You can send invitations to arriving guests and track exactly who has completed their registration in real time, or automate the process via integration to trigger invitations when a booking is made.
Whether it’s a spa booking confirmation or a room service request, pre-filling known details makes the process effortless. You can send invitations to arriving guests and track exactly who has completed their registration in real time, or automate the process via integration to trigger invitations when a booking is made.
Turn dry surveys into engaging chats
Conversational Guest Feedback
Traditional feedback forms often look tedious and get ignored. Increase your response rates by switching to Conversational Forms.
This feature presents questions one by one in a chat-like interface, making the experience feel personal and interactive. Ideal for guest satisfaction surveys or concierge requests, conversational forms can be styled to match your hotel’s luxury branding, ensuring every digital touchpoint reflects your property’s high standards.
This feature presents questions one by one in a chat-like interface, making the experience feel personal and interactive. Ideal for guest satisfaction surveys or concierge requests, conversational forms can be styled to match your hotel’s luxury branding, ensuring every digital touchpoint reflects your property’s high standards.
Workflows for deposits and internal approvals
Automated Operations & Payments
Streamline back-office operations by integrating forms directly with your ecosystem. Collect booking deposits or service fees instantly via Stripe integration.
Use Workflows to manage internal processes like maintenance requests or purchase approvals. When a housekeeper submits a repair request form, it can automatically route to the maintenance manager for approval, then notify the front desk—keeping everyone in sync without radio chatter or lost sticky notes.
Use Workflows to manage internal processes like maintenance requests or purchase approvals. When a housekeeper submits a repair request form, it can automatically route to the maintenance manager for approval, then notify the front desk—keeping everyone in sync without radio chatter or lost sticky notes.
FAQ’S
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Can we use our existing PDF registration cards?
Yes! PlatoForms is designed to convert your existing PDFs to web forms. This is crucial for hospitality, as it allows you to maintain the exact legal layout and branding of your registration cards or liability waivers while giving guests a modern, mobile-friendly input method. -
How does PlatoForms protect sensitive guest data?
PlatoForms keeps guest data safe with encryption, access controls, activity logs, passcode and optional two-factor authentication, ensuring only authorized staff can view or edit forms while maintaining privacy, compliance (GDPR, HIPAA, CCPA, APPs, COPPA), and accountability for sensitive guest information. -
Can forms adapt based on guest answers?
Yes, absolutely! Conditional logic shows or hides questions based on responses—for example, showing parking authorization only for guests who indicate they’re driving, or displaying dietary restriction fields only for event catering orders. -
Does PlatoForms support e-signatures for event contracts and waivers?
Yes, absolutely! PlatoForms supports legally valid electronic signatures with signature certificates and approval workflows, perfect for event contracts, liability waivers, and rental agreements. -
Can we integrate online forms with our property management system (PMS)?
Yes, you can! PlatoForms offers APIs that seamlessly integrate your online forms with your PMS or booking engine. You can also connect it to your existing systems using Zapier, Make, or Integrately, facilitating smooth data flow between platforms. -
Can we customize online forms to fit our hotel or venue branding?
Certainly! PlatoForms offers extensive customization options. You can tailor forms to your specific requirements by adding your logo, choosing brand colors, and styling the form layout to reflect your property’s identity. This ensures your forms are both functional and visually aligned with your brand. -
Can we send pre-arrival forms to guests with reservation details already filled in?
Yes, absolutely! With PlatoForms’ Invitation feature, hotels and vacation rentals can send pre-filled check-in forms to guests before arrival. Pre-fill known details like guest name, reservation number, check-in date, and room type to avoid repetitive data entry, reduce errors, and speed up check-in. You can track email delivery and submissions in real time, and control fields by setting them as read-only to keep reservation information consistent. -
How can we track the status of submitted forms?
PlatoForms lets you track and download submission data through its dashboard. You can also integrate with third-party tools to monitor submission status in real time, perfect for tracking event bookings, guest registrations, and group reservations. -
What is Master Form and how does it help with multi-document processes?
Master Form is a powerful feature that allows guests or clients to fill out one form that automatically populates multiple documents. For hotels, this means one check-in form can generate a registration card, liability waiver, parking authorization, and payment authorization. For event venues, one booking form can create a complete package: banquet event order (BEO), contract, invoice, catering menu, and liability waiver—all filled with consistent data. Guests fill once, you receive everything in one organized ZIP file. -
What kind of support is available for hospitality teams to use online form solutions?
PlatoForms simplifies online form use for hospitality teams with user-friendly interfaces, no coding required. We offer ample support options like video tutorials, guides, FAQs, and a responsive support team. Hospitality professionals find the platform intuitive, typically becoming proficient within days. -
Is guest data secure, especially for passports/IDs?
Absolutely. We prioritize data security with encryption, access controls, and compliance features. You can securely collect sensitive information like passport numbers or credit card details. Additionally, you can set permissions so only authorized front-desk managers can view specific fields. -
Can we pre-fill guest details to save them time?
Yes. Using our Invitation and Pre-fill features, you can upload a CSV of arriving guests and send them unique links. Their forms will open with their name, reservation dates, and room type already filled in. They simply review, sign, and submit—creating a VIP experience. -
Do you support digital signatures for liability waivers?
Yes. PlatoForms provides legally binding e-signatures with optional signature certificates. This is perfect for gym waivers, pool usage agreements, or equipment rental contracts, ensuring you are legally protected without storing physical paper. -
Can we collect payments for deposits or amenities?
Yes. You can integrate Stripe directly into your forms. This allows you to collect room deposits, pay for event bookings, or charge for amenities like spa treatments directly within the form submission process.
