What to record for each guest

A guest register is a business record and a safety record. Keep it complete and keep it private.

The business record

The guest's name and a phone number.
The room, the check-in date and the number of nights.
The rate and what has been received, and the balance.
A note about special requests, such as an early check-in.

The guest register works out the check-out date, the total and the balance for you, and lists who arrives and leaves today.

Identity and legal records

Many places require accommodation providers to keep a record of guests' identity and to report it to the local authority. The rules differ by country and state and change, so this site does not state them. Ask your local authority or tourism office what you must record and report, and keep those records separate from this register, in the form the authority asks.

A morning routine

Open the register and look at who leaves and who arrives today.
Tell housekeeping which rooms need to be ready and by when.
Collect any balance at check-out.
Send the thank-you message after check-out.

Privacy

Guests trust you with their name, phone and sometimes identity documents. Keep the register on a device with a lock, do not share it, and download a backup only to a place you control.

Common questions

Can two people use the register?

Not at once. Each device has its own data; download a backup from one and restore it on the other when needed.

Should I note the number of guests?

Yes, in the note. It matters for room capacity and for any local rules on occupancy.

Keep going

The registers keep their data in your own browser and send nothing to us. Names, numbers and prices in the examples are made up. No law, tax, consumer or guest-registration rule is stated here: check local rules where they matter. Checked 14 November 2026.