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Templates / Hotels and B&Bs

Guest check-in, group bookings and staff starters, from one link.

Arrival details, wedding room lists and new starters’ paperwork trickle in by text and email. Docsroom asks once, gives each person their own link and shows you who has not replied.

8 templates80 requestsWritten for hotels and B&Bs

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Eight templates for hotels and B&Bs

Open a template to see every request in the order it is asked, and watch it written in and answered.

Guest check-in starter checklistfor arriving guests · a few days before arrival12 requests12 requests
Guest check-in starter checklistPalmer family · 3 nights, room 49 of 12 back
  • Your stay
  • FormGuest details6 questionsAssigned to JPJulie Palmer, guestFrom Helenin 2 daysComplete
  • QuestionArrival timeroughly, so we can waitAssigned to JPJulie Palmer, guestFrom Helenin 2 daysComplete
  • QuestionCar registrationif you are parkingAssigned to JPJulie Palmer, guestFrom Helenin 3 daysReady to check
  • DecisionBreakfast choicefull, continental or noneAssigned to JPJulie Palmer, guestFrom Helenin 3 daysReady to check
  • Who is staying
  • TableEveryone stayingnames and children’s agesAssigned to JPJulie Palmer, guestFrom Helenin 3 daysComplete
  • QuestionDietary needsfor breakfastAssigned to JPJulie Palmer, guestFrom Helenin 4 daysAwaiting reply
  • QuestionAccess needsanything we should knowAssigned to JPJulie Palmer, guestFrom Helenin 4 daysReminder sent
  • DecisionCot or extra bedcot, extra bed or neitherAssigned to JPJulie Palmer, guestFrom Helenin 4 daysComplete
  • Before you arrive
  • UploadPassport for overseas guestsonly if you live abroadAssigned to JPJulie Palmer, guestFrom Helenin 4 days1 file sent
  • ApprovalBooking termsread and approveAssigned to JPJulie Palmer, guestFrom Helenin 5 daysReady to check
  • ApprovalHouse rulesread and approveAssigned to JPJulie Palmer, guestFrom Helenin 5 daysComplete
  • QuestionSpecial occasionbirthday or anniversaryAssigned to JPJulie Palmer, guestFrom Helenin 5 daysAwaiting reply
Staff starter checklistfor new hotel staff · before their first shift11 requests11 requests
Staff starter checklistChloe Barnes · housekeeper9 of 11 back
  • About you
  • QuestionRight to work share codenine charactersAssigned to CBChloe Barnes, housekeeperFrom Helenin 3 daysComplete
  • UploadPhoto IDpassport or licenceAssigned to CBChloe Barnes, housekeeperFrom Helenin 3 daysComplete
  • QuestionEmergency contactname and numberAssigned to CBChloe Barnes, housekeeperFrom Helenin 4 daysReady to check
  • Pay and contract
  • FormBank and tax details6 questionsAssigned to CBChloe Barnes, housekeeperFrom Helenin 4 daysReady to check
  • QuestionNational Insurance numberone lineAssigned to CBChloe Barnes, housekeeperFrom Helenin 4 daysComplete
  • ApprovalEmployment contractread and approveAssigned to CBChloe Barnes, housekeeperFrom Helenin 5 daysAwaiting reply
  • Rooms and safety
  • QuestionUniform sizetunic, shirt and shoesAssigned to CBChloe Barnes, housekeeperFrom Helenin 5 daysReminder sent
  • ApprovalKey and master key rulesread and approveAssigned to CBChloe Barnes, housekeeperFrom Helenin 6 daysComplete
  • ApprovalChemical safety briefingread and approveAssigned to CBChloe Barnes, housekeeperFrom Helenin 6 daysReady to check
  • ApprovalFire evacuation procedureread and approveAssigned to CBChloe Barnes, housekeeperFrom Helenin 6 daysReady to check
  • TableWeekly availabilitydays and times you can doAssigned to CBChloe Barnes, housekeeperFrom Helenin 7 daysComplete
Night shift packfor night porters and reception · before their first night9 requests9 requests
Night shift packFemi Adeyemi · night porter7 of 9 back
  • About your nights
  • FormNight worker health check5 questionsAssigned to FAFemi Adeyemi, night porterFrom Helenin 3 daysComplete
  • DecisionShift patternwhich nights you can doAssigned to FAFemi Adeyemi, night porterFrom Helenin 4 daysComplete
  • QuestionTravel home at nightcar, taxi, bus or liftAssigned to FAFemi Adeyemi, night porterFrom Helenin 4 daysReady to check
  • Safety on nights
  • ApprovalLone working rulesread and approveAssigned to FAFemi Adeyemi, night porterFrom Helenin 5 daysReady to check
  • ApprovalNight fire procedureread and approveAssigned to FAFemi Adeyemi, night porterFrom Helenin 5 daysComplete
  • ApprovalSecurity and key rulesread and approveAssigned to FAFemi Adeyemi, night porterFrom Helenin 6 daysAwaiting reply
  • UploadFirst aid certificateif you have oneAssigned to FAFemi Adeyemi, night porterFrom Helenin 7 daysReminder sent
  • On the desk
  • QuestionFront desk experiencesystems you have usedAssigned to FAFemi Adeyemi, night porterFrom Helenin 6 daysComplete
  • ApprovalDifficult guests policyread and approveAssigned to FAFemi Adeyemi, night porterFrom Helenin 7 daysReady to check
Wedding and group booking packfor wedding and group hosts · once the block booking is agreed11 requests11 requests
Wedding and group booking packThompson wedding · 12 rooms9 of 11 back
  • The booking
  • FormWedding detailsdate, rooms and numbersAssigned to ETEmma Thompson, organiserFrom Helenin 3 daysComplete
  • UploadDeposit payment receipta screenshot is fineAssigned to ETEmma Thompson, organiserFrom Helenin 5 daysComplete
  • ApprovalBlock booking termsread and approveAssigned to ETEmma Thompson, organiserFrom Helenin 5 daysReady to check
  • The day
  • DecisionCeremony in the hotelyes or noAssigned to ETEmma Thompson, organiserFrom Helenin 6 daysReady to check
  • QuestionWedding suppliersflorist, DJ and cakeAssigned to ETEmma Thompson, organiserFrom Helenin 8 daysComplete
  • UploadSupplier insurancefor each supplierAssigned to ETEmma Thompson, organiserFrom Helenin 12 daysAwaiting reply
  • QuestionTimings for the dayguests, food, first danceAssigned to ETEmma Thompson, organiserFrom Helenin 14 daysReminder sent
  • Guests and rooms
  • TableRoom listwho sleeps in each roomAssigned to ETEmma Thompson, organiserFrom Helenin 14 daysComplete
  • TableGuest dietary needsonly guests with a needAssigned to ETEmma Thompson, organiserFrom Helenin 14 daysReady to check
  • QuestionTransport planstaxis or a minibusAssigned to ETEmma Thompson, organiserFrom Helenin 15 daysReady to check
  • QuestionFinal numbersone week beforeAssigned to ETEmma Thompson, organiserFrom Helenin 16 daysComplete
Company booking account setupfor business customers · before their first company stay8 requests8 requests
Company booking account setupCalder Engineering · new account6 of 8 back
  • The company
  • FormCompany details6 questionsAssigned to RGRachel Green, office managerFrom Helenin 3 daysComplete
  • QuestionWho can book roomsnames and emailsAssigned to RGRachel Green, office managerFrom Helenin 3 daysComplete
  • TableRegular guestsname and room typeAssigned to RGRachel Green, office managerFrom Helenin 5 daysReady to check
  • Invoices and terms
  • DecisionInvoices sentmonthly or after each stayAssigned to RGRachel Green, office managerFrom Helenin 5 daysReady to check
  • QuestionPurchase order neededyes or noAssigned to RGRachel Green, office managerFrom Helenin 5 daysComplete
  • QuestionVAT numberfor the invoiceAssigned to RGRachel Green, office managerFrom Helenin 5 daysAwaiting reply
  • ApprovalCompany rate termsread and approveAssigned to RGRachel Green, office managerFrom Helenin 7 daysReminder sent
  • ApprovalCancellation termsread and approveAssigned to RGRachel Green, office managerFrom Helenin 7 daysComplete
Fire safety and insurance renewalsfor the owner · each year, sent out early12 requests12 requests
Fire safety and insurance renewalsMeadowside Guest House · yearly pack9 of 12 back
  • Fire safety
  • UploadFire risk assessmentsigned and datedAssigned to APAlan Pritchard, ownerFrom Helenin 6 daysComplete
  • UploadFire alarm servicelatest certificateAssigned to APAlan Pritchard, ownerFrom Helenin 6 daysComplete
  • UploadEmergency lighting testlatest testAssigned to APAlan Pritchard, ownerFrom Helenin 8 days1 file sent
  • UploadFire extinguisher servicelatest visitAssigned to APAlan Pritchard, ownerFrom Helenin 8 days2 files sent
  • TableFire drill recorddate, time and who joinedAssigned to APAlan Pritchard, ownerFrom Helenin 8 daysComplete
  • Building safety
  • UploadGas safety certificateengineer’s copyAssigned to APAlan Pritchard, ownerFrom Helenin 9 daysAwaiting reply
  • UploadElectrical safety reportlatest testAssigned to APAlan Pritchard, ownerFrom Helenin 9 daysReminder sent
  • UploadWater safety checklegionella reportAssigned to APAlan Pritchard, ownerFrom Helenin 10 daysComplete
  • Insurance and rating
  • UploadPublic liability insurancecurrent certificateAssigned to APAlan Pritchard, ownerFrom Helenin 12 days1 file sent
  • UploadEmployer’s liabilityif you have staffAssigned to APAlan Pritchard, ownerFrom Helenin 12 days2 files sent
  • UploadBuildings and contentsschedule pageAssigned to APAlan Pritchard, ownerFrom Helenin 12 daysComplete
  • UploadFood hygiene ratingif you serve breakfastAssigned to APAlan Pritchard, ownerFrom Helenin 14 daysAwaiting reply
Linen and laundry supplier setupfor linen and laundry suppliers · before the first collection8 requests8 requests
Linen and laundry supplier setupBramley Linen Service · new supplier6 of 8 back
  • Their details
  • FormSupplier details6 questionsAssigned to SDSean Doyle, sales repFrom Helenin 3 daysComplete
  • UploadPrice listcurrentAssigned to SDSean Doyle, sales repFrom Helenin 4 daysComplete
  • QuestionCollection daysand turnaround timeAssigned to SDSean Doyle, sales repFrom Helenin 4 daysReady to check
  • Linen and service
  • UploadLinen range and sizesbrochure or listAssigned to SDSean Doyle, sales repFrom Helenin 6 days2 files sent
  • QuestionLost or damaged linenhow it is handledAssigned to SDSean Doyle, sales repFrom Helenin 6 daysComplete
  • UploadWash process statementtemperatures and cyclesAssigned to SDSean Doyle, sales repFrom Helenin 7 daysAwaiting reply
  • Terms
  • UploadBusiness insurancecertificateAssigned to SDSean Doyle, sales repFrom Helenin 8 daysReminder sent
  • ApprovalTrade termsread and approveAssigned to SDSean Doyle, sales repFrom Helenin 9 daysComplete
Meeting and conference packfor meeting and event hosts · once the room is pencilled in9 requests9 requests
Meeting and conference packHollis training day · 20 people7 of 9 back
  • The meeting
  • FormMeeting detailsdate, times and numbersAssigned to MHMark Hollis, organiserFrom Helenin 3 daysComplete
  • DecisionRoom layoutboardroom or theatreAssigned to MHMark Hollis, organiserFrom Helenin 4 daysComplete
  • QuestionEquipment neededscreen, mics, flipchartAssigned to MHMark Hollis, organiserFrom Helenin 5 daysReady to check
  • Food and rooms
  • DecisionRefreshmentsdrinks only or with lunchAssigned to MHMark Hollis, organiserFrom Helenin 5 daysReady to check
  • TableDelegate dietary needsonly delegates with a needAssigned to MHMark Hollis, organiserFrom Helenin 7 daysComplete
  • TableOvernight delegatesnames and nightsAssigned to MHMark Hollis, organiserFrom Helenin 8 daysAwaiting reply
  • Booking it in
  • UploadDeposit payment receipta screenshot is fineAssigned to MHMark Hollis, organiserFrom Helenin 6 daysReminder sent
  • ApprovalMeeting room termsread and approveAssigned to MHMark Hollis, organiserFrom Helenin 6 daysComplete
  • QuestionInvoice detailsname and email for billsAssigned to MHMark Hollis, organiserFrom Helenin 7 daysReady to check

Written for hotels and B&Bs. The names are made up. The replies coming in are an illustration. Build any of these in Docsroom and save it as your own template.

Why it helps

What changes for you

Guests arrive ready

Guests answer arrival time, breakfast and access needs before they turn up, so check-in is a welcome rather than a form.

Group bookings that stay organised

Wedding hosts send the room list, suppliers’ insurance and final numbers in one place, with the deposit receipt beside them.

Renewals chased until each one is in

Send the fire, gas and insurance pack early each year and Docsroom chases whoever has not replied until every certificate is in.

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