| Purpose | Configure Registration Cards and print them for individual reservations or arriving guests. |
| Best for | Front Desk, Night Audit, and Admin users. |
| Use this when | You need to configure the information displayed on Registration Cards, print a card for a specific guest, or prepare Registration Cards in bulk for today's or tomorrow's arrivals. |
| Requirements | Registration Cards must be configured before printing. Bulk printing from the Dashboard is available when a single property is selected and the Dashboard is showing today or tomorrow. |
| Expected result | Registration Cards contain the configured guest and reservation information and can be generated individually or as a PDF for arriving reservations. |
Introduction
Registration Cards provide a printable record of a guest's accommodation and reservation information. Properties can customize the information displayed on the card, include terms and footer text, and use the cards to collect a guest signature when needed.
You can print a Registration Card for an individual reservation or guest, or prepare multiple cards at once from the Cloudbeds PMS Dashboard. When printing in bulk, the generated cards follow the order shown in the Arrivals list, allowing Front Desk and Night Audit teams to prepare the printed stack in the order they need.
Table of contents
- Who this affects and how
- Set up and edit Registration Cards
- Print Registration Cards
- Troubleshoot a blank Registration Card PDF
Who this affects and how
| Role | What to know |
|---|---|
| Front Desk | Print cards for individual guests or print Registration Cards in bulk from the Dashboard. Sort the Arrivals list before printing when you need the cards in a specific order. |
| Night Audit | Prepare arrival paperwork for today or tomorrow. For today's arrivals, use View all arrivals when already checked-in guests also need to be included. |
| Manager/GM | Review the Registration Card format and the bulk-print workflow used by operational teams. |
| Admin | Configure Registration Card languages, fields, header image, terms and conditions, footer text, and the customer name format used when teams need cards sorted by guest name. |
Set up and edit Registration Cards
Use the Registration Cards settings in Cloudbeds PMS to choose the information and text that appear when a card is generated or printed.
Open the Account Menu and go to Settings > Guests.
- Click Guests.
- Select the Registration Cards tab.
Expand the sections below to configure the Registration Card layout and header image.
Configure Registration Card content
Open the Account Menu and go to Settings > Guests > Registration Cards.
Use the numbered controls in the image to configure the Registration Card:
- Select the default language in which the Registration Card should be created.
- Click Edit Image to manage the header image.
- Click Edit Fields to customize the information displayed on the card. You can rearrange supported fields, add fields, remove fields, and save your changes.
- Click Edit Text in the Terms and Conditions area to add or update custom Terms and Conditions.
- Click Edit Text in the footer area to edit the footer text.
You can also click Preview to preview and download the current Registration Card in PDF format.
Registration Card header images support jpg, jpeg, png, and gif formats.
The Registration Cards page below shows the language, header, fields, Terms and Conditions, footer, and preview controls.
Change the Registration Card header image
Open the Account Menu and go to Settings > Guests > Registration Cards.
The header image must be 600 x 80 pixels. A transparent gif or png is recommended for the best possible image quality.
- Click Add Image.
- Click Upload Image, then select the image from your device. You can also drag and drop the file into the upload window.
- Click Done.
- Click Save and Continue.
- Click Save.
- Confirm that the new image appears in the Registration Card header.
The images below follow the same numbered sequence as the steps above.
If a 600 x 80 pixel image appears correctly on screen but has poor print quality, image resolution and printer DPI can affect the printed result.
For a standard 6 x 4 inch print size, the current Registration Card guidance uses these calculations:
- DPI height: 600 pixels / 4 inches = 150 DPI
- DPI width: 80 pixels / 6 inches = 13.33 DPI
Print quality depends on both the image's pixel dimensions and the printer's DPI. Higher DPI and larger pixel dimensions generally contribute to better print quality. For most print needs, 150 to 300 DPI is considered medium quality, while 300 DPI and above is considered high quality for professional printing.
Print Registration Cards
Cloudbeds PMS supports different Registration Card printing workflows depending on whether you need a card for the primary guest, a secondary guest, or multiple arriving reservations.
For bulk printing from the Dashboard, keep these behaviors in mind:
- Bulk Registration Card printing is available from the Arrivals list for today or tomorrow.
- The bulk-print option is available when a single property is selected.
- The generated Registration Cards follow the sort order shown in the Arrivals list.
- The behavior described here applies to Registration Cards. Print reservations is a separate Dashboard workflow.
Expand the workflow that matches the cards you need to print.
Print a Registration Card for the primary guest
This workflow prints the Registration Card for the primary guest on the reservation.
Open the required reservation, then follow the numbered controls shown below:
- Click Actions.
- Select Print Registration Cards.
- Select the language to use for the Registration Card.
- Click OK.
The first image shows where to start the print action from the reservation.
The language window completes the same numbered workflow with steps 3 and 4.
Print a Registration Card for a secondary guest
Open the required reservation, then use the Guest Details tab to print a card for a specific secondary guest.
- Go to the Guest Details tab.
- Select the required guest name.
- Click Print Registration Card.
The Guest Details view below shows the three controls used to select and print the secondary guest's card.
Print Registration Cards in bulk from the Dashboard
Use the Dashboard Arrivals list when you want to prepare Registration Cards for multiple arriving reservations at once. The generated PDF follows the order shown in the list, so arrange the arrivals in the order you want before printing.
- Open the Main Menu
and select Dashboard.
- Navigate to today's or tomorrow's date.
- In Activity, select Arrivals.
- Use the column sort control to arrange the Arrivals list in the order you want the cards to print.
- Open the three-dot menu in the Activity section.
- Select Print registration card.
- Select the preferred language.
- Click Print.
The Dashboard image below matches steps 2 through 6 and shows the date, Arrivals tab, sort control, Activity menu, and print option.
After selecting the print option, choose the language and continue with Print.
The generated PDF keeps the same order established in the Dashboard Arrivals list.
Filter arrivals before bulk printing
On the new Dashboard, the printed Registration Cards also follow the active guest search. This allows you to narrow the Arrivals list before printing when you only need cards for matching reservations.
- Select tomorrow's date.
- Use the guest search to narrow the Arrivals list.
- Use the sort control if you need the matching reservations in a specific print order.
- Open the three-dot menu.
From the opened menu, select Print registration card, choose the language, and click Print.
The example below shows tomorrow's arrivals filtered by guest name before the print action is selected.
How Dashboard filters affect the printed PDF
- New Dashboard: The printed Registration Cards follow the Arrivals list sort order and active guest search. For today's arrivals, the PDF also follows whether already checked-in arrivals are displayed.
- Older Dashboard: Sorting carries through to the printed Registration Cards, but guest search does not narrow the PDF. Searching for one guest can narrow the list on screen while the PDF still contains all arrivals for that day.
For today's arrivals, already checked-in guests are hidden from the Arrivals list by default. Turn on View all arrivals before printing if you want those guests included. Tomorrow's Arrivals list displays all arrivals by default.
Configure the customer name format
Cloudbeds PMS lets you choose how guest names are displayed. This setting can help your team organize the Arrivals list in the format that best fits your operational workflow before printing Registration Cards.
- Open the Account Menu
and go to Settings.
- Select System.
- Select the Preferences tab.
- Scroll to Miscellaneous Preferences.
- Find Format for customer name in calendar.
- Select the preferred name format:
- Surname, Name
- Name Surname
- Click Save.
- Return to Dashboard > Activity > Arrivals, sort the list by guest, and print the Registration Cards.
For example, if your property prepares Registration Cards alphabetically by last name, select Surname, Name before sorting the Arrivals list by guest.
The customer name format is a property-wide System Preference. For more information about this and other preferences, see General System Settings.
The image below shows the customer name format setting and both available display options.
Bulk printing creates Registration Cards for the primary guest of each reservation included in the Arrivals list.
Troubleshoot a blank Registration Card PDF
If an incorrect blank file downloads when you select Print Registration Card, browser or security-extension settings may be preventing the PDF from opening correctly. Try the following options:
- If you use McAfee or another security extension, add Cloudbeds to the extension's list of secured or trusted websites.
- If applicable, temporarily disable the McAfee extension in Chrome and try printing again.
- In Chrome, enable the setting to download PDF files instead of automatically opening them:
- Open Chrome.
- Open Settings.
- Go to the PDF document settings.
- Enable the option to download PDF files instead of automatically opening them in Chrome.
Related articles
Now that you can configure and print Registration Cards, review these resources for more information about the Dashboard and reservation activity used during daily Front Desk operations:
Comments
This was extremely helpful! Thank you so much.
Hello, Courtney Watson!
Thank you so much for your valuable feedback! We are happy to read that this content has been helpful to you! 💙
Best regards!
When printing registration cards for all today's arrivals at once, would it be possible to have the option to print them in alphabetical order? Please and thank you!
Hello, Randy Stevens!
Thank you for your valuable feedback!
We have already created a new idea on your behalf in the Cloudbeds Community, please feel free to access it here. It is already visible to all users, who can upvote and add comments.
Regards!
Having trouble printing all the registration cards at one time. When I go to later dates it doesn't show as an option.
Hello, Vegasequinellc!
We appreciate your feedback about printing all registration cards at once in the new Dashboard. This is a great idea that has also been shared in the Cloudbeds Community. Please feel free to take a look by clicking here.
This idea was previously escalated to our Product Team for a closer review.
Thanks again for your contribution!
For later dates you can print them…individually through each reservation. Unfortunately not all at once :(
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