All Guest names in Reservation

We actually require all names and ages of everyone staying on property. This is to help us confirm the right number of people are staying at our house (and no minors). But more importantly, if there is an emergency I want to know for evacuation purposes.
 I use our Rental Agreement to capture this information. The format in Hospitable works perfectly for us.

hello whats are the shortcodes you use to know each one in the rental agreement and what are the data you collect from each one please 

That sounds great Darlene and something I should do.  I’ll take a look at the short codes.  Do you instant book and get the rental agreement and identity check after booking?  

We do the same thing and looking to automate this within Hospitable. Currently we are doing it via SignNow. We are hoping that Hospitable adds add the custom fields for ADDITIONAL GUESTS (vs just the same old Guest First/Last name field). Ideally the fields would only request data tied to the total guest count (5 guests = 5 fillable fields). 

​@fazel.wassim  - I add one line item for each potential guest (i.e. if our house can accommodate up to 10 guests, I have 1-10 listed).

On each line I use {guest_name} - {guest_age}.
Neither are required fields. So, if there are less than the max staying, the RA doesn’t get hung up.

​@LindaE  - Yes, I use Instant Book. In my listing description I state that a message will be sent with a link to our guest portal and advising them the RA will need to be completed within 7 days. 
After that, I let Hospitable take over - something I have really enjoyed!!

​@DarleneGlaze - that’s how I have it built now too, but would LOVE to minimize questions from guests if they are only 4 people etc. This is what mine looks like.

 

This is fantastic!  Thanks for sharing.  😃 Have you ever had a situation where someone does not want to complete the RA?  I am asking because I am new and I have someone who did an instant book over a week ago.  Hospitable has sent reminders and so have I but I feel like we are getting ignored.  Have you had this happen and if so, what do you do?  

You’re welcome ​@LindaE - It is VERY infrequent we get any pushback. Perhaps out of over 1000 reservations across the 8 years we’ve only had 1 guest cancel as a direct result of not wanting to fill it out. We’ve had a handful of people cancel when they read it “and their plans changed”… read as we dodged a party bullet…

We haven’t yet enabled RAs via Hospitable (as we request some refinements that are backlogged), but our standard practice is to 1. tell them we’ve issued it and request it back in 48 hours. 2. follow-up in 48 hours. It’s beyond rare that we don’t get any response. If that happens, we send them a text directly them back to the platform they booked on so their reservation isn’t canceled (in a nice way). 

Is a rental agreement the only way to get all parties names?

​@LindaE  - Yes. I have had both the intentional an unintentional.

Sometimes the Hospitable communications land in the Spam folders. All I have to do is add a shorter message simply asking if they have changed their mind about staying.
For those that are intentional, once I ask that question they will cancel. Chances are they saw something in the agreement they weren’t willing to agree with (nothing lost there).
For those that are unintentional, that usually gets their attention. 😏

​@ManeStay - you could ask in messaging of course, but using an RA is certainly more uniform.

Great thread – this is exactly the challenge I'm working through too.

​@anthonyrallo – the static line workaround with {guest_name} and {guest_age} is helpful, and I'll use that as a stopgap. But I'm running into a more specific compliance requirement that pushes beyond what's currently possible.

I manage 30+ units in Cyprus where a new Holiday Homes Law requires structured guest registration data for every adult in the party – not just names and ages, but:

• Full name
• Nationality
• Passport / ID number
• Digital signature of the primary guest covering all listed companions

This is a legal requirement with real consequences (fines, license suspension) if not met – similar to what hosts in Spain and Germany already deal with.

So my follow-up question for the community and Hospitable team:

1. Is "Nationality" on the roadmap as a fillable field? It's missing from the current list and is a mandatory field in most European guest registration laws.

2. Dynamic companion blocks based on guest count – ​@antonello already raised this. For compliance purposes I'd need each companion block to capture name, nationality, and passport number as required fields. Static lines work but create unnecessary friction for smaller groups.

3. Webhook trigger on rental agreement completion – once this data is collected, I need to export it automatically to Google Drive and process it via n8n / Zapier for monthly authority reporting. I know there's an existing feature request for this – adding my upvote here. Without it, the data sits in Hospitable with no clean way out.

Happy to share the exact legal requirements from the Cypriot Holiday Homes Law if useful for the product team to scope any of this.

This is a really helpful breakdown ​@Azur thanks for laying it out so clearly.

A few of the points you raised actually overlap with requests we've already been tracking internally. In particular, dynamic companion blocks based on guest count is something Abby recently submitted a ticket for, since the current static line workaround creates friction for both smaller and larger groups.

Your note about Nationality as a required field and the broader structured registration data requirements is also really valuable context. We're seeing similar compliance patterns emerging across several European jurisdictions, so having that captured in the RA in a structured way (rather than free-text) would make a big difference.

And +1 on the webhook trigger for rental agreement completion. Being able to automatically export collected data to tools like Google Drive, Zapier, or n8n would unlock a lot of automation for hosts dealing with regulatory reporting.

Looping ​@Abby Grous in here as well since the dynamic companion block request sounds closely aligned with what she submitted.

Appreciate you sharing the Cyprus compliance details — real-world examples like this help strengthen the case for these improvements.

​@anthonyrallo Thanks so much for the quick and detailed response – really encouraging to hear these are already being tracked internally.

Hi ​@Abby Grous – happy to share the exact field requirements from the Cyprus Holiday Homes Law if that's useful context for scoping the companion block and nationality field. Would also be glad to test any early implementation on our end, given that we have 30+ units and a real compliance deadline to work towards.

Looking forward to seeing these improvements land!