Two quick phases: create a reusable upload link in InboundFiles, then schedule it as a message template on Booking.com. Every guest gets asked automatically at booking — IDs arrive before check-in without you lifting a finger.
Pro plan · Takes 5 minutes
First, generate the permanent link where guests will upload their ID. One link per property handles every booking — forever.
Go to InboundFiles.com and sign in to your account. Don't have one? Signing up takes 30 seconds.
From your dashboard, click the New Request button in the top corner.
Choose Reusable Link from the options. This creates a permanent link that works for every guest — unlike a one-time request, you'll only do this step once.
Use these exact settings to keep things clean and consistent:
Title
Booking.com Guest ID Verification
Description
For security and to comply with local lodging regulations, please upload a clear photo of your government-issued ID or passport. Thank you for helping us keep your stay safe and compliant!
Click Save, then copy the generated link to your clipboard. You'll paste it into Booking.com in the next phase.
Now set up Booking.com to send your message — with your upload link — automatically the moment a reservation is confirmed. Booking.com uses a two-step process: create the template, then schedule when it fires.
Sign in to the extranet or Pulse app. Click on the Property tab (in Pulse, tap More) and select Messaging Preferences. Note: you need admin access rights to create templates.
Select the Message templates tab, then click Create new template. Write your welcome message and paste your InboundFiles link. Booking.com provides pre-filled information blocks that automatically insert the guest's name, check-in time, and property name — use these placeholders so every message feels personal without any extra work.
Confirm the language for your template (you can add a second language if needed). Click Continue, then fill in a Template name only you will see — like Welcome Message + ID Request. Select a Template topic from the dropdown menu. Click Save template.
Now switch to the Template scheduler tab and click Schedule a template. From the dropdown, select your template and choose When a guest makes a booking as the trigger. Booking.com will show you a preview — review it, then click Add to schedule.
Before you finish, go to Security Settings under Message Preferences and whitelist your InboundFiles domain. This ensures your upload link is never blocked or flagged in guest messages. Once done, you're all set — every new booking triggers your ID request automatically.
Here's the message to paste into your Booking.com message template. When composing it, use Booking.com's pre-filled information blocks to insert dynamic placeholders. Don't type the brackets manually — select the placeholders from Booking.com's editor so they pull real reservation data for every booking.
Your scheduled message template
Hi {guest first name},
Thank you for your reservation! We are thrilled to welcome you to {property name}. Your check-in time is {check-in time}.
As part of our standard check-in process to comply with local regulations and building security, we require our main guests to provide a quick photo of their ID or passport before arrival.
Please use our secure link here to snap a photo and upload your ID:
[Paste your InboundFiles Link Here]
We will send over full check-in instructions and entry codes closer to your arrival. Let us know if you have any questions in the meantime!
Booking.com will automatically send this template to every guest the moment they book. The link you created in Phase 1 never expires — every new guest uploads through the same link, and their files land in your InboundFiles dashboard. Scheduled messages also appear in your extranet inbox and Pulse app, so you always have a record.
The reusable link you created handles every booking. Never create another request for ID collection.
Booking.com fires your scheduled template the moment a reservation is confirmed — no delay, no manual sending.
Guests upload from their phone before they travel. IDs are waiting in your dashboard, not in WhatsApp.
Does this really only take 5 minutes?
Yes — Phase 1 takes about 2 minutes, Phase 2 takes about 3 minutes. If you've never used InboundFiles before, add 30 seconds for creating your account. The setup is a one-time thing; after that, the process runs on its own forever.
What's a reusable link vs. a one-time request?
A reusable link works for every guest who clicks it — you create it once and paste it into your Booking.com message template. A one-time request is for a specific person on a specific date. For guest ID collection, you want the reusable link so you never have to touch it again.
Do my guests need an account or app?
No. They open the link, tap to upload, choose their photo, and they're done. Nothing to download, nothing to sign up for. Works on any iPhone or Android.
Why does Booking.com separate template creation from scheduling?
Booking.com keeps templates and scheduling in separate tabs so you can reuse the same template with different triggers. For example, you can create one welcome template, then schedule it to fire at booking, three days before arrival, and on check-in day — all from one template.
What if I don't whitelist my InboundFiles link?
Booking.com may block or flag external links in guest messages as a security precaution. Whitelisting your InboundFiles domain in Security Settings under Message Preferences ensures your upload link always reaches guests without interruption.
How do I know when a guest uploads their ID?
Each morning you receive a daily digest email from InboundFiles with all uploads from the previous day. One email, no matter how many guests uploaded. You can also log into your dashboard anytime to see everything in real time.
Can I use this for multiple Booking.com properties?
Absolutely. Create one reusable link per property (name it after the property so you can tell them apart), create a template and schedule for each listing, and every unit handles itself independently.
Same workflow for your Airbnb listings — a reusable link plus a scheduled quick reply.
Airbnb & short-term rentalsA broader look at guest ID collection for short-term rental hosts on any platform.
Create your reusable link and schedule your Booking.com message template today. Then let it run.
Set it up nowPro plan · Takes 5 minutes