Guest data
How PrintKey handles guest information
A practical overview for hotel managers and front office teams. This is not a legal document. It explains how the system works during normal use.
Are guest lists uploaded to PrintKey servers?
No, not for label printing.
When staff paste a MEWS arrival list and generate labels, that information is processed on the computer being used at the front desk. Guest lists are not uploaded to PrintKey servers as part of the printing workflow.
Staff do sign in to use PrintKey. Login and hotel setup use secure online services so authorized users can access the right property and printer settings. That is separate from the guest arrival list used for labels.
Are guest lists stored in a central database?
No.
PrintKey does not store guest names, room numbers, or arrival lists in a central database for printing or later retrieval. There is no PrintKey archive of your group arrivals.
Printer and hotel settings, such as label layout and breakfast time defaults, are stored for operational setup. Guest arrival lists are not part of that.
What happens during label generation?
A typical workflow looks like this:
- Paste: Staff paste the MEWS export into PrintKey. The raw paste stays visible on screen as pasted.
- Collect: PrintKey reads names and rooms from the paste and shows a cleaned, editable list on screen. The original paste is not replaced.
- Label options: Staff choose settings such as name order, breakfast time, and which room numbers to include.
- Print: PrintKey builds the labels on the computer in the browser. Staff review and print from there.
Throughout this process, the guest list exists on the active workstation, on screen and in the browser session while work is in progress. It is not sent to PrintKey for storage as part of label generation.
What happens when the session ends?
Guest information on screen is cleared when:
- a staff member logs out,
- the session times out after a period of inactivity,
- staff use Clear all to remove the current list.
PrintKey is designed for active front desk use, not for keeping arrival lists on file after the task is done.
Worth noting for your team: If staff save or print a PDF, that file is handled like any other document at the hotel, on the computer, printer, or filing process your property uses. PrintKey does not control what happens to a printed or saved label after it is generated.
Who can access PrintKey?
Access is limited to authorized staff accounts set up for your hotel. Users sign in before using the application. Hotel and printer configuration is tied to approved accounts and the selected property.
This access control applies to the application itself. It does not change your hotel's own policies for who may view or handle guest information at the front desk.
Who remains responsible for guest information?
Your hotel does.
PrintKey supports faster, more consistent label preparation during group arrivals. It does not replace your hotel's responsibility for guest data in daily operations.
That includes:
- what staff paste into PrintKey,
- who can see the screen during check-in,
- what is printed and handed to guests,
- whether PDFs or paper copies are kept, filed, or discarded,
- compliance with your hotel's own privacy and security procedures.
PrintKey reduces manual retyping and helps keep label preparation in one controlled front desk workflow. How guest information is managed at the property, before, during, and after printing, remains your team's responsibility.
Summary
| Are guest lists uploaded for printing? | No |
|---|---|
| Are guest lists stored in a central PrintKey database? | No |
| Where is the list handled? | On the front desk computer during the active session |
| When is on-screen guest data cleared? | On logout, inactivity timeout, or manual clear |
| Who is responsible for guest information? | The hotel |