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GUIDE · SELF CHECK-IN

Self check-in for guesthouses and minpaku

無人チェックインの決まりと補助金ID checks, guest registers and kiosks

Self check-in saves staff time, but Japan still requires you to check every guest’s identity and keep a register. Here is what the rules allow — and where subsidies help.

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Updated October 22, 2026 · Checked against the official site by our editors

ICT checks

2025

Guideline revised Mar 11, 2025 (licensed lodging)

Foreign guests

Passport

Number in the register, copy kept

Local rules

Check

Ordinances can require more

Kiosks

Catalog

Labor-Saving Subsidy

First: which law are you under?

Licensed lodgingMinpaku
LawHotel Business Act (旅館業法) — hotels, ryokan, simple lodgingPrivate Lodging Business Act (住宅宿泊事業法)
ID checks without a deskICT methods written into the national guideline in March 2025Required for every guest; check your local rules for how
Many tourism subsidiesUsually eligibleOften not eligible

See Subsidies for hotels & minpaku for which programs accept which.

What the 2025 change allows (licensed lodging)

On March 11, 2025, the Ministry of Health, Labour and Welfare revised its hygiene guideline for lodging. It now describes ICT methods — such as automatic check-in machines using information guests register in advance, with clear video recording — as ways to check identity at the same level of safety as a front desk.

  • Guests register their name, address and contact details in advance
  • An automatic check-in machine matches them on arrival
  • Check-in and entry are recorded clearly enough to review — an existing security camera can be enough
  • Staff can respond to emergencies remotely, with a plan to reach the property when needed

Your city may still require a front desk

Prefectures and cities set their own ordinances. Some have updated them after the 2025 change; others still require a desk or staff on site. Ask the public health center (保健所) for your area before you buy equipment.

Foreign guests: passports

  • Guests without an address in Japan: record nationality and passport number in the guest register
  • Check the passport against the guest and keep a copy with the register
  • Keep the register for the period your law requires

Minpaku operators must keep a guest register and report stays every two months through the official minpaku system. Some cities, such as Kyoto, require face-to-face ID checks for minpaku.

Subsidies for check-in equipment

ItemSubsidy
Self check-in kiosk, automatic payment machineLabor-Saving Subsidy (catalog) — through a registered seller
Booking system / PMS softwareDigitalization & AI Subsidy — through a registered IT vendor
Smart locks, self check-in for minpaku in FukuokaFukuoka City minpaku program — see Fukuoka

Apply first, buy second

Equipment bought before the grant decision is not covered.

FAQ

Can a guesthouse in Japan operate without a front desk?

For licensed lodging, the national guideline revised on March 11, 2025 describes ICT methods such as automatic check-in machines and clear video recording. But prefectural and city ordinances can still require a desk or staff, so check with your local public health center.

Do I need to copy foreign guests’ passports?

Guests without an address in Japan must have their nationality and passport number in the register, and operators are guided to check the passport and keep a copy with the register.

Is a self check-in kiosk covered by a subsidy?

Automatic check-in machines are a category in the Labor-Saving Subsidy catalog. You apply through a registered seller before buying.

Sources

This page is a plain-English summary, not legal advice. The official Japanese guidelines always take priority.

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