Remote Registration Guide
For Retreat Leaders at Peace Retreat
Welcome—and thank you for choosing to host your retreat with us.
This page is here to support you in using our streamlined Remote Registration system—a simple, secure tool that helps you assign guests to rooms, manage room shares, and organize key guest details all in one place.
Because our team can view your updates in real time, this system allows us to prepare rooms, coordinate special requests, and manage logistics with greater ease—reducing the need for back-and-forth emails and ensuring a smoother experience for everyone.
What follows is a clear step-by-step guide to help you use the system effectively as you fill your retreat. It’s designed to keep things organized, efficient, and fully supported—so you can focus on what matters most: leading your retreat with presence and purpose.
Remote Registration Guide
What is Remote Registration?
Remote Registration is an online tool within our booking system that gives you (the Retreat Leader) controlled access to view and manage participant details for your retreat.
You can:
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Assign guests to specific rooms (based on availability)
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Pair up guests for shared accommodation
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View arrival/departure dates
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Add notes for dietary needs or other special considerations
Everything you enter here supports the Peace Retreat team in preparing rooms, meals, and airport shuttles accurately and with care.
How to Access Remote Registration
You will receive a secure link via email from our Operations Manager, once your retreat is live in our system and your registration settings are confirmed.
If you haven’t received this yet, or if you need the link resent, please email operations@peaceretreatcostarica.com
Please keep your link confidential. Only share it with trusted co-leaders helping manage the retreat.
What You’ll See
Inside the Remote Registration tool, you’ll see a visual layout of all rooms blocked for your group. Each room is shown individually.
You’ll be able to:
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View room types and locations blocked for your retreat (e.g., Samadhi Suite, Casa Verde, Jungle Bungalow)
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See if a room is empty, partially filled, or fully occupied — names will appear next to assigned rooms
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Click on a room to add or move guests
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Click on a guest to open or update their profile
This layout gives you a real-time overview of your group’s rooming arrangement and remaining capacity.
Tips for Using Remote Registration Smoothly
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You can begin assigning guests to rooms as registrations come in.
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Room occupancy is easy to track: guest names will appear directly next to their assigned room
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Once a guest is assigned, additional details (such as flight info, dietary restrictions, or special requests) can be added by editing their profe
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If anything is unclear or you’d like support at any stage, feel free to contact our Operations Manager: operations@peaceretreatcostarica.com
How to Add a Guest to a Room
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Locate the room on the dashboard
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Click the “+” icon next to the room name
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A pop-up window will appear titled “Add a guest”
You'll be able to enter:
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First and Last Name
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Email address
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Registration Notes: such as a “Private Room Request”, or “Private Shuttle Service Request”
Click Save once the guest is registered. Their name will now appear next to the room.​​
How to Edit a Guest’s Profile
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Click the guest’s name. You will be able to edit basic information on the first pop up.
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Choose “Edit Guest” on the upper right corner to add more details.
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A new window will open with additional details
How to Add Flight Details, Dietary Restrictions, or Requests
Inside the Edit Guest screen, you’ll find fields for:
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Transportation Requested – Yes/No
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Arrival and Departure Information – include flight times
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Dietary Restrictions/Allergies. We don’t accommodate preferences.
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Spa, Excursion, or Ceremony Requests
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Additional Guest Notes – anything else we should be aware of (e.g., mobility needs, extra nights, private room request)
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Click Update Details to save changes.
Moving a Guest to a Different Room
Guests can be moved by clicking their name and dragging them into another available room.
If the room type changes, the system may display a message reminding you that the guest’s price could be affected.
Shuttle Notes
Most retreats at Peace Retreat include group shuttles for both arrival and departure, typically scheduled based on overall guest travel times. To help us coordinate accurate and efficient group transport:
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Make sure each guest’s Arrival and Departure Information is entered in their profile
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Use the fields to include flight numbers, arrival times, and departure times where applicable
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If someone is requesting a private shuttle please indicate it on the guest’s notes.
Our team will use this information to arrange your included shuttles based on the structure agreed upon in your retreat contract.
Private Rooms
All rooms at Peace Retreat are configured for double occupancy by default.
If a guest is requesting a private room, you can flag this manually by writing:
“Private Room Request – $330 USD” in the Registration Notes or Additional Guest Notes section.
Please keep in mind:
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Private room requests are subject to availability
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If approved, the $330 USD fee will be added to the guest’s final balance
​Timeline for Final Details
We kindly ask that your Remote Registration is fully updated no later than 30 days before your retreat begins. The earlier your requests are submitted, the more likely we can accommodate them.
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This allows us to:
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Prepare guest rooms and welcome materials
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Finalize meal planning, including dietary accommodations
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Coordinate accurate group shuttle schedules based on arrival and departure information
At the 30-day mark, any unused rooms will be released from your room block to allow other reservations. Updating your list in time ensures your guests are assigned according to your plan and that we hold the appropriate spaces for them.
Planning Ahead is Key
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We strongly recommend requesting spa services, ceremonies, or excursions at least 60 days in advance to increase the chances of availability — especially during high season.
The earlier you complete your registration, the more smoothly we can support every aspect of your retreat.
Need Help?
We’re here to support you throughout this process. For questions, clarifications, or support at any step, please contact our Operations Manager at operations@peaceretreatcostarica.com.