If you haven’t cruised before, or it’s been a while since your last one, the check-in process might feel a little overwhelming. It’s not difficult, but there are a few things you need to do ahead of time so that embarkation day goes as smoothly as possible. I’ve found that the best way to avoid stress is to get everything ready before check-in even opens. That way, when it’s time to complete the process, I’m not scrambling for documents or trying to remember which card I want on file.
Get Organized
Before check-in opens, I make sure I have a document with all the important details in one place. Personally, I have a Google Doc that has all of our family's information saved that we need for each trip we take. This makes the process go a lot faster because I can just copy and paste everything instead of hunting for information. Here’s what I include:
Full name and date of birth for each traveler
Passport number, issue date, and expiration date
Credit card number, expiration date, and security code for the card I plan to have on file for charges back to the room
Arrival and departure flight numbers and times
Emergency contact information
Cruise loyalty program numbers
Having everything prepped ahead of time means I can check in quickly instead of wasting time searching for a passport number while trying to keep an eye on my email for the confirmation.
When and How to Check In
For Royal Caribbean, check-in opens 45 days before your cruise at midnight in the time zone of your departure port. For Carnival, check-in opens 14 days before your cruise at midnight, eastern time. You’ll get a reminder email letting you know that check in is open, but it usually doesn’t arrive until later in the morning. I set a phone reminder for the moment check-in opens so I don’t forget.
You can check in through the app or website for Royal Caribbean, but only the website for Carnival. If you’re using the app, make sure you have access to your saved travel information on the same device so you can easily copy and paste everything.
Check-in remains open until about two days before departure, but it’s best to complete it as soon as possible so you can choose your preferred check-in time at the port.
Onboard Expense Account
As part of the check-in process, you’ll need to set up your onboard expense account. This account is used for all purchases on the ship since your cruise with be cashless while you are on the ship. During check-in, it will ask you to link a credit card or debit card. Any purchases you make on board will be charged back to your room (you can keep track of this in the app or on one of the channels on the TV) and then will be charged to your card at the end of the cruise (no need to close out your card).
If you need to change the card on your file, you can do that on the app up until the day before you cruise, or at guest services on the ship once you're onboard. You can change your card up until the last night onboard. If you used a debit card, you can expect the cruise to put a authorization hold on your card. You can also bring cash and payoff your room charges at guest services as you go, up until the last night.
Security Photos
Some cruise lines allow you to upload a security photo ahead of time. Royal Caribbean, for example, requires a passport-style photo taken against a plain background. The easiest way to do this is to take a photo in front of a white wall with good lighting. Carnival, on the other hand, takes your photo when you arrive at the terminal, so there’s nothing you need to do in advance.
Health Questionnaire
For Royal Caribbean, an additional step in the check-in process is completing a health questionnaire. This is required for all guests and must be submitted within 24 hours before boarding. The easiest way to do this is through the Royal Caribbean app, where you’ll be prompted to answer a few basic health-related questions. Completing this in advance can speed up the embarkation process and help avoid delays at the terminal.
Choosing a Check-In Time
When checking in, you’ll select an arrival time at the cruise terminal. These time slots are usually in 30-minute increments between 10:30 AM and 3:30 PM. Each has its benefits:
Earlier check-in (10:30 AM – 12:00 PM) means you can board the ship sooner, grab lunch on board, and take care of things like dining reservations, spa bookings, or kids’ club registration before they fill up. The downside is that your stateroom might not be ready yet, so you’ll need to carry your bags around for a bit.
Later check-in (1:30 PM – 3:30 PM) is usually less crowded, and by the time you board, your stateroom will likely be ready. The downside is that you have less time to explore the ship before departure.
Policies on early and late arrivals vary by port. Carnival at Miami let us board early even though our check-in time was later, while Carnival at Galveston had a separate line for early arrivals that actually took longer.
Boarding Passes and Luggage Tags
Once you’ve checked in:
Royal Caribbean: Your SetSail Pass will appear in the Royal Caribbean app, and you can add it to your phone’s digital wallet, just like a plane ticket. The last four numbers under the barcode on your pass should match your stateroom number, so it’s worth double-checking.
Carnival: You’ll need to print your boarding pass and bring it with you or have a screenshot on your phone.
Before your cruise, you’ll also need to print your luggage tags. These are similar to airline baggage tags and help ensure your bags make it to your stateroom. Each checked bag needs two tags:
A personal luggage tag with your contact information in case your bag gets misplaced.
The cruise-issued luggage tag with your stateroom number so the crew knows where to deliver your luggage.
Once your luggage arrives in your stateroom on embarkation day, you can toss the cruise luggage tags—they’re only needed for that first day.
Muster Drills
Before the ship departs, everyone on board must complete the muster drill, which is a safety briefing. You can watch the muster video in the app before embarkation day. If you do it in advance, you’ll only need to check in at your assigned muster station once you board, which takes just a few minutes. If you forget, you can still do it on the ship, but it’s one more thing to remember on embarkation day.
