How to Capture Emails from Guest WiFi
Turn every guest WiFi login into an email address, marketing consent, and repeat customer. This guide shows you how, step by step.
Start Capturing Emails FreeTo capture emails from guest WiFi, you need a captive portal - a branded login page that requires guests to enter their email before accessing the internet.
Captive portal software like CaptiFi sits between your WiFi access points and the internet. When a guest connects, they see your branded splash page and must provide their email address or phone number to get online. The email is captured automatically, marketing consent is recorded for GDPR compliance, and you can trigger follow-up emails, Google review requests, and marketing campaigns - all without any manual work.
CaptiFi is a guest WiFi marketing and captive portal platform for restaurants, bars, pubs, cafes, hotels, gyms, salons, retail and short-term rentals, built by CaptiFi Ltd in the UK and sold in GBP, USD, EUR, CAD, AUD and NZD to venues worldwide.
6 Steps to Capture Emails from Guest WiFi
Choose a Captive Portal Platform
Select a WiFi marketing platform that supports your access points and includes email capture, marketing automation, and review requests. CaptiFi works with UniFi, TP-Link Omada, Cisco Meraki, Aruba, MikroTik, Ruckus, Fortinet, and DrayTek - and includes a free starter device if you need one.
Set Up Your Branded Splash Page
Create a branded WiFi login page with your logo, colours, and messaging. The page should ask guests for their email address (and optionally name and phone number) before granting internet access. CaptiFi includes a drag-and-drop splash page builder with professional templates.
Configure Your Access Points
Point your WiFi access points to the external captive portal URL provided by your platform. On UniFi, go to Settings → WiFi → Guest Portal and enter your CaptiFi portal URL. On TP-Link Omada, use the External Portal feature. Setup takes under an hour on your own controller.
Enable GDPR-Compliant Consent Capture
Ask for marketing consent separately from getting online. This is required by GDPR in the UK/EU and is best practice everywhere. On the standard sign-in page CaptiFi asks it as its own question after the guest taps Connect, and it creates an audit trail for every guest.
Set Up Automated Follow-Ups
Configure welcome emails, Google review requests, and follow-up marketing campaigns to trigger automatically after a guest connects. CaptiFi includes built-in email marketing, Mailchimp sync, Twilio SMS, and automated review requests - no extra tools needed.
Monitor and Optimise
Use your analytics dashboard to track email capture rates, repeat visits, review generation, and campaign performance. CaptiFi provides real-time analytics with AI-powered insights to help you optimise your splash page design and follow-up timing.
What You Can Do With Captured Guest Emails
Email Marketing
Send welcome sequences, promotions, event invitations, and seasonal offers to drive repeat visits.
Review Automation
Automatically request Google reviews from every guest who connects. Build your online reputation on autopilot.
Repeat Visit Tracking
Know which guests are regulars and which are first-timers. Target each segment with the right message at the right time.
Customer Analytics
Understand visit patterns, peak hours, dwell time, and customer demographics from your WiFi data.
Loyalty Programmes
Connect captured emails to loyalty platforms like Leat to reward repeat visitors and increase lifetime value.
SMS Marketing
If you capture phone numbers too, send SMS welcome messages and promotions via Twilio integration.
Frequently Asked Questions
Is it legal to capture emails from guest WiFi? ▼
Yes, provided you obtain explicit consent and comply with GDPR (in the UK/EU) or relevant data protection laws. CaptiFi asks for marketing consent as its own question on the standard sign-in page and keeps an audit trail for every guest.
What equipment do I need? ▼
You need a WiFi access point (UniFi, TP-Link Omada, Meraki, Aruba, etc.) and a captive portal platform like CaptiFi. CaptiFi includes a free starter device if you do not already have compatible hardware, live in about 5 minutes with the CaptiFi device.
How many emails can I capture per month? ▼
This depends on your venue footfall. In CaptiFi's 2026 venue data, a typical venue gained around 50 new guest emails a month, and the busiest one in ten 350 or more. Every plan below Enterprise has a monthly allowance of new guests, shown on the pricing page.
Can I sync captured emails with Mailchimp? ▼
Yes. CaptiFi includes native Mailchimp integration that automatically syncs new guest email addresses to your Mailchimp audience. It also integrates with HubSpot, Zapier, and other marketing tools.
Do guests have to enter their email to use WiFi? ▼
You control what the form asks for. CaptiFi takes an email address or a phone number on a branded form, recognises returning devices, and can verify a phone number by text. Most venues ask for an email address for maximum data capture.
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