Guest ID and Check-In Document Capture

• Front Office Manager
• Front Desk Associate
• Hotel General Manager
• Security and Compliance Manager

Every adult guest needs an identity document recorded at check-in, and foreign nationals' passport and visa details must be reported through Form C. At a busy front desk this means photocopies, handwritten registers and typing passport details into the Form C portal, often late at night after a group arrives.

We build a check-in capture flow that works at the desk on a tablet or phone, and before arrival through a secure link sent on WhatsApp. Guests or staff photograph each adult's ID: masked Aadhaar, passport, driving licence or voter ID. The system checks image quality, reads name, date of birth, address and document details, and matches names to the booking. For foreign nationals it reads the passport and visa and prepares the Form C fields so staff can review and submit them on the official portal. A digital guest register is maintained, Aadhaar numbers are stored masked and images are kept encrypted for your agreed retention period.

• Capture at the desk or through a pre-arrival WhatsApp link, with one record per adult guest
• Image quality checks for glare, blur and cropped edges before upload
• Field extraction from masked Aadhaar, passports, visas, driving licences and voter IDs
• Name matching with the booking and checks for missing adults or expired documents
• Form C field preparation for foreign nationals, including visa type and validity against the stay
• Digital guest register with search and exports for police or audit requests

1. 01Collect IDsGuests upload IDs through a pre-arrival link, or staff photograph them at the desk, for each adult.
2. 02Check qualityBlurred, cropped or glare-affected images are rejected immediately with a prompt to retake.
3. 03Extract and maskFields are extracted, Aadhaar numbers are masked and the document type and expiry are recorded.
4. 04Validate against the bookingNames and guest counts are matched with the booking, and foreign guests' visa validity is checked against the stay dates.
5. 05Front desk verificationThe associate compares each guest with their document in person and confirms or corrects flagged fields.
6. 06Register and Form CThe guest register updates, and Form C data is ready for staff to submit on the official portal.

1. Capture
   • Pre-arrival WhatsApp link with secure upload
   • Front desk tablet capture app
2. Document understanding
   • Image quality checker
   • ID and passport classifier
   • OCR and MRZ reader with field extraction
3. Validation
   • Aadhaar masking
   • Booking and guest count match
   • Visa validity and document expiry checks
4. Front desk and records
   • Verification screen for associates
   • Encrypted guest register with retention rules
   • Form C data export for staff submission

Front desk associates verify every guest against their document in person and correct any flagged field. Staff submit Form C on the official portal; the system prepares the data but does not file it.

• Hotel PMS such as eZee, Hotelogix, IDS or Opera
• WhatsApp Business API for pre-arrival links
• Front desk tablets or phones
• Secure cloud storage in an India region
• Official Form C portal, used by staff

• Aadhaar shown and stored only in masked form, handled per UIDAI rules
• Images encrypted at rest and deleted automatically after the agreed retention period
• Access limited to front office and authorised managers, with an access log
• No facial recognition and no identity decisions by the system
• Low-quality images rejected at capture instead of stored

• Designed to support the Form C reporting obligation for foreign guests; submission stays with the hotel.
• Built for purpose limitation, security safeguards and retention limits under the DPDP Act 2023.
• Aadhaar is never stored in full; masked copies follow UIDAI guidance.

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