Passport & ID Scanning Software for Hotels: Scan the passport once. Find it in seconds when someone asks.
Biodux PMS scans guest passports, national ID cards, visas and driver’s licences at check-in. It reads the machine-readable strip on passports, fills in the guest’s details for you, warns when an ID has expired, and keeps the images on file for the immigration and security reports.
A real situation
When the officer walks in
Somebody from immigration or the police stops by and wants details of every foreign guest in the hotel this week. In a lot of hotels that means photocopies in a drawer and a receptionist reading passport numbers aloud.
In Biodux, every document scanned at check-in is attached to the guest. The immigration report lists foreign guests in house, and you can export it. The expiry report shows which documents on file have run out or are about to.
Guest ID & passport scanning in Biodux PMS
What it does
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Every type of ID
Passport, national ID, visa, driver’s licence, residence permit or anything else. Several documents per guest, front and back, with one marked as primary.
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Scan straight in
Scan the front, or front and back, from a document scanner attached to the PC, or load an image file. Images are resized automatically so they don’t clog your storage.
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Passport strip read for you
Biodux reads the two lines at the bottom of a passport, checks the check digits, and fills in name, number, nationality, sex, date of birth and expiry.
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Warnings at check-in
If a guest has no ID on file, or theirs has expired or is about to, the receptionist is told before the key is handed over.
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Expiry and immigration report
See which documents on file are expired or expiring, and pull the in-house immigration extract with an export for the authorities.
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Every look is logged
Adding, viewing, editing and deleting an ID document all go on the activity trail with the user and time, because these are sensitive records.
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Stored safely
Images go to a shared folder on your network, with a local fallback that catches up automatically if the share is briefly unavailable.
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Verified against the holder
Tick that the receptionist checked the document against the person standing at the desk, so you know it wasn’t just a photocopy.
This is one part of Biodux PMS. See every PMS feature on one page.
FAQ
Guest ID & passport scanning: common questions
Do I need a special passport scanner?
No. Any document scanner that works with Windows (WIA) will do, or you can load a photo of the document from file. We’ll advise on a scanner during setup if you don’t have one.
Does it read passports from other countries?
It reads the machine-readable zone used on passports worldwide, including Nigerian, Ghanaian and other African passports, and checks the check digits so typing mistakes don’t creep in.
Who can see the scanned documents?
Only users whose rights allow it. Every view, change and deletion is recorded on the activity trail with the user’s name and the time.
Can I print the immigration report?
Yes. The immigration report lists foreign guests in house, and like every Biodux report it can be printed or exported to PDF or Excel.
More in Biodux PMS
The other front office modules
Related
Keep reading
- PMS modulesFront deskA front desk that doesn’t need a notebook beside the computer.Read more
- GuidesGuest ID and passport records at check-in, good practice for hotelsHotels should check a valid photo ID for every guest at check-in, record the document details accurately, store copies securely with access limited to staff who need them, and be able to produce records of foreign guests quickly when lawfully asked. Scanning the passport’s machine-readable strip avoids typing errors.Read more
- ResourcesHotel software glossaryFolio, city ledger, RevPAR and other terms explained.Read more
- PMS modulesNight audit & reportsClose the day in minutes, and know how the hotel did by breakfast.Read more
Get started
See guest id & passport scanning in Biodux PMS on a live demo.
Book a free demo built around your rooms and outlets, or ask us for a quote. If you’d rather talk first, we’re on WhatsApp.
Call +234 906 000 8692 · Monday to Saturday, 8am to 6pm (WAT)