HOTEL GUEST ID SOFTWARE
Guest IDs.
Linked to every stay.
Collect identity documents before arrival or at check-in. Keep each guest’s ID with their reservation so your team can find the right record when it matters.
ILLUSTRATIVE GUEST RECORD
Cottage stay · 12–14 October
▤ Guest 1 · ID attachedDocument linked to this reservation
▤ Guest 2 · ID attachedIndividual record for the second guest
✓ Ready for staff reviewCheck document clarity and guest details
Booking details + guest documents
One place to retrieve the stay record.
LESS PAPERWORK AT CHECK-IN
Collect. Link. Retrieve.
Guest documents should be part of your booking routine. OpenStays brings them together with stay details instead of leaving your team to piece together photos, photocopies and reservation notes.
Collect before arrival
Request IDs through the booking’s WhatsApp conversation after confirmation. Guests can send their documents before they reach reception.
File against the stay
Link documents to the reservation and individual guest record. Keep IDs for accompanying guests together with the booking they belong to.
Retrieve when needed
Open the relevant reservation or export your register for a selected date range. Review the records before sharing them with an authorised recipient.
A FAMILIAR GUEST EXPERIENCE
Start in the booking conversation.
Let guests send their ID through the same WhatsApp conversation they use for their stay. Your staff can then review the documents with the reservation.
Choose collection after confirmation, staff upload at arrival or a combination of both. Set expectations clearly so guests know what to provide and why it is needed.
A document upload is a starting point for review. Check that the image is readable, the details match the guest and your arrival checks are complete.
FROM CONFIRMATION TO CHECK-IN
Booking confirmedRequest the documents your property needs.
↓
IDs arrive in WhatsAppGuests send a clear photo in the booking conversation.
↓
Staff review the stay recordCheck the documents and complete any missing details.
Guests can also provide documents at check-in for staff upload.
Guest documents stay connected to the reservation they belong to.
THE STAY IS THE CONTEXT
More than a folder of ID photos.
Keep the document alongside the information your team uses to manage the booking.
- Identity documents for the lead guest and accompanying guests.
- Stay dates, assigned room and guest details in the reservation.
- Nationality-based Form C flags for staff to review.
- Register exports covering the date range you select.
FOREIGN GUEST REPORTING
A flag helps. Your team still files.
OpenStays flags Form C requirements based on the guest’s recorded nationality. Use the flag to review the stay and prepare the details for the official reporting process.
Review the guest details
Check nationality, passport details and the documents supplied. Keep your reporting checks in the arrival routine rather than relying on a flag alone.
Use the official process
The current official reporting form is Form III, previously Form C. Complete the submission through the authorised government process for your property.
Confirm it was submitted
OpenStays does not automatically submit Form C or Form III. Your team is responsible for filing, checking the applicable deadline and retaining its submission record.
Keep local requirements in view. Register formats, acceptable documents and reporting processes can differ. Check current authority guidance for your property. Open the official accommodation reporting portal →
HANDLE GUEST DATA WITH CARE
Useful records. Thoughtful access.
IDs contain personal information. Build a consistent routine for collecting, reviewing and sharing them alongside your guest registration process.
Give staff appropriate access
Use staff logins and roles to control access according to responsibilities. Review permissions when your team changes instead of sharing one owner login.
Keep records in context
Retrieve documents through the guest’s reservation. Avoid creating extra copies in personal galleries or forwarding an entire chat when only one record is required.
Share only what is needed
Export the requested dates and check the recipient’s authority. Follow your property’s applicable retention requirements rather than keeping extra copies indefinitely.
SET UP YOUR ROUTINE
Ready for your next check-in.
Guest ID storage is included with OpenStays. Configure collection as part of setting up your property and brief your team on the checks they still need to complete.
Set up the property
Create rooms, rates and policies in OpenStays. Guest documents then have a reservation to belong to.
Choose the collection step
Decide when guests should send IDs and when staff should upload them. Include accompanying guests in the routine where required.
Review before relying on it
Check a sample stay record and register export. Confirm that your local reporting needs and staff responsibilities are covered.
Guest ID questions
Collection, access and the reporting steps your team handles.
How are guest IDs collected?
Guests can send a document photo through the booking’s WhatsApp conversation after confirmation. Staff can also upload documents at check-in. Choose the collection routine that fits your property and explain the request to guests.
Which identity documents can I store?
You can store documents such as Aadhaar, a passport, a driving licence or a voter ID against the guest record. Supported storage does not mean every document is acceptable for every purpose. Follow the document requirements that apply to your property and guest.
Can I keep IDs for every guest in a group?
Yes. Store documents for individual guests against the reservation rather than keeping only the lead booker’s ID. Review your guest list and collect the details required for each person staying.
What if the ID photo is unclear?
Ask the guest for a clearer image or complete collection at check-in. Review the name and document details before relying on the record. Uploading a file does not itself verify the guest’s identity.
Can staff upload IDs at reception?
Yes. Staff can upload documents at check-in when a guest has not supplied them before arrival or when an additional document is needed. Keep the upload linked to the correct reservation and guest.
Does OpenStays automatically file Form C or Form III?
No. OpenStays flags Form C requirements based on recorded nationality. The property must review the guest’s details and complete the official submission itself. The government portal now uses Form III, previously Form C. Check the official reporting portal.
Does a Form C flag guarantee that reporting is complete?
No. A flag is a prompt for staff review. Check the applicable reporting requirements, deadline and submission confirmation through your property’s official process. Do not treat a stored passport or an in-app flag as proof that a report was filed.
Can I export a guest register for specific dates?
Yes. Select the date range you need for a register export. Check the entries for completeness and confirm that the export covers the format and fields requested by the relevant authority.
Does digital storage replace every paper register?
Not automatically. Local requirements can vary. Keep any paper register or other record that your authority requires and confirm which digital records it accepts. OpenStays helps organise the underlying stay records.
Who should have access to guest documents?
Use staff logins and roles to give access according to responsibilities. Check the available permissions for your team and review them when staff join, change roles or leave. Avoid sharing the owner’s login.
How long should we retain guest ID records?
Follow the retention requirements that apply to your property and the purpose for which you collected the information. Set a documented retention routine with appropriate advice where needed. Digital storage is not a reason to retain personal information indefinitely.
What if a guest does not want to send an ID over WhatsApp?
Explain why you need the record and offer collection at check-in where your property’s process allows it. Do not assume a guest must use WhatsApp. Follow applicable registration requirements and handle the document through your authorised staff.
Do children need their own documents?
Keep an accurate record of everyone staying. Requirements for minors and acceptable supporting documents depend on the applicable rules. Confirm the process with the relevant authority rather than applying one blanket rule to every family.
Is guest ID storage included or sold as an add-on?
Guest ID storage is included with OpenStays. Your software subscription still applies. View current plans.
Does it work for homestays and B&Bs?
Yes. Hotels, homestays, B&Bs and resorts can use the reservation-linked document workflow. Configure collection around your property’s registration requirements and check-in process.
Where can I read more about guest registration?
Use our guest ID compliance guide for an overview and confirm current requirements with your relevant authority. For foreign guest reporting, refer to the official government portal.
Less chasing. Better guest records.
Bring guest documents into the same system you use for bookings and check-in.