RoomRack Hospitality

RoomRack Passport Scanner

Guest documents, straight into the reservation.

Scan a passport or ID with a phone, upload a file or send the guest a link. The details are recognised, reception reviews them and they are saved to the reservation.

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  • No dedicated scanner
  • QR · JPG · PNG · PDF
  • Connected to Cloud PMS
RoomRack ScannerSample

Guest documents

Guest A. · Reservation #10482

2 files

passport_front.jpg

Passport · from phone

Recognised

Recognised details

Number
P 0482 ••• 19
Nationality
GR
Issuing country
Greece
Expiry
14/06/2031
Sex
Female
On reservationSaved

What it is

What is RoomRack Passport Scanner?

RoomRack Passport Scanner brings guest identity documents into the reservation: reception scans with a phone, uploads a file or sends the guest a link, the system recognises the key details and the team reviews them before saving.

Three ways in

The document arrives the way that suits reception and the guest.

Scan from phone

Scan the QR code with a phone. Photos appear straight away on the reception screen.

Expires in 5:32

A new code each time

Upload from computer

Drag in a file or choose it from the reception computer.

Drop files here or click

JPG · PNG · PDF

Send a link

The guest uploads the documents themselves from their phone.

g•••••@example.comSend
69•• ••• •78Send

How it works

From the photo to the reservation, in four steps.

  1. 01

    Capture the document

    With a phone, from the computer or through a link to the guest.

  2. 02

    Recognise the details

    Number, nationality, issuing country, expiry and sex appear in order.

  3. 03

    Review by reception

    Flags for expiry and low confidence, with the option to correct.

  4. 04

    Save to the reservation

    The document stays on the reservation and, if you choose, updates the guest profile.

RoomRack ScannerSample

id_front.jpg

ID card · manual

Recognised 75%ExpiredLow confidence
On reservationUpdate guest profile
The document has expired
Read againSave

Review before saving

The team sees at once what needs attention.

Expiry check

An expired document is flagged straight away.

Confidence indicator

The team sees when a second look or a new reading is needed.

Reservation & guest profile

You choose whether the details also update the guest profile.

FAQ

Frequently asked questions

Do I need a dedicated scanner?

No. Scanning uses a phone camera through a QR code, or a file uploaded from the computer.

Which files are supported?

JPG and PNG photos, as well as PDF files.

Can the guest upload documents themselves?

Yes. Reception sends a link by email or SMS and the guest uploads the documents from their phone.

Are the details saved automatically?

Recognised details are shown for review. The team confirms them, corrects them if needed and then saves.

What if the document has expired?

A clear “Expired” notice appears, so reception can ask for another document.

Explore RoomRack solutions that may complement the area you are already evaluating.

Not sure what else you need? Build Your RoomRack

Less typing at reception.

See RoomRack Passport Scanner working with Cloud PMS, in your own property's arrival flow.

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