Electronic guest records (tourist organizations, hotels, private accommodation)

In addition to updating check-ins, the advantage of electronic guest records software is simpler and more efficient statistical and analytical reporting.

Software for electronic guest records facilitates and speeds up the work of officials in tourist organizations who work on entering guest data. The system works both in office conditions and in the field, because it is implemented as a web solution.

System advantages

  • Reduced time needed for specific tasks.
  • Reduced number of paper documents
  • Better business transparency
  • Business standardization
  • High protection against unauthorized access

Codebooks

Basic data (municipality of the accommodation provider, guests nationality, border crossing, visa type, type of tax, etc.) are divided by codebooks, so when forming a residence application, they are selected from predefined fields.

Tax codebook

The use of the codebook provides easier entry, less probability of making an error, as well as the possibility of generating statistical reports by using any of the codebooks.

Residence registrations

Basic data on guests and accommodation providers are entered and kept in the registers. System allows users to view all guests who rent accommodations. In this way, it is easier for employees in local tourism organizations to search for people they need (a guest or a person who provides accommodation). Residence registrations can be searched by all the data entered when entering the application. The system for collecting the local tax has an implemented audit trail as well as the possibility of setting a time interval within which it is possible to change the application.

Guest entry form
Accommodation provider form

Administration

Data access rights are regulated at the request of the user. The system part of the application is a very specific module that is responsible for creating users, user roles, job hierarchy and setting access rights. This module can only be accessed by system administrators (users with this user role). The program enables the regulation of access rights at the level of billing points, the operator, as well as the administrator himself. Depending on the role assigned to a particular user, access and work rights in the program itself differ.

Form for review of roles and role users

Reports

In addition to updating applications, the advantage of electronic guest records software is simpler and more efficient statistical and analytical reporting. The system offers the following types of reports:

  • Revenue calculation on given day or period
  • Revenue calculation by workers for given day or period
  • Revenue calculation by checkpoints
  • Check-in at checkpoints
  • Tax collection statistics by country for given day or period
  • Landlord fee collection statistics for given day or period
  • Records of stays per landlord for a day or period
  • White card
  • Number and list of guests for the day or period
  • History of system logins and logouts

All reports can be done for a day or for a selected time period.

Report by place of receipt for the period

Graphical reports

In addition to analytical and statistical reports, the system also enables the generation of various types of graphical reports. The following types of graphical reports exist in the system:

  • Check-ins by nationality for a given period
  • Check-ins by payment for given period
  • Check-ins by age for given period
  • Average fee per point
  • Share of number of check-ins by checkpoints for a given period
  • Share of fee amount by checkpoints for a given period
  • Comparative number of check-ins per year
  • Comparative fee amount per year
Check-ins by nationality for a given time period
Comparative fee amount per year

Integration - MIA (Ministry of Internal Affairs)

The information system has been developed so that there is a possibility of integrating the system with the register of temporary stays in the Ministry of Internal Affairs, i.e. the possibility of parallel registration of residence in the database of the Ministry of Internal Affairs. In this way, the work of tourist organizations is significantly made easier by shortening the time required for registration of residence (one application is registered simultaneously in the database of the tourist organization and the database of the Ministry of Internal Affairs), and all legal procedures are met. The integration process is done through a secure connection and messaging with the web service of the Ministry of Interior. Prerequisite for exchanging messages with the service of the Ministry of Internal Affairs is the possession of tokens issued by the Post of Montenegro. When registering data on residence in the database of the Ministry of Internal Affairs, the data are digitally signed by RSA encryption using tokens. This reduces the possibility of potential errors or fraud.

DESKO travel document scanner

Desko scanner

The application is fully integrated with the DESKO Mini MPR scanner, which specializes in scanning personal documents and travel documents such as ID cards and passports. It works on the principle of OCR (Optical Character Recognition), or optical character recognition within the MRZ (Machine Readable Zone) zones on biometric personal documents.

After the user passes the personal document or travel document through the scanner, the application is able to automatically read and parse the data about the person from the MRZ zone. The data obtained in this way is placed in the appropriate fields in the application and drastically reduces the processing time because the fields are automatically read and written. This reduces the possibility of input errors.

Fields that can be read from the passport are:

  • Document name
  • Document type
  • Country that issued the document
  • Last name
  • Name
  • Passport number.
  • Citizenship
  • Date of birth
  • Gender
  • Valid through date
  • Social Security Number

The fields that can be read from the ID card are:

  • Document name
  • Country that issued the document
  • ID number
  • Social Security Number
  • Date of birth
  • Gender
  • Valid through date
  • Citizenship
  • Optional data
  • Last name
  • Name

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