Working with guest data is a key task for any hotel. Registration errors, duplicate profiles, and information inconsistencies between PMS and CRM systems lead to customer dissatisfaction, service disruptions, and missed sales opportunities. For instance, in a paperless check in system, maintaining clean and accurate records becomes even more critical. The integration of an ID scanner, which connects directly to PMS and CRM, helps to solve these problems.
Automatic Information Extraction Without Errors
Every instance of manual data entry is a potential source of error. The last name may be misspelled, the document number may be mixed up, or the address may be omitted. For hotels implementing a hotel digital key, these inaccuracies can lead to mismatched guest credentials and failed room access. Such issues distort guest profiles, make it difficult to re-book, and violate verification rules. Statistics show that more than 30% of CRM entries contain at least one error during manual entry.
OCR scanners allow you to automatically read data from your passport or ID card: name, date of birth, document number, and country of issue. When used at an iPad check in kiosk, this automation speeds up the process and improves accuracy. This information is instantly transmitted to the PMS system interface, bypassing the manual copying stage. This eliminates duplication and increases the accuracy of the data at each check-in.
Synchronization with PMS and CRM Systems
The integration of the ID scanner via the API connection provides direct transfer of information from the document to the PMS, and then to the CRM. Hotel PMS systems benefit from this real-time data exchange by minimizing lag and manual syncing efforts. Thanks to this, the data is updated in real time, the address of residence, citizenship, contact details and even a new surname are synchronized without the participation of staff when changing the passport.
This approach is especially valuable in chain operations. When a guest visits another property in a different city, mobile hotel check in systems can immediately identify returning customers and restore their historical preferences. This allows you to serve your guests in a personalized way, without requesting the same data repeatedly.
Eliminate Duplicate Profiles
One of the main problems with CRM is the multiple duplication of records when the same guest registers under different names, with different addresses and phone numbers. An ID scanner compares the document number and date of birth with existing profiles, preventing re-creation. Incorporating this into kiosk check in hotel procedures ensures better data hygiene from the outset.
Real-world implementations demonstrate that automating ID scanning can reduce the number of duplicates by up to 80%. This simplifies data analysis, improves marketing newsletters, and reduces the cost of maintaining a database. Hotel ID scanner tools contribute significantly to these improvements.
Improve Accuracy and Operational Efficiency
Each document scan is a single and verified source of truth. PMS and CRM receive verified information that no longer needs manual verification. This reduces the number of calls to the booking department, eliminates confusion with names, and reduces billing errors. For hotels using property management software, it ensures smoother internal operations and financial accuracy.
Additionally, automation reduces the workload on staff. Check-in becomes faster. On average, 3–5 minutes shorter per guest, and the freed-up time can be spent on more valuable tasks: communication, upsell, and solving guests’ problems. Robust business software management platforms make it easier to scale this efficiency across departments.
Updating Data and Keeping It Up to Date
ID scanning helps not only with initial check-in but also with updating information. If a guest provides a new document, the system automatically compares it with the current profile, replaces outdated fields, and saves the revision history. This mechanism enhances the reliability of mobile ID verification workflows.
In regions where hotels are required to share data with government authorities, any mismatch or delay can result in penalties. Using an integrated solution like Opera Cloud PMS helps meet those compliance standards without disrupting service.
Final Thoughts
The integration of ID scanners with PMS and CRM is more than just a convenience. It is a tool that improves data quality, reduces staff workload, and helps build a reliable and personalized guest experience. For example, a hotel self check in kiosk becomes far more efficient when paired with accurate, real-time data from official IDs.
When a guest’s profile is created based on an official document, errors disappear, and each subsequent visit becomes a logical continuation of the first one. This is the basis on which modern hotel service is built: accurate, fast, and reliable.
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