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CheckIn - Regulatory Reporting with Duve

Paulina
Updated
Duve’s Online Check-In (OCI) system is streamlining the guest check-in process by minimizing manual tasks and reducing wait times for hosts. To further enhance this process, we are excited to announce a new feature: Regulatory Reporting. This capability enables the automatic transmission of necessary guest information to local police authorities, which is a requirement in several countries. This capability ensures compliance with local laws without additional effort from the staff, thus maintaining operational efficiency and guest satisfaction.

 

Supported Countries:
 
Regulatory Reporting
  • UAE (Dubai)
  • Singapore
  • Spain
  • Portugal
  • Germany

Document Verification

  • UAE (Dubai)

 

Overview

The regulatory reporting feature offers several significant advantages:
  • Compliance: Automatically fulfills legal requirements for guest reporting to the police, which is essential in many countries.
  • Efficiency: Reduces the administrative tasks of hotel and vacation rental staff by automating data submission.
  • Customer Satisfaction: Streamlines the guest experience by minimizing check-in time and governmental procedures.

Guest Journey and Information Sync
 

When adding Regulatory Reporting to your Duve account, all guests who are arriving to the connected rentals will be prompted to complete the questions in the Online Check-in. After completing Online Check-in, the Regulatory Reporting status will be set to Pending.

 

 

The guest's data is then sent to the Local Authority on Check-in day. The Regulatory Reporting status is updated in Duve when Duve receives it from the Local Authority, usually a few days after Check-in day.

 

To check for Rejection Reason: Contact Duve Support with the guest name and reservation number.

 

Pricing

Reach out to your Customer Success Manager or to Duve's Support Team to request to enable Regulatory Reporting integration.

 

How to Set It Up?

 

Go to the Settings > Connections page in Duve. Select "Regulatory Reporting" 

 

Add an Email Address to create your Account

Note: Duve will auto-populate the email address from your company info page, hosts can edit the email address or change it accordingly. This is the email address that will get notification updates about the guest's status. This needs to be a valid email address according to the host's wish.

 

Property Mapping:

  • Open the Regulatory police page, and map the property to the right police authority. Duve will automatically present all of your rentals on this page, and the hosts can match the rental they want with the correct police authority.
  • VR: The host needs to map each rental separately, on the "Regulatory reporting" page.
  • Hotels & Hostels: Duve will show the company and the brands if they exist. For hotels, there are no rooms to map. The list that the host sees is the "Housing", each hotel has its own address, and the hotel/brand name will appear in the list for the host to assign to the right police authority.

Start the Integration:

  • Once the setup is complete, Duve will automatically synchronize the rooms of the account with local authorities via ChekIn.
 
Once your "Housing" is connected, all the properties you connected will appear in the list
 
The mapping of the Rentals (VR) or Brand (Hotel) is done based on location according to the province.

 

 

Online Check-in setup ➝ Basic Details only:

Once Regulatory Reporting is connected to your Duve account, Duve will sync the following answers by field match:

  • Nationality
    • Multiple Choice - List of Countries
  • ID/Passport
    • Free Text
  • Country of Residence
    • Multiple Choice - List of Countries
  • Birth date
    • Date
  • Second last name
    • Free text
  • Type of Document
    • Multiple Choice
  • Date of issue
    • Date CQ type
  • Gender
    • Multiple Choice
  • Residence City
    • Free text
  • Residence Address
    • Free text
  • Residence Postal Code
    • Free text
 
If these questions already exist for your PMS Sync, they do not have to be created for use by the CheckIn integration.
 
Note: Any other question not in this list required by the Local Authority will not be translated; for translations to those questions, please contact our Support team.
 
The Regulatory Reporting will set which questions are mandatory according to the guest reservation in the assigned room/rental authority. The third party, alongside the police authorities, is the one who sets up the required mandatory questions per guest and the one who sets which questions are mandatory according to the guest reservation in the assigned room/rental authority.
 
For Dubai hosts, continue setup here: Setup Document Verification and Guest Experience for Dubai Hosts
 

Limitations:

Check-in Extra Customization: If hosts have Regulatory Reporting enabled, these fields will be hidden:

  • Verify number of guests
  • Prevent guests from editing their personal info
  • Prevent guests from editing their contact info
 
Reservations Page Management:
 
On the reservation page and in the task page, there is "regulatory reporting status", the statuses ➝
 
Reservations Page Column for easy identification:
Screenshot 2024-10-29 at 5.52.49 PM.png
Reservation Page
  • Pending - Duve is waiting for approval from Regulatory Reporting on the status of the data submitted by the guest
  • Approved
  • Rejected

 

A new toggle under the Overrides in the Reservation page named "Send to regulatory authorities" is available: 
 
If the host does not want to send the guest's information to the Regulatory Authorities, they can override on the Reservation level and disable the Reservation. 
 

 

Important Note:
- Only when the guest has completed the pre-check-in and marked in Duve as "Pre Checked-in", Duve will send the information to Chekin
- Chekin will send the information to the police authorities only on the day of the guest's check-in. If there was an error or unsuccessful attempt, Chekin will retry on the day after the check-in day
- Document issue date - Dates will be only for past dates, from today to the past
 
Troubleshooting
  • If you are getting a 'Something went wrong' error when creating the Regulatory Reporting Connection: image (327).pngPlease ensure that all rentals in the account have at least a unique Rental Name, City, and Country listed in the Location information. You will not be able to move forward in setup unless all 3 fields are set on each rental.
  • Creating an account must be done with a unique email for all of the Duve Accounts.

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