Regulatory Reporting with Duve – Duve

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)
Spain
Portugal

Document Verification

UAE (Dubai)

Overview

The regulatory reporting feature offers several significant advantages:

Compliance: Automatically fulfills legal requirements for guest reporting to police, 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 will be a few days after Check-in day.

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

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 the "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 exist. For hotels, there are no rooms to map. The list that the host sees is the "Housing", each hotel has their 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 ChekIn 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 his 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:

Reservation Page

Pending - Duve is waiting for approval from the 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 wants to not 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 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 guests 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

Please 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.

Overview

How to Set It Up?

Online Check-in setup ➝ Basic Details only:

Limitations:

Related articles