Traveller Register with Passport Expiry

The register holds each traveller’s passport number and expiry, identity proof, meal and seat preferences and past trips. Documents open only to the executives working on that file.

Share your requirements

What the register holds

Passport number and expiry

Entered once and read every time. Nobody asks again. A passport too close to expiry for the country being visited is caught while the guest can still act.

Identity proof for domestic travel

What a hotel asks for at check-in and what an airline needs at the counter is held on the traveller and not requested again each trip.

Meal and seat preferences

Jain meal, aisle seat, ground floor room or a wheelchair at the airport. The guest does not repeat these on a third trip.

Trips taken with the agency

Where he went, when, and with which family members. A regular guest is not a stranger to whoever answers the call.

Handling these papers

Passports and identity documents belong to the guests and not to the office.

Documents open only for the executives working that file
Who may open a traveller’s papers is decided by you at set-up
Hosting and backups are run by us, not by a laptop in the office
What you keep, and for how long, is decided by you and written down

What stays with the agency

Visa rules are not in here

Whether a passport has enough validity, how many blank pages a consulate wants and what a country requires this month are questions for the desk. The register stores the expiry date and shows it early.

Holding this data is a responsibility

A passport list is worth protecting. Decide who may see it, ask staff not to keep copies on personal phones, and treat the register as the one place those papers live.

FAQ

Frequently asked questions

Does it check whether a passport is valid for a country?

No. It holds the expiry date and brings it to the executive’s attention while the file is being built. What each consulate requires is the desk’s knowledge and changes often.

Can a guest be on two files at once?

Yes. He is one traveller record, and his trips, past and running, sit against him.

Can we stop executives downloading passports?

Access is set by file. Only the executives working that trip can open a passport. A desk that wants it tighter agrees the rule at set-up.

What happens to a guest’s papers when he asks us to remove them?

They are removed from the register by somebody the agency has authorised. Agreeing who that person is, before go-live, is part of set-up.

Talk to us

Tell us what you need.

Share your requirements and one of our engineers will come back to you within one business day.

What happens after you share your requirements

A senior engineer reads your answers. Nobody phones first.
Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
No call is booked and nothing is paid until you have read the note. Your details stay with us.

Start with your requirements

Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.