Passports, Preferences and Past Trips
The visa file is nearly ready. Then somebody opens the traveller register and sees the passport expires four months after the return date, which is not enough for that consulate.
What the register holds
Passport number and expiry
Entered once, read every time. A passport too close to expiry for the country being visited is caught while the guest can still do something about it.
Identity proof for domestic travel
What the hotel will ask for at check-in and what the airline needs at the counter, held on the traveller rather than requested again each trip.
Meal and seat preferences
Jain meal, aisle seat, ground floor room, a wheelchair at the airport. Small things the guest should not have to repeat on his third trip with you.
The trips he has taken with you
Where he went, when, and with which family members. A regular guest calling in December is not a stranger to whoever picks up.
Treating these papers properly
Passports and identity documents belong to your guests, not to your office.
- Documents open only for the executives working that file
- Who may open a traveller’s papers, decided by you at set-up
- Hosting and backups run by us, not by a laptop in the office
- What you keep, and for how long, decided by you and written down
The part that stays with you
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 your desk answers. 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 to stop keeping copies on personal phones, and treat the register as the only place those papers live.
Frequently asked questions
Does it check whether a passport is valid for a country?
No. It holds the expiry date and brings it to your executive’s attention while the file is being built. What each consulate requires is your desk’s knowledge and it changes too often for software to claim it.
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, so a passport opens only for the executives working that trip. Where a desk wants it tighter than that, the rule is agreed at set-up rather than assumed.
What happens to a guest’s papers when he asks us to remove them?
They are removed from the register by somebody you have authorised to do it. Agreeing who that person is, before go-live, is worth ten minutes in a meeting.
Tell us what you need.
Send a short brief and one of our engineers will come back to you — usually the same day.
- No obligation
- We reply the same working day
- Your details stay private