Hotels are in the business of hospitality, but ensuring smooth operations and guest satisfaction requires more than a friendly smile.
Enter ID scanners—a tool that blends security with efficiency, safeguarding both the guest experience and the hotel’s bottom line.
According to Juanita Andrade, TTI Senior Account Manager, ID scanners act as a “security blanket,” offering more than a high-tech check-in process. They provide vital backup for chargebacks, streamline operations, and protect against fraud.
Here’s why every hotel should consider adopting this technology.
“Before we had ID scanners, we lost every single chargeback case,” Andrade recalls from her days managing chargebacks at a hotel in Midtown Manhattan. “After implementing ID scanners, we won every case.”
Chargebacks are a common challenge for hotels, often resulting in lost revenue. An ID scanner digitally stores a guest's ID and links it to their booking, providing irrefutable evidence for chargeback disputes. Without this, hotels may be left with hefty losses, sometimes amounting to thousands of dollars per case.
A hotel ID scanner doesn’t just save money; it saves time.
Andrade highlights the speed of the process: “Scanning an ID takes about four seconds. It autofills the necessary fields, reducing clerical errors.”
For busy front desks, this translates to shorter wait times, fewer mistakes, and a smoother experience for staff and guests. With integrations available for up to 40 Property Management Systems (PMS), ID scanners are a practical solution to modernize check-in processes.
RELATED: Hotel ID Scanners - Common Objections Addressed
Beyond chargebacks, ID scanners protect against fraud. By maintaining a digital record of guest IDs, hotels can mark individuals as “Do Not Rent” and share this information across sister properties.
“Some guests hop from hotel to hotel, looking for ways to scheme,” Andrade explains. With ID scanners, hotels can create a network of shared accountability, safeguarding their reputation and rooms.
Without ID scanners, verifying a guest’s identity often turns into a game of detective work. Andrade recounts: “I’d have to dig through records, check video footage, and cross-reference with staff—only to lose the case anyway.”
ID scanners eliminate this painstaking process, allowing staff to focus on what they do best—delivering exceptional service. The stored ID images can be accessed instantly, cutting down time spent on administrative tasks.
Hotels retain complete control over scanned ID data, ensuring compliance with privacy regulations. This means added security for hotels without compromising guest trust.
ID scanners are more than just gadgets—they’re a critical investment in security, efficiency, and guest satisfaction.
As Juanita says, “This small machine makes a world of difference.”
Hotels already prioritize housekeeping, guest experience, and amenities; incorporating ID scanners is the next logical step in creating a seamless and secure stay for guests.
Ensuring effective check-in procedures and safeguarding guest data have become increasingly important in today's competitive hotel scene. However, hoteliers must balance cost and functionality when selecting the right technology.
Enter two popular solutions: barcode scanners and OCR (Optical Character Recognition) scanners.
Which one should your hotel choose? TTI’s CEO, Steve Blidner, explains.
(more…)Hotel chargebacks, a frequent yet often underestimated issue, can significantly impact a hotel's financial health. A chargeback occurs when a guest disputes a charge with their credit card company, leading to a payment reversal.
They are particularly prevalent in hotels, where the nature of transactions and third-party booking platform involvement complicate the verification process.
Tim Doxzon, TTI Technologies' Vice President of Sales, discusses the pervasive problem of hotel chargebacks and offers insights into mitigating these costly disruptions.
A chargeback typically arises when a hotel guest disputes the credit card charge, claiming they did not authorize the payment or stay at the hotel. This can happen for various reasons, including genuine misunderstandings, fraudulent activities, or issues with the booking process.
"A lot of hotels call us saying they're getting too many chargebacks," explains Doxzon
"It's simply a guest who stayed at the hotel and then told the credit card company they didn't stay there or fought the charge for some reason."
The problem worsens when hotels deal with online travel agencies (OTAs), where the credit card information is often on file, but the physical card is not presented at check-in. This lack of a physical card swipe makes it easier for guests to dispute charges, increasing chargebacks.
Chargebacks can cost hotels thousands of dollars in lost revenue and the administrative burden of managing disputes. According to Doxson, the financial impact can be staggering.
"I've had accounts tell me they got taken for $17,000 in one week," he says. "The cost of scanning an ID is insignificant compared to the hassle of trying to clear a chargeback."
Disputing a chargeback is time-consuming and often frustrating for hotel staff. The accounting department must gather evidence to prove that the guest did stay at the hotel, which can involve sifting through records, communicating with the credit card company, and dealing with repeated rejections.
"It's a daunting task for the accounting department to constantly have to fight chargebacks with MasterCard, Visa, and American Express," Doxzon says. "Being told 'no' because they don't have proof that the guest stayed there is a common scenario."
Discover TTI's ID Scanning Solutions >>
One of the primary reasons for chargebacks is the need for proper verification at check-in. Historically, hotels would photocopy IDs, but this practice could be safer and more efficient.
"In the old days, they would have made a photocopy of an ID,” Doxzon explains. “Well, photocopying an ID is dangerous and not secure. Having a copy of the ID allows them to go to the credit card company and say, 'This person stayed here. We have his driver's license, a picture of the ID, and his credit card information.'"
Despite improvements in credit card technology, such as the introduction of chip cards, the chargeback issue persists.
"There was a thought that with the new chip cards, that would improve things," Doxzon notes. "It has improved a little bit, but because many groups have their credit cards on file with the OTA and hotels do business that way, they haven't resolved this issue."
To combat chargebacks effectively, hotels need to adopt better check-in verification methods.
One solution is the ID scanning technology TTI Technologies offers, which integrates with most property management systems (PMS) to scan, capture, and store ID information securely.
"It scans the ID either into the PMS or, if the PMS doesn't allow it, into a hard drive or share drive," Doxzon says. "The picture is small, but it allows them to pull it up, print that picture, and send it with the chargeback information right back to the credit card company."
Hotels can provide compelling evidence in chargeback disputes by having the guest's credit card information and a scanned copy of their ID, significantly increasing their chances of winning these cases.
While technological advancements have helped reduce the chargeback occurrence, the problem still needs to be fully resolved. Hotels must continue to adapt and implement robust verification processes to protect their revenue and streamline operations.
As Doxzon points out, "A lot of hotels don't know that scanning exists, and for many years, they just wouldn't photocopy IDs, not realizing that photocopying an ID and keeping it in a folder in chronological order is difficult and unsafe."
Education and awareness are key to addressing the issue of chargebacks.
Hotels need to stay informed about the latest tools and practices available to safeguard against fraudulent disputes. By investing in secure ID scanning technology and training staff on its importance, hotels can reduce the financial impact of chargebacks and focus on providing exceptional guest experiences.
Hotel chargebacks are a significant challenge that requires a proactive approach to manage effectively. With the right technology and procedures, hotels can reduce chargeback frequency and financial impact, safeguarding their revenue and reputation.
By adopting secure ID scanning solutions and staying informed about best practices, hotels can turn the tide against chargebacks and ensure smoother operations.
Contact us to learn more about our products and put an end to hotel chargebacks for good.
When it comes to acquiring an identification scanner or passport scanner, objections can often emerge – from concerns about pricing to questions of value. Nevertheless, let's dive into some of these common reservations.
(more…)Utilizing a passport scanner and ID scanner has become an increasingly important tool in the hospitality industry, revolutionizing how hotels verify guest identities and enhance security measures.
As these scanners become more prevalent, it's natural for questions to arise regarding their functionality, benefits, and impact on the guest experience.
In this blog post, we will address nine common questions about hotel passport and ID scanners, providing insightful answers to help you better understand their purpose, operation, and advantages to the hotel industry.
Whether you're a hotel owner, manager, or simply curious about this technology, read on to understand these innovative devices and their role in ensuring a secure and efficient guest experience.
(more…)We previously explored the growing importance of proper passport & ID scanner solutions for hotels, where we discussed how a hotel ID scanner could help you streamline your hotel operations. Today, we're going to talk about how to choose the right ID scanner for your specific hotel needs.
(more…)In Expedia's 2022 Travel Trends report, the appetite for travel is more significant than ever. As borders continue to open and travelers have saved up money ready to spend, two-thirds of Americans are planning significant trips over the next year. As a hotelier preparing for the influx, it's essential to have proper passport and ID Scanner solutions to ensure your guests' safety and security while also improving internal efficiencies to streamline the check-in process. The right ID scanner system will help!
This blog post will discuss the growing importance of ID scanner systems for hotels and how working with the right technology partner can streamline operations.
(more…)Reliable, secure passport scanners are one innovative solution hotel managers and IT departments are using to enhance guest experiences and streamline operations, and improve security.
These devices are revolutionizing how hotels handle guest identification and check-in processes as a way for hotel staff to quickly and efficiently confirm identity documents.
In this article and video, we'll explore what passport scanners are, how they benefit hotels, and why they are becoming an essential tool for the industry.
A passport scanner is a specialized device designed to capture and extract information from passports and other identity documents quickly and accurately.
Passport scanners operate by electronically reading and interpreting the information embedded in an ID or passport.
This technology enhances the guest experience and bolsters security; it swiftly captures and processes essential data, minimizing human errors like misreading or misspelling names.
Modern passport scanners facilitate information input and offer advanced capabilities like identity verification, fraud detection, and real-time integration with other hotel systems, ensuring a seamless and secure check-in process that aligns with today's expectations of efficient, high-tech hospitality.
1. Expedited Check-In Process:
Passport scanners significantly expedite the check-in process, reducing the time guests spend at the front desk. Instead of manually entering guest information, the scanner captures it within seconds, ensuring a seamless and efficient check-in experience.
2. Enhanced Security:
Passport scanners enhance hotel security by validating the authenticity of passports and identity documents. They can cross-check the information of lost or stolen passports with databases, helping prevent potential fraud and ensure the safety of all guests.
3. Compliance with Regulations:
Many countries have strict regulations regarding guest registration and reporting. Passport scanners automate collecting and storing guest information, making it easier for hotels to comply with local laws and regulations.
4. Improved Accuracy:
Human error is common when manually inputting guest information. Passport scanners eliminate this risk by accurately reading and recording data from passports, reducing the chances of inaccuracies that can lead to problems down the line.
5. Guest Convenience:
Guests appreciate a quick and hassle-free check-in experience. Passport scanners help create a positive first impression by minimizing wait times and providing a modern, efficient check-in process.
6. Data Management:
Passport scanners typically come with software that allows hotels to manage and store guest information securely. This data can be useful for future marketing efforts, loyalty programs, and improving guest services.
When selecting a passport scanner for your hotel, consider factors such as speed, compatibility with your property management system (PMS), and integration capabilities with other hotel technology features. Additionally, ensure the scanner complies with data protection regulations to safeguard guest information.
Scanning passports effectively and accurately is crucial for hotels to maximize the benefits of passport scanners.
Here's a step-by-step guide on how to scan passports:
1. Prepare the Passport Scanner
Ensure that the passport scanner is properly connected to a computer or the hotel's property management system (PMS).
Power on the scanner and ensure it functions correctly by checking for any error messages or system notifications.
2. Position the Passport
Instruct the guest to open their passport to the photo page or the machine-readable zone (MRZ) page, which contains the passport holder's essential information.
Place the passport on the scanning bed of the device with the MRZ page facing down and align it as closely as possible to the guides provided.
3. Activate the Scanner
Launch the passport scanning software on your computer or PMS system.
Select the appropriate scanning option, usually labeled "Passport" or "Travel Document."
Verify that the scanner is ready to capture the image.
4. Capture the Image
Instruct the guest to hold the passport steady on the scanner bed.
Initiate the scanning process by clicking the appropriate button on the software interface or following the on-screen prompts.
The scanner will capture an image of the MRZ, which contains the passport holder's critical data.
5. Verify Accuracy
Review the scanned data displayed on your computer screen to ensure it accurately matches the information on the passport. Pay close attention to details like the passport number, name, nationality, date of birth, and expiration date.
Most passport scanning software will automatically extract and display this information for your verification.
6. Store the Data
Once you've confirmed the accuracy of the scanned data, you can choose to save it to your property management system or a designated database. Ensure that your data storage complies with relevant data protection laws and regulations.
Some passport scanners offer the option to automatically populate guest profiles in your PMS, streamlining the check-in process even further.
7. Return the Passport
After scanning, return the passport to the guest promptly.
Always handle passports and identity documents with care to avoid damaging them.
8. Confirm Check-In
If the passport scanner is integrated with your property management system, the guest's information will automatically populate the check-in record, simplifying the check-in process further.
Verify that all guest details are accurate and complete in the PMS.
9. Security and Data Privacy
Implement robust security measures to protect the scanned data from unauthorized access or data breaches.
Regularly update your passport scanning software to ensure it remains compliant with the latest data protection regulations.
By following these steps, hotel staff can efficiently and accurately scan passports, enhancing the check-in experience for guests while ensuring compliance with security and data privacy standards. Passport scanners are valuable tools that contribute to a smoother, more secure, and efficient hotel operation.
Choosing the right ID passport scanner for your hotel is a critical decision that can greatly impact guest experiences and operational efficiency. When evaluating options, it's essential to consider key factors such as speed, accuracy, and security to make an informed choice. Here's how to choose an ID passport scanner with these factors in mind:
1. Speed
Evaluate the scanner's scanning speed, which is crucial for maintaining a smooth and efficient check-in process.
Look for passport scanners that offer quick scanning capabilities, ideally able to process a passport or ID document within seconds.
Consider the scanner's batch processing capabilities, which can be particularly useful during peak check-in times.
2. Accuracy
Accuracy is paramount when it comes to ID passport scanning, as even minor errors can lead to complications and security concerns.
Choose a scanner equipped with advanced Optical Character Recognition (OCR) technology. This ensures that text and data are accurately read and extracted from passports and identity documents.
Look for scanners that can handle various types of documents, including passports, ID cards, and driver's licenses, with high precision.
3. Security
Security is a top priority when handling sensitive guest information. A secure passport scanner helps protect both guest data and the hotel's reputation.
Consider scanners that offer data encryption and secure storage options to safeguard guest information from unauthorized access.
Verify that the scanner complies with data protection regulations, such as GDPR or HIPAA, depending on your location and the type of data you handle.
Look for additional security features like the ability to cross-check scanned data against databases of lost or stolen passports, enhancing fraud prevention measures.
4. Compatibility and Integration
Ensure that the passport scanner is compatible with your existing property management system (PMS) or check-in software.
Choose a scanner that offers seamless integration with your hotel's technology stack, allowing for easy data transfer and automation of the check-in process.
Integration capabilities can save time, reduce manual data entry errors, and enhance overall efficiency.
5. User-Friendliness
Opt for a scanner that is easy for hotel staff to use, minimizing the need for extensive training.
Look for an intuitive user interface and clear instructions for scanning and processing documents.
Features such as automatic document detection and image enhancement can further simplify the scanning process.
6. Durability and Maintenance
Passport scanners in hotel environments are subject to frequent use. Select a scanner that is built to withstand the rigors of daily operation.
Consider the manufacturer's warranty and the availability of customer support and maintenance services.
7. Cost and ROI
Determine your budget for an ID passport scanner and compare options within that budget.
Assess the long-term return on investment (ROI) of the scanner in terms of time saved, improved guest experiences, and enhanced security.
By carefully considering these factors—speed, accuracy, security, compatibility, user-friendliness, durability, and cost—you can make an informed decision when choosing an ID passport scanner that meets your hotel's specific needs. Investing in the right passport scanner will not only streamline check-in processes but also contribute to a safer and more efficient guest experience.
When considering the use of ID passport scanners in the hospitality industry, it's essential to address the question of "what about driver's licenses?" Many hotels encounter guests who present driver's licenses as their primary form of identification. Here's how to handle driver's licenses in the context of passport scanners:
1. Versatility of Passport Scanners
Many modern passport scanners are designed to be versatile and can handle a wide range of identification documents, including driver's licenses.
When choosing a passport scanner for your hotel, opt for one that explicitly mentions its ability to scan and process driver's licenses. This versatility ensures that the scanner can handle the most common forms of guest identification.
2. Consistency in Scanning Procedure
Establish a consistent scanning procedure for both passports and driver's licenses to ensure uniformity and accuracy.
Train your staff to follow the same process when scanning driver's licenses as they do with passports, including verifying the information for accuracy.
3. Data Extraction and Verification
Passport scanners equipped with advanced OCR technology can accurately extract data from driver's licenses, just as they do with passports.
Ensure that the scanner can capture and verify the essential information from driver's licenses, such as name, date of birth, and ID number.
4. Compliance with Regulations
It's essential to ensure that your ID passport scanner, when used for scanning driver's licenses, complies with local and national regulations related to ID verification.
Some regions may have specific requirements for the handling and storage of driver's license data, so verify that your chosen scanner meets these standards.
5. Seamless Integration
If your hotel's property management system (PMS) or check-in software allows, integrate the scanner to automate the data entry process for driver's licenses as well.
Integration can improve efficiency and reduce the risk of errors when recording guest information.
6. Training and Awareness
Train your front desk staff to recognize and handle different types of identification documents effectively.
Encourage awareness about the legal requirements and best practices associated with scanning driver's licenses.
7. Privacy Considerations:
Remember that driver's licenses, like passports, contain sensitive personal information. Ensure that your scanner and data management processes prioritize guest privacy and comply with relevant data protection laws.
In conclusion, modern ID passport scanners are versatile tools that can handle driver's licenses effectively, just as they do with passports. By selecting a scanner with the capability to scan both types of identification documents and implementing consistent procedures, hotels can enhance the accuracy and efficiency of the check-in process while ensuring compliance with legal and privacy requirements.
Passport scanners are a valuable asset for hotel managers and IT departments looking to enhance guest experiences, improve security, and streamline operations. By automating the check-in process, enhancing security measures, and ensuring compliance with regulations, these devices contribute to a more efficient operation and guest-friendly environment. As technology continues to evolve, investing in passport scanners is a wise choice for hotels aiming to stay competitive and provide exceptional service to their guests.
Determining the "best" passport scanner depends on your specific needs and requirements. There are various passport scanners available on the market, each with its own set of features and capabilities. When choosing a passport scanner, consider factors such as scanning speed, accuracy, security features, compatibility with your systems, and budget. Some well-known passport scanner manufacturers include 3M, Gemalto, and Access IS. To find the best scanner for your purposes, carefully assess your hotel's unique needs and select a model that aligns with them.
Yes, many modern ID scanners are designed to work on both driver's licenses and passports. These scanners are versatile and equipped with advanced Optical Character Recognition (OCR) technology that can accurately extract information from various types of identification documents. When choosing an ID scanner, it's advisable to select one that explicitly mentions its ability to scan and process passports, as well as other forms of identification like driver's licenses.
Yes, a passport can be scanned using a passport scanner. Passport scanners are specifically designed to capture and extract information from passports efficiently and accurately.
When your passport is scanned, the passport scanner typically displays and/or records the information found in the machine-readable zone (MRZ) of the passport. This information commonly includes:
Additionally, if the passport has an RFID chip, some passport scanners can access and display additional biometric information such as a digital photograph and fingerprint data.
The displayed information is used to verify the passport holder's identity and facilitate various processes, such as hotel check-ins, border control, and other identity verification procedures. Handling and protecting this data carefully and following applicable privacy and data protection laws is essential.
