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International Guest Details .ng

International Guest Details Report Overview

Parent Hub: 🛎️ Front Desk & Guest Services

Category: ⭐ Guest Insights & Relations

Target Roles: Front Office Managers, Front Desk Agents, Guest Relations Supervisors, Compliance & Legal Officers, Hotel Controllers, Night Auditors, General Managers

Key Value: Audit international guest registration details, verify foreign identification credentials and permanent addresses, ensure strict compliance with local government authority reporting mandates, and maintain complete border/immigration registration records.

⚠️ Market Availability Note: This report is selectively enabled only for properties operating in specific international jurisdictions or municipal markets where local law enforcement, tourism boards, or immigration authorities mandate the formal recording and transmission of foreign guest registration data.

Executive Summary

The International Guest Details Report is a mandatory legal compliance, immigration audit, and foreign guest register document within the ⭐ Guest Insights & Relations category of the 🛎️ Front Desk & Guest Services hub. Designed to fulfill municipal, police, or national authority reporting requirements, it itemizes every foreign or non-resident guest stay recorded in the Property Management System (PMS).

  • By mapping core reservation identifiers (Confirmation Number, Current Reservation Status, Total Stay) to foreign guest identity profiles (Guest Name, First Name, Last Name, Address, Phone, Primary Email, Secondary Email, ID card type), stay timeframes (Check In Date, Check Out Date), and operational notes (Remarks), this report enables front desk teams and compliance leads to verify legal identity documents (e.g., passport or national ID card type), audit permanent international home addresses, compile mandatory government police files, and ensure full regulatory compliance.

Key Capabilities

  • Regulatory Authority Reporting: Generates a standardized audit manifest of foreign guest stays to satisfy police, immigration, or municipal government reporting requirements.

  • Foreign Identity Credential Auditing: Tracks specified government identification card classifications (ID card type, e.g., Passport, National ID, Residence Permit) presented during check-in.

  • Permanent Address & Contact Verification: Logs full international residential address details (Address) alongside phone numbers (Phone) and email channels (Primary Email, Secondary Email).

  • Stay Window & Status Monitoring: Captures exact check-in dates (Check In Date), check-out dates (Check Out Date), total length of stay in nights (Total Stay), and active reservation statuses (Current Reservation Status, e.g., CHECKED OUT, CANCELLED).

  • GDS & Reservation Notes Traceability: Preserves Global Distribution System (GDS) record locators, rate quotation strings, and channel remarks (Remarks) for cross-border booking verification.

Report Views & Functional Breakdown

The International Guest Details Report presents foreign guest compliance data in a unified single-table ledger that supports three primary analytical perspectives:

┌────────────────────────────────────────────────────────────────────────┐
│               INTERNATIONAL GUEST DETAILS REPORT                       │
├────────────────────────────────────────────────────────────────────────┤
│                         Unified Matrix View                            │
├──────────────────────────┬──────────────────────────┬──────────────────┤
│ 1. Foreign Identity &    │ 2. Contact & Address     │ 3. Stay Window,  │
│    ID Credential Matrix  │    Profile Register      │    Status & Notes│
└──────────────────────────┴──────────────────────────┴──────────────────┘
1. Foreign Identity & ID Credential Matrix

Monitors international guest identity names, reservation identifiers, and verified government identity card types.

  • Primary Use: Verifying foreign guest identity cards during check-in, auditing passport/ID entry completeness, and submitting required law enforcement files.

  • Key Metrics: Confirmation Number, Guest Name, First Name, Last Name, ID card type, Current Reservation Status.

2. Contact & Address Profile Register

Tracks full international residential addresses and contact communication channels.

  • Primary Use: Ensuring permanent home addresses and phone numbers meet municipal reporting mandates, and verifying foreign contact records.

  • Key Metrics: Address, Phone, Primary Email, Secondary Email, Guest Name, Confirmation Number.

3. Stay Window, Status & Notes

Correlates foreign guest stays with check-in/check-out dates, total stay duration, live stay status, and GDS channel notes.

  • Primary Use: Cross-referencing foreign guest stay lengths against visa allowance limits, auditing room night counts, and reviewing booking channel details.

  • Key Metrics: Check In Date, Check Out Date, Total Stay, Current Reservation Status, Remarks, Confirmation Number.

International Guest Details.png
International Guest Details Report

Data Dictionary (Dynamic View Columns)

Customize your default view using the Configure (⚙️) icon on the report page. Below is the full data dictionary representing all 14 columns available in this report:

💡 Compliance Note: ID card type and Address are mandatory fields for international compliance reporting. Missing identification or address details should be remediated by front desk agents upon guest check-in.

Column Name

Description

Data Source / System Mapping

Includes Taxes & Fees?

Confirmation Number

Primary unique alphanumeric reservation identifier.

Reservation System > Confirmation ID

N/A

Guest Name

Combined full name of the registered international guest.

Guest Profile > Full Name

N/A

First Name

First name of the primary registered guest.

Guest Profile > First Name

N/A

Last Name

Last name of the primary registered guest.

Guest Profile > Last Name

N/A

Address

Full permanent residential address including city, state/province, and postal code.

Guest Profile > Permanent Address

N/A

Phone

Primary contact phone number including international country code.

Guest Profile > Phone Number

N/A

Primary Email

Primary email address linked to the guest profile.

Guest Profile > Primary Email

N/A

Secondary Email

Secondary or channel-generated email address.

Guest Profile > Secondary Email

N/A

ID card type

Classification code or title of government identity document presented (e.g., Passport, National ID Card, Residence Permit).

Guest Profile > ID Type

N/A

Check In Date

Scheduled or actual check-in date.

Reservation System > Check-In Date

N/A

Check Out Date

Scheduled or actual check-out date.

Reservation System > Check-Out Date

N/A

Total Stay

Total length of stay in physical room nights.

Reservation System > Total Nights

N/A

Current Reservation Status

Operational status of the reservation (e.g., CHECKED OUT, CANCELLED, CHECKED IN).

Reservation System > Main Status

N/A

Remarks

Free-text operational notes, GDS locator strings, and rate quotation codes.

Reservation Notes > Free-Text Remarks

N/A

Customization & Platform Features

User & Property Preferences

  • Personal Preference: Tailor your individual view by hiding or dragging columns. Your preferences save automatically for future sessions.

  • Property Defaults: System Admins can configure standard default layouts across all property users to streamline operational reporting. To maximize audit efficiency, group the columns into the below logical blocks:

    • Reservation Identification & Status (Cols 1–2): Confirmation Number | Current Reservation Status

    • Guest Profile & Legal Identification (Cols 3–6): Guest Name | First Name | Last Name | ID card type

    • Guest Contact & Address Profile (Cols 7–10): Address | Phone | Primary Email | Secondary Email

    • Stay Itinerary & Stay Duration (Cols 11–13): Check In Date | Check Out Date | Total Stay

    • Operational Remarks & Notes (Col 14): Remarks

Report Toolbar & Quick Actions

Use the top-right toolbar icons on the report page to manage and export your data view:

Icon

Action / Feature

Description
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Knowledge Article

Opens the knowledge base article to learn how to interpret this report.
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Saved Views

Saves your column filtering, sorting, and highlight preferences so you can easily reload your custom view later without reconfiguring the report.
Image 9-29-26 at 12.39 PM.png

Filter

Opens filter controls to isolate specific data within a column based on your selected criteria.
Image 9-29-26 at 12.40 PM.png

Highlight

Highlights column values in a designated color based on selected conditions.
Image 9-29-26 at 12.42 PM.png

Export

Exports and downloads the report in various formats (Excel, PDF, CSV) for offline analysis or printing.
Image 9-29-26 at 12.43 PM.png

Configure

Opens column selection controls to toggle visibility, reorder columns, or hide rows with all zeros.
Image 9-29-26 at 12.44 PM.png

Additional Configuration

Provides advanced report configuration and display formatting options to customize data presentation.
Advanced Controls

  • Exporting & Authority Filings: Download in Excel or PDF format to transmit daily foreign guest manifests directly to police or municipal government databases.

  • Filtering: Filter data by ID card type = Blank or Address = Blank to generate front desk remediation lists prior to night audit.

  • Highlighting (Conditional Formatting): Apply custom rules to automatically highlight incomplete address fields, missing ID card entries, or long-stay foreign guests.

Within 🛎️ Front Desk & Guest Services & ⭐ Guest Insights & Relations:

  • Guest Remarks – Profile-level audit log displaying permanent guest notes and extended-stay attributes.

  • In House List – Real-time guest register detailing active room occupants, rate plans, and vehicle registration data.

  • Guest Opt In Preferences – Compliance audit report tracking guest marketing consent and communication choices.

  • Do Not Rent Report – Security governance report tracking blacklisted guest profiles and restriction codes.

Cross-Pillar Deep Dives:

  • 🧳 Arrivals & Departures: Cross-reference expected foreign check-ins with Arrivals List and Booked Reservations to ensure international ID details are collected upon arrival.

  • ⚖️ Compliance & Legal: Archive exported international guest logs to satisfy statutory record retention periods required by local law.