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Guest Management System for Fidelio PMS

Guest Management System in Hospitality Guest Management System (GMS) is a basic component for hotels front office business which significantly speeds up working procedures during guests check-in. At the same time it reduces human typing errors which ensures higher accuracy of database. Guest Management System modular structure consists of the following solutions: ●●

GuestBook - solution for hotels and resorts that stores guest personal details


ID Reader - solution for scanning and reading personal documents


PMS Interface - between ID Reader and Opera hotel software


Passport scanners - Fujitsu FI-65f scanner or passport camera

GMS enables service personalization and increases hotels security level since employees can check guest face image from any computer in the system (front office, security office, etc.) As a result of faster working process and higher security, hotel increase their level of customer service which reflects directly on the guests satisfaction.

Guest Management System is becoming a standard tool in the hospitality industry for most of the leading hotels and resorts worldwide.

Benefits of GMS ●●

Faster check in


Reduces human typing errors


Speeds up business procedures


Reduces costs and increases profits


Improves the quality of business by personalization of service


Increases security level by saving document image in database


Table of Contents

GMS Workflow




ID Reader


Documents Database List


Micros Fidelio PMS Interface


Passport Scanner


Passport Camera


Installation Package


About Adria Scan


Adria Scan Contact Details



Scanning, reading and automatic storing guest details togather with images into the Hotels PMS and GuestBook (via quick pop-up).


Fidelio PMS & Front End

Passport Scanner Keyboard

Web interface module – designed to easily send guest details to authorities.



Hotels Security Department

Compay Server

GuestBook provides all necessary tools that hotel staff need to perform their everyday tasks as checking guests in and out, assigning rooms, reporting guests to authorities etc.

Tool which increases hotel security level by providing all the necessary details to the security manager.

Customer Relations Management

GuestBook Network

Mobile security

Management Offices

Back Office Reports and powerful statistics module provide full insight in guests arrivals, departures as well as „in-house” guests.

Security staff can easily access guest details from any part of the hotel by using various mobile devices (PDA, PADs,etc.).

Other Facilities


Hotel Facilities Outdoor Pool

Guest Relations Focus module enables the personalization of services at any indoor or outdoor hotel facility.

Wellness or Gym

Hotels Park


GuestBook GuestBook is a turn-key solution specifically designed for recording and archiving guest details in hotels and resorts. GuestBook speeds up your business, increases efficiency of the hotel staff, improves security standards and takes hospitality service to a higher level. This client – server based application allows you to work at the front or back office while the database is safely stored on the company server. A basic version of the software is used for scanning documents at reception, sending data to hotel software and storing it in the GuestBook database. It is used by hotels where it is only necessary to store document images. Advanced version of the software provide hotel staff with all the necessary tools required to perform their daily tasks. These include checking guests in and out, assigning rooms, adding personal notes etc. Additional modules like reports, statistics and room management contain important information for hotel managers also.

Basic Module Scanning and reading personal documents • Storing all personal details automatically into database Guest archive • Complete hotel guests archive • Powerful search engine Guest profiles • List of all visits with check-in and check-out dates • All document images used during check-in


Advanced Module Front End • Quick pop up that enables adding additional guest information (room number, check out date, mobile number) and images (visa, business card, etc.) List of guests • Arrivals, In-House, Departures Web export for sending guest details to authorities Room management • Provides a hotel layout with face image of each guest by their room numbers Focus • Component that enables hotel staff to check guest identity from any computer in hotel network Reports • Check-in report • Single guest report • Arrivals list • In-House guest report • Custom reports Statistics • Arrivals in time period • Top nationalities • Gender distribution


ID Reader for Fidelio ID Reader is a software solution that enables automatic transfer of textual data from personal and travel documents into Fidelio PMS within a few seconds. After scanning the document, ID Reader automatically recognizes the document type and extracts all the textual data from the scanned image. When the process finishes, all textual data together with images will be sent to the Fidelio PMS. ID Reader does not store any data, it only serves to transfer data from documents into Fidelio PMS. ID Reader is based on image processing and OCR (Optical Character Recognition) technology. •

Reads all passports made according to the international ICAO 9303 standard (all European and most of the world’s passports) and ID cards from all over the world

Database includes over 2000 document templates from around the world

Database is constantly updated with new document versions

Supports special characters (Š, Č, Ć, Đ, Ž, Ñ,Ü,Ö, etc.)

The software uses small, high quality scanners which are specially designed for scanning arge number of documents in a short amount of time. Scanners represent an ideal solution for receptions and similar ‘front desk business’ which require client registration. Working with large number of personal documents requires additional data protection. Although ID Reader does not contain a database, it contains protection mechanisms such as converting images to 150 DPI, converting images to grayscale and textual watermark on the image of the entire document with the hotel name. ID Reader improves your business in many ways! In hotels where personal documents are photocopied at check-in (to speed up the procedure), ID Reader saves money (no more daily expenses on paper and ink) and time (typing personal data into the PMS after guest leaves reception).

Face image in Fidelio PMS enables personalization of service and takes hospitality to a higher level. At the same time, it increases the security level since the employees can check guest identity from any computer in the hotel (reception, wellness, swimming pool, etc.).


ID Reader documents database list 15.07.2014.


All ICAO 9303 standard passports (most of the world) Europe Isle of Man DL Albania DL, ID Israel DL, ID* Andorra DL Italy DL, ID Austria DL, ID Latvia DL Belgium DL, ID Liechtenstein ID BIH DL, ID Lithuania DL, ID ID Bulgaria DL, ID Luxembourg DL, ID Croatia DL, ID Macedonia DL Cyprus ID Czech Republic DL, ID Malta ID Monte Negro DL, ID Denmark DL Norway DL, ID Estonia DL, ID Poland DL, ID Finland DL, ID Portugal DL, ID France ID Romania DL, ID Germany DL, ID Serbia ID* Guernsey DL Slovakia DL, ID Greece DL Slovenia ID Holland DL, ID Spain DL, ID Hungary DL, ID Sweden DL, ID Ireland DL, ID Switzerland DL, ID Island DL Turkey DL, ID United Kingdom DL

Identification cards of the world

North America USA (All states) DL Canada (All states) DL

South America Antigua ID Argentina ID Aruba DL Bahamas DL Barbados DL, ID Belize DL Bermuda DL Bolivia ID Brasil ID Chile ID, DL Columbia ID Costa Rica ID Curacao DL Dominican Republic ID Ecuador ID El Salvador DL, ID Guatemala DL, ID Haiti ID Honduras ID Mexico DL Nicaragua DL, ID Panama DL, ID Peru DL, ID Puerto Rico DL, ID Turks and Caicos DL Venezuela DL Virgin Islands DL



Kenya ID Namibia ID South Africa DL, ID Ivory Coast ID, DL Morocco ID Nigeria ID Zambia ID


Australia (All states) DL New Zeland DL

Azerbaijan ID Bahrain DL, ID Brunei ID China WP Hong Kong ID India DL*, ID* Indonesia DL, ID* Iraq ID Kuwait ID Macau ID Malaysia DL Moldova ID, DL Oman ID Philippines ID* Qatar DL, ID Saudi Arabia DL, ID* Singapore DL, ID, WP Thailand DL, ID UAE DL, ID, RP

Legend: ID = Identification Card DL = Driver Licenses WP = Working Permit Note : Many countries have ID and DL in one document * Limited version

Other cards: USA Green Cards, USA Army Cards, USA Social Security Cards, NY Police Department, USA Pilot Cards, SIA Cards, KeyPass Cards, UK Student Cards, European Health Cards, Spain Police Cards, OCB Cards, Various Membership Cards, many Library Cards etc.


Micros Fidelio PMS Interface General Information ●● Supporting Fidelio 7 and 8 versions ●● No need to purchase extra license from local Micros Fidelio distributor ●● Interface is based on ID Reader add-on solution - Plug’n’Scan ●● Plug’n’Scan is a software solution which takes all textual details and inserts them into appropriate fields on the screen by using mouse and keyboard functions.

Settings Details ●● Images can be stored locally or on a network disk • To store images locally, it is necessary to create a folder on the computer hard drive

• To store images on the server, it is necesary to create mapped hard drive (in this case, all the working stations in the hotel will be able to see the guest image)

●● Create a document group for storing guest images in the Fidelio settings ●● Choose which images will be stored into database (Plug’n’Scan settings) • Document image • Face image • Both images • No images

Scanning Details ●● Start scanning by pressing the desired keyboard shortcut • ALT + S to trigger scanning with document images • ALT + Q to scan the document without saving the images on the hard drive ●● After the scanning and reading process, Plug’n’Scan will insert all the textual details into appropriate fields on the screen located at: • “Profile” tab • “More Fields” tab – “Add / Edit Personal Document” window ●● In the same process, software will: • Save document images on the hard drive

• Open “Linked Documents” tab and write the path of the images which are previously stored on the hard drive

●● After saving the guest profile, face image will be visible in the Fidelio “Profiles” main window ●● If “Profile” fields already contain textual details, they will be overwritten with the scanned data


Fidelio Suite 8



Fujitsu fi-65F Fujitsu fi-65F scanner accelerates business where it is most needed. The ultra compact scanner can scan documents such as passports, ID cards, visas or any other documents up to A6 format. The scanner is connected to the computer via USB 2.0 port, with an external power supply. Documents at sizes up to 105 x 148 mm can be scanned in color (24-bit), grayscale (8-bit) and black & white (1-bit). Due to its small size and high-speed scanning, Fujitsu fi-65F is an ideal solution for scanning large quantities of documents at receptions and other front desk businesses.

Dimensions: Height:

40 mm


145 mm


234 mm


900 g



A6 format flatbed scanner


USB 2.0 (Universal Serial Bus)

Image sensor:

CMOS CIS (Contact Image Sensor)

Max. resolution:

600 DPI

Scanning modes:

Simplex, Color / Greyscale / Mono

Scanning area:

A6 (105 x 148 mm)

Scan speed (ID Card):

2 seconds in grayscale mode 3 seconds in color scan

Paper thickness:


Power consumption:

AC adapter 8W or less USB bus powered 5W or less

Power source:

AC 100 to 240 V, +10% / -10%

Cable length:

150 cm

Environmental compliance


Supported operating systems:

Windows XP , Windows 7, Windows 8


Passport Camera Passport Camera incorporates the latest cutting-edge technologies for reading personal documents. It is one of the most advanced document reading devices supporting passports, ID cards, driving licenses, biometric documents and document authentication. New generation of devices uses 3.2 Megapixel camera for recording high quality personal document images. The camera does not contain any moving parts and it is powered via USB.

Innovative device represents an ideal tool which takes your business to a higher level.




140 mm

• Fast data entry


173 mm

• Visible, UV and IR images


190 mm

• Authentication (optional)

Specifications: Resolution:

400 DPI


USB 2.0

Power source:


Device weight:

670 g (without RFID)

Camera type:

CMOS 3.2 Megapixel, color


30 bit RGB

Light source:

Standard light (Visible) Ultra Violet (UV) / Infrared (IR) light

Scanning speed:

1 second for color image, IR image and UV image

Supported documents:

ICAO / NON ICAO documents

Supported operating systems:

Windows XP, Windows 7, Windows 8


Installation Package Includes ●● Software - GuestBook ●● Software - ID Reader ●● Software - OCR software license ●● Software - Plug’n’Scan - keyboard emulation interface ●● Hardware - Fujitsu FI-65F passport scanner or passport camera ●● User and installation manuals ●● 24 hours on-line support

Installation Procedure ●● Administrator privileges are required for the installation process ●● Internet connection is needed for the license activation ●● Standard installation takes about 15 minutes ●● Testing is usually done in 10 minutes

Recommended Configuration ●● XP, WIN 7 (32-bit and 64-bit supported) and WIN 8 (32-bit and 64-bit supported) ●● Pentium 2.0GHz or more ●● 512MB FREE RAM ●● 100MB free disk space ●● 1 X USB port ●● SVGA monitor with true color and at least 1024 x 768 pixels


About Adria Scan Adria Scan is one of the fastest growing company in the field of Identity Management Solutions. Since our company was founded 2006 in Zagreb, Croatia, we have been constantly growing and becoming one of the most trusted providers for Identity Management Software Solutions and services worldwide. Currently our products are used in more than 45 countries around the world in:

• • • • • •

Security sector Airline industry Border control Financial industry Telecommunications Hospitality

Adria Scan is specialized in developing and implementing software solutions for identifying people, verifying identities and managing this information in various business fields. Our software solutions are based on the most innovative ideas and the latest technologies developed by a professional team of experts. Ensuring faster business processes, enhancing business quality and providing the highest security standard for the customers is our main focus. We have developed systems for some of the largest corporations and institutions in the world including Interpol, AirAsia, Qatar Airways, Jumeirah Group, Qatar foundation, Maersk, T-Mobile, Starwood, Four Seasons, etc. Our head office is located in Zagreb, Croatia with international branch offices in Doha, Qatar and Jakarta, Indonesia which are contributing to Adria Scan’s growth in Middle East and Far East regions respectively. Quality and reliability of our software solutions are recognized by leading security organizations worldwide whose expertise and experience combined with our ‘know how’ guarantees unique security solutions that provide a safer community. Accurately identifying, verifying and processing personal data with an objective to improve customer’s business processes is Adria Scan’s main goal. For any further information feel free to contact us.


Contact details: Adria Scan Head Office Address: RadniÄ?ka 9, Kerestinec 10431 Sv. Nedelja Zagreb, Croatia Contact: +385 1 3370 348

Adria Scan Qatar Address: Salwa Road PO Box: 201812 Doha, State of Qatar Contact: +974 333 86283

Adria Scan Indonesia Address: Komplek REDTOP Hotel Blok D-9 Jl.Pecenongan No.72 Post Code: 10120 Jakarta, Republic of Indonesia Contact: + 6221 3890 1188 E-mail: Sales: Support:


Guest Management System for Fidelio PMS  

GuestBook is a turn-key solution specifically designed for recording and archiving guest details in hotels and resorts.

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