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Roomrise
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Guests & partners

Know who a guest is before they reach the desk

Hotel CRM in Roomrise: every guest has one profile that gathers every stay. Documents are scanned by OCR and stored privately, a guest registration form is ready to export at the end of the day, and bookings from sales agents and travel agents are credited to the right person.

Screens shown in English for readability. The Roomrise workspace itself is in Vietnamese today.

Guests13 guests in total
GuestBookings
  • Trần Thu HàWalk-inVietnamNew guest1
  • Đặng Quốc BảoOTAVietnamLoyal guest112
  • Bùi Thanh MaiOTAVietnamLoyal guest117
  • Hoàng Gia HuyOTAVietnamLoyal guest132
  • Ngô Tuấn KiệtOTAAustraliaLoyal guest119
ID documentsOCR scan
ID card, front

Confirm OCR data

  • Full name
  • ID number
  • Date of birth
  • Gender
  • Nationality
  • Issue date

What it does

  • A guest profile that gathers every stay

    Name, contact, nationality, documents, notes and number of bookings. Every guest is automatically placed in a group based on their booking history: new, returning, loyal, potential VIP, or at risk of churning.

  • Document scan, staff confirm it

    Photograph an ID card, passport or visa and the system reads the fields for you. Staff confirm each field before it is saved.

  • Documents stored privately

    Photos sit in a non-public store, the extracted data is encrypted at rest, and only authorized staff can open them, through a link that expires.

  • Daily guest registration

    Checked-in guests are grouped into a form by check-in date, missing fields are flagged, and you export it as PDF or Excel to file.

  • Selling partners

    Sales agents and travel agents each have their own profile and commission rate. Bookings they send carry their name, and balances are calculated from those exact bookings.

A profile that grows with every stay

Every confirmed booking adds to that exact guest's profile. The guest group changes on its own based on booking history, with no one tagging it by hand.

Default thresholds: returning from 2 bookings; loyal from 5 bookings or 15 nights, with a stay in the last 90 days.

Illustrative photo of guest Hoàng Gia Huy

Hoàng Gia Huy

VietnamVietnameseSource: OTA

0 stays

No bookings yet
  1. Stay 1
  2. Stay 2
  3. Stay 3
  4. Stay 4
  5. Stay 5
New guestReturningLoyal

Demo data: a guest of the demo property, the booking count illustrates the default grouping thresholds.

Take a document once, use it until the end of the day

From a document photo to a registration form is a straight line. Roomrise prepares and exports the form; filing it with the local police is still done by the property.

  1. 01OCR scan

    ID card, passport, visa. The system reads the fields for you.

  2. 02Confirm the OCR data

    Staff check each field before it is saved.

  3. 03Guest profile

    Documents attach to the guest and the booking, so the next shift never has to ask again.

  4. 04Guest registration

    A form by check-in date is ready at the end of the day, exported as PDF or Excel.

ID documentsOCR scan
ID card, front

Confirm OCR data

  • Full name
  • ID number
  • Date of birth
  • Gender
  • Nationality
  • Issue date
Guest profile · documents attached to the guest and the booking
Guest registrationManage temporary residence forms for the local police
  1. Draft
  2. Ready
  3. Exported
  4. Submitted
DateGuestsStatusValidation
14/09/20267 guestsDraftNot validated
13/09/20264 guestsDraftNot validated
12/09/20265 guestsDraftNot validated
Export PDFExport Excel
The guest is added to the registration form for their check-in date

From an ID document to a guest profile

Staff upload an ID photo, the PMS pre-fills the form for checking, then staff confirm the check-in. After each booking, the guest profile groups itself by booking count. Choose a story, then a step below to stop on it.

Scan the ID at check-in: PMS pre-fills the form, staff check it, then confirm

Illustrated with demo data. The cursor is only a drawing; the steps below are clickable.

One task at a time, with nothing new to learn

Pick a capability to see the exact screen behind it.

Source, number of stays, guest group

A guest list with source, property, country and number of bookings. Open one guest to see their previous stays.

Number of stays
The number that turns a contact list into a profile: how many times this guest has come back.
Guest groups
New and loyal guests are kept apart, so the front desk knows whose name to remember.
Country with flag
The same way the product shows its country column, not a symbol invented for the site.
Guests13 guests in total
GuestBookings
  • Trần Thu HàWalk-inVietnamNew guest1
  • Đặng Quốc BảoOTAVietnamLoyal guest112
  • Bùi Thanh MaiOTAVietnamLoyal guest117
  • Hoàng Gia HuyOTAVietnamLoyal guest132
  • Ngô Tuấn KiệtOTAAustraliaLoyal guest119
A close-up of two hands on a stone front desk counter: a staff member handing an empty ID card holder back to a guest.

Handed straight back

Documents are taken once and handed straight back, with the information already in the profile so the next shift never has to ask again.

Step by step

  1. 01

    A booking arrives, the guest gets a profile.

    Returning guests are recognized by email or phone number.

  2. 02

    Check-in, scan the documents.

    The system reads the fields for you, staff confirm each one.

  3. 03

    At the end of the day, generate the registration form.

    Check for missing fields, export as PDF or Excel.

  4. 04

    The property files the form.

    Mark it Filed so the next shift knows that day is done.

What Roomrise doesn't do yet

Stated right on the capability page, not buried in an internal document.

  • Roomrise prepares and exports the guest registration form. Filing it with the local police system is done by the property.

  • Confirmed documents are not deleted automatically. Rejected documents have their extracted data automatically deleted after 30 days.

Many property types, one way to run them

Six common setups, from a small hotel to a multi-property operator. Each one turns on the parts it needs and leaves the rest alone.

The lobby of an eighteen-room hotel in the late morning, guests checking in at the desk in the background.
The owner of a small hotel standing at the front desk, reading the arrivals list on a tablet.Hotel ownerHoi An

Small hotel · 18 rooms

Seven in the morning: eleven rooms check out at once while the tour bus is already parked outside.

Night-by-night calendarSales channelsReports
The courtyard of a small homestay in the morning, white sheets on the line, the host walking past with a tray.
A homestay owner sitting on a sunlit balcony step, working on a laptop.Homestay ownerDa Lat

Homestay · 6 units

All six units are full on weekends and one is left on weekdays. The rate has to change night by night.

One booking listDaily rates
The open kitchen of a serviced apartment, a housekeeper wiping the counter, sunlight from the balcony door on the right.
A serviced apartment manager standing in a bright living room, checking a phone.Operations managerHo Chi Minh City

Serviced apartments · 24 units

Monthly stays sit next to one-night stays. Housekeeping needs to know which units get a deep clean and which a quick turn.

Daily operationsHousekeeping
A small operations office in the daytime, three people doing three different jobs around one shared table: one on the phone, one typing, one reading papers; floor plans and printed photos of the properties on the wall.
A multi-property operator sitting in front of two screens in a back office.Portfolio operatorNha Trang

Multi-property · 3 properties

Three properties, three people on shift. On Friday night the owner needs one total, not three separate sheets.

Portfolio reportsAccess by property
Three staff members of a small hotel standing at the front desk, looking at a tablet together.
The manager of an independent hotel leaning over the desk, ticking off the arrivals list with a pen.Hotel managerInternational

Small hotel · 12 rooms

On festival night the whole street raises its prices, and your rate sheet still shows last month.

AI PricingAutomation
The corridor of a nine-room boutique hotel, a housekeeper pushing a linen cart away from the camera, sunlight cut into strips on the stone floor.
A property manager walking along a sunlit corridor, carrying a stack of freshly folded towels.Property managerInternational

Boutique hotel · 9 rooms

A booking question arrives at midnight, and the person who can answer it is asleep.

AI ReplyHousekeepingOTA payouts

Clear answers before you start

The questions we hear most, including what Roomrise doesn't do yet.

What does Roomrise's hotel CRM include?
Every guest has one profile that gathers every stay: name, contact, nationality, documents, notes and number of bookings. Guests are placed in a group from their booking history: new, returning, loyal, potential VIP or at risk of churning.
Does Roomrise prepare the guest registration (temporary residence declaration)?
Roomrise prepares and exports the guest registration form by check-in date, flags missing fields, and you export it as PDF or Excel. Filing it with the local police system is done by the property.
How are scanned ID documents stored?
Photos sit in a non-public store, the extracted data is encrypted at rest, and only authorized staff can open them, through a link that expires. Staff confirm each field before it is saved.

See Roomrise run on your property.

20 minutes with a person from our team. Tell us how you operate today, and we open the matching screens.

Book a demoSee the AI at work