Scan Guest ID During Reservation Creation (Cloud) 🎥
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In VM Cloud, you can create reservations from two different areas: Add Res (Add Reservation form) and BookRes (Booking screen). The ID scan process works the same in both, with only minor differences in where the Scan ID button appears. Scanning a guest’s ID directly into the PMS speeds up data entry, reduces typing errors, and helps keep guest profiles consistent. With one scan, the system can auto-populate fields such as name and address.
Path: Front Office > Reservations > Add Res or BookRes
Prerequisites
A compatible ID scanner must be connected and configured with your PMS. Your scanner may look different than the device shown in screenshots, but the process is identical.
Instructions
1. Locate the Scan ID button:
- In Add Res: open the Add Reservation screen and click Scan ID in the guest info section.
- In BookRes: open the booking form and click Scan ID near the guest details area.
2. Activate the scanner:
- Press the scan button on top of the device.
- Slowly slide the ID card top-to-bottom or bottom-to-top at an even pace.
By default, the scanner light is not continuous. If you prefer it to be always on, see Configure or Re-Configure ID Scanner.
Image: VM ID Scanner in use*Visual Matrix no longer sells this scanner model. Your property’s ID scanner may look different, but the process in VM Cloud is the same.
3. Wait for confirmation:
- A beep indicates the scan was successful.
- If you don’t hear the beep, try again or check the ID Scanner Tips article.
4. Review the Guest Profiler pop-up:
- If the guest already exists in the database, their name appears. Double-click to select.
- If not, click + Add New to create a new guest profile.
If the guest is already in the database but with different information (for example, a new address), the system will ask if you want to update the existing profile with the scanned details.
5. Verify auto-filled fields:
- Guest name, address, and other details appear in the reservation form.
- Make corrections if any data scanned incorrectly.
Still Need Help With This Topic?
Ask Yourself:
- Did you press the scan button and slide the ID at a steady pace?
- Did the Guest Profiler window appear after scanning?
- Was the guest already in the database, or did you need to "Add New"?
- Did the scan populate all expected fields?
Support May Ask You:
- Which scanner model are you using?
- Was the scanner previously configured in VM Cloud?
- Did you hear the beep when scanning?
- Can you provide a screenshot of the Guest Profiler window?
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