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We created a new report in compliance with the new requirement in Qatar. The Qatar Police Report is a legal report designed to comply with the new requirement in Qatar, which demands hotels to submit a report containing information about the main guests and other guests, along with their identification details. This article will guide you through the process of creating and generating the Qatar Police Report using our hotel management system.

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Prerequisites

Before you proceed with generating the report, ensure the following:
  1. You have access to the hotel management system with appropriate permissions.
  2. The hotel instance must be located in Qatar (country = Qatar) to access this report.
  3. The report can be generated for both past and current audit dates, but it cannot be run for future dates.
  4. Only checked-in and checked-out reservations will be included in the report. Expected, canceled, and no show reservations will be filtered out.

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Step-by-Step Guide

  1. Accessing the Report
    1. Navigate to the “Reports” section and select “Legal Reports.”
    2. Click on “Qatar Police Report” from the available report options.
  2. Setting Report Parameters
    • You will see the “Qatar Police Report” parameters section.
    • Choose the date range for the report by selecting the “From date” and “To date” using the date picker.
    • Both “From date” and “To date” fields are mandatory, and the selected date range should not exceed 30 days. If you attempt to choose a period beyond 30 days, an error message will be displayed: “Maximum Date Range Exceeded: Please select a date range of 30 days or less to run the report.”
    • After selecting the date range, choose the desired file types for download (XLS, XLSX, ODS, PDF). You can select one or more file types as per your preference.
  3. Generating the Report
    • Once you have set the parameters and selected the file types, click on the “Generate Report” button to initiate the report generation process.
  4. Reviewing the Report Output
    • Once the report is generated, you will find the following details in the report output:
      • Instance Name: The name of the hotel.
      • User Name: Your username, indicating the user who generated the report.
      • Generation Date and Time: The date and time when the report was generated.
    • The main section of the report will display the results table with the following columns:
      • ID: The Guest ID number.
      • ID Number: Represents the main guest’s identification number. It will be the passport number if available, followed by the national ID number. If both are empty, the Driver’s License number from Guest data will be displayed.
      • Room Number: For checked-in reservations, it will show the current night’s room number, and for checked-out reservations, it will show the last night’s room number.
      • Name: The name of the reservation’s main guest.
      • ID Number-2: Represents the identification number of other guests, separated by commas (”,”) in case of multiple reservations with the same guest.
      • Name-2: The names of other guests, separated by commas (”,”) and sorted in the same order as their respective ID Number-2 values.
      • Arrival: The reservation’s arrival date.
      • Departure: The reservation’s departure date.
      • Identity Document Type: The document type of the main guest, which can be Passport, Identity Card, Driver’s License, or Other.
      • Nationality: The nationality of the main guest.
      • Guest Country of Residence: The country for the reservation.

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Report Permissions

To ensure that only authorized personnel can access and generate the Qatar Police Report, a new set of permissions has been created. The report permissions have been granted to the following groups:
  • Front Office Manager
  • Shift Leader
These groups have the necessary rights to access and generate the report based on their roles within the hotel management system.