Police verification of residents
Print each resident's tenant verification form with their details and photo filled in. Record when it went to the police and what they said, and see who is pending. Choose per hostel whether it is followed up after check-in or needed before it.
PLANSScale only
The problem it solves
- The police visit and ask for the verification of every paying guest, and half the forms were never submitted.
- Forms are filled in by hand from photocopies of ID cards, with mistakes.
- Nobody remembers which residents were verified and which were rejected.
- New residents move in and the form is forgotten for months.
How it works
- On the hostel, Rules tab, Stay group, set Police Verification: Not used, Track after check-in, or Submitted before check-in. PGs and other outside hostels start on Track after check-in, school and college hostels on Not used.
- In the stay's Agreement tab, the desk fills in the Tenant Details and Addresses: date of birth, guardian's name, occupation, permanent and previous address.
- In the Police Verification tab, click Print Form. The form has the tenant's details, ID number, emergency contact and photo, and the hostel's and operator's details.
- Take the form to the police station. Type the Police Station and the Police Reference (the acknowledgement number), then click Submitted.
- When the police reply, click Verified or Rejected. Verified also verifies the Police Verification document of the stay. After a rejection, the form can be submitted again.
- With tracking, a resident still pending after the set days gives the desk a to-do. The Police Verification Pending filter lists everyone left.
Everything it does
The form
- Tenant / Paying Guest Verification Form, addressed to the Station House Officer
- Tenant: name, father's or guardian's name, date of birth, gender, phone and email, occupation or employer or college. Also ID proof number, permanent and previous address, emergency contact
- The photo from the resident's Photo document
- Accommodation: hostel and address, room and bed, staying from, operator (owner) and address
- Declaration with signature lines for the tenant and the operator
- Printed as a PDF from the stay
Status
- Not Needed, To Submit, Submitted, Verified or Rejected
- Submit By: with tracking, the check-in date plus Submit Within days (7 to start with)
- Submitted needs the police reference first; the date submitted is kept
- Verified on and a note; a rejection posts the note in the stay's history
- Every change is kept in the stay's history
Before or after check-in
- Track after check-in: the resident checks in and the verification becomes To Submit, due in the set days
- Submitted before check-in: check-in stops until the verification is submitted or verified. The Police Verification document (such as the acknowledgement copy) must also be attached and verified
- A hostel manager can check in anyway with a reason, which is recorded
- A daily job gives the desk (or the manager) one to-do per resident overdue, cleared when it is submitted
Privacy
- Date of birth and addresses are seen by the front desk and managers only
- The Police Verification document line is asked only where the hostel uses police verification
Who uses it
Owner / AdministratorChooses for each hostel whether police verification is used and when.
Front Desk / AccountsFills in the tenant details, prints the form, records the reference and the police reply.
Hostel ManagerFollows the pending list and checks in anyway when needed, with a reason.
ResidentGives the details and documents the form needs and signs it.
Where you use it
- Web: the stay's Agreement and Police Verification tabs; Hostel > Residents > Stays with the Police Verification Pending filter; the hostel's Rules tab
- Not built: sending the form to the police online; it is printed and taken to the police station
- Not in the apps: the form and status are on the web
What you control
Settings
- Police Verification: per hostel; Track after check-in for PG, working and private student hostels; Not used for school and college hostels
- Submit Within (days): 7, with tracking
Approvals
- No approval chain: checking in before the verification is submitted takes a manager's Check In Anyway with a reason
Notifications
- Police verification overdue: a to-do for the hostel's first front desk user, or else its first manager, once per resident
Questions
Can the form be sent to the police online?
No. The form is printed and taken to the police station, and you record the acknowledgement number. Online submission is not built.Can residents move in before the police reply?
Yes, with Track after check-in. With Submitted before check-in, they move in once the form is submitted and its acknowledgement is attached and verified. The police reply can come later.How do we know who is still pending?
Use the Police Verification Pending filter on Hostel > Residents > Stays. With tracking, the desk also gets a to-do for each resident past the submit-by date.Does a school hostel need this?
No. School and college hostels start with Not used. You can switch it on for a hostel if your police ask for it.Where does the photo on the form come from?
From the resident's Photo document on the stay. Collect it at booking or check-in with the other documents.Related features
AGREEMENTS AND POLICE VERIFICATIONRental agreements from templatesWrite your agreement once as a template. The desk makes each resident's agreement as a PDF in one click, with the name, bed, rent, deposit, notice and dates filled in. The PDF is kept on the stay, and check-in waits for the signed copy.RESIDENT CATEGORIES, POLICIES, DOCUMENTSResident documents and verificationEach stay lists the documents your hostel asks for, such as ID proof and a photo. The desk or the resident adds them, the desk verifies them, and a changed document must be verified again.STAYSCheck-in with checklist, documents and guardianA resident checks in only when the checklist is done, the documents are verified and a guardian is on record where one is needed. A manager can let them in anyway, and the reason stays on the stay.PRIVACY, AUDIT, PLATFORMChange log, masked ID numbers and document removalEvery stay, hostel, card and bill keeps its own history of who changed what and when. ID numbers and scans are seen in full only by the front desk and managers; wardens see the last four characters. Set a number of days and ID documents are removed by themselves after check-out.ROLESWho sees which hostel and which stayEach member of staff sees only the hostels where they are named as manager, warden or front desk. Residents and guardians see only their own stay, and the owner sees every hostel of the Entity.
See it with your own blocks and classes.
Tell us how many hostels and students you have. We will show you an allotment, a leave request approved by a parent and a night roll call, set up the way your hostel works.