Digital guest register for hotels: what to record and how to keep it inspection-ready
Last reviewed 23 September 2026
A guest register is the record every hotel, guesthouse and homestay in India keeps of who stayed, when, and with what ID. Local police can ask to see it during an inspection. A digital register fills itself from each check-in, is complete and legible, and can be searched or downloaded for an inspection in seconds.
What a guest register usually records
- Guest name, and the names of anyone staying with them
- Arrival and departure date and time
- Room number
- The ID the guest showed
- Where they came from and where they are going next
- Purpose of visit and, where asked, vehicle number
The exact fields and format are set locally, so check what your state or local police station expects.
Why paper registers cause problems
- Entries get skipped or half-filled on busy nights
- Handwriting is hard to read during an inspection
- Registers get lost, damaged, or filled with photocopies of guests’ ID cards that you then have to protect
How Kiauth OVSE keeps the register for you
Every check-in — Aadhaar QR, Aadhaar ZIP file, Aadhaar app, another ID, or a foreign passport — adds a register entry automatically, including people staying with the main guest. Each row shows how the guest was identified: Aadhaar methods verified with UIDAI’s digital signature are marked verified, and other IDs are marked recorded.
You can search the register, filter by date, and download it as a PDF for an inspection or as a CSV for your own records.
Keeping guest data safe
The register stores only what it needs. The full Aadhaar number is never stored — only the last four digits UIDAI puts in the reference. Each property’s register is separated from every other property at the database level, and all data is stored in India.