The Czech police integration automatically generates reports that contain the guest details required by the Czech police—they're sent to whichever email address you specify when you create the integration and are generated in the format required to upload them to the foreign police's online portal (so all you need to do is upload it).
Before you set up this integration, you'll need to register with the Czech foreign police—they provide you with your property code and short property code (which you need to connect to the integration) and give you access to the online portal where you upload the reports. Learn more about what the Czech police require from you.
Step 1: Set up the integration
Reports are created per property account in Commander. If you're required by local authorities to create reports per address (rather than one report for your entire enterprise), you should: a) create a Czech police integration for each address, and b) select all of the space categories located at that address when you set up the integration.
- Go to Main menu > Marketplace.
- In the Legal environment section, click
See moreunder Czech police integration.
- Fill in your property’s information. Use the Space categories field to choose which space categories will be included in the report—this is useful if you're required to create reports per address; simply select all of the space categories located at one address. If you don't specify space categories, the report will include all of your space categories. In the Recipient emails field, enter the email address you want the export to be sent to. This should be someone at your property who will upload the export to the Czech police's online portal. If you want the police report to be sent at a specific time each day, enter the amount of time past midnight to send the report in the Daily report execution time field. For example, setting Daily report execution time to 10 minutes will send the report, each day, at 00:10.
We recommend that you generate the report in the morning, so there's plenty of time for you to correct any errors.
Step 2: Verify your customer profiles
The information in the reports is pulled from your customer profiles, so you need to make sure all the required information is filled in for all of your guests. You'll receive an email every day that reminds you to check that your customer profiles are complete for the day before (so you have a whole day to make sure everything is filled in before you need to upload the report).
- Go to Main menu > Profiles > Customer profiles report.
- In the Start and End fields, enter yesterday's date.
- For example, if yesterday's date was the 25th of January, select 25/1/2019 at 12:00 AM for the Start and 26/1/2019 at 12:00 AM for the End.
- Complete any profiles with fields marked
- Every person that is part of a reservation (including the reservation owner) needs to be added as a companion to ensure that your reporting is accurate.
- Once you have completed all fields required by the Czech police, the report will be listed as 100% complete.
- The integration will automatically generate the report and send it to the email address chosen when you connected with the integration.
Step 3: Upload the report
You have a two-day window before you have to upload to the Czech police's online portal. For example, a report containing guest info for the 1st of January will be sent to you on the 3rd of January for upload.
- Download the report (you'll receive it in an email, sent to the email address you entered in the To field when you connected to the integration).
- If you don't receive the email, and it isn't in your junk folder, contact support.
- Upload it to the Czech police's online portal.
- Check the report statement issued by the Czech police in the portal.
- If it's positive, you don't need to do anything else.
- If it's negative, you need to complete the missing information and immediately upload the report again. Remember, the report is generated with information from two days ago, so make sure you select the right date range when you check your customer profiles for missing information.
Using the integration
The integration reports information that is required by the Czech police—if you don't make sure your customer profiles are 100% complete, your report may be rejected. To avoid this, and to save yourself the trouble of retrospectively chasing down guest details, make sure receptionists know exactly what information they need to collect at check-in. The required fields are:
- First name
- Last name
- Birth date
- Identity document information
- Travel visa number (if the guest is from a country that requires a visa)
These fields don't apply to Czech guests (who don't need to be reported to the police).