Hotels & Resorts

Form C and Police Intimation, Handled From the Booking

Every foreign national staying at your property brings a filing obligation with a 24-hour clock on it. StayHub prepares that paperwork from the booking you already have, records who filed it and when, and keeps the result as evidence rather than as a memory.

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Form C and police intimation records prepared from guest bookings with filing evidence

Highlights

Filled From the Booking
Print & Bulk Export
Editable Per Property
Locked Once Filed

Challenges

Why Statutory Filing Goes Wrong

What the compliance module covers, from auto-filled forms to locked filing records

Where the Process Usually Breaks

The obligation is clear. The operational reality at a busy property is not:

Passport details are copied by hand into a form, twice, under time pressure
The 24-hour window is noticed after it has started, not before
Police wording differs by state and sometimes by station, so a template does not fit
Nobody records which filings were made, by whom, or with what acknowledgement
A filed record gets edited later, which destroys its value as evidence
When a question is asked months on, the answer depends on someone remembering

What an Auditable Process Gives You

The point of doing this properly is not tidiness. It is being able to demonstrate what happened:

The form is prepared from data the property already holds
A filing carries the person, the time and the acknowledgement number
Records are locked once filed, so they remain evidence
Bulk export exists for the portal upload rather than retyping
Templates match the wording your local station actually expects
A question about a guest from last season is answered from the system

StayHub prepares Form C for the Foreigners Regional Registration Office and the local police arrival intimation directly from the booking, so the passport and stay details are not re-keyed under time pressure at the desk.

One thing worth stating plainly, because some software implies otherwise: the FRRO provides no integration route, so no product can genuinely submit on your behalf. StayHub prepares the filing, produces what the portal expects, and records the outcome. Anything claiming automatic submission is worth questioning.

Want to see it on your own data?

We run walkthroughs against a real scenario, not a canned slide deck. Contact Xcodefix Global to arrange one.

Overview

How Compliance Works in StayHub

Prepared

Statutory fields are filled from the guest’s booking and passport record, so the form starts complete rather than blank.

Produced

The form prints, and the bulk-upload file exports in the shape the portal expects, which removes the retyping that causes most errors.

Recorded

Who filed it, when, and the acknowledgement number are stored against the stay, and the record locks so it stays evidence.

What it covers

What the Compliance Module Covers

Form C Preparation

Statutory fields for foreign nationals are filled from the booking and guest record, ready to check rather than ready to type.

Police Arrival Intimation

Local intimation is produced from the same data, with templates that can be edited per property because the expected wording genuinely varies.

Print and Bulk Export

Print the form for a counter copy, and export the bulk-upload file for the portal instead of re-entering guests one at a time.

Filing Evidence

Each filing records the person, the timestamp and the acknowledgement number, so the fact of filing is demonstrable later.

Locked Records

Once filed, a record locks. Evidence that can be quietly edited afterwards is not evidence, and treating it that way protects the property.

Per-Property Templates

Every template is editable for the property it belongs to, which is what makes this workable across states and individual stations.

In practice

Where This Matters Most

Properties With Regular Foreign Arrivals

In hill-station, coastal and heritage markets the filing obligation recurs weekly, which makes a manual process a standing risk rather than an occasional chore.

Properties That Have Been Asked to Prove It

Once a property has been asked what it filed and when, the value of a locked, timestamped record stops being abstract.

Groups With Several Stations to Satisfy

Where properties sit under different police jurisdictions, per-property templates are the difference between workable and unusable.

Process

How Compliance Is Configured

Plan your project

1
Confirm What Your Station Expects
We start from the wording and format your local station actually asks for, because that varies more than the regulation suggests.
2
Set Up the Templates
Form C and the intimation template are configured for the property, and remain editable as local expectations change.
3
Connect Guest Data
The statutory fields are mapped to the booking and guest record so forms are prepared rather than typed.
4
Run a Live Arrival
We walk through a real foreign arrival end to end, including the print, the export and the locked record.
5
Review the Evidence Trail
We check that a filing from a week earlier can be produced on demand, which is the only test that actually matters.

Why choose it

Why Properties Trust This Part to Us

Filled From Real Data

The form is built from the booking the property already holds, which removes the transcription step where most errors enter.

Records That Stay Evidence

Filed entries lock. That is a deliberate constraint, and it is the difference between a record and a note.

Editable Where It Has to Be

Police wording varies by state and station. Templates are per property rather than fixed, because a rigid template is unusable in practice.

Built by a Compliance Firm

Xcodefix Global’s main business is healthcare IT, security and regulatory compliance. This module reflects how we treat evidence elsewhere.

Made for the 24-Hour Window

The work is prepared at the point of arrival rather than gathered afterwards, which is what makes the window achievable on a busy day.

Answerable Months Later

A question about a guest from last season is answered from the record, not from whoever happened to be on duty.

Coverage

Statutory Filing Support for Properties Across India

Particularly relevant to resorts and hotels in hill-station, coastal and heritage markets, where foreign arrivals make Form C and police intimation a routine weekly obligation rather than an occasional one.

Bengaluru, Karnataka
Coorg & Chikmagalur
Goa
Ooty & The Nilgiris
Kochi, Kerala

Get Started

Make the Filing Provable

The exposure in statutory filing is rarely the form itself. It is being unable to show what was filed, by whom, and when.

We will walk through a real arrival end to end: preparing the form, producing the export, and what the locked record looks like afterwards.

Contact Xcodefix Global to arrange a demonstration.

Reply within 1 business day
Same-day response for security incidents
Your enquiry goes to an engineer, not a sales queue

Prefer email? info@xcodefixglobal.com

Frequently asked questions

Common Questions About Form C and Police Intimation

Talk to the specialist who would scope the work — not a call-centre script.

Ask us directly

Does StayHub submit Form C to the FRRO automatically?

No. The FRRO portal offers no integration route, so no software can genuinely submit on your behalf. Xcodefix Global prepares the form from the booking, produces the print and bulk-upload output, and records the filing and acknowledgement. Treat any claim of automatic submission with caution.

Where does the form data come from?

From the booking and guest record the property already holds, so passport and stay details are not re-keyed at the desk under time pressure.

Can police intimation wording be changed for our station?

Yes, and it usually needs to be. Templates are editable per property because the expected wording varies by state and sometimes between stations.

Can a filed record be edited afterwards?

No. Filed records lock deliberately. A record that can be changed later does not serve as evidence, which is the entire reason for keeping it.

What is recorded about each filing?

Who filed it, when, and the acknowledgement number, stored against the stay so the filing can be evidenced long after the guest has left.

Does it handle bulk upload?

Yes. The bulk-upload file exports in the shape the portal expects, rather than requiring guests to be entered one at a time.

Does this apply to every guest?

The statutory obligation applies to foreign nationals. The module is built around that requirement and prepares filings for those arrivals.

Can we see how a filing actually works?

Yes. Contact our team and we will walk through a real arrival from booking to locked record.

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