A secure document vault for concierge teams and their members
Keep passports, licenses, cards and travel documents in a secure document vault for concierge teams. Scan them from a phone, track every expiry date, control access by permission and see each view in an audit log.
- Passport, Eleanor AldineValid to March 2027
- Passport, Léa MoreauRenew before December
- Global Entry, Julian KesslerValid to 2029
Access log
- Camille Roux viewed Eleanor Aldine’s passport, 9:14 am
- Passport scanned from Camille’s iPhone, yesterday
Member documents deserve better than an email attachment
Concierge teams handle some of the most sensitive documents a person owns. Passport scans arrive by text, card details get read out over the phone, and copies end up in inboxes, shared drives and camera rolls with no record of who opened them.
Members hand you these documents because they trust you. Keeping that trust means knowing where each document is, who can see it and when it runs out, well before an expired passport ruins a trip to Gstaad.
How a document moves through the vault
- 1
Scan it from a phone
A concierge photographs Mr. Kessler’s new passport with their phone. MyRolodex picks up the expiry date and document number and files the scan to his profile.
- 2
Set who can see it
Permissions decide which team members can open the passport. His assistant Maria can be given access through the member app if Mr. Kessler wants her to have it.
- 3
Use it when booking
When the travel desk books a flight, they open the passport from the request instead of asking for it again. The view is recorded with their name and the time.
- 4
Get warned before it expires
As the expiry date approaches, or before a trip it would affect, the vault flags it so your team can arrange a renewal in good time.
What the secure vault includes
- Encryption for every document
- Passports, licenses, payment cards, visas and travel documents are encrypted in storage and in transit, never left as attachments in an inbox.
- Scanning from your phone
- Capture a document with a phone camera and it’s filed to the right member, with key dates picked up automatically.
- Expiry tracking
- Every document’s expiry date is tracked and checked against upcoming travel, so renewals happen months ahead rather than the week before.
- Permission-based access
- Decide by role and by member who can open which documents. A new hire doesn’t need every member’s card details on day one.
- A full audit log in your secure document vault
- Every view, download and change is recorded with a name and time, so you can answer a member who asks who has seen their passport.
- Documents in the member app
- Members can carry their own passports and cards in your branded app, shared from the vault only where you allow it.
Works well with
- Member profilesPreferences, family, loyalty programs and documents in one shared profile.Learn more about member profiles
- Member app and portalA white-labeled app where members see plans, confirmations and documents.Learn more about member app and portal
- Intelligent insightsSuggestions on what each member needs next, approved by your team.Learn more about intelligent insights
Secure vault: common questions
Anything else, write to hello@myrolodexcrm.com.
How are documents in the vault protected?
Documents are encrypted when stored and when sent. Access is limited by permission, so team members only see what their role allows, and every view is recorded. Documents never sit as loose attachments in someone’s inbox or camera roll.
Can we see who has looked at a member’s passport?
Yes. The audit log records every view, download and change, with the team member’s name and the time. If a member asks who has accessed their documents, a manager can answer in a few seconds rather than guessing.
Does the vault remind us when documents expire?
Yes. Expiry dates are tracked for every document, and the vault flags upcoming expiries, especially when they fall before a booked trip. These warnings also appear as intelligent insights, so they show up where your team already looks each day.
Can members upload their own documents?
Yes. Members can add a passport or license from the member app, and it goes straight into the vault on their profile. That saves sending scans by text or email, which is less secure for everyone involved.
What types of documents can we store?
Passports, visas, driver’s licenses, payment cards, loyalty cards, membership cards, travel insurance and similar documents. Anything your team needs to book on a member’s behalf can live in the vault with an expiry date and access rules.
Your members expect you to remember. Now your whole team can.
Or write to hello@myrolodexcrm.com