ID Cards

Guests upload a photo of their government-issued ID directly in WhatsApp — no forms, no separate portal. You can then share the collected IDs with your venue security team or hotel reception ahead of check-in. This is useful for destination weddings, banquet venues with security check-in requirements, and any event where you need to verify guest identity in advance.

​

How it works

You send guests a WhatsApp message asking them to reply with a photo of their ID. The guest takes a photo of their Aadhaar card, passport, driver’s licence, or any other valid government document and sends it in the chat. The upload is stored against their guest profile in Weddingkart, and AI reads the card for the holder’s name, ID number, and date of birth. Your team can then export all collected IDs via Google Sheets and share the sheet with venue security or hotel reception staff.

​

What guests can send

• Photos sent in the chat, or images sent as a WhatsApp document.
• PDFs, including a downloaded e-Aadhaar. A PDF with several pages can hold more than one ID — for example a Voter ID followed by a Driving Licence. Each document is saved as its own ID card.
• Masked Aadhaar numbers (such as XXXX XXXX 2085) are accepted as normal.

​

What the AI reads

From each ID the AI tries to read the holder’s name, ID number, document type, date of birth (or just the year of birth when the card only prints a year), address, gender, father’s name, and issue and expiry dates. If a field isn’t printed or can’t be read, it’s left blank. The AI never guesses a day or month of birth from a year alone. The document types it recognises are: Aadhaar card, PAN card, Passport, Driving Licence, Voter ID, Ration card, and Visa. Anything else is saved as Unknown.

​

What happens when a guest sends an ID

1. The guest gets an automatic WhatsApp reply confirming the ID was received. When both sides of the card are on file, the default reply is: “Thanks GUEST_NAME — we’ve received both sides of your ID. It’s on file and will be used for a smooth check-in.”
2. Your team members get a notification saying the guest has sent an ID card, with a link to the ID details.
3. The ID appears on the ID Cards screen.

Guests are never told that their ID is wrong, blurry, or missing a side. Any problems show up for your team in the app, not for the guest.

​

Request ID cards

​

View collected IDs

​

Reading the ID Cards screen

• Live appears once at least 20% of your guests have sent an ID. Before that it shows Not Live.
• Received counts ID files, not guests — a guest who sent a front and a back counts more than once.
• Pending is the number of guests who got an ID request announcement but haven’t sent any ID yet.
• Bad lists IDs that may need a second look: the document type wasn’t recognised, the ID number is missing, an Aadhaar number doesn’t have all 12 digits, or the name looks cut short (only one word was read). If nothing is flagged you’ll see “No bad ID cards” and “All received ID cards look valid.”
• In the ID list, the ID number is masked so only the last 4 characters show. If the name on the card is different from the guest who sent it, you’ll see “Sent by” with the sender’s name.
• In View All, filter by Front, Back, Front + Back, or Combined by AI. Search needs at least 2 characters.

The Google Sheet’s ID Cards tab has one row per ID with: WhatsApp sender name, phone numbers, document link, file ID, ID card type, name as per ID card, ID card number, address as per ID card, gender, expiry date, upload time, and the guest’s groups.

​

Front and back

Each ID card is tagged Front, Back, or Front + Back, based on what the AI could read on it. If a guest sends the front and back as two separate photos, the AI recognises them as a pair and stitches them into a single PDF, marked Combined by AI. Tap any card to check exactly what the guest sent. How pairing works:

• The two photos must come from the same guest and arrive within 10 minutes of each other.
• They must be opposite sides (never two fronts), and not two different document types — an Aadhaar front won’t be paired with a PAN back.
• If the two sides show a different name or ID number, they’re never combined. This stops one guest’s front being stitched to a relative’s back.
• Passports, PAN cards, single photos showing both sides, and multi-page PDFs are treated as Front + Back straight away — nothing to pair.
• If only one side arrives, it stays on file and shows Back not received or Front not received. The guest is not asked for the missing side — ask them yourself in Two-Way Chat if you need it.
• If a guest sends two fronts close together, neither is combined automatically.

​

Upload an ID on a guest’s behalf

Got an ID by email or at the desk? Open the guest from your guest list and use Upload in the ID Cards section. The file is read the same way as one sent on WhatsApp — the details appear a few seconds later.

• Accepted files: PDF, JPG, JPEG, PNG, WEBP, up to 25 MB.
• While it’s being read you’ll see “Reading the document… Ns”. Large files can take up to a minute.
• The guest does not get a WhatsApp confirmation for files you upload.
• The AI decides the real document type. If you upload a travel ticket in the ID Cards section, it’s saved as a travel ticket.

If you see:

• “Unsupported file type. Upload a PDF, JPG, PNG or WEBP.” — pick a file in one of those formats.
• “File is too large. Maximum size is 25 MB.” — compress the file or take a smaller photo.
• “The uploaded file is empty.” or “Could not read that file. Try selecting it again.” — select the file again.
• “Still processing. Refresh in a moment to see if it arrived.” — the upload probably went through. Refresh before uploading again, or you may end up with a duplicate.

​

Check who has the right documents

Tap ID Requirements & Status on the ID Cards screen to track not just whether guests sent an ID, but whether it’s the right one. The screen has two tabs: Status and Settings.

• Settings — turn on Enable ID requirements and create requirement profiles, for example “Domestic” accepting Aadhaar or “Foreign” requiring a passport plus a visa. Mark one profile as the Default, or turn on Accept any document if any ID will do. Guests can still send any ID — nothing is auto-rejected.
• Status — see each guest’s status (Complete, Partial, Wrong type, Missing, Needs review) and filter by it. Tap Request to message all guests with a given status asking for the correct document. Guests you can’t reach right now are skipped automatically.

​

Setting up profiles

For each profile you choose:

• Profile name — for example Domestic or Foreign.
• Accepted documents — any one of these counts. Options: Aadhaar, PAN card, Passport, Driving Licence, Voter ID, Ration card, Visa.
• Also required — documents needed on top, for example a Visa for foreign guests.
• Accept any document — “Any ID on file counts as complete.” You can’t combine this with a list of accepted documents.

Save your profiles before using Set as default — otherwise you’ll see “Save first, then set as default.” If you see “Pick at least one accepted document (or turn on “accept any”)”, tick a document type or turn on Accept any document. “Give the profile a name” means the name field is empty.

​

How each status is worked out

Only the latest version of each ID counts. Unrecognised documents count as “Other”.

• Complete — the guest has an accepted document, plus everything under Also required. With Accept any document, any ID counts.
• Partial — they have an accepted document but are still missing something from Also required.
• Wrong type — they sent a recognised ID, but not one the profile accepts (for example a PAN card when Aadhaar is needed).
• Missing — nothing on file yet.
• Needs review — they only sent documents the AI couldn’t identify. Tap the ID to check it yourself.

The IDs complete percentage at the top counts Complete (and Collected) guests out of all guests. When requirements are off, the tab shows “ID requirements are off. Showing which guests have sent any ID.”

​

Sending a Request

Request is available for Missing, Partial, Wrong type, and Needs review — either per guest, or in bulk with Request (N) after you pick one of those statuses in Filter by status. The bulk button is hidden while a search is active. The default message is: “Hi GUEST_NAME! For a smooth check-in, the event team needs your NEEDED_DOCS. Could you please share a clear photo here? Thank you!” NEEDED_DOCS is filled with what that guest still needs, like “Aadhaar or Passport”. You can write your own under Request message (optional) in Settings. A guest is skipped when:

• they were already asked in the last 6 hours;
• they’re already Complete;
• WhatsApp won’t deliver the message — usually because the guest hasn’t messaged you in the last 24 hours. Use an ID Collection announcement for these guests instead.

After sending you’ll see “Requested from N guest(s) · N skipped”. A bulk request covers up to 200 guests at a time. If you see:

• “Guest count changed since you confirmed — please review and retry” — statuses changed while you were confirming. Check the list and tap Request again.
• “WhatsApp is not configured for this wedding” — connect WhatsApp for the wedding first.
• “Pick a status (e.g. Missing) before requesting in bulk.” — choose a status in the filter.

​

Send reminders

The quickest way to remind everyone who hasn’t sent an ID: send your ID collection announcement and, when you choose who receives it, pick the auto-created ID Cards: Not Sent group. You don’t create or maintain this group yourself — it’s always in the announcement group picker, next to ID Cards: Sent and the RSVP groups.

• ID Cards: Not Sent holds every guest who hasn’t sent any ID yet, including guests you never asked. The moment a guest sends an ID, they leave the group automatically.
• ID Cards: Sent holds everyone who has sent at least one ID.
• This is wider than Pending on the ID Cards screen, which only counts guests who were sent an ID request and haven’t replied. If you only want to chase guests you’ve already asked, use Pending (below).

To follow up only with guests you’ve already asked, tap Pending on the ID Cards screen to see who you’ve asked but haven’t heard from, then send the ID collection announcement to just those guests. Check the list before you send, so guests who already sent an ID aren’t disturbed. To ask for a different document, use Request under ID Requirements & Status instead. If a guest uploads the wrong document, they can send a replacement at any time and their profile will update. The earlier file stays on file too. When the new ID is the same document for the same person, it replaces the older copy in the status count.

​

Privacy and security

• Every team member can open the ID Cards and ID Requirements & Status screens and view the ID files, including View Only members. Only Admins and Members can request IDs, upload or fix an ID, or change ID settings. See Team Collaboration.
• Guests never see other guests’ IDs.
• In the app’s ID list the ID number is masked to the last 4 characters. The Google Sheet export has the full ID number and address, so share it only with people who need it.
• To read the document, each ID is processed by AI.
• There’s no option in the app to delete a single ID card.

​

Best practices

• Request ID cards at least 1–2 weeks before the wedding to avoid last-minute submissions.
• Share the Google Sheet with your hotel reception or venue security team in advance, so they have time to process the IDs before check-in.
• Regularly sync the Google Sheet to ensure it reflects the latest uploads.
• Ask guests to send both sides one after the other, so they’re combined automatically.
• Check the Bad list before sharing the sheet with your venue.

​

Common questions

​

Related pages