Guest registration: check-in and SES.HOSPEDAJES

Guest registration is a separate obligation from handing over keys. The operator collects and submits the required data; guests provide the necessary information and identification. Royal Decree 933/2021 sets out this framework.

The registration procedure is not always well understood. This article explains the process and the points to consider.

Steps for registering guests with the authorities

Organise three tasks: collect the information, submit it through the competent procedure and retain records where required. Travellers do not access the establishment’s account themselves.

Completing guest registration forms

Use the applicable system and form. People over fourteen must sign their forms; information for children under fourteen is supplied by the accompanying adult. Do not treat the old requirement for A5 paper forms as a general current instruction.

The submission links information about the establishment and the traveller. Use the current system’s procedure and fields:

• Establishment details.
• Traveller details.

Establishment details identify where the guest will stay. Traveller details relate to the guest, such as their identity document and signature.

Submitting information through SES.HOSPEDAJES

SES.HOSPEDAJES is the Interior Ministry’s system for managing these submissions. The operator or representative must correctly configure the establishment, permissions and users; verify the procedure applicable to your area.

Reports concerning a reservation, its formalisation or cancellation, and the start of the service must be made immediately and no later than 24 hours after each event, in accordance with Article 6. Check submission confirmations and errors.

Creating and retaining registers

The framework provides for electronic records and retention for three years after the service ends, with a specific exception concerning record-keeping and retention for non-professional accommodation. Check how your activity is classified: this exception does not remove the reporting obligation.

Breaches and penalties

The consequences of non-compliance depend on the conduct and its legal classification. Article 8 of Royal Decree 933/2021 refers to the public-security penalty framework; avoid treating every error as the same offence.

If an issue occurs, retain evidence, correct information through the appropriate procedure and seek advice if you receive an official request. There is no single penalty applying to every registration error.

Holiday accommodation management

Guest registration can be detailed, time-consuming work, making specialist holiday accommodation management support valuable.

Alehost specialises in managing holiday accommodation and offers clients a range of services:

• We create online listings for properties.

• Coordination of registration and guest support should be defined in the contracted service, with appropriate responsibilities and access permissions. Delegating tasks does not automatically remove the operator’s legal obligations.

• We also manage accounts on different booking websites to support practical, efficient communication between guests and owners.
• We offer a 24-hour check-in service for continuous arrival support.

• We handle guest communication and daily pricing adjustments, seeking competitive prices for guests and improved returns for owners.

• Our services can also include property maintenance, cleaning, guest assessment and replenishment of items used during stays.

Contact us today.

 

Verifying identity does not mean keeping an ID copy

Request only necessary data and protect access to it. The Spanish Data Protection Agency (AEPD) warns that guest registration duties do not authorise routinely requesting a full copy of an identity document. Also review how any external tool processes personal data.

Sources: Royal Decree 933/2021, SES.HOSPEDAJES guidance and the AEPD’s position on identity-document copies.