How to manage guest registration with SES.HOSPEDAJES
Guest registration works best when it is part of the booking process rather than improvised at the door. The owner or manager needs to know which details are missing, who checks the information and how successful reporting is confirmed.
Old instructions to print two copies per traveller and take them to a police station are not a suitable guide to organising the current system. Use the SES.HOSPEDAJES instructions and the provisions of Royal Decree 933/2021 that apply to your activity.
Before accepting bookings
- Identify the person responsible for the activity and complete the administrative preparations.
- Check access to the system and the roles of those who will use it.
- If a provider is involved, confirm what they do, which data they need and how they report rejected submissions.
- Prepare guest messages and an alternative for anyone who has difficulties.
- Define where supporting records are kept and who may access them.
During the booking process
Record the accommodation and transaction details consistently with the booking channel. Do not wait until arrival to organise reporting that may be required earlier. Consult the specific deadlines and reportable events in the guide to registration obligations.
Check changes, cancellations and duplicates. A confirmed booking on a channel does not prove that your registration system contains all the correct information.
Before and during arrival
Explain simply which information is needed and why. Distinguish the person who booked from the travellers staying at the property; do not assume that the payer’s details satisfy the entire obligation.
Arrange the applicable identity verification and signatures. Apply the specific rules for minors. Do not request a full photograph of an identity card or passport merely for convenience: the AEPD stresses data minimisation. If you automate the process, check that the provider does not collect unnecessary information.
After submitting
Check the outcome, not just whether someone clicked “send”. Track pending bookings, accepted reports and errors. If information needs correcting, use the prescribed procedure and keep a record of what was done.
| Check | Responsible person | Status |
|---|---|---|
| Details and changes reviewed | Assigned person | Pending / complete |
| Applicable identification and signatures | Assigned person | Pending / complete |
| Submission and system response | Assigned person | Accepted / error |
| Issues resolved | Assigned person | Closed / follow-up |
Retention and access
Retention periods and obligations must reflect the classification of the activity. Do not apply an old two-year rule or keep everything indefinitely. Restrict permissions, avoid sending documents through personal channels and agree with the provider what happens when the service ends.
A smooth check-in combines access to the accommodation, guest information and the documentation process. Delegating it requires a clear division of responsibilities as well as technology.
