SES Hospedajes guest registration without retyping documents
Since 2 December 2024, tourist accommodation and car hire companies without a driver in Spain must report traveller data to the SES.Hospedajes platform (Real Decreto 933/2021). This feature is an extension of the booking system built as a custom implementation and quoted individually — it is not part of the standard packages.
What problem this feature solves
The owner of an apartment or a car hire business retypes passport details of every guest into the form at sede.mir.gob.es — at every check-in, within a 24-hour deadline, under the sanctions regime of Ley Orgánica 4/2015 (minor infringements 100–600 EUR, serious ones 601–30,000 EUR).
How it works
- Before arrival the guest receives a link to an online check-in form and enters the required data themselves: full name, identity document, nationality, date of birth and contact details (document data for guests aged 14 and over).
- The system validates completeness and format before the data goes into the report, so gaps surface before arrival rather than at check-in.
- The traveller report (parte de viajeros) is prepared and submitted through the SES.Hospedajes web service — this requires registering the landlord and the property on the platform beforehand and obtaining access credentials.
- The panel keeps a log of submitted reports for the required 3 years, and personal data is processed in line with the GDPR.
Benefits for the business
- No more retyping document data into the official form.
- Lower risk of missing the 24-hour reporting deadline.
- A single log of submitted reports in case of an inspection.
- A legal obligation becomes a process that runs in the background of the booking.
Benefits for the end customer
- Guests fill in their details comfortably on their phone before arrival, in their own language.
- On-site check-in is faster, with no scanning or dictating documents.
- Data is transferred through a secure form, not by email or a passport photo on WhatsApp.
- Clear information about why the data is collected and how long it is kept.
Example use cases
- A holiday apartment in Tenerife sends guests the online check-in link together with arrival instructions.
- A car hire company registers its renters with SES.Hospedajes based on the booking form data.
- A manager of several villas sees in the panel which stays already have complete data and which need a reminder.
Which sectors it's for
See what the booking management panel looks like
This feature works best as part of the admin panel: with bookings, CRM, payment status, calendar, notes and lead sources in one place.
See the panel demo for apartments, transfers, tours and clinicsFAQ
Is SES Hospedajes guest registration included in the package price?+
No. It is an extension of the booking system built as a custom implementation and quoted individually, depending on the property type, the number of properties and how the business works. It is not part of the standard packages.
Who is required to report data to SES.Hospedajes?+
Tourist accommodation — hotels, guesthouses, campsites and short-term rentals of the vivienda vacacional type, including those run by private individuals — as well as car hire companies without a driver. Check the details and current requirements on the official site sede.mir.gob.es.
Does the automation require anything from me as an owner?+
Yes. Before the web service can be used, the landlord and the property must be registered on the SES.Hospedajes platform and access credentials obtained. I help you through that process as part of the implementation.
System features for businesses in the Canary Islands
This feature works just as well on any island, but its use varies with the local market and seasonality — see examples for specific locations.
Related articles
See how this works in practice on the WebsiteOK blog.
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Read articleWant your SES Hospedajes reports to submit themselves?
I will prepare an individual quote for extending your booking system with guest online check-in and automatic report submission to SES.Hospedajes.
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