Everything you need to know about guest registration in hotels and accommodations
Guest registration is a mandatory process for hotels, tourist flats and other accommodation in Spain. Not only does it allow you to keep track of the people staying with you, but it also complies with the safety regulations required by the authorities.
In this article, we will explain why it is important to register guests, what data should be collected, how to do it correctly and what digital options exist to facilitate this process.
Why is guest registration important in a hotel?
The registration of guests is not a simple administrative procedure, but a legal obligation in Spain. According to the current regulations, tourist accommodations are obliged to register each guest and communicate this data to the authorities.
Legal regulations in Spain and other countries
According to Order INT/1922/2003 of the Ministry of the Interior, all hotel establishments in Spain are obliged to:
- Register each guest in the traveller's report.
- Collect mandatory personal data, including name, ID and date of entry.
- Send this information to the National Police or Guardia Civil within 24 hours of arrival.
This registration is compulsory for hotels, tourist flats, campsites, hostels and any other type of tourist accommodation. Find all the detailed information at SES-Hosting
Regulations in other European countries
Guest registration is also mandatory in most EU countries, although with some differences in requirements and deadlines:
- France: Hotels must register all foreign guests and keep their data for six months. There is no obligation to send them to the authorities, except in specific cases.
- Italy: It is compulsory to register all guests and send the data to the local police within 24 hours. This is done through the portal "Alloggiati Web".
- Germany: Hotels and tourist accommodations are required to collect and store guest data for one year, but submission to the authorities is not mandatory in all cases.
- Portugal: Similar to Spain, accommodation must register each guest and send the data to the Servicio de Extranjería y Fronteras (SEF) within a maximum of 3 days.
In general, although regulations vary from country to country, most European states require guest registration in order to enforce security and immigration control.
Fines and penalties for failure to register guests
Failure to comply with this regulation in Spain can lead to fines of up to €30,000, depending on the seriousness of the infringement. In addition, in the event of inspections or audits, the establishment must be able to demonstrate that it has complied with this obligation.
In other European countries, penalties can also be high. In Italy, for example, fines can reach €5,000 for each unregistered guest, and in France, the authorities can temporarily close the establishment in case of repeated non-compliance.
Therefore, complying with guest registration not only avoids penalties, but also ensures the smooth running of the business and the safety of all involved.
What is the Passenger Entry Report and what is it for?
The travellers' entry form is a mandatory official document that records the identity details of each guest staying in a tourist establishment. Its main function is to ensure control and security, allowing the authorities to know who is staying in which accommodation in case of need.
This form must be signed by the guest and sent to the National Police or Guardia Civil no later than 24 hours after arrival.
Who is obliged to fill it in?
All tourist accommodations must complete this document, including:
- Hotels and hostels.
- Rural houses.
- Tourist flats.
- Campsites and hostels.
The registration requirements are similar for all types of accommodation, but there are differences in the way it is handled:
- Hotels: They usually have automated systems that register guests digitally and send the information directly.
- Small accommodations: It is common for them to use paper forms or simpler digital platforms to carry out the process manually.
Regardless of the method used, compliance with traveller registration is a mandatory requirement that should not be overlooked.
Differences between the entry report and other registration documents
Although the travellers' report is the official document required by the regulations, there are other forms that hotels can use for their own internal management:
- Travellers' entry form: Mandatory document sent to the authorities containing the guest's identity data.
- Hotel registration card: Internal document of the establishment that may include additional information such as customer preferences or payment details.
- Check-in register: Internal procedure of the hotel where details such as check-in and check-out date, room number and contracted services are recorded.
Information required in the travellers' report
The traveller's report must include a series of mandatory data that identify the guest. In the following we will explain in more detail which information is essential and why.
Personal information of the guest is compulsory:
By law, as already mentioned, it is absolutely mandatory to unambiguously and unmistakably identify the guest with this minimum information:
- Name and surname.
- ID card, passport or identity card number.
- Support number that comes on the Spanish DNI and NIE (only applicable for Spanish guests).
- Relationship to the main guest for all Spanish guests who are minors.
- Telephone or email contact.
- Address, postcode and municipality (only applicable for Spanish guests).
- Date of birth.
- Date of entry and exit
Arrival and departure date: importance for the control of the accommodation
The registration of check-in and check-out dates is an essential requirement:
- Control of the guest's stay: Ensures that the accommodation does not accommodate people beyond the permitted period.
- Police investigations: In case of crimes or incidents, it allows tracking the presence of a person at a specific place and time.
- Tax compliance: Ensures that the establishment correctly declares occupancy and corresponding taxes.
Nationality and origin of the guest: legal requirements
Registering the nationality and country of origin of the guest is essential because:
- Facilitates migration control: It allows the authorities to know the entry and exit of foreign nationals.
- Complies with international security agreements: Some countries require special monitoring of certain travellers.
- Helps to detect possible risk situations: such as the presence of persons with international alerts.
Guest signature: is it mandatory in all cases?
The guest is obliged to sign the travellers' report and the establishment must keep it for a minimum of three years.
Why is the signature a legal requirement?
- Verifies the authenticity of the data: The signature confirms that the guest has provided truthful information.
- Serves as legal proof: In case of an investigation or audit, the signed document has legal validity.
- Protects the accommodation: It avoids possible sanctions by proving that the establishment has complied with its registration obligation.
Complying with these requirements is not only mandatory by law, but also contributes to the safety of all guests and the establishment itself.
How to choose the right template for your accommodation?
Not all guest registration templates are the same. Depending on the type of accommodation, the volume of guests and your preferred working method (manual or digital), you will need a simpler or more advanced template.
Differences between basic and advanced templates
There are two main types of templates:
Basic:
- Designed for small accommodations that manually register their guests.
- Generally in paper or Excel format for printing.
- They must be sent manually to the authorities.
Advanced:
- They include digital forms that can be integrated with hotel management systems (PMS).
- They automate the submission of data to authorities in compliance with regulations.
- Improve efficiency and reduce manual errors in guest registration.
Differences between templates according to hosting type
Depending on the type of hosting, some templates may be more suitable than others:
Hotels and hostels:
- They require more detailed and automated records.
- They often use digital check-in software to speed up the process.
Rural houses and tourist flats:
- They can manage records more easily with basic paper or digital forms.
- Normally, owners manually submit the data to the authorities.
Campsites and hostels:
- Specific forms may be required for groups of travellers.
- Some regulations allow collective rather than individual registrations.
Mandatory fields in each template according to the regulations
Any guest registration template must include these mandatory fields to comply with the regulations:
- Personal data: Name, surname, telephone or email, date of birth, nationality.
- Identity document: DNI (+ support number), passport or residence card.
- Check-in and check-out date: To guarantee the control of the stay.
- Guest signature: Mandatory to validate registration.
- Sending to the authorities: Depending on the country, the information should be sent within 24-72 hours.
Failure to comply with any of these fields may result in fines and penalties for the accommodation.
Need to customise your template? Advanced options
If your establishment has specific needs, you can opt for a customised template that includes:
- Additional languages: For accommodation with international guests.
- Digital signature: To speed up check-in without the need for paper.
- Additional fields: Such as room preferences, emergency contact or payment method information.
- Integration with PMS for hotel management: To automate management and synchronise with digital check-in systems.
Tip: If you manage a high volume of guests, a customised digital template with electronic signature will improve efficiency and reduce manual errors.
Choosing the right template facilitates the guest registration process and ensures compliance with regulations. If your accommodation handles few guests, a basic paper template may be sufficient. However, if you are looking for efficiency, security and legal compliance, digital templates with PMS integration are the best option.
Digital alternatives for register management
If you want to avoid paper management and improve check-in efficiency, there are digital solutions that automate guest registration and facilitate both the checking of the correct information collected and the all-important sending of information to the authorities.
What are the best guest registration programmes?
Modern hotels need efficient tools to register their guests quickly and securely. Among the most prominent solutions on the market are:
- Lean Hotel System - PMS with integrated digital check-in, automation of traveller reports and synchronisation with authorities.
- POK - Point of Kiosk. Different ways to optimise entries and exits (Pre Check-in process, Virtual Check-in, Kiosk).
- Chekin - Solution focused on online check-in and document validation.
However, Lean Hotel System sets itself apart from the rest by offering a complete PMS that not only manages guest registration, but also optimises all hotel operations.
Hotel management software (PMS) with check-in function
Lean Hotel System is much more than just digital check-in software. It is an end-to-end solution that enables hotels to automate reservation management, centralise guest data and ensure regulatory compliance.
- Automated guest check-in: Digitises the check-in process and sends the data to the police in compliance with regulations.
- Integration with document readers: Automatically captures the guest's ID card or passport data without manual errors.
- Remote check-in: Allows customers to check-in before their arrival, reducing waiting times at reception (online pre-check-in).
- Digital signature of the travellers' report: Streamlines bureaucracy and guarantees the legal validity of the registration.
- Secure cloud storage: Complies with data protection regulations and prevents loss of documentation.
With Lean Hotel System, hotels improve operational efficiency and deliver a smoother and safer guest experience.
Benefits of web-based guest registration tools
Mobile apps are revolutionising the way hotels manage check-in. Lean Hotel System incorporates POK - Pre Check-in which allows guests to do part of the check-in from their smartphone prior to arrival.
Eliminate queues at reception: Customers can check in before they arrive, reducing waiting time.
Greater convenience and speed: Data is entered digitally, without the need for paperwork.
Guaranteed security: Information is securely stored and automatically forwarded to the authorities.
Contactless check-in: Ideal for improving the guest experience and increasing customer satisfaction.
With POK and Lean Hotel System, hotels can offer a modern and efficient experience, adapting to new industry trends.
With POK - Pre Check-in, the customer receives a web link where they can easily fill in their personal details prior to their arrival at the establishment. Upon arrival, they only need to scan the QR code obtained to complete the self check-in process and access their room keys without delay.
Integration of digital tools with other hotel platforms
One of the great benefits of the Lean Hotel System is its ability to integrate with other essential hotel management tools.
- Connection with Channel Managers: Synchronise bookings from Booking, Expedia and other OTAs in real time.
- Automation of submissions to the police: Complies with regulations without manual intervention.
- Integration with payment systems: Allows automated payments to be made during check-in.
- Synchronisation with Revenue Management tools: Optimise rates and occupancy intelligently.
Thanks to these integrations, Lean Hotel System becomes the digital control centre of the hotel, facilitating management and increasing the profitability of the business.