Guest register · RD 933/2021
The guest register, without spelling anything out letter by letter
The guest points their phone at their ID, the fields fill themselves in and the front desk validates. Out of that comes the file for whichever authority applies to you, with the 24-hour deadline tracked.
- All 13 fields of RD 933/2021, including the document support number
- File for SES.HOSPEDAJES or for the Mossos d’Esquadra
- A counter of registrations with the deadline about to expire
Scan document
Line the document up inside the frame
- SurnameBAREA MARTÍNEZ
- First nameJAN
- Document no.·······4R
- NationalityES
- Date of birth14 / 03 / 1988
The problem is not the rule. It is the typing.
Thirteen fields per person, dictated across the desk with a queue behind and a passport nobody can read. Then somebody has to check the file, fix the transcription errors and upload it before the deadline. Multiplied by every arrival in the year.
The clock starts earlier than you think
The 24 hours run from the booking, not from check-in. When the register is filled in as the guest arrives, many are born late already.
You find the errors as you upload
A support number copied wrong or a date in the wrong format brings down the whole file, and you find out while you are uploading it.
And the ID photos end up anywhere
In the front desk inbox, in a WhatsApp thread, in a shared folder. The rule requires you to keep the data, not the image of the document.
How it works
Three steps, and none of them is typing
The same flow serves the guest who does it from home and the one who arrives without having done it.
The guest gets a link
It travels in the booking confirmation email. They open the portal on their phone, with nothing to install and no password.
They point at the document
A guide frame squares up the ID card or passport. The front gives surnames, first name, nationality, date of birth and number; the back gives the address. The image is deleted as soon as the fields are extracted.
The front desk validates and downloads
The desk screen flags anything a guest completes. You pick the date range and download the file, ready to upload to the official platform.
What it includes
Everything the procedure needs
And what the property needs around the procedure, which is where single-purpose tools fall short.
Document reading
ID card, passport or residence permit, read from a photo taken on the guest’s own phone. The fields are normalised before they are stored.
The deadline, tracked
The front desk sees how many registrations are pending and which ones are closest to running out of time.
Attached to the booking
It is not a loose form: the data lands on the stay record, next to the room, the payment and the invoice.
Without granting more access than needed
The front desk can complete registrations without seeing rates, invoicing or user management. Permissions work section by section.
By hand versus with Hostelum
A 25-room property with two people per stay moves in the order of 8,000 registrations a year.
| The way it is usually done | With Hostelum | |
|---|---|---|
| Who enters the data | The front desk, dictated across the counter | The guest, from their phone, before arriving |
| When it happens | On arrival, with the clock already running | From the moment the booking is confirmed |
| Document number | Typed while reading the ID upside down | Read from the photo and normalised |
| Transcription errors | They surface when the file is uploaded | Avoided at source; the format is validated first |
| Deadline control | Whoever is on shift remembering | A counter of registrations about to expire, on the desk screen |
| Document images | Photos in an inbox or a folder | Deleted once the fields are extracted |
| Where the data ends up | In a form separate from the PMS | On the booking record, with the rest of the stay |
| Cost | One more tool, with its own per-registration fee | Included in the PMS, with no cost per registration |
Depending on where your property is
Not everywhere in Spain sends to the same place or in the same format, and software that only handles one of them falls short.
Catalonia
A file for the Mossos d’Esquadra guest register, with its own format and its own establishment code.
The rest of Spain
XML for SES.HOSPEDAJES, the Interior Ministry platform that replaced Hospederías and WebPol.
Configured per property
Region, official codes and address are stored per property, so a group with hotels in several regions works without workarounds.
Price
No cost per registration
This is not sold separately and not charged per document: it is included in the Essential plan, the same one that brings the PMS, the booking engine and the channel manager.
No setup fee and no lock-in. And no extra supplier to call when something goes wrong.
See plansFrequently asked questions
What exactly is Spain’s guest register?
It is the communication of each guest’s details to the authorities, compulsory for hotels, guesthouses, pensions, holiday apartments and similar accommodation. It is governed by Royal Decree 933/2021, and the Interior Ministry has required it electronically through SES.HOSPEDAJES since December 2024.
How quickly does it have to be sent?
The rule speaks of immediate communication and, in any case, within a maximum of 24 hours. The clock starts at whichever comes first between the booking, the signing of the contract and the start of the service — not at check-in.
Does Hostelum submit it automatically?
No. We produce the file ready to upload and we track the deadline, but you do the uploading to the official platform. There is no API integration with SES.HOSPEDAJES or with the Mossos today, and we would rather say so up front.
Do you keep the photos of the ID documents?
No. The image is used to extract the fields and then deleted. What stays in the database is the register data, which is what the rule requires you to keep — not the picture of the document.
How long is the data kept?
Three years from the end of the service, which is the period set by the regulation. After that it is purged. The security screen in the panel lets you check that the retention is genuinely being applied.
My property is in Catalonia. Does it work the same?
Yes, and that is precisely where many tools fail. You set the region and the establishment code, and Hostelum produces the file in the Mossos d’Esquadra register format instead of the SES.HOSPEDAJES XML.
What if the guest does not do the online check-in?
Nothing breaks: the front desk completes the register at the counter as always, still with the option of scanning the document rather than typing. You can also produce a QR code so the guest does it there and then from their own phone.
Does it work for holiday apartments with no front desk?
That is where it shows most. The guest completes the register from their phone before arriving and you validate it from wherever you are, without anybody having to wait at a door for anybody.
What does it cost?
It is included in the Essential plan, together with the PMS, the booking engine and the channel manager. We do not charge per registration or per document read.
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