Check-in and guest registration
Online check-in and guest registration without entering the data by hand
The guest scans their document with their phone and the data fills in automatically. The front desk only has to review and validate it. From there, the system generates the file to send to the relevant authority.
- Every field required by Spanish RD 933/2021
- Automatic scanning of the document or of the passport’s machine-readable zone
- A counter of registrations that flags those whose 24-hour deadline is 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
Shorter waits at the front desk and fewer details to ask for
The customer already provided their details when they booked. Before arriving, they can complete the information needed for registration from their own phone. At the front desk, the team only has to review and validate the data.
Document scanning
Point the camera at the document and the fields fill in automatically
A guide frame helps the guest line up the document with their phone. The system automatically extracts the main details: surname, first name, nationality, date of birth and document number. The back gives the address. All the information is automatically normalised on the server, using standard formats and codes.
- Images are deleted once the data has been extracted: we keep no copies of documents
- For other documents, the system can read the passport’s machine-readable zone (MRZ)
- If automatic scanning is unavailable, check-in still works with manual keyboard entry
Scan document
Line the document up inside the frame
- SurnameBAREA MARTÍNEZ
- First nameJAN
- Document no.·······4R
- NationalityES
- Date of birth14 / 03 / 1988
From the guest’s phone
Before they arrive, or with a QR code at the desk
The link in the confirmation email leads to the guest portal, where they complete the registration for everyone staying in all of their rooms. And if they turn up without having done it, the front desk generates a QR code so they can do it right there.
- The desk QR code lets them view the booking and check in, but not cancel it, and it expires
- The front desk sees a notice as soon as the guest completes something, without reloading the screen
- Two timestamps: what the guest did and what the front desk validated
Guest registration files
The file your authority asks you for
You choose the date range and download the file ready to upload. In Catalonia, the text format for Mossos d’Esquadra. In the rest of Spain, the SES.HOSPEDAJES XML. Every report generated is logged.
- Configured per property: autonomous community, official codes and address
- The hotel identifier never comes from the request: only properties that are yours are accepted
Front desk
The day-to-day screen
Arrivals and departures
The numbers for the day, pending check-ins and check-outs and who is in house.
Assign from check-in
If the booking has no room number, you assign it on the same screen.
Digital signature
Signature from the property and from the guest, stored with the record.
Minors
A relationship field for under-fourteens, as the regulation requires.
Frequently asked questions
Do you store photos of ID documents?
No. The image is used to extract the fields and is deleted afterwards. What stays in the database is the registration data, which is what the regulation requires you to keep, not the image.
How long is the registration data kept?
Three years from the end of the stay, which is the period set by the regulation. The dashboard shows you the status of that retention inside the security screen.
What happens if the guest does not check in online?
Nothing breaks: the front desk completes the registration at the desk as always, with the option to scan the document anyway so nobody has to type.
Does it work for hostels and serviced apartments?
Yes. The obligation to report guests covers hotels, hostels, guesthouses, apartments and similar accommodation, and the module is built for all of them.
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