Guest Registration
It is Spanish law for all guests (including children) who stay in short term holiday rental properties to be registered with the authorities. The Royal Decree 933/2021 outlines the reasoning for this and what is required. Here is a link to the decree (in Spanish) and an English translated version for none Spanish readers.
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ROYAL DECREE 933/2021 - Spanish
ROYAL DECREE 933/2021 - English
Up until quite recently, the rules for guest registration were quite simple. Visit your local Guardia Civil or National Police office with your NIE, Passport and Deeds to set up your property with them. They provide you with a user name and password to access their website and you would add your bookings manually or via one of the online services. The details required were simply the names of all guests over 14 (in some regions of Spain this increases to 16), their passport details and the dates they are staying in your property. However...On December 2nd 2024, all Guardia Civil and National Police platforms will be superseded by the new SES Hospedajes platform and all holiday rental property owners will need to be registered with SES Hospedajes the system to continue to adhere to Spanish law when registering guests who stay.
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To register your property with the SES, you will need to have a digital certificate to sign up to the service, register your property in the system and then add guests manually. This is a complex and time consuming process especially if you do not have the certificate.
Villa Check In are an approved certificate authority and are able to provide you with a digital certificate after the correct legal process (we require copied of your password and NIE, a signed contract and proof of ID). We are able to issue 1/2/3/4 year certificates. Please refer to our price list for further details.
Once you have your digital certificate you can then go through the process of registering yourself and your property (or properties) in the system. To do this we recommend you use a PC/Mac rather than a tablet or phone. In Windows and MacOS the digital certificate will install when you click on it so nothing needs to be done there. However, you will also need to install a piece of software called Autofirma which allows you to sign with your digital certificate. This is required at the end of your registration process and each time you add a new property to the system. If you find all of this too complex Villa Check In provides a service to do this on your behalf. See our Price List for further information.
Finally, if you have managed to provision yourself and your property into the SES system you’re ready to begin adding your bookings and guests. You can do this in 3 ways
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1) Using the site itself i.e. manually. This is not recommended and it takes forever and asks for a lot of information from the guests which you will have to collect. this is a GDPR security issue and exposes you to significat fines.
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2) By using an online service such as SESADMIN. These are great if you are tech savvy and understand that you’ll need to chase up your owners yourself and manage your bookings on an ongoing basis or
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3) Outsource the whole experience to Villa Check In. Here is some information on how we do what we do.
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there is a very useful facebook group called SES Hospedajes where you can find all sorts of useful hints and tips to get yourself started. ​​
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Villa Check In provides a complete Managed Service to Spanish Holiday Rental Property Owners and Property Management Companies to register guests prior to travel. It is the law to collect passport and other details of all guests prior to travel and then send this data, securely, to the SES Hospedajes system for processing within 24 hours of the guests taking up residence in the property.
The only information we required to process a booking is:-
Lead guest’s full name
Lead guest’s email address
Lead guest’s mobile number
Arrival and Departure dates
Quantity of guests (Adults and Children)
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It's really that simple! no chasing guests, constantly checking to see if they have registered, correcting data entry errors, explaining how and why the data is being asked for and sending them check in instructions. Just kick back and focus on your property and the guest experience in property.
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