Quick Start Guide

Welcome to Villa Check In’s Portal Quick Start Guide.

NOTE: Please view this guide using a PC/Mac as the images will not be shown on a mobile or tablet.

Visit https://portal.villacheckin.com/register to sign up for an account with Villa Check In. Please have your SES Hospedajes credentials to hand, these include your renter code (Código de arrendador), accommodation code (Códigos de establecimiento) and the username and password. Once you have added the required info and verified your email address you can then log-in.

Once logged in, you will be asked to add your property details including the accommodation code (Códigos de establecimiento) you received from the SES Hospedajes. It will also ask you for details such as Keybox Code, Gate Code, Alarm etc. if these are not relevant, simple put N/A or Owner provides. NOTE: All of these details will be sent to the guests the day before arrival so consider providing the keybox code etc. as there is no harm in them having it twice and many use our emails as their primary information source.

The Emergency contact details are mandatory and we ask all clients to add a contact who is available when your guests are travelling to, or are in, the property. Obviously, the address is also mandatory so please ensure it is as it should be to avoid guests being unable to find the property on arrival.

The NOTES section is there for you to add any unseful information for the guests such as WiFi details, directions etc.

Once your property details are added, you will then be greeted with the Bookings Calendar.

Box 1 - You'll find the drop down for picking a property. If you have more than one, they will be listed here.

Box 2 - This is your Create Booking button. Click here to begin adding a new booking.

Box 3 - This is an existing booking. If it's green it is completed. If it's amber it's been sent to the guest but is not yet completed and if it's red, it's not been processed as it is missing the guests email address.

Box 4 - This takes you to your properties where you can edit your details. Click on 'My Properties', next to the name of your property is an Actions button. Click this and choose Edit. You will see your property details as follows:-

All of this info is sent at 9am the day before your guests travel (presuming they are fully registered) via email.

Box 1 - This is where you choose your property from the drop down.

Box 2 - This is where you choose the arrival and departure dates.

Box 3 - This is the night stayed which will auto calculate based on the dates in Box 2.

Box 4 - This is the mobile number. Add the Country Code by searching in this field, i.e. Uni and a list of all countries which begin with Uni such as 'United Kingdom' OR type '44' if you know the code itself. Please ensure the number does not have a leading zero and remove any spaces in the number. This is important.

Box 5 - This is the Lead Guests Full Name (please do not add a title i.e. Mr, Mrs, Ms etc. as this messes up our emails and please always provide at least the first name in full not the first letter i.e. Scott Dobson not Mr Scott Dobson or S Dobson).

Box 6 - This is the Lead guests Email address THE MOST IMPORTANT FIELD nothing will happen with the booking until this is added i.e. the booking will show as red in your calendar. If the OTA does not provide emails, Airbnb for example, please add airbnb@villacheckin.com. This alerts us to chase the guests using their phone number. If the only email you have is the OTAs i.e. booking.com, add the email you have, it works perfectly.

Box 7 - This is the guest count. Please be accurate here as, if the guest has less people to register they will not have completed the registration and you will need to reduce the quantity and if they want to add more guests than the number you provide, they will not be able to and you will need to increase the count accordingly.

Box 8 - This is a notes section. If you'd like to let us know of anything regarding this booking, please add it here.

Once the booking is complete, press Create (bottom right) and you will be taken to your calendar for the current month. If the booking you added is in the future, you can navigate forward in the calendar by pressing Next until you are in the correct month. To go back to the current month, press today. If you added all of the correct info (especially the email) the booking will go amber confirming the initial email has been sent to them.

On the day of arrival, you can download the Guest Book which provides all of the data your guests entered which was sent to the SES Hospedajes systems. Open the booking, you should see a button at the top right called Guest Book Download. Click on that and a PDF will be downloaded to your computer.

PLEASE ADD THIS TEXT TO YOU BOOKING CONFIRMATION MESSAGES IN THE OTAs etc.

"As a legal requirement, Passport and other details of ALL guests (including children) must be submitted to the authorities in Spain prior to you taking up residence in your holiday rental property. The process is exactly the same as the check in service at a hotel.

Please look out for an email, whatsApp or Text Message from Villa Check In. They will provide a link for you to register everyone. This link can be forwarded to other guests in your group for completion. Once you are all registered, Villa Check In will send you the access details for the property the day before you travel.

Don’t worry, Villa Check In is 100% compliant with all GDPR data protection laws and they will never share your details with anyone other than the Spanish authorities. http://www.villacheckin.com/privacy-policy"

When you have created a new booking it will be in one of three stages.

RED - The email is missing, the booking will not be processed. Please get the email, add it to the booking as soon as you can. We do create the booking link even though the email is missing so you can copy this and send it to your guest via their booking platform if required (helpful for Airbnb bookings as there is no email provided any longer) but… if we don’t have the email they will not be chased and they will not receive their access details the day before they travel.

For Airbnb booking specifically (or any booking where you do not have the guests email), please tick the Airbnb box and we it will add airbnb@villacheckin.com as the email address. This will flag the booking to our team and we will attempt to contact the guests via other means.

AMBER - Once the Email is added, the booking will be sent to our systems for processing. See the messages info below for more details.

GREEN - All guests have been registered, we have their email and the booking is complete. They will receive their access details, vial email, the day before they travel.

As long as the booking is GREEN, the system will send the guests a message the day before they arrive providing them with all of the details you have added in the Editing your Property section.

The system will then send the data (passport info, home addresses etc.) to the SES Hospedajes system on the day of arrival and you and your guests are 100% compliant.

Our initial message is sent to the guests when the booking is added. This simply lets them know who we are, why we are asking for their passport information and that we will be in touch 7 days prior to arrival with a reminder to get registered.
7 days before arrival, they will receive their first reminder (if they are not registered) then 5/3/2/1 day(s) this will repeat until successfully registered.
Once registered, they will receive a confirmation message from us letting htem know they are fully registered and that we will send the the access details (Name, Total Guests, Keybox code and address of the property etc.) to them at 9am the day before they travel.
The final message is sent at 9am the day before the travel with the details listed in step 3.

Our system required ALL GUESTS, including children to be registered. For children under 14, the system does not require passport data, only name, DOB and their relationship with the lead guest i.e. child, guardian, nephew etc.

If you have a booking where there are multiple arrival and/or departure dates, you need to get this info and add these different arrivals/departures as unique bookings. Think of it like a hotel, if people are in the property for different periods, they must be checked in as a different booking. If all guests arrive and leave on the same days they are a single booking.

If things change regarding your property, just log in to the portal, edit your property and apply the changes. Keybox codes, gate codes etc. and don’t forget, anything you add to the notes will be sent to them the day before they travel with their access info.

If things change regarding a specific booking, again, just edit it and update the details such as names, phone numbers, emails or the dates themselves. The link remains the same. DO NOT CANCEL and recreate a booking unless the booking is cancelled. If you duplicate a booking the guest receives 2 different links which confuses them and us.