If you are a hotelier and your property is located in Spain, you will be interested in reading this post. Here you can find everything you need to know about the new features of the SES.HOSPEDAJES platform.
1. What is SES.HOSPEDAJES and how does it works?
The new Royal Decree 933/2021, which establishes the documentary registration requirements and mandatory information of individuals or legal entities that carry out hospitality activities throughout the Spanish territory, has already become effective.
The main change exposed in this new decree is the development of a platform carried out by the Ministry of Interior, called SES.HOSPEDAJES. Through this platform, hotel staff will be able to send all guest data collected during check-in to comply with the new Spanish legislation.
The purpose of this transition is to replace the conventional method of sending entry forms and to digitize the entire process in order to facilitate storage, reduce paper waste and streamline the arrival of documentation.
In addition, it is built to monitor all travellers’ movements and provide secure back-up for each party involved.
What does it mean? This means that the Ministry of the Interior will be responsible for guest registration and not the Spanish state security forces’ Hospederías sites (Civil Guard or Police).
Therefore, you will have to register your guests on this platform from December 2, 2024.
2. Is it still possible to register guest data at the Guardia Civil or Police? And on other platforms?
As we mentioned in the previous section, it is important to make the registration transition to the SES.Hospedajes platform. SES.Hospedajes will replace the former guest registration on the Civil Guard’s Hospederías application and on the National Police’s Webpol or e-Hotel application.
3. When does the SES.HOSPEDAJES web platform come into effect?
According to the latest updates from the Ministry, this transition period has been extended with a deadline of December 2, 2024. Regions of Catalonia and the Basque Country will continue to use their respective platforms, Mossos d’Esquadra and Ertzaintza.
During the adjustment period the authorities don’t apply any fines related to the registration of guests. The usual registration as defined by the previous legislation is still allowed.
However, once this period is over, non-compliance could lead to penalties depending on the severity of the infraction. Therefore, now is the perfect time to consider the implementation of tools that facilitate the online check-in process and the sending of entry form data, all automatically.
4. How does the SES.HOSPEDAJES application work?
4.1. How do I register at SES.HOSPEDAJES?
- Create an account in the Hospedajes web application. It is necessary to have a digital certificate or to be registered on Cl@ve to complete the registration.
- Fill out the form.
- Sign using Cl@ve-Firma or have autofirm@ installed.
4.2. How do I configure my property?
- Log in to SES.HOSPEDAJES.
- Add the indicated information: company data, property data, property owner data and property data for NON-professionals.
4.3. How do I send the guest’s data to SES.HOSPEDAJES?
Data sending can be completed in two ways:
- Using a Saas (Software as a Service): Relying on IT companies that develop software solutions designed to enable direct and automatic communication with the SES.HOSPEDAJES platform.
- Using web application. Access directly to the SES.HOSPEDAJES platform and register manually all the guest’s data.
5. What’s new in guest registration with SES.HOSPEDAJES?
Another highlight of the new decree is the required data:
- Signing of entry forms is reduced to 14 years of age.
- Relationship shared with minor guests.
- Total number of travelers
- Usual place of residence
- Identity document support number
- E-mail address
- Phone number
- Landline phone
If you want to know more about the data to be collected and all the new features that the new regulations imply, don’t miss our Complete Guide to Spanish Royal Decree 933/2021.
6. How to automate the guest registration process in SES.HOSPEDAJES with Civitfun
It is possible to automate the sending of all necessary reports to the authorities, facilitate tedious problems that arise from the mentioned tasks and comply with regulations without worries.
From Civitfun we have developed a fully compatible tool that manages the documentary registration of guests and communicates the entry records to the competent platforms.
Guest Registration is a secure and easy-to-use application that processes the information and sends it directly and automatically to the SES.HOSPEDAJES platform. In addition, you can check the status of shipments and identify errors and warnings in data forms.
