Discover what the Guardia Civil Hospederías was, the historical tool for registering travelers in tourist accommodations, and how the Royal Decree 933/2021 has replaced it.
We explain the new legal obligations and data centralization on the current platform SES Hospedajes to ensure the legal compliance of your vacation property, as well as how to simplify and automate these procedures with Registro Parte Viajeros.
From Guardia Civil Hospederías to SES Lodgings: The centralized traveler registry with RD 933/2021
The historic tool Guardia Civil Hospederías has been replaced by the centralized platform SES Hospedajes of the Ministry of the Interior. This transition, driven by the Royal Decree 933/2021, unifies the telematic transmission of guest data in Spain (except regions with autonomous systems like Mossos or Ertzaintza).
Automate your travelers’ report with solutions like Traveler Report Registration to comply with the new regulations and modernize management.
Who is required to comply with the traveler registration?
According to Order INT/1922/2003 and Royal Decree 933/2021, all those who carry out lodging activities are required to register their travelers, including:
- Hotels, hostels, and boarding houses.
- Apartments and holiday homes
- Rural houses
- Camping and glamping
- Shared accommodations (Airbnb type)
- Specialized accommodation establishments.
- Digital intermediation platforms for tourist accommodations
The obligation applies whether you are an individual owner or a professional company. Even if you occasionally rent out a home.
Legal obligations for hosts and managers.
Those responsible for tourist accommodations must:
Register with SES Hospedajes or the corresponding official system.
Fill out and send the traveler reports within 24 hours of confirmation or arrival.
Keep records for a minimum of three years.
Ensure the signature of guests over 14 years old.
Maintain the confidentiality and security of data in accordance with the GDPR.
Non-compliance can lead to significant administrative penalties, so automating the process is key to avoiding errors and delays.
Data storage and preservation
As a host or accommodation manager, you are responsible for keeping the original records for three years from the guest’s departure date, in compliance with Royal Decree 933/2021 and the GDPR data protection regulations.
Important: Traveler Registration does not store guest data permanently. The data flow is direct: guest → SES Hospedajes (authorities) + guest → host (encrypted PDF). Once the submission to SES Hospedajes is completed, the data is securely deleted.
How does the Traveler Entry Form work?
The traveler entry form is an official document (physical or digital) that contains the data of each person staying at a tourist establishment. This form must:
- To be fully completed with all mandatory data.
- To be signed by each guest over 14 years old (or their legal representative if underage).
- Be reported to the authorities within 24 hours.
- To be kept in the establishment’s archive for three years.
Traditional Process vs. Automatic Process with Traveler Part Registration
| Appearance | Traditional method (obsolete) | With Travel Part Registry (automatic) |
|---|---|---|
| Distribution of the report | Print on paper or send by email manually | Automatic sending of the link in welcome messages (manual or automatic) |
| Data capture | Fill out manually or provide paper form | The guest fills out the digital form on any device |
| Document scanning | Unavailable | Automatic scanning of ID/passport (if in person) |
| Signature | Physical signature on paper | Secure digital signature on the guest’s device |
| Data validation | Manual (error-prone) | Real-time automatic |
| Shipping to authorities | Manual submission to Guardia Civil by fax or portal | Automatic sending to SES Hospedajes (without host intervention) |
| Reception of part | Paper file or basic PDF | Encrypted PDF with all guest information |
| Record Keeping | Physical logbooks or file folders | Centralized digital access with automatic alerts if the guest does not complete |
| Booking synchronization | Manual entry | Automatic synchronization from Airbnb, Booking, Vrbo, etc. |
| Multiple languages | Not available | Yes: Spanish, English, French, German, Polish, Norwegian, and more |
| Custom contracts | Separate document management | Digital contracts signed on the same form |
| Automatic reminders | No | Host alerts if the guest does not complete the report |
| Legal compliance | Risk of delays or errors | Guaranteed: automatic deadline compliance |
The most important thing: With Registro Parte Viajeros, you only set up the system once, and the rest works completely automatically. You don’t need to remember shipments, validate data, or worry about legal deadlines.
The automated solution: Traveler Part Registration
Manual traveler registration is tedious, prone to errors, and consumes valuable operational time. Many hosts and managers make mistakes that result in administrative penalties. An automated solution like Registration Part Travelers solves these problems:
- Reduces check-in time from minutes to seconds.
- Minimize errors in data entry.
- Guarantees on-time delivery automatically.
- Complies with regulations without misinterpretations.
- Improve guest experience with agile processes.
If you are still registering travelers manually or relying on outdated systems, you are at a competitive disadvantage and legal risk. Penalties do not forgive ignorance, and the new SES Lodging requirements are complex without proper tools.
Advantages of using automation for Traveler Registration
Benefits for Hosts
- Massive time saving: Check-in from 5-10 min to 30-60 sec.
- Zero errors: Automatic extraction ID/passport + real validation.
- No paperwork: Digital signature and cloud storage.
- Multidevice: Mobile/tablet/PC without apps.
- Total automation: Capture → SES Hosting delivery guaranteed.
Benefits for managers of multiple properties
- Centralized control of all records.
- Consolidated reports by property and period.
- Facilitated audit for legal demonstrations.
- Scalability without a proportional increase in administrative burden.
How Registro Parte Viajeros helps you
The manual sending of traveler reports is slow and prone to errors. Registro Parte Viajeros fully automates this process with two check-in modes:
Intelligent in-person check-in.
- Custom QR code: The guest accesses a fully personalized QR code.
- Automatic document scanning: OCR technology reads the MRZ (ID cards, passports, and other documents) in seconds.
- Automatic data capture: All fields are completed without manual intervention.
- Digital signature: The guest signs directly on tablet or mobile.
Web check-in by link.
- Send a link to the guest before their arrival.
- The guest completes their registration from any device.
- Option to scan your own document with the mobile camera (coming soon).
- Save time at reception and improve the experience.
Automatic Shipping to SES Accommodations
Once the check-in is completed, Traveler Registration Section automatically sends all data to SES Hospedajes without the need for manual intervention.
Frequently Asked Questions about Guardia Civil Hospederías
Does the Guardia Civil Hospederías system still work?
Yes, it technically exists, but it is not operationally functional since October 2024. Access to hospederias.guardiacivil.es shows messages indicating that SES Hospedajes must be used.
What happens with my old records in Guardia Civil Hospederías?
Records made before October 2024 are valid and preserved. It is not necessary to migrate them, but new records must be obligatorily made in SES Hospedajes.
What is the difference between "civil guard traveler report" and "SES traveler report"?
on esencialmente lo mismo, pero en plataformas diferentes:
- Civil Guard Report: data sent to hospederias.guardiacivil.es (now operationally obsolete)
- SES Part: data sent to seshospedajes.es (current and mandatory platform)
Ambos tienen los mismos campos y requisitos legales, pero SES.Hospedajes es más moderna, centralizada y con mayores capacidades de integración.
Do I need to register my accommodation with SES Hospedajes if it was already registered with Guardia Civil Hospederías?
Yes, although you have been registered in Guardia Civil Hospederías, you must complete the registration in SES Hospedajes. The process is mandatory from October 2024 for all establishments
And remember:
Legal compliance is not optional.
Keep it simple, do it right, do it with Registro Parte Viajeros.
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