Hosting a large family, a group of friends, a corporate team, or other large groups is great news for the profitability of your accommodation, but it can be a logistical nightmare for traveler registration.
If you have ever been at the door of your property with 12 tired people, trying to manually write down the details of 12 different IDs while the children run around and the suitcases block the way, you know what we are talking about.
Here is the ultimate guide to managing large groups with speed, precision, and above all, complying with the law.
The big challenge: The “bottleneck” effect
The most common mistake is trying to check in guests one by one upon arrival. This causes:
- Friction at welcome: Guests want to drop off their bags, not wait in line.
- Mistakes due to haste: Incorrectly written data or accidentally skipping someone.
- Legal risk: Forgetting a single person in a group of 15 is a breach of RD 933/2021.
Strategies for efficient mass management
1. The “delegate” record (The group leader)
When managing large groups, there is usually one person who has made the reservation and payment.
- Tip: Contact the person in charge a few days before. Ask them to share the link from registroparteviajeros.com with the rest of the group via WhatsApp.
- Result: Each guest fills in their own details from their sofa before leaving the house. You only have to check on your panel that you have 10 or 15 completed records before handing over the keys.
2. The “XL” QR Code method
If you prefer to register upon arrival, forget the paper and pen.
- The technique: Place a frame with a clearly visible QR code in the entrance hall or on the dining table with the text: “Welcome. Please, everyone over 14 years old scan this code to complete the mandatory registration”.
- Advantage: Instead of a line of 15 people in front of you, you have 15 people using their own mobile phones simultaneously. The 10-minute process is reduced to 60 seconds.
3. Batch validation
Do not send the reports one by one to the authorities as you receive them.
- The solution: Use a platform that allows you to group all the records of the same reservation. This way, with a single click, you confirm that the “García Group” is complete and all the information is sent in bulk to the platform SES.HOSPEDAJE.
Checklist for the large group host
Before the group crosses the door, make sure to have under control:
- [ ] Total number of spots: Does the number of registered people match the number of people who have entered? (Crucial to avoid undeclared overcrowding).
- [ ] Under 14 years old: Remember that they do not need an individual part, but they must be associated with the registration of a responsible adult.
- [ ] International documentation: If the group is foreign, make sure everyone has their passport or identity card on hand.
Time Comparison: Registration of 12 people
| Task | Manual Method (Paper) | Digital Method (Traveler Registration Form) |
| Collect data | 25 – 30 minutes | 0 minutes (autocompleted by guests) |
| ID Verification | 10 minutes | 2 minutes (photo review) |
| Shipping to the authorities | 15 minutes (one on one) | 1 click (batch shipping) |
| Total time | Approx. 55 minutes | Approx. 2 minutes |
Conclusion: Professionalize the volume
Managing a large group doesn’t have to be stressful. The key is to decentralize the workload: let the guests do the dirty work (enter their data) and you just supervise.
Not only will you save almost an hour of work for each group, but you will also present a much more technological and professional image of your business.
Do you have an upcoming group reservation? Try today our WhatsApp link sending system or by Email and discover how easy it is to manage 2, 10, or 50 travelers at once on registroparteviajeros.com.
Do you want us to prepare a custom QR code for you to print and place in your accommodation?
