Do you know what the travelers’ report is and why it is so important for your tourist accommodation business? The travelers’ report is an official mandatory document that records information about all guests staying at your establishment, from hotels to vacation apartments. In Spain, this obligation is regulated by Royal Decree 933/2021 and must be communicated electronically through SES Hospedajes, the Ministry of the Interior’s platform. Failure to comply with this regulation may result in fines of up to 30,000 euros. The good news is that there are modern solutions that fully automate this process, saving you time and reducing the risk of fines. Read on to the end and find out how!
What is the Traveler’s Report and what is it for.
The guest register is an official record that documents the entry of guests into tourist accommodation establishments. Its main purpose is to allow Spanish authorities (Ministry of the Interior, National Police, and Civil Guard) to have information about who is staying where and when, which helps in public security efforts and fraud prevention.
The travel report is used for:
Comply with legal obligations of security and immigration control
Register guest check-in and check-out data
Document economic transactions of the lodging
Prevent fraud and illicit activities
Facilitate procedures with authorities when necessary
Although the concept of traveler registration is not new, the system changed significantly in December 2024 with the implementation of SES Hospedajes, replacing the old “registro alojamientos guardia civil” system and the Webpol platform.
How the traveler entry form works.
The traveler entry form is the specific document that is completed when a guest arrives at your accommodation. This system applies to all types of lodging establishments: hotels, hostels, rural houses, vacation rentals, tourist apartments, campgrounds, and tourist rental rooms.
Information required in the travelers’ report.
Mandatory guest information:
Full name and surnames.
Sex, nationality, and date of birth.
Number and type of identity document (DNI, passport, NIE, etc.).
Place of habitual residence.
Handwritten or digital signature (mandatory for those over 14 years old).
Mandatory accommodation data:
Full address of the establishment.
Exact dates and times of entry and exit.
Reservation reference number.
Payment method (cash, card, transfer, booking platform).
Transaction amount.
Important fact: All guests, including those under 14 years old, must be registered. The data of minors is provided by the accompanying adult.
Legal obligations of the accommodation manager or owner.
All those responsible for tourist accommodations in Spain have clear legal obligations regarding the registration of travelers.
| Obligation | Applies to | Term | Consequence of non-compliance |
|---|---|---|---|
| Create travelers’ report | All managers (professional and non-professional) | At check-in | Fine: €601-30,000 |
| Get guest signature | All managers | At check-in | Fine: €100-600 |
| Send to SES Hospedajes | All managers | Maximum 24 hours | Fine: €601-30,000 |
| Keep computerized records | Only professional managers | Continuous | Fine: 601-30,000 € |
| Keep records | All managers | Minimum 3 years | Fine: 100-600 € |
Royal Decree 933/2021 establishes that the submission of the traveler report must be done electronically within the first 24 hours from the guest’s arrival. The Ministry of the Interior has already begun imposing sanctions on establishments that do not comply with this regulation since 2025.
How the electronic submission of reports is carried out.
The sending of lodging parts is carried out exclusively through SES Hospedajes, the official platform of the Ministry of the Interior.
Manual process (The traditional method)
Step 1: Register at SES Hospedajes
Access with digital certificate or Cl@ve PIN
Provide establishment data
Obtain access credentials
Step 2: Enter guest information
Manually complete all required fields
Get guest signature
Review information before sending
Step 3: Submit on time
Submit electronically within 24 hours
Confirm reception by the Ministry
File receipt
The problem: This manual process takes between 5-10 minutes per guest, is prone to errors, and is inefficient, especially with multiple properties or a high volume of guests.
The solution: Traveler Report Automation
The manual sending of travelers’ forms is slow and prone to errors. Registro Parte Viajeros (registroparteviajeros.com) fully automates this process with two check-in methods:
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 check-in is completed, Registro Parte Viajeros automatically sends all data to SES Hospedajes without the need for manual intervention
Main Advantages
Time saving: 1 minute vs. 5-10 minutes per guest.
Zero errors: Automatic document reading.
No paperwork: 100% digital and secure.
Multidevice: Works on mobile, tablet, or computer without apps.
- Multilanguage: The system adapts to the device’s language.
Total automation: Automatic sending to SES Hospedajes.
Guaranteed compliance: All required data + delivery within the legal timeframe.
Designed specifically for tourist accommodation managers in Spain, Registro Parte Viajeros is scalable from 1 property to multiple accommodations, and allows you to fulfill all your obligations of travelers’ reports without stress.
Frequently asked questions about the Travelers’ Report
What is the passenger manifest and why is the passenger manifest mandatory?
The parte de viajeros is an official document that records who stays at your accommodation, when, and under what economic conditions. It is mandatory because it allows the Spanish authorities to fulfill public security functions, migration control, and fraud prevention. All tourist accommodations (except Basque Country and Catalonia) must send it to SES Hospedajes.
Traveler Part Registration does it for you automatically, without errors and legally.
Can I reject a guest who refuses to provide their information?
Yes, you can deny access if the guest refuses to provide their information. If they provide false or incomplete data, both (guest and establishment) can receive fines of up to 30,000 euros.
What are the penalties for failure to submit reports?
Sanctions vary according to the severity:
Minor offenses (minor delays, small errors): 100-600 €
Serious infringements (do not send, repeated incorrect data): 601-30,000 €
Very serious offenses (falsehood, concealment): >30,000 €
Do I have to register all guests, including minors?
Yes, mandatory. The data of minors under 14 years old is provided by the accompanying adult, including the relationship.
What is the difference between "travelers' party obligations" for professionals and non-professionals?
| Category | Create Part | Computer Record | Data to Communicate |
|---|---|---|---|
| Professionals | ✅ Mandatory | ✅ Mandatory | Complete (includes transactions) |
| Non Professionals | ✅ Mandatory | ❌ Not mandatory | Basic (guests only) |
Travelers Part Registration
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