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📤 Bulk Submission of Guest Records via the SES.Hospedajes Portal

Lorena Figueroa
  • Updated

In this article you will learn:

  1. Accepted file formats (XML and TXT)
  2. How to correctly structure the files
  3. Example of a valid XML file
  4. Example of a valid TXT file
  5. Where to get the official template
  6. How to upload files to the SES.Hospedajes portal
  7. Tools to validate your XML
  8. Frequently Asked Questions (FAQ)

🧾 Accepted file formats

The SES.Hospedajes portal of the Ministry of the Interior allows guest records to be submitted in two formats:

Format Recommended Features
XML ✅ Yes Official structure. Template provided by the Ministry.
TXT ⚠️ Yes, with restrictions Must follow strict format and may be more limited than XML.

📌 Recommendation: whenever possible, use XML, as it is the most stable and supported format.

📄 XML file structure

The XML file must follow a specific scheme defined by the Ministry. The main components are:

XML File
├── Header
│   ├── Establishment code
│   ├── Contact details
├── Guest data
│   ├── Full name
│   ├── Document type and number
│   ├── Nationality
│   ├── Date of birth and gender
│   ├── Relationship with reservation holder (if applicable)
├── Stay details
│   ├── Check-in/check-out dates
│   ├── Room number
│   ├── Travel purpose

🛑 Important: All mandatory fields must be filled out and validated against the official schema to avoid processing errors.

🧪 Example of a valid XML file

<RegistroViajeros>
  <Establecimiento>
    <CodigoRegistro>12345678</CodigoRegistro>
    <Nombre>Hotel Ejemplo</Nombre>
    <Direccion>Calle Ficticia, 1</Direccion>
    <Municipio>Madrid</Municipio>
    <Provincia>Madrid</Provincia>
    <Telefono>912345678</Telefono>
  </Establecimiento>

  <ParteEntrada>
    <FechaEntrada>2025-05-06</FechaEntrada>
    <NumeroHabitacion>101</NumeroHabitacion>

    <Huesped>
      <TipoDocumento>DNI</TipoDocumento>
      <NumeroDocumento>12345678A</NumeroDocumento>
      <Nombre>Juan</Nombre>
      <Apellido1>Pérez</Apellido1>
      <Apellido2>Gómez</Apellido2>
      <Sexo>H</Sexo>
      <FechaNacimiento>1985-04-10</FechaNacimiento>
      <Nacionalidad>ES</Nacionalidad>
      <FechaExpedicion>2023-01-01</FechaExpedicion>
      <LugarExpedicion>Madrid</LugarExpedicion>
    </Huesped>

    <Huesped>
      <TipoDocumento>Pasaporte</TipoDocumento>
      <NumeroDocumento>AB1234567</NumeroDocumento>
      <Nombre>Maria</Nombre>
      <Apellido1>Smith</Apellido1>
      <Apellido2></Apellido2>
      <Sexo>M</Sexo>
      <FechaNacimiento>1990-08-20</FechaNacimiento>
      <Nacionalidad>US</Nacionalidad>
      <FechaExpedicion>2022-06-15</FechaExpedicion>
      <LugarExpedicion>Washington DC</LugarExpedicion>
      <RelacionTitular>CONYUGE</RelacionTitular>
    </Huesped>

  </ParteEntrada>
</RegistroViajeros>

📝 Example of a valid TXT file

The TXT format accepted by the SES.Hospedajes portal must follow a specific structure where each line represents one guest record, with fields separated by tabs. Here's a representative example:

Format:​

Nombre|PrimerApellido|SegundoApellido|Sexo|FechaNacimiento|TipoDocumento|NumeroDocumento|Nacionalidad|FechaEntrada|HoraEntrada|FechaSalida|HoraSalida|Direccion|Localidad|CodigoPostal|Provincia|Pais|Telefono|Email|Parentesco|Rol

Example with data:​

María|García|López|F|1990-05-12|DNI|12345678Z|ES|2025-05-18|14:00|2025-05-20|12:00|Calle Mayor 10|Madrid|28013|Madrid|ES|600123456|maria.garcia@example.com|Titular|Titular

 

📌 Important notes:

  • Each field must be separated by a tab (\t).
  • Fields must follow the order and format defined by the Ministry.
  • Always validate your file before submission to avoid processing errors.

📥 Where to get the official template

📄 Download the full technical manual from the official link below:

Instructions "Bulk communication registration" – PDF v1.1.1

This document includes:

  • The official XML structure
  • Required fields and their formats
  • Step-by-step upload instructions
  • Technical notes on validation

🌐 How to upload files to the SES.Hospedajes portal

  1. Go to seshospedajes.es and log in with your digital certificate, Cl@ve, or credentials.
  2. Navigate to the "Communication Submission" section.
  3. Select "Upload files".
  4. Attach your XML or TXT file.
  5. Submit the file and wait for confirmation from the system.

✅ Tools to validate your XML

Tool Link Main Features
XMLValidation.com xmlvalidation.com Checks structure and syntax. Easy to use.
FreeFormatter freeformatter.com/xml-validator-xsd.html Supports schema validation (XSD). Can format and clean XML.
Code Beautify codebeautify.org/xmlvalidator Clear interface. Highlights tag or encoding errors.

🔍 Advanced technical tip: If you have the official XSD from SES.Hospedajes, use schema validation to ensure your XML is not only well-formed but also logically correct.

❓ Frequently Asked Questions (FAQ)

Can I submit batch files?
Yes, as long as they follow the official XML structure and format.
What happens if the file contains errors?
The system will reject it. That's why validation is essential.
Which tool can I use to validate my XML?
Any of the tools listed above.
Is XML mandatory?
No, TXT is also accepted, but XML provides better structural control.

I hope this article is helpful! If you need more information, contact us at support@civitfun.com — we’ll be happy to help. 😊✍️

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