📂 Data Source Configuration for Guest Registration

Article contents:

• PMS or file export options
• SFTP configuration in dashboard
• File validation process
• File requirements and naming
• Recommended scheduling
• FAQs

To activate data source:

1. Go to Settings > Traveler Registration

💡 PMS or file export options

• PMS: data is extracted directly from your system.

• File export (SFTP): Upload a .txt or .xml file with the required structure.

🔐 SFTP configuration in the dashboard

To activate this option:

1. Go to Settings > Traveler Registration
2. Select "File Export"

1. 1. Required fields: URL, Port, Username, Password
   2. File name: You can include a prefix, suffix, and the date.
   3. Compatible extensions: .txt, .xml
   4. Allowed date formats:
      • YYYY-MM-DD
      • YYYYMMDD
      • DD-MM-YYYY
      • DDMMYYYY

File date: From the dropdown “Select one of the following options,” you can configure it as:

• The date in the file name corresponds to the check-in date of the reservations

• The date in the file name corresponds to the day after the check-in date

File to validate: Entering the desired file name in this field allows you to perform file validation.

File directory: Path to follow to locate the file in the SFTP

💡 Tip: If you manage multiple hotels, use one directory per hotel.

📣 Note: The platform will display a success alert if the SFTP connection has been validated correctly.

🔢 File validation

Civitfun’s dashboard allows you to validate a file’s content before automatically sending it to the corresponding authority. This is useful for detecting structural errors or missing required fields.

1. Upload a file for validation

Enter the exact file name in the corresponding field and click Validate.

Example:

2. Review content and errors

• View the plain content of the file (.xml or .txt)

• A table with errors will appear if any required fields are missing

Example:
Line 1: Field 'paymentMethod' is required but missing
Line 11: Field 'idDate' is required but missing

⚠️ Important: If any line contains errors (highlighted in red), the entire file will be rejected.

3. Fix errors and validate again

Correct the detected errors and repeat the validation until you receive a success confirmation.

📊 File requirements and naming

• Supported formats: .txt, .xml
• File name should include date (e.g. travelers-20250512.txt)
• File must be ready by 03:00 (recommended generation time: 01:00)

Required fields:

• ID document number

• Document type

• First and second surname

• First name

• Gender

• Date of birth

• Nationality

• Check-in and check-out date and time

• Number of guests

• Payment type and method details (optional)

• Full address, city/town, postal code, province, country

• Landline/mobile phone, email

• Contract date

• Relationship between travelers

• Role (main guest or companion)

📅 Recommended scheduling

We suggest generating the file at 01am to ensure it’s processed before 03am.

❓ FAQs

Can I switch between PMS and file?
Yes, you can change it anytime from the dashboard.

Can I use one SFTP for several hotels?
Yes, using a different directory per hotel.

What if the file contains errors?
No data will be sent. Fix and revalidate.

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