🧾 What is the Guest Registration module?
The Guest Registration module (also known as Police Report in the dashboard) allows you to automatically send guest data to the appropriate authorities. 📤👮📋
In Spain (except the Basque Country and Catalonia), this data is reported to the SES Hospedajes platform, complying with Royal Decree 933/2021, which applies to all individuals or companies engaged in accommodation activities. ⚖️🇪🇸
- In the Basque Country, data is sent to the new Ertzaintza platform, which forwards it to SES Hospedajes.
- In Catalonia, guest data is reported directly to the Mossos d'Esquadra, following a similar process.
- In Italy, the module has been adapted to local law and sends guest data directly to the Italian police through the Civitfun dashboard. 🇮🇹📬
⚙️ What does Civitfun's Guest Registration module do?
- 📥 Automatically collects guest data from the PMS for check-ins made the previous day.
- 🚀 Sends the data in batches (one per reservation) to the corresponding portal.
- 🧪 Allows real-time validation and error correction from the dashboard.
- 🗂️ Generates traveler forms or police reports in PDF format, if enabled.
🛠 How do I configure the Guest Registration module?
The setup involves two essential steps:
- Configuring the data source (PMS or SFTP export file)
- Connecting to the appropriate authority (SES, Ertzaintza, Mossos, or Italian police)
📌 General configuration steps:
- Register with the authority's official platform.
- Enter the provided credentials into the Civitfun dashboard.
- If you choose Export File, configure the SFTP connection with the expected structure.
💡 Additional setup if using Civitfun's Check-in Online product
If you use the Check-in Online module, you can link it to Guest Registration for easier traveler report generation:
- ✍️ Adapt legal documents to include all required fields.
- 🧾 Adjust the check-in form to collect all required information.
- ✅ Make data collection mandatory for all guests during the check-in process.
📊 How to view and manage sent data
Starting the day after setup, in the "Traveler Registration" section of the dashboard you’ll see:
- A summary of reported reservations.
- Green indicators for successful reports.
- Red indicators for those requiring your attention.
❓ Frequently Asked Questions
Is it mandatory to configure the module to comply with the law?
Yes. Both Spanish and Italian regulations require daily transmission of guest data to the police.
Can I see which records failed?
Yes. The dashboard details errors by field and reservation.
Can I send data manually?
No. The process is automated, but you can correct errors before the daily send time.
What’s the deadline for data to be sent?
Civitfun sends data around 03:00 a.m. Ensure your data is up to date before then.
What if I manage more than one hotel?
You must configure each property separately, with its own authority-issued code.
Need help configuring this module? Check out:
I hope this article is helpful! If you need more information, contact us at support@civitfun.com — we’ll be happy to help. 😊✍️