In this article you will learn how to:
- Access the Guest Registry panel
- View and manage submission statuses
- Identify and fix errors in the records
- Generate the document required by the regional police
🧭 How do I access the panel?
To access the guest registry panel:
- Log in to your Civitfun Dashboard
- Go to Dashboard > Reports Panel
This panel is updated daily and displays all the key guest data. It is essential to ensure traceability of the data sent to the authorities.
How can I view and manage the submitted data?
📌 Panel header
At the top you will find a general summary with the status of the processed records
Record statuses
- 🟢 Successfully processed: The data was sent without errors.
- 🔴 Error detected: There are invalid or empty fields that require manual review.
-
Sent and pending SES: The records are queued for review by SES Hospedajes. -
Notification: Error on the authority’s platform preventing connection or submission.
How can I manage errors?
🔴 Error detected: There are invalid or empty fields that require manual review.
Click the 👁️ eye icon next to the record with the error to access the individual view.
From this view you can:
- Review all contract and guest data
- Identify fields marked in red
- Manually fix incomplete or incorrect fields
- Save and resend the updated data
- Fix the data: both the reservation and guest details
- Click "Save and Send": this updates the record status
What if there are multiple errors in a single reservation?
When a reservation contains more than one error, the Civitfun system groups all detected issues into a single detail view for easier review and correction.
🔁 System behavior
- The record will be marked as 🔴 Error detected even if multiple errors are found.
- In the individual view, each error will appear highlighted in red.
- The system does not allow submission until all errors have been fixed.
- If only some fields are corrected and "Save" is clicked, the record status will not change or be sent to Mossos.
- Only when clicking "Save and Send" after fixing all issues will the system:
- Update the record status to 🟢 Successfully processed
- Include the reservation in the day’s downloadable file
How to send data to Mossos or Ertzaintza once corrected?
Once you’ve fixed the day’s records, click "Download all submissions" to obtain a document in the format required by Mossos or Ertzaintza
FILE GENERATION FOR MOSSOS D'ESQUADRA
The downloaded file is a plain text (*.txt) file that follows the structure specified in the Resolution of July 14, 2003, by the Secretary of State for Security.
The file name includes the establishment ID provided by Mossos (9 or 10 characters), a dot ".", and a three-digit sequence (starting at ".001" and cycling back after ".999").
Examples: 08043AAR02.001, 08043AAR02.999, 08043AAR02.001
Example of a file snippet:
FILE GENERATION FOR ERTZAINTZA
The downloaded file is an XML (*.xml) format file following the required structure.
These files are ready to be uploaded to the Mossos platform or the Ertzaintza platform from your system.
You only need to log in to the appropriate authority’s portal and upload the corresponding file.
✅ Best practices
- Review all sections of the form, including collapsed fields or additional guests.
- Ensure all guests have complete and valid data.
- Use "Save and Send" only when all issues have been corrected to avoid persistent errors.
❓Frequently Asked Questions (FAQ)
What happens if I don’t check the panel every day?
Short answer: You may fail to comply with the legal obligation to submit data on time.
Common causes: Unawareness of the record’s status, uncorrected errors.
Solution: Check the panel every morning and correct any pending errors.
Related link: Mossos d’Esquadra Platform
📞 Contact support: If you’re unable to send or download records after correcting.
📅 Last updated: July 2025
What format does the Mossos file have?
The file is a .txt file generated in the format required by the regional police. No additional formatting is needed.
What format does the Ertzaintza file have?
The file is a .xml file generated in the format required by the regional police. No additional formatting is needed.
I hope this article is helpful! If you need more information, contact us at support@customer.civitfun.com, we’ll be happy to help. 😊✍️