Comply with legal regulations by automatically sending your guests' data to the authorities
The traveler entry form is a mandatory document in Spain that collects the data of the occupants of a booking, along with their signatures. It is recommended to keep it for 3 years for possible inspections.
With the integration of Avantio and the SES.Hospedajes platform (State Security Secretariat), you can now automatically send booking confirmations and traveler forms without the need to print and file paper documents.
The new export to SES.Hospedajes replaces the existing exports to the security forces (Police/Civil Guard). Both platforms have officially ceased operations as of the transition from 12/02/2024.
Those required to report lodging forms from 12/02/2024 must do so on the State Security Secretariat platform.
In the context of this Royal Decree, Article 6 establishes that those required must immediately communicate the information related to their activity,
with a maximum period of 24 hours, from:
a) The making of a booking or the formalization of a contract, or if applicable, the
cancellation of said booking. (Sending booking confirmations)
b) The start of the contracted services, such as check-in at the accommodation. (Sending traveler forms)
What should you send and when?
There are two types of mandatory exports:
Booking confirmations
Sent when a booking changes to confirmed or paid status.
Includes only the data of the booking holder.
Must be sent within a maximum of 24 hours from the booking confirmation.
Traveler forms
Sent from the date of the booking's check-in.
Includes the data of all occupants of the booking.
It is mandatory to send this document within a maximum of 24 hours from check-in.
Required data
According to Royal Decree 933/2021, the minimum data that must be collected are:
First name*
First surname*
Second surname (*mandatory when the traveler is of Spanish nationality)
Gender*
Identity document number*
Document support number* (*mandatory when the document type is DNI or NIE)
Document type (DNI, passport, TIE)*
Nationality*
Date of birth*
Place of habitual residence*
Full address*
Locality*
Country*
Landline phone.
Mobile phone*
Email*
Relationship between travelers (*mandatory if any are minors).
How to view the registered data of travelers?
Open the booking file.
Click on Actions > Traveler form.
You will see a template with the customer's data and the occupants loaded previously (manually or via online check-in).
If you have the online check-in active, the signature will also be automatically recorded in the document/traveler form.
Notes
There are two templates related to the traveler form:
Template "Official version of traveler entry form" - A5 format, complies with the authorities' requirements and cannot be edited.
Template "Traveler entry form A4." - A4 format, includes additional information and is editable.
According to Decree 196/1976, it is mandatory for ALL PERSONS OVER 14 YEARS OLD to sign the traveler form.
Configuration in the system
To configure the export to SES.Hospedajes:
Go to VRMS → Export data → Accommodations.
Complete the credentials obtained from the Ministry of the Interior Headquarters:
Certificate and password. The same provided by SES.Hospedajes for web services communications (you must enter it when uploading the certificate).
Landlord code.
Establishment/accommodation code.
SES.Hospedajes username and password. (for web service communications).
Choose whether you want to export manually or automatically.
Keep in mind:
The landlord code may be associated with one or more accommodations.
You must register as many establishment codes in your configuration as you have registered in SES.Hospedajes and associate them with the corresponding accommodation in VRMS.
In the configuration, you can choose if the export will be sent automatically.
Keep in mind that even if you select automatic export in your configuration, you must perform a daily review of the export list and manually send what has not been exported due to missing mandatory data.
Export data
Manual export
For the manual export of the traveler's form, you should select:
Entry dates to export: From-To.
Regions of the accommodations.
For the manual export of new bookings, you should select:
Date of the booking to export: From-To.
Regions of the accommodations.
If you have multiple accounts registered, a file will be generated for each account. The file generated for each account will group all the bookings that meet the filters you have selected.
If there are errors, you can skip them and send only the bookings that pass the data validation. Bookings with errors cannot be included in the export.
Automatic
The automatic export of the Traveler's Form will be done daily, sending bookings in confirmed and paid status with check-in dates prior to the export date.
Example: export date = 01/05/2025, entries from 01/04/2025 and earlier are automatically exported, with entry date limits from 12/02/2024. The system checks all entries with completed traveler's forms or updated bookings up to the date, and if the data to be sent is met, then the sending to Accommodations is done.
It will be checked that each traveler's forms are complete, sending as many forms as there are completed. If a form is not complete, the data sending for that booking will be pending. To send it, you must complete the missing data and do it manually.
The automatic export of New Booking will be done daily, sending bookings in confirmed and/or paid status that have not been sent before.
Bookings will always be exported individually. This way, if there is an error in one of the bookings, the rest can be sent correctly.
You must check the export data list daily to ensure there are no errors.
Errors and validations of Accommodations
Post-sending validations:
Once the Accommodations service receives the request, it carries out a series of validations on the data, depending on the information sent, one of these two situations may occur:
If there is a validation error: The response message from Accommodations will return the code and description corresponding to the error. To correct the errors, you have two options:
Resend manually with the corrected information
Access SES.Accommodations and correct the information in a form
If the request data is correct: The response message will return a status code 0-ok and a batch number that will identify that request.
Export data list
To know if a form has not been sent automatically, you can see the generated file with errors in the list. To resend the forms for that booking, you must delete the file from the list, correct the errors, and send it manually.
The status will indicate whether the sending was automatic or manual.
Important: regarding the registration/confirmation dates in the export data list of new bookings:
If a manual sending is done, the system searches, by registration date, for bookings that are in confirmed or paid status and have not yet been sent.
In the daily automatic sending, the system searches for any booking that is confirmed or directly changes to paid status and has not yet been sent. This way, the check is done to send new bookings.
Therefore, the list of completed exports contains a column named registration/confirmation date, where depending on how it was sent, one date or another will be shown.
Frequently Asked Questions
What happens if a booking is canceled?
For now, only new bookings are exported, not cancellations or modifications. These must be managed directly in SES.Accommodations.Is it mandatory for all accommodations in Spain?
Yes. From October 1, 2024, all Property Managers must send new bookings and traveler's forms.What templates are available for the Traveler's Form document?
Official version (A5) → non-editable, format required by authorities.
A4 version → editable, with additional information.
What if a guest doesn't complete the online check-in?
The Property Manager must manually enter the data in VRMS before the export.