For each guest you have to collect their first name and surnames, sex, identity document, nationality, date of birth, address, phone number and email, plus the details of the contract and the payment. Children under 14 do not sign: their details are given by the adult accompanying them. And everything is reported to the police within 24 hours at most, both for the booking and for the arrival.
The exact list is in annex I of Real Decreto 933/2021, and it changes slightly depending on whether you host on a professional basis (hotel, guesthouse, tourist apartments, campsite, rural tourism) or a non-professional one (a private individual who rents out their flat). This guide covers all of it. To see how it is actually sent in practice, read SES.HOSPEDAJES step by step.
The details of each guest
| Data | Professional | Non-professional |
|---|---|---|
| First name | Yes | Yes |
| First and second surname | Yes | Yes |
| Sex | Yes | Yes |
| Identity document number | Yes | Yes |
| Document support number | Yes | Not listed |
| Type of document (DNI, passport, TIE) | Yes | Yes |
| Nationality | Yes | Yes |
| Date of birth | Yes | Yes |
| Habitual residence: full address, town and country | Yes | Yes |
| Landline | Yes | Yes |
| Mobile phone | Yes | Yes |
| Yes | Yes | |
| Number of guests | Yes | Yes |
| Family relationship between the guests, if any is a minor | Yes | Yes |
Source: Real Decreto 933/2021, annex I, sections A.3 (professional) and B.3 (non-professional).
The details must match the identity document that the guest shows you or hands over. The accommodation is responsible for that accuracy (art. 4.3), so it is best to check the document rather than copy what the guest reads out from memory.
The booking and payment details
Besides the guests, the registration form includes the details of the transaction (annex I, A.4 and B.4):
| Block | What it includes |
|---|---|
| Contract | Reference number, date and signatures |
| Stay | Check-in date and time, check-out date and time |
| Property (professionals only in this block) | Full address, number of rooms and whether it has an internet connection |
| Payment | Type (cash, card, payment platform, bank transfer…), identification of the payment method (card type and number, bank account, mobile payment, other), holder, card expiry date and payment date |
If you host on a non-professional basis, you provide the property details (address, town, country, number of rooms and internet connection) when you register, along with your own as the holder (annex I, B.1 and B.2).
What happens with minors
The Real Decreto distinguishes between two ages, and it is worth not mixing them up:
- Under 14: they do not sign. The registration form is signed by "every person over the age of fourteen". The details of children under fourteen "shall be provided by the adult accompanying them" (art. 4.2).
- Their details are still recorded. The register includes, "where applicable, the details of persons under the age of fourteen" (art. 5.1).
- Minors (under 18): family relationship. If any of the guests is a minor, the family relationship between the guests must be stated (annex I).
In practice: a 15-year-old signs their own registration form, and, being a minor, their relationship to the adults they are travelling with must also be stated.
The deadlines
| What | Deadline | Where it says so |
|---|---|---|
| Report your details and those of the accommodation | Within 10 days of completing the administrative formalities for the activity and, in any case, before you start hosting | RD 933/2021, art. 6.1 and 6.2 |
| Report the booking, the contract or its cancellation | Immediately and, at most, within 24 hours | RD 933/2021, art. 6.3.a |
| Report the arrival (start of the stay) | Immediately and, at most, within 24 hours | RD 933/2021, art. 6.3.b |
| Keep the register (professionals) | Three years from the end of the stay | RD 933/2021, art. 5.3 |
The reporting obligations have applied since 2 January 2023 (third final provision). In the Basque Country, the Order of 25 November 2022 repeats the same data, the same 24-hour deadline and the same rule for children under fourteen, but the report goes to the Ertzaintza (arts. 2, 3 and 4 and annex). In Catalonia the data is the same, but it is reported to the Mossos d'Esquadra, not to SES.HOSPEDAJES.
Professional or non-professional: what changes
- Register and retention: professionals keep a computerised register and hold on to it for three years. Non-professionals do not have that obligation; they only have to report (art. 5.4).
- How to report: professionals do it electronically. Non-professionals can also use other means (art. 6.4).
- Data: almost the same. The difference for guests is the document support number, which only appears in the professionals' section.
What the law provides for if something goes wrong
Real Decreto 933/2021 (art. 8) refers to the Ley Orgánica 4/2015 on public safety:
| What happens | Classification | Fine range (LO 4/2015, art. 39.1) |
|---|---|---|
| Not keeping the register or not making the mandatory reports | Serious | €601 to €30,000 |
| Filling in the register with errors or mistakes, or reporting late | Minor | €100 to €600 |
These are the limits set by the law, not the fine in a specific case.
How to make it easier for yourself
What takes the most time is asking for the data at reception, one item at a time, with the guest standing in front of you. Two ideas:
- Ask for the data before arrival. A form that the guest fills in from their phone saves the queue and the copying errors.
- Keep this list at hand. If a box is left empty, you will know what is missing before you send.
If you manage your bookings in Weko, the Guest registration section (in Bookings → Settings → General settings → Availability) appears if your business is an accommodation in Spain. You turn on "Activate reporting to the authorities", save your SES.HOSPEDAJES credentials and Weko sends the guest a link to fill in their details before arrival. Once the booking has those details, you press "Report" and Weko sends the registration form to SES.HOSPEDAJES; if it shows "Incomplete" or "Error", check the guest's details.
Be careful about what that form covers. It collects the first name, surnames, sex, date of birth, nationality and document type and number; the guest can leave the address and the family relationship blank, so if a minor is travelling, check that the relationship is filled in. Weko does not collect the phone number, the email, the document support number, the town and country of residence or the payment details: you have to complete those in SES.HOSPEDAJES yourself, or check there that they are present, before considering the registration form sent.
Weko sends the registration form to SES.HOSPEDAJES only. It does not send it to the Mossos or the Ertzaintza. Checking that the data is complete and correct remains the accommodation's responsibility.
This guide is for information only and is not legal advice.
Verifactu in bars and restaurants: when it becomes mandatory and what to do
Verifactu and TicketBAI: how they differ and which one applies to your bar or restaurant
Do you have to list the 14 allergens on the menu of a bar or restaurant in Spain?