BookCheckin frequently asked questions

SES Hospedajes is the Spanish Ministry of the Interior platform through which every tourist accommodation in Spain — hotels, apartments, rural houses, guesthouses — reports its guests’ data. It has been mandatory since Royal Decree 933/2021. BookCheckin collects that data and submits it for you automatically.

The regulation requires the data to be reported within 24 hours of the guest’s arrival. BookCheckin does it automatically as soon as the guest completes online check-in, so the report is filed on time without you having to remember it.

Royal Decree 933/2021 governs the documentary and computerised registration obligations of accommodation providers and vehicle-rental companies. It applies to hotels, tourist apartments, rural houses, campsites, guesthouses and vacation-rental managers. It defines which data must be collected, how long to keep it and how to report it.

RD 933/2021 sets a retention period of three years from the end of the service. After that, the data must be deleted — keeping it indefinitely is not GDPR-compliant. BookCheckin stores the data encrypted for the legal period and keeps no image of the document.

Failing to report the data, filing it after the 24-hour window, or filing it incomplete is an administrative infringement sanctionable under Organic Law 4/2015 on public safety. Automating the submission is the safest way to always file on time and to keep the receipt for each batch in case of an inspection.

Both are covered, each with its own file. Catalonia is covered: Catalan properties file their guest register with the Mossos d’Esquadra, and BookCheckin prepares that filing for you. On the property’s Legal tab, enter the establishment id the Mossos issued you when you registered at registreviatgers.mossos.gencat.cat, confirm it, and check-in links work end to end. BookCheckin then builds the file in the official Mossos format (V24) from your guests’ check-ins: you download it and upload it at the portal yourself. Until that establishment id is on file, the Catalan property still cannot create check-in links. BookCheckin supports accommodation in the Basque Country: add the establishment code the Ertzaintza issued you on the property’s Legal tab and switch it on, and the check-in link, the ID scan and the signature work end to end. BookCheckin then prepares the file in the XML format of the Ertzaintza’s Registro Hostelero, and you download it and upload it in their portal with your own login. BookCheckin never signs in to the Ertzaintza portal, never sends anything on your behalf and holds no credential for it.

Not automatically — BookCheckin never contacts the Mossos portal and never holds credentials for it. What it does do is get the filing ready for you. For a Catalan property whose Mossos establishment id is confirmed, BookCheckin generates the file in the official V24 format from your guests’ check-ins, and you download it and upload it at registreviatgers.mossos.gencat.cat. BookCheckin prepares the official file and the upload to the Mossos portal is your step. BookCheckin supports accommodation in the Basque Country: add the establishment code the Ertzaintza issued you on the property’s Legal tab and switch it on, and the check-in link, the ID scan and the signature work end to end. BookCheckin then prepares the file in the XML format of the Ertzaintza’s Registro Hostelero, and you download it and upload it in their portal with your own login. BookCheckin never signs in to the Ertzaintza portal, never sends anything on your behalf and holds no credential for it. Everywhere else in Spain, the traveller report goes to SES Hospedajes automatically.

In Catalonia, yes. There is one setup step first, the same way the rest of Spain has to add SES credentials: enter your Mossos establishment id on the property’s Legal tab and confirm it. After that you can create check-in links, the guest checks in, scans their document and signs, and BookCheckin has the file ready for you to upload at the Mossos portal. Without that id, a Catalan property stays blocked and no check-in links can be created. If anything trips you up during that setup, contact us and we will help. BookCheckin supports accommodation in the Basque Country: add the establishment code the Ertzaintza issued you on the property’s Legal tab and switch it on, and the check-in link, the ID scan and the signature work end to end. BookCheckin then prepares the file in the XML format of the Ertzaintza’s Registro Hostelero, and you download it and upload it in their portal with your own login. BookCheckin never signs in to the Ertzaintza portal, never sends anything on your behalf and holds no credential for it. The Ertzaintza’s Registro Hostelero is the most recent route we have opened. If their portal rejects a file, tell us from the contact page — or from Support inside your dashboard — with the error message, and we will fix it.

The guest photographs their document with their phone and our AI engine automatically extracts the name, surnames, document number, nationality, date of birth and expiry date. The guest reviews the data and signs, with no manual typing. It is OCR scanning — reading the data printed on the document.

No. In the check-in flow BookCheckin uses no facial recognition. The system only reads the data printed on the document via OCR to fill in the traveller report; it verifies the document, not the face.

No. BookCheckin extracts the fields the law requires and discards the document image after processing: we store no photocopies or photographs of the DNI, NIE or passport. The Spanish Data Protection Agency has warned that keeping copies of identity documents is excessive data collection under the GDPR; our flow is designed to avoid it.

Yes. BookCheckin complies with the General Data Protection Regulation. Data is stored encrypted on servers located in the European Union and kept only for the legally required period. We act as data processor: responsibility before the authorities remains with the accommodation owner.

On servers located in the European Union, always encrypted. We do not transfer your guests’ data outside the European Economic Area, and it is retained only for as long as the regulation requires.

BookCheckin has three plans, priced per property per month: Basic (€3), Pro (€5) and Business (€7). You can start with a single property and, from 4 properties up, the per-property price drops automatically. There is no setup fee and no lock-in.

3 months completely free — then your plan's standard price. Creating your account is free and needs no card: you choose a plan and add your card later, from Billing, and that is where your 3 months begin. Nothing is charged during the trial and you can cancel anytime from your dashboard.

No. We require no property or unit minimum: you can register a single home, apartment or room and grow whenever you need to. You can also cancel at any time.

No. You pay a flat rate per property per month whether you run 2 check-ins or 200. We charge no fees per guest, per filed report, or on any guest payment.

Yes. The Pro plan includes native integrations with Amenitiz, Cloudbeds, Hostaway and Lodgify. When a reservation lands in your PMS, BookCheckin automatically sends the check-in link to the guest, so you never have to create it by hand.

Yes, two ways. With a PMS: BookCheckin has no direct connection to Booking.com or Airbnb, but their reservations arrive when your PMS (Amenitiz, Cloudbeds, Hostaway or Lodgify) syncs them. Without a PMS: connect the calendar. Airbnb, Booking.com and Vrbo each publish an iCal (.ics) export URL for your listing; add it on the property’s "Calendar sync" tab — it is checked straight away and then automatically every 30 minutes — and your reservations show up in the dashboard. Included on every paid plan, Basic included.

Yes. If your platform publishes an iCal (.ics) calendar URL — Airbnb, Booking.com and Vrbo all do — add it on the property’s "Calendar sync" tab. It is checked when you add it and then automatically every 30 minutes; if you don’t want to wait, press "Sync now" on your company’s Integrations tab. Airbnb and Vrbo reservations come through as reservations directly; Booking.com and any other platform go through a short queue first so you can confirm which entries are real bookings and which are your own calendar blocks, because those calendars mix the two.

It brings the check-in and check-out dates and the booking reference. No platform’s calendar includes the guest’s email or phone, or the real number of people. So on a calendar-imported reservation you add the contact so the check-in link can be sent, and you confirm how many guests there are. BookCheckin will not file the traveller report for an imported reservation until you have confirmed that number — deliberately, so a report is never filed with a guessed guest count. As with any check-in link, the property needs verified SES Hospedajes credentials.

Yes, on the Business plan. BookCheckin generates a unique virtual key for each guest and sends it once check-in is successfully completed, removing in-person key handovers. It is compatible with Nuki, TTLock and Igloohome locks.