Your guests check in before they even arrive
A digital registration link sent automatically at booking confirmation. Guests fill in their data in under 2 minutes — from any device, in any language.
What Online Check-in does
BookCheckin replaces the paper registration card with a secure, mobile-friendly form that collects everything legally required — automatically.
Automatic booking-triggered link
The moment a reservation is confirmed — whether from Booking.com, Airbnb, or your direct website — BookCheckin sends the guest a personalised registration link via email, WhatsApp, or SMS. No manual action needed.
AI-powered document scanning
Guests photograph their ID, passport, or NIE and our AI extracts all fields automatically: name, surname, document number, nationality, date of birth, expiry. No typing, no errors.
In-person scanning mode
For walk-in guests or those who prefer it, your staff can open the same form on a tablet and scan documents on the spot. The workflow is identical — the data ends up in the same secure cloud database.
Multi-language support
The form detects the guest's browser language and renders itself accordingly. Fully supported: Spanish, English, French, German, Italian, Portuguese, and Dutch. Your international guests never struggle.
GDPR-compliant data storage
All guest data is encrypted at rest and in transit. Stored in EU-based servers. Automatically purged after the legally required retention period. You never need to worry about a data protection audit.
Complete audit trail
Every submission is timestamped and logged. You can see exactly when a guest completed their registration, what device they used, and what data was submitted — everything you need for any inspection.
Why this is not optional in Spain
Under Real Decreto 933/2021 — in force from 2 January 2023 — every tourist accommodation in Spain must collect and report a detailed set of guest data for every stay. The requirement is not just for hotels: it applies to apartments, rural houses, campsites, and any registered tourist property.
The data required goes well beyond a name and a passport number. Authorities now require: full name, document type and number, nationality, date of birth, sex, address of residence, relationship to the booking holder (for groups), and the phone or email used for the reservation.
Non-compliance carries fines of up to €30,000 per infraction under the Ley Orgánica 4/2015 de Protección de la Seguridad Ciudadana. Inspections have increased substantially since 2023 — the Ministerio del Interior treats this seriously.
Beyond compliance, the guest experience impact is real. Properties that send a pre-arrival registration link see significantly fewer questions on the day of arrival, shorter queues at reception, and higher review scores on guest communication.
How it works, step by step
Booking is confirmed
A new reservation comes in from any channel — Booking.com, Airbnb, your PMS, or a direct booking. BookCheckin detects it automatically via integration or API.
Guest receives the registration link
Within minutes, the guest receives a personalised message (email, WhatsApp, or SMS) with a secure link to their digital check-in form.
Guest scans their document
They photograph their ID or passport. Our AI reads every field instantly and pre-fills the form. They review, confirm, and submit — total time: under 2 minutes.
Data lands in your dashboard
The submission appears in your BookCheckin dashboard immediately. You see a clean profile for every guest, with all documents stored and all fields validated.
Police report is generated automatically
The system uses the submitted data to generate and submit the required traveller report to Spanish authorities — no extra steps from you.
What you gain
Save 15–30 minutes per booking
Manual guest data entry — paper forms, typing into portals, filing — costs the average property manager 15 to 30 minutes per booking. With 50 bookings a year that's up to 25 hours you get back.
Zero compliance risk
Every required field is validated before submission. The form will not let a guest proceed without completing mandatory data. You are always compliant — automatically.
Better guest reviews
Guests who receive a smooth pre-arrival experience consistently rate communication higher on Booking.com and Airbnb. Less friction at check-in means a better first impression.
Paperless, forever
No more filing cabinets, lost forms, or illegible handwriting. Every registration is stored digitally, searchable, and available for any inspection at a moment's notice.
Frequently asked questions
How long does an Online Check-in take a guest to complete?+
On average, under 2 minutes. The guest opens the link on their phone, photographs their document — BookCheckin's AI pre-fills every field — then reviews and signs. No manual typing.
Which documents can guests scan?+
Passports, DNI, NIE, driving licences and national ID cards from 190+ countries. Both new (chip + MRZ) and older paper-based documents are supported.
Does Online Check-in work for walk-in guests too?+
Yes. Your reception team can open the same form on a tablet and scan the document on the spot. The workflow is identical to a remote check-in — the data lands in the same secure dashboard.
In which languages does the form render?+
BookCheckin detects the guest's browser language automatically. Spanish, English, French, German, Italian, Portuguese and Dutch are fully supported.
Is the guest data GDPR-compliant?+
Yes. All data is encrypted at rest and in transit, stored on EU-based servers, and automatically purged after the legally required retention period under the GDPR and the Spanish LOPDGDD.
What happens after the guest finishes the check-in?+
The submission lands instantly in your dashboard, the traveller report is generated and filed automatically with SES Hospedajes (or the relevant regional authority), and — if you have Remote Access configured — the guest is sent their access code.
Start saving time on every check-in
Set up Online Check-in for your property in under 30 minutes.
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