How a check-in works, from start to finish

It all starts with a check-in link: either a connected PMS creates it automatically, or you create it by hand from "Links" with the property, the dates and the number of guests. Either way, you get it to the guest by email or through whichever channel you prefer.

The guest opens the link on their own device and completes the check-in: their personal details, those of the rest of the party if they are travelling in a group, and — depending on the property — a scanned or photographed document. They do not have to do it all in one sitting: they can come back later and carry on where they left off.

As soon as the guest opens the link — even before they finish — their check-in appears as a row in "Check-in Submissions". While nothing has been filed yet you will see one of two labels: "Unopened — awaiting registration" if they have not started, or "In progress · N/M registered" while they work through the rest of the party one by one.

Once the first guest on the booking submits their details, that label is replaced by a progress bar with five stages: Submitted, Validated, Queued, Processing and, at the end, Accepted, Partial errors or Rejected — the same language the Ministry uses to process reports in lotes. Click the row to open the full check-in record, with each guest's details and, if it has already been filed, the Ministry's exact response.

If fewer people end up staying than expected, open the link card under "Links" and expand "Adjust number of guests" to lower the total — a guest can never lower it themselves, so that adjustment is yours to make.

If someone in the party cannot or does not know how to fill in their own form, open the check-in record and click "Insert manually" on their row: you can scan their document and let BookCheckin read the details, or type them in yourself.

And if a detail that has already been sent is wrong — a misspelt surname, the wrong document number — "Edit" on that same row lets you correct it. If the Ministry had already accepted that guest, correcting it cancels the filing for the whole lote and files it again with the corrected detail — BookCheckin warns you before you confirm.

As soon as a guest submits their details, BookCheckin files them within the legal 24-hour window — you do not have to click anything. Which authority they reach depends on where the property is: the vast majority are filed with the Ministry of the Interior through SES Hospedajes; in Catalonia, if the property is in Mossos mode, and in the Basque Country, if it has the Ertzaintza switched on, BookCheckin files nothing: it prepares the official file and you upload it yourself to the Mossos d'Esquadra portal or to the Ertzaintza's.

"Accepted" means it is done — there is nothing more for you to do with that guest. "Partial errors" or "Rejected" means the Ministry has flagged a problem with one or more guests in the lote: the check-in record shows the exact text of the error, so you know what to correct.

If a filing sits still for longer than you expect, or you are not sure what a particular error means, always start from the check-in record — that is where the Ministry's exact message is, not a summarised version of it.

To correct a guest who has already been filed with the Ministry — whether it accepted or rejected them — use "Cancel submission", in the "⋯" menu of the check-in record. The link stays active; only what has already been filed with the Ministry is withdrawn. From there, guest by guest, you choose "Reset registration" (clears what they sent so they fill the form in again themselves) or "Remove" (simply takes them off the booking). If the problem was not the guests but the property — the establishment code, for example — correct it in the property's Legal tab and leave the guests as they are. When you are ready, "Re-file corrected submission" files the whole lote again.

"Delete form" is a different thing — it takes the check-in off the dashboard entirely, not just its filing with the Ministry. It is only available when there is no active filing (before filing, or after cancelling it), and the guest's data is kept either way because the law requires it.