SES Hospedajes with Little Hotelier: how to register guests (partes de viajeros) without double work

Every hotel, hostal, B&B and holiday let in Spain must send its guests' details to SES.Hospedajes, the Interior Ministry's online register (Catalonia and the Basque Country use their own police systems). Bookings and cancellations go in within 24 hours, and guest data within 24 hours of check-in (Royal Decree 933/2021). Little Hotelier can send both automatically through its Guest Engagement online check-in, or through a partner app such as Chekin, so nobody types the same guest twice.

What is SES.Hospedajes and who has to use it?

SES.Hospedajes is the Ministerio del Interior's platform for the guest register (registro documental) that accommodation businesses must keep. Many owners still call the records partes de viajeros. The Ministry activated the platform on 2 December 2024, after several postponements (Moncloa press release).

It applies in the whole of Spain to (RD 933/2021, article 2):

• hotels, hostales, pensiones, casas de huéspedes and rural tourism accommodation
• campsites and motorhome areas
• tourist apartments, bungalows and similar holiday accommodation
• private individuals who rent out accommodation, according to the Ministry's FAQ of August 2026

Catalonia and the Basque Country keep their own systems. In Catalonia you report to the Mossos d'Esquadra through their existing platform (Mossos); in the Basque Country, to the Ertzaintza (euskadi.eus).

Register your establishment first. You must sign up on SES.Hospedajes before you start trading, with a digital certificate or Cl@ve (sede electrónica). Registration gives you login details for the web app and separate credentials for sending by web service.

What data does SES.Hospedajes ask for?

Annex I of RD 933/2021 lists three blocks:

The Ministry's FAQ clarifies a few points:

• The DNI is mandatory from age 14. Under-14s are still registered, with their data given by the adult they travel with.
• If any guest is a minor, record the relationship (parentesco): parent, grandparent, guardian or other.
• With no email, a mobile number is enough.
• Sex is required when it appears on the document.

The official file upload instructions mark some fields as optional, but the decree lists them all. Collect everything you reasonably can.

What are the deadlines and fines?

Article 6.3 of the decree sets two separate 24-hour deadlines, "immediately, and in any case within 24 hours":

1. from the booking, the contract or its cancellation
2. from the start of the stay (check-in)

Any later change to a booking needs a new communication. Keep the records for three years after the stay ends (article 5.3). The Ministry says it will not send you lists of what you sent, so keep your own history.

Fines come from the citizen security law, Ley Orgánica 4/2015:

How do you send the data: web form, file or web service?

SES.Hospedajes accepts three ways, all described in the Ministry's visual guide:

1. Web form. Type each booking and guest into the SES.Hospedajes app. Fine for a handful of rooms, slow for anything busier.
2. File upload. Upload an XML file with many communications at once. Every communication in one file must be of the same type.
3. Web service. Your software sends the data directly. This is how a PMS or check-in app removes the double work.

You can sign in to the app with a digital certificate or with a username and password, and you can see and correct communications whichever way they were sent.

Does Little Hotelier connect to SES.Hospedajes?

Yes. As of October 2026 there are two ways, plus an older export.

Option 1: Little Hotelier's automated compliance reporting

Little Hotelier's Guest Engagement includes a compliance check-in form that sends data to SES.Hospedajes for you (help centre, updated June 2025). You need Guest Engagement on your account, so ask Little Hotelier whether your plan includes it.

1. In SES.Hospedajes, open your registered data (Mis datos registrados) and tick Envío de comunicaciones por servicio web. You receive by email a lessor code (código de arrendador), an establishment code, a username and a password.
2. In Little Hotelier, go to Guest Engagement > Check-in > Settings and choose Compliance reporting check-in form.
3. Fill in the property details, choose how guests sign, switch on Authority connection, pick SES Hospedajes under Automatically send info to, enter the four credentials (the username ends in "WS") and press Validate.
4. Under Booking registration sending, choose Enabled. Booking data is then sent when the reservation is made, and guest data after check-in. You can exempt some booking sources.
5. Set a default Payment type.

Each submission shows a status (Scheduled, In progress, Done, Failed and others), and the list of sent documents is under the same settings page. Little Hotelier's compliance overview adds that changes to a reservation are sent to Chekin and updated with the authority. Separate help articles cover the Mossos and the Ertzaintza.

Option 2: Chekin from the App Store

Chekin is a paid third-party app in Little Hotelier's App Store. It handles online check-in, ID verification and police reports in Spain and other countries. Other online check-in providers offer similar services; check that yours sends to SES.Hospedajes by web service and reads your Little Hotelier bookings.

The older police report export

Front Desk > Reports > Police Report exports a .txt file of guests aged 16 and over for a date range (help centre). The article says to upload it to "the police website" and does not mention SES.Hospedajes, so check that SES accepts it before relying on it.

How to avoid double work and missing data

Double work happens when the same guest is typed into Little Hotelier and again into SES.Hospedajes or a check-in app. The fix is to collect the data once, as early as possible, and let it flow to both:

1. Send online check-in before arrival. Guests fill in their own details from the booking confirmation or a link.
2. Catch the rest at the desk in the same tool, not on paper.
3. Check the document. The decree says documents must be shown or provided, and the Ministry's FAQ accepts electronic checks that verify accuracy.
4. Fix gaps before the 24-hour deadline, not at the end of the month.

If you use Chekin: see it inside Little Hotelier

The free Chekin Connection userscript adds a Chekin panel to the reservation in Little Hotelier. You see at a glance whether guests have registered, with their names, phones and document numbers, and you can copy the document number into the reservation, for example for the invoice. When nobody has registered yet, it shows the guest registration link with buttons to open, copy, email or WhatsApp it. You need to be signed in to Chekin in the same browser. It is an independent script, not made by Chekin or Little Hotelier. Install guide: how to install the userscripts.

demo.hotelier.tools

Flag missing IDs before arrival

Hotelier Tools does not send data to SES.Hospedajes or the police, and won't claim to. What it does is check every reservation for a missing ID document or address after the booking is made, on arrival, during the stay and at check-out, using automated checks. Problems appear on one Issues page and in a report email, so you chase the guest while there is still time. See the daily front-desk checklist.

demo.hotelier.tools/automated-checks/issues

Is it legal to photocopy or scan the guest's DNI?

The decree asks you to see the document and record its data, not to keep a copy. Spain's data protection agency says a copy of the DNI is generally not needed to sign a contract, and that the business must choose the most suitable way to identify the person unless a law requires a copy (AEPD FAQ). If your check-in tool stores ID images, check how long it keeps them and why.

Summary

• SES.Hospedajes is mandatory for every type of accommodation in Spain, except that Catalonia and the Basque Country report to their own police.
• Send bookings and cancellations within 24 hours, and guest data within 24 hours of check-in. Keep records for three years.
• Little Hotelier can send to SES.Hospedajes through Guest Engagement's compliance check-in form, or through Chekin.
• Collect data once, before arrival, and let it flow to Little Hotelier and SES.
• Use automated checks to catch missing IDs, and the free Chekin Connection script if you use Chekin. For other countries, read guest registration rules by country; for Spain's statistics survey, see the INE occupancy survey.