According to Royal Decree (RD) 933/2021, the information required from guests in check-in forms has been expanded. The changes are outlined below:
Usual place of residence of all guests.
Family relationship. RD 933/2021 requires indicating the family relationship between guests.
Total number of travelers. This data will be generated automatically based on the number of guests in the reservation.
Signature of all guests. In the case of minors under 14 years old without an identity document, the legal guardian must sign on their behalf.
Document support number for DNI and NIE. This is collected automatically.
Email address and mobile phone number of all guests. These must be entered manually and are mandatory fields.
Additionally, RD 933/2021 requires that each check-in be associated with a contract containing the following details:
Contract reference. You may enter the reservation locator, the main guest’s ID number, or any unique reference for the reservation.
Contract date. The date on which the contract was formalized or the reservation was made.
Payment method. You may select from the dropdown: cash, credit card, payment platform, bank transfer, or others.
Our platform has already been adapted to request these new fields during check-in (both guest data and contract-related information).
Please note that check-ins will be sent to Mossos d'Esquadra starting at 11:00 PM on the day of arrival.
To avoid any doubts that may arise, we are providing examples of check-ins with these new changes, depending on the type of check-in you usually use.
1. Online pre check-in
If you send your guests the pre check-in link (automatically or manually) so they can complete the check-in online, below are the screens your guests will see when completing the “new” check-in:
Once the guest opens the link, the usual four screens with the basic check-in tutorial will appear.
According to RD 933/2021, each check-in must be associated with a contract including the following details:
Contract reference. You may enter the reservation locator, the main guest’s ID number, or any unique reference for the reservation.
Contract date. The date on which the contract was formalised or the reservation was made.
Payment method. Select from the dropdown: cash, credit card, payment platform, bank transfer, or others.
NOTE: At the moment, this information cannot be imported from your PMS or booking engine. However, we are pleased to inform you that we continue working closely with our partners to enable synchronization of this data.
It is now time to scan the identity document.
Our app will automatically read the scanned document and fill in as much information as possible. However, the new Royal Decree requires data that does not appear on the identity document, so any empty fields must be completed manually. After signing, click Next.
On the next screen, a summary of the guests registered so far with that reservation link will appear. Additional guests can be added using the same link (even from another device) or directly from this screen. Once all guests are registered, click Finish check-in.
Finally, a confirmation will be requested to complete the check-in.
2. Check-in via QR code or generic link
If you use your property’s generic link or have a printed QR code for guests to register upon arrival, please note that it will not be necessary to generate a new generic link or a new QR code. The check-in process your guests will follow is as follows:
Once the guest scans the QR code or opens the generic link, the property name will appear along with the screen where they will enter the check-in and check-out dates.
The usual screens with the basic check-in tutorial will then appear.
According to RD 933/2021, each check-in must be associated with a contract including the following details:
Contract reference. You may enter the reservation locator, the main guest’s ID number, or any unique reference for the reservation.
Contract date. The date on which the contract was formalized or the reservation was made.
Payment method. Select from the dropdown: cash, credit card, payment platform, bank transfer, or others.
NOTE: At the moment, this information cannot be imported from your PMS or booking engine. However, we are pleased to inform you that we continue working closely with our partners to enable synchronization of this data.
It is now time to scan the identity document.
Our app will automatically read the scanned document and fill in as much information as possible. However, the new Royal Decree requires data that does not appear on the identity document, so any empty fields must be completed manually. After signing, click Next.
On the next screen, a summary of the guests registered so far with that reservation link will appear. Additional guests can be added using the same link (even from another device) or directly from this screen.
Once all guests are registered, click Finish check-in and confirm the action.
Finally, due to the new requirements of RD 933/2021, all check-ins must be associated with a reservation. In these cases, if your guests are registered via QR code or generic link, a screen will appear displaying an internal Check-in Scan reservation code so that the data can be sent correctly. This code does not need to match reservation locators from other platforms such as Booking or Airbnb.
