Submitting data to SES Hospedajes

In most of Spain, you no longer need to send guest data to the Guardia Civil or Policia Nacional Webpol. Instead, you will need to use the SES Hospedajes application developed by the Ministry of the Interior.

This change does not apply in the Autonomous Communities of the Basque Country and Catalonia, these have their own regulations. Continue to submit your guest data to the Mossos or Registro Hotelero de la Ertzaintza in these regions.

Data submission requirements

You are required to submit two types of data:

Booking data: When a reservation is made.
Guest data: When check-in is complete.

The required data includes guest personal details and booking information. You must also provide sensitive data like payment methods, amounts and bank card/account numbers for all guests, including those under 14 years old.

Enabling the SES Hospedajes web service

If you’re a first-time user, you’ll need to create a SES Hospedajes account on their website.
The person operating the accommodation is responsible for reporting guest information.
Use a single account for multiple properties.
To connect automated compliance reporting, enable the “web service” option in your SES Hospedajes account.

Follow the steps below:

Go to the SES Hospedajes website.
Find Acceso al registro de establecimiento y entidades and click the @ button.
Find Mis datos registrados and click Acceder.
In your account data, check the box for Envio de communicaciones por servicio web.
Save changes.
You’ll receive an email from no-reply@hospedajes.mir.es with the credentials needed to connect automated compliance reporting. These credentials are different from your SES Hospedajes login.
The email will contain:
1. Código de arrendador
2. Código de establecimiento
3. Usuario
4. Contraseña

Connecting your SES account in Guest Engagement

After setting up your SES Hospedajes account and enabling the web service, you can set up automated compliance reporting.

Step 1: Activation

Go to Guest Engagement > Check-in > Settings.
Select Compliance reporting check-in form and save.

Step 2: Language settings

Select the languages you would like to make your compliance check-in form available in.
Add additional languages in Guest Engagement > Settings > General.
If your desired languages are already set, no action is needed.
The compliance check-in form only supports specific languages: English, Spanish, Italian, German, French, Hungarian, Russian, Czech, Bulgarian, Portuguese, Romanian, Estonian, Polish and Catalan.
Changing language settings affects other Guest Engagement features. For example, enabling the form in German will also make it an option on the Offers page. Offers without German translations will be displayed in your default language.

Step 3: Configure settings to send guest data

Go to Guest Engagement > Check-in > Settings and select Compliance check-in form.
Enter the following property details:
1. Property name
2. Commercial name
3. Country
4. Province
5. City
6. Owner fiscal code
Choose a guest signature option:
1. Auto signature (recommended)
2. Manual signature
Enable the Authority connection toggle and select SES Hospedajes from the drop-down in the Automatically send info to field.
Enter the following Ses Hospedajes credentials:
1. Username
  1. The username can be found in the email sent from no-reply@hospedajes.mir.es and will always end in WS. This differs from your SES Hospedajes login.
2. Password
3. Establishment code
4. Lessor code

6. Click Validate.

Step 4: Enable booking registration sending

Activate the automatic booking registration of booking data.
This is only required for direct website bookings.
OTA bookings (e.g., Airbnb, Booking.com) are sent by the OTA.

In Guest Engagement > Check-in > Settings.
Click Enabled under Booking registration sending.
Select any Exempted booking sources.

You can set booking registration sending to either Enabled or Disabled. If Enabled booking data is sent when the reservation is made, while guest data is sent after check-in. If Disabled, both booking and guest data are sent at the time of check-in.

Step 5: Select payment method

This is required for all reservations sent to SES Hospedajes.
Select a default Payment type in Guest Engagement and save. You can modify the payment type for individual reservations.

Step 6: Final step

Go to Check-in > Settings, select Compliance check-in form and save to activate it.

Troubleshooting connection errors

If you get an error after connecting automated compliance reporting in Guest Engagement.

Log into your Ses Hospedajes account.
Find Acceso al registro de establecimiento y entidades and click the @ button.
Untick the Envío de comunicaciones por servicio web box and save.
Tick the box again and save. This will trigger a new email with new credentials.
Check your email.
Use the new username and password to reconnect your SES account in Guest Engagement and save.
If you still have issues, please contact our support team.

Confirming the check-in form has been sent

When the Compliance check-in form is received, the Pre-check-in status in Little Hotelier will change to Received.
The compliance report is sent to the authority automatically after check-in.
To see the compliance report status:
- Go to Guest Engagement and find the Guest Profile.
- A new panel will show the status.

Understanding compliance check-in statuses

Created: Submitted to local authority.
Updated: Status change from local authority.
Scheduled: Processing will begin soon.
In progress: Currently being processed.
Done: Successfully sent to authorities.
Failed: Sending error.
Deleted: Registration deleted, no further action.

Viewing compliance report details

Go to Guest Engagement > Check-in > Settings > Compliance reporting check-in form.
Click Documents to see all records sent to the authorities.