Whether you have tourist accommodation or are just starting out in this sector, you should start running records of the guests you are accommodating on your property. This is a process that is already mandatory in Spain, and will be increasingly so in more countries around the world. In this article we will show you the keys to the traveller’s registration book and how to proceed with it.
WHAT IS A TRAVELLER’S LOGBOOK?
It is a book that collects the identification data of each guest staying at your tourist establishment. All the data generated by all the travellers in the same reservation are included in an entry section, which we attach and keep in the guest book.
ENTRY FORMS – WHAT SHOULD WE DO WITH THEM?
Once we have collected the relevant information, either manually or automatically, it must be kept for at least three years. During this period it may be required at any time by Law Enforcement.
In addition, the establishment must send the entry reports to the Police Station or Guardia Civil post, so that they have a record of who is staying in each accommodation almost in real time. Both institutions have digital platforms that allow us to send them telematically.
HOW DO WE FILL IN AN ENTRY FORM?
The guest registration consists of a short document that must be filled in with basic identification information (name and surname, date of birth, sex, etc.) and the signature of the tourist. The establishment can fill in the information, but by regulation of the Ministry of the Interior, the traveller must sign the report. The format of the report must comply with the annex to Order INT/1922/2003, a procedure already provided by the institution, which you can download in PDF format here.
APPS THAT DO THE JOB FOR US
It is true that this whole process can be complex and tedious, especially if the volume of travellers is considerable. Moreover, the web interfaces of police institutions are not yet sufficiently intuitive.
Many have detected an opportunity in this regard and, consequently, multiple web applications have emerged that automate the execution of this procedure, such as Partee or Check-in Scan, making our work easier and faster and saving a lot of management time. Many Channel Managers have already started to implement their own systems for guest registration.
It is very important to carry out this work of generating and conserving these Traveler’s Books since not only are large fines avoided for not complying with what is established, but by respecting the regulations we are fulfilling our obligation as citizens to collaborate in the fight against crime.