Reference translation

This page is a courtesy translation. The Spanish version is the authoritative reference.

Check-in link

Each guest receives a unique link to complete their registration. They don't need to sign up, install anything, or download anything — they open the link on their phone or browser and fill in their data directly.

You can also fill it in yourself

If the guest won't use the link (phone booking, walk-in), you can enter their data yourself from the registration. The signature is still theirs. See Filling in a guest's data.

How it works

1. From the registration, click Add guest.
2. A unique link and a QR code are generated for each guest who does their own check-in. Anyone under 14 on the arrival date gets neither — the adult they travel with declares them.
3. Share via WhatsApp, email, SMS, or any other channel. The QR is handy at the front desk.
4. You can also generate a group link that bundles every guest of a registration on a single page — ideal for sending just one message to the lead guest. See Group check-in.

Privacy screen

Before the first step, the guest sees an information screen on data privacy and Royal Decree 933/2021. They must accept before continuing — the acceptance is timestamped.

The steps of the form

1. Identification — date of birth, nationality, document type, document number, and support number when applicable. The date comes first because it decides the rest: anyone under 14 on the arrival date does not fill in this form — the adult they travel with declares them.
2. Personal details — first name, surname(s), sex. Ages 14–17: kinship with an adult on the same registration.
3. Address — street, postal code, city, country, municipality, province.
4. Contact — phone with international prefix and/or email.
5. Children — adults only: the under-14s travelling with that person. No children travelling is a valid answer, and it is what lets them continue.
6. Signature — the guest signs by hand and ticks the declaration-of-accuracy box. Both are needed to confirm. That signature also covers any children they declared.
7. Done — summary of the submitted data and, if the registration is not locked, an Edit my information button to re-open their data.

TIP

A guest aged 14–17 does not see the Children step: they cannot be another minor's responsible adult, so their form has one step fewer.

INFO

Data is saved as soon as the guest moves to the next step. If they close the browser mid-step, that step is not saved until they advance; previously completed steps are kept when they reopen the link.

Document rules

Document	Last name 2?	Support number?
DNI	Yes	Yes
Passport	No	No
NIE	Yes	Yes
EU registration certificate	Yes	Yes
Identity document from my country	No	No
Travel document	No	No

The guest sees the options ordered by real-world use, the most frequent first. Picking one shows a sentence underneath saying exactly what that document is — so an EU citizen holding their own country's identity card doesn't pick EU registration certificate, which is a certificate issued in Spain carrying a NIE number. Detail in Document types.

TIP

The support number is printed on the front of the document, the photo side, not on the back — and the unlabelled six-digit number on a DNI is the CAN, which does not work. The label and the position vary by document and version: all of them are in Document types.

No document photos required

RegistroViajero does not ask for photos of the DNI or passport. Only textual data is collected (type, number, and support number when applicable). If you need to keep ID copies for internal reasons, do so outside the platform.

Soft data-quality warnings

While the guest fills in the form, RegistroViajero shows non-blocking warnings when it detects likely typos:

• Street that's too short (probably incomplete).
• Postal code with the wrong length for the country.
• Document number with an unexpected length (a DNI or NIE is 9 characters).
• Support number outside 3 to 9 characters.
• Suspicious-looking email format.

These are advisory — the guest can move on. Only the Ministry's hard requirements block the signature step:

• Age 14 or older to sign (under-14s do not sign: the adult they travel with declares them).
• Last name 2 if the document is DNI, NIE, or EU registration certificate.
• Support number if the document is DNI, NIE, or EU registration certificate.
• A document number shaped like the chosen type: DNI, NIE, and the EU registration certificate carry a nine-character Spanish number with a check letter. If it doesn't fit, the guest cannot continue; the form shows the expected format and, where it applies, points them at Identity document from my country in case the document is from another country.
• Having answered the Children step, and every declared child having complete details (adults only).

More detail in Data-quality warnings.

Minors

Every minor goes on the register (Royal Decree 933/2021, art. 5.1). What changes is who supplies their data and who signs.

• Under 14: they have no link of their own and do not sign. The adult they travel with declares them in the Children step, immediately before the signature screen, and one signature covers that adult and every child they declared. Only a name, surnames, date of birth, address and kinship are collected — no document, no contact details, no signature. Each declared child is added to the registration's guests, so the number of people staying grows as they are declared — and that total is what goes to the Ministry.
• 14 to 17: they complete the form with their own link, declare their kinship with the accompanying adult on the same registration (son/daughter, sibling, etc.), and sign for themselves.

Returning-guest prefill

If a guest stays again and opens a new link, RegistroViajero can detect their previous data and offer to reuse it with a single click. The lookup requires two matching details: the same document number and the same date of birth. Both are asked on step 1, so the offer appears there, as soon as the guest enters their date of birth. The guest reviews, edits anything that has changed, and signs — without re-typing.

Available languages

The check-in form is available in 9 languages: Spanish, English, French, German, Italian, Portuguese, Galician, Basque, and Catalan. The locale is auto-detected from the guest's browser, and from the admin panel you can pre-configure the link's language.

Editing after signing

On the final step (Done) the guest sees an Edit my information button, shown while the registration is not locked. Clicking it:

• Deletes their signature.
• Sends the registration back to Awaiting guests.
• Notifies you that a guest has re-opened their data.

If too much time has passed and you have just locked editing from the panel, the guest sees a message asking them to contact you.

Invalid link

If a guest's link stops working part-way through check-in — because you removed the guest, deleted the registration, or the data expired through retention — and the guest then tries to save a step, sign, accept the privacy screen, or re-open their data, they now see a clear Invalid link screen asking them to contact the accommodation, instead of a confusing error. That way the guest knows what to do and can reach out to you for a fresh link.