Filling in a guest's data
Normally the guest fills in their own data from their check-in link. But you can also enter it yourself from the registration — handy for phone bookings, walk-ins, or guests who won't use the link.
If the guest is standing in front of you, see Signing at reception for the full flow.
How to do it
- Open the registration.
- On the guest's card, click the pencil icon (Edit guest).
- Fill in whatever data you have and click Save.
The form has the same four blocks the guest sees on their link: Document, Personal details, Address and Contact.
The address works the same as on the guest's link
If the country is Spain, the province and municipality are picked from an official list, exactly as in the guest's own form. For any other country the city is free text. Street, postal code and country go together: fill in one and you need all three.
You don't have to fill it all in at once
You can save what you have and complete the rest later. The guest will still see their link with whatever you have already entered, and will only need to fill in what's missing.
The signature is still the guest's
Filling in the data does not complete the guest's registration. Only the guest can make the declaration of accuracy and sign it from their link: until they sign, their status does not become Signed.
If the guest had already signed
Once a guest has signed, their signature backs the specific data they declared. If you change any of that data the signature is no longer truthful, so RegistroViajero:
- Warns you before saving and asks you to confirm.
- Returns the guest to Filling in data and deletes their signature.
- Returns the registration to Awaiting guests.
The guest will have to open their link, review the data and sign again.
The data covered by the signed declaration is: nationality, document type and number, support number, first name and surname(s), sex, date of birth, address and, for minors, the kinship and the accompanying adult.
Changing only the contact details doesn't affect the signature
Phone and email are not part of the signed declaration. You can correct them on a guest who has already signed without invalidating anything and without them having to sign again.
Data quality warnings
Just like in the guest's own form, saving may surface yellow warnings about data that looks like it contains a typo (a postal code with an odd length, a document number whose letter doesn't add up…). They are advisory and do not prevent saving. See Data quality warnings.
There is one exception: on DNI, NIE, and the EU registration certificate the document number must be a nine-character Spanish number with a check letter. If it doesn't fit, it is not saved — the same limit the guest hits on their own link, so a number the Ministry will reject never gets stored. Picking the document type also shows, underneath, the same sentence the guest reads, saying exactly what that document is.
Minors
If you enter a date of birth between 14 and 17 years old, the form will ask you for the kinship and the accompanying adult from the same registration. If you later correct the date and the guest becomes an adult, RegistroViajero clears those two fields automatically.
Guests under 14 are exempt: they are neither registered nor reported to the Ministry.
When you can't edit
| Registration state | Can you edit the guest's data? |
|---|---|
| Awaiting guests | Yes |
| Ready to review | Yes |
| Reviewed | Yes |
| Rejected | Yes |
| Sent to Ministry | No |
| Confirmed | No |
| Archived | No |
| Blocked | There are no guests |
In Sent to Ministry and Confirmed the filing is already on record, so the edit pencil disappears and the registration explains what to do: annul the filing and send it again. Annulling keeps the guest's data and signature. See Annul a filing.
In Rejected you can edit: the Ministry did not accept the filing, nothing is on record, and correcting and resending is exactly how you resolve it. See Fix a Ministry rejection.
If a registration is Archived, reactivate it before editing.
Who can do it
Any team member with access to the registration. See Team and permissions.