Reference translation

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

Create registrations

Create a manual registration

1. Go to the Dashboard (or open an accommodation from Properties).
2. Click New registration.
3. Pick the accommodation and the check-in / check-out dates.
4. Set the Payment method if you already know it. You can leave it for later.
5. If the dates overlap with another active registration on the same accommodation, RegistroViajero shows an overbooking warning but still lets you create the registration — useful for legitimate conflicts between OTAs.

The registration is created in Awaiting guests state. Next, add guests and send their check-in links.

Payment method and amount

The Ministry asks on every guest report for how the guest paid. RegistroViajero also records, for you alone, how much you charged them.

Both fields live on the Reservation details card inside the registration. The Payment method also appears when you create a registration.

Payment method

One of these eight options, the same set SES.HOSPEDAJES accepts:

Option	When to use it
Cash	The guest paid in cash.
Card	Card payment, at the property or remotely.
Bank transfer	Bank transfer.
Booking platform	The OTA collected the money (Airbnb, Booking, etc.) and pays you out.
Mobile payment	Bizum, Apple Pay, Google Pay and similar.
Gift card	Gift card or voucher.
Payment on arrival	The guest pays on arrival.
Other	Any other method.

Two shortcuts, so you don't pick it over and over:

• Registrations imported from an OTA calendar are created as Booking platform, because that platform is what sold the stay.
• When you create a registration by hand, RegistroViajero offers the payment method from the last registration on that accommodation that has one. It's an offer — change it when it doesn't fit.

INFO

Left as Not specified, the guest report is filed as Other. That's a valid answer for the Ministry, but it stops telling you how that stay was paid.

Total amount

What you charged the guest for the stay, taxes included.

• It is not sent to the Ministry. SES.HOSPEDAJES has no amount field at all: on payment it asks only for the method. This is your own record.
• It appears on the registration and in the downloadable guest report PDF.
• A Payment method is required before an amount can be saved: the amount is stored alongside it.
• Write it with either a comma or a dot decimal separator (1,234.56 and 1234.56 both work), with at most two decimals.

Reference

Your own identifier for the stay — the OTA locator, an invoice number, whatever you use to recognise it. You edit it in the same Reservation details card, and it is searchable from the quick search.

It does travel to the Ministry: it is the lodging contract's reference. Leave it empty and an internal registration identifier is sent instead, so it is worth filling in your real locator.

Registrations imported from a calendar arrive with whatever locator the platform publishes — Airbnb publishes its confirmation code. Platforms that publish none in the calendar, such as Booking.com, create the registration with no reference and you can write your own.

WARNING

The whole Reservation details card is locked in four states: Sent to Ministry, Confirmed, Archived and Blocked. The first two have a communication at the Ministry, so to correct the payment method you have to annul the communication, change it, and send it again. An Archived registration is reactivated instead, and a date Blocked entry has no reservation details to edit.

Under-14s on the registration

A declared under-14 appears inside the registration as a row nested under the adult who declared them, not as a guest card. The position is the information: it says who answers for whom.

• The row shows name, age and kinship, worded from the adult — "With Hans Müller (father)" — because kinship names the adult's role, not the child's.
• It has no link and no QR code: they do no check-in.
• The registration's occupancy line separates the people doing their own check-in from the declared children, so the total adds up at a glance.

A child with no responsible adult

If a child is left without a responsible adult — because you removed whoever declared them — their row says so in amber. A registration in that state cannot be sent: the report needs the kinship. Assign an adult again from the child's editor.

When you remove an adult who has declared children, RegistroViajero tells you before you confirm, so you don't discover afterwards that they were left loose.

Overbooking and overlaps

Two registrations overlap when they're on the same accommodation and their dates cross (archived registrations don't count, and two back-to-back stays —one checking out the same day another checks in— don't either). When that happens:

• The registration shows an overbooking badge you can tap to compare it with the registration it clashes with.
• In the Registrations list you can turn on the Only overbooking filter to see, at a glance, every overlapping registration and resolve the conflicts.

The indicator is a warning, not a block: RegistroViajero never stops you from creating or managing a registration because it overlaps.

Calendar view

The Dashboard shows a monthly arrivals calendar: each day displays a ring summarizing that day's check-ins by status. Click a day to see the list of that day's arrivals, and open any registration from that list.

Import registrations

You can auto-import registrations from booking platforms using iCal calendars. Imported registrations show a visual indicator of their origin (Booking.com, Airbnb, VRBO, etc.).

Imported registrations that don't include guest data are created with no guests — you decide whether to add guests or block the dates. No platform publishes the guest's name in the calendar; what Airbnb does publish is its confirmation code, which arrives as the Reference.

Automatic cancellations

If the OTA cancels a registration that's still unsent, RegistroViajero archives it after a short safety window on the next iCal sync (every 15 minutes). Registrations already sent or confirmed with the Ministry are not archived automatically: they're flagged with Needs annulment. See Import calendars (iCal).

Reactivate an archived registration

If you need to recover a registration that was archived by mistake, open it and, from the Actions menu, choose Reactivate. RegistroViajero:

• Reopens the registration (state Awaiting guests or Ready to review, depending on existing data).
• Unlinks it from the iCal feed that archived it so it won't be archived again on the next sync.

Manual reactivate vs. automatic reactivation

The unlinking happens when you click Reactivate. It's different from when the OTA itself re-lists the registration with new dates: in that case RegistroViajero reactivates it on its own and keeps the link to the calendar. See Import calendars (iCal).

More detail in Reactivate a registration.

Date blocks

You can reserve an accommodation's dates with no guests (maintenance, personal use, etc.):

1. Create a registration with the dates, without adding guests.
2. On the registration, open the Actions menu and click Block dates.

The registration moves to the Blocked state: the dates count as unavailable, no guest data is requested, and nothing is reported to the Ministry. You can unblock at any time from the Actions menu with Unblock.

Automatic submission

Each registration decides on its own whether it's sent to the Ministry automatically or you send it by hand:

• In the Registrations list, registrations you've already reviewed (Reviewed) show a small icon telling you at a glance what will happen: a clock (it will be sent automatically) or a hand (you'll send it manually).
• When you open a registration, the status box reminds you whether it will be sent on its own —and on what date— or whether you'll have to send it yourself.
• Every new registration starts from your agency's default (Settings → Agency), but you can change it stay by stay: open the registration and, from the Actions menu, turn Automatic submission on or off.

So you can, for example, let one specific registration send itself even if automatic sending is off by default for your agency. More detail in Validate and submit.

Search and filter registrations

Use the global search bar (shortcut ⌘K or Ctrl+K) to jump to a specific registration by:

• Guest name.
• Document number.
• Registration reference.

To narrow the list — by accommodation, state, check-in and check-out dates, or only the ones that overlap — open Filters above the list. The panel tells you how many registrations you will get before you apply anything. See Filtering and searching lists.

Export

From the Filters panel on the Registrations list you can request two exports:

• Traveller reports (.zip) — the reports for the registrations you have filtered, in a ZIP with one folder per accommodation.
• Registrations (.csv) — a list of the filtered registrations.

They are prepared in the background and appear under Exports, at the top right. The PDF of a single registration downloads immediately from that registration's Actions menu.

Full detail — states, limits, file names, who can download them, and the 30-day retention — in Exports.

Registration states

See the states reference for every possible state and its transitions.