Reference translation

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

Validate and submit

Once all guests on a registration have completed their data, you can validate and submit the report to the Ministry of the Interior.

Submission flow

1. Review — check that every guest's data is correct. See Review a registration before submitting.
2. Validate — mark the registration as validated. This confirms you have reviewed the data.
3. Submit — with one click, RegistroViajero prepares the documents and sends them to SES.HOSPEDAJES.
4. Wait for the result — the Ministry may take a few minutes to respond. RegistroViajero polls automatically and notifies you when there's news.

Daily automatic submission

Automatic submission is off by default — you decide when to switch it on. Once enabled, once a day around 06:00 (Spain time) RegistroViajero automatically files the registrations you marked Reviewed whose guests have already checked in (the previous day's arrivals) — so the result is waiting for you when your day starts.

You're in control:

• For the whole agency (Settings → Agency) — off by default; this only pre-selects the choice for newly created registrations, it does not force or block any individual stay.
• Per registration — the Send automatically switch on a Reviewed registration is what actually decides. Turn it on to auto-file that stay (you'll see the exact send date) or off to send it manually, regardless of the agency default.

A registration auto-files whenever its own Send automatically switch is on. Manual submission is always available: press Send on the registration at any time.

On a Reviewed registration the status banner shows whether it will auto-file and on what date; the registrations list marks each Reviewed stay with a clock (will auto-file) or a hand (you'll send it manually).

What is submitted

For each stay, two documents are sent:

• Guest list (parte de viajeros) — data on every guest staying.
• Accommodation booking (reserva de hospedaje) — data on the accommodation and the booking.

You don't have to prepare anything — RegistroViajero generates them from the data it already has.

Possible outcomes

• Confirmed — the Ministry has accepted the report. Nothing else to do.
• Rejected — the Ministry has rejected some data. See Fix a Ministry rejection and Ministry errors to identify the field to fix.

If a submission fails because the accommodation's SES credentials are wrong or expired, you'll now see a clear message to check the username and password (see SES credentials).

Duplicate resubmissions

If a network blip causes RegistroViajero to send the same report twice, the Ministry detects the duplicate and RegistroViajero automatically recovers the response from the first submission. No action needed.

Fix a rejected submission (without annulling)

Unlike Sent to Ministry or Confirmed, a registration in Rejected can still be corrected without annulling. Guest editing is locked by default, but you can open it:

1. Open the registration.
2. Open the Actions menu and choose Unlock guest editing.
3. Ask the guest to return to their link and fix the flagged data.
4. Validate again and resubmit.

No prior Ministry annulment is needed — the new submission replaces the previous attempt.

Annulment

If a registration is already Sent to Ministry or Confirmed and you need to retract what was reported to the Ministry (because the data changed, or the guest or OTA cancelled), use Annul filing on the registration itself. RegistroViajero sends a BAJA to SES.HOSPEDAJES and returns the registration to Ready to review (with the data intact), ready to resubmit as is, correct, or archive separately. More detail in Annul a submission.

Prerequisites

To submit to the Ministry you need:

• Configured SES credentials.
• An establishment code assigned to the accommodation.
• All guests with completed data and signatures.
• Active Pro subscription (or trial in progress).

Locked registrations

Once in Sent to Ministry or Confirmed, guests cannot keep editing. If you need to correct data on a Sent to Ministry or Confirmed registration, first annul the submission (BAJA): the registration returns to Ready to review and you can resubmit or correct without recreating it.

When a registration cannot be sent

Sending a guest report needs all four things above. If one is missing, RegistroViajero does not try blindly: it tells you what is missing and where to fix it.

The common blockers:

What is missing	Where to fix it
The accommodation has no SES credential assigned	Accommodation page → SES credentials
The accommodation has no establishment code	Accommodation page
The stored establishment code isn't in the format the Ministry assigns (10 characters)	Check it in your SES.HOSPEDAJES account and correct it on the accommodation page
The assigned credential no longer exists	Accommodation page → SES credentials
A guest who has already signed is missing required details	Correct their data yourself
The registration has no guests	Add at least one

Each kind of blocker is flagged in a different place, because it's fixed in a different place:

• Accommodation setup — inside the status box a Blocks the filing with the Ministry block lists them, with a direct link to the screen where you fix it (for example Assign SES credential or Add establishment code).
• Guest data — not listed there; it's marked on the detail itself. The status box gives only the registration total: "1 required detail · 2 warnings in the guest data. Each one is marked on the guest it belongs to." The specific field is painted red on the guest's card, and under their data a collapsible Show detail line names each field and its reason. See Data-quality warnings.

Only what depends on you

Only what nothing will resolve on its own is flagged. A guest who hasn't filled in or signed their data yet is not marked as a blocker: that is the normal process running, and the status box already tells you where it stands. See Registration states.

Don't confuse the warnings with the blockers

On the guest cards, yellow is a detail that has a value but looks like a typo: it blocks nothing, it's advice before you send, and you can submit without touching it. Red does block: it's a detail the Ministry requires and it's empty. See Data-quality warnings.

While something is missing, the Submit button is unavailable — so you don't spend an attempt that was going to fail anyway.

On top of that:

• You get the Registration not sent alert once per registration, not every morning (see Notifications).
• On the dashboard the registration reads Needs setup rather than awaiting submission, so you don't mistake it for one that only needs a click.

It sends itself once you fix it

You don't have to remember to come back. If the registration has automatic submission enabled, once you resolve what was missing it will send itself at 06:00 (Spain time) on the date the status box shows. If you'd rather not wait, press Submit as soon as the notice disappears.

The deadline keeps running

Royal Decree 933/2021 allows 24 hours from the guest's arrival. A blocked guest report does not stop that clock — resolve it as soon as you can.