For the parte de viajeros, hosts in Spain record each guest's identity, document, contact details and address, plus the booking and payment details of the stay. The list comes from annex I of Real Decreto 933/2021, and the data is sent to SES.Hospedajes within 24 hours of the stay starting. Below is the list in plain English, the fields that cause most mistakes, and how to collect them before arrival.
This article is practical guidance, not legal advice.
Data about each guest
- First name and surnames. Spanish documents usually carry two surnames; many foreign documents carry one.
- Sex.
- Nationality.
- Date of birth.
- Document type (DNI, NIE, passport or other) and document number. Some Spanish documents also have a support number, which is a different number from the DNI or NIE itself.
- Usual address: street, town and country.
- Phone number and email.
- For minors, their relationship to the adult they travel with.
Every guest is recorded, including children. Guests aged 14 or over sign their registration; for a child under 14, the adult travelling with them gives the details (article 4.2).
Data about the booking and payment
- The contract or booking reference and the date it was made.
- Check-in and check-out dates.
- The number of guests.
- How the stay is paid, for example card, transfer or cash, and the payment details the annex asks for.
The booking data goes in a separate communication, within 24 hours of the booking being made (article 6.3 a). The guests' data follows within 24 hours of check-in (article 6.3 b).
The fields that cause most mistakes
- Document number versus support number. On a Spanish ID card, the support number is printed separately. Guests often type one in the field for the other.
- Second surname. Required in practice for Spanish documents, often empty for foreign ones. Do not invent one.
- Nationality as free text. "UK", "England" or "Deutschland" instead of the country from a list.
- Date format. 03/04 is 3 April in Spain and 4 March in the United States. Use a date picker or write the month in words.
- Children. Forgetting to register them, or not recording which adult they travel with.
How to collect it before arrival
- As soon as the booking arrives, send the main guest a form to fill in, ideally one that each guest can complete on their own phone.
- Ask for the number of guests and make sure everyone is included, children too.
- Use fields with lists (country, document type) and date pickers rather than free text.
- At check-in, compare the documents with what was entered.
- Send the traveller communication within 24 hours and check that SES accepted it. If details are still missing at that point, see what to do when guest details are missing.
You do not need a photocopy of the document for any of this; see why passport copies are not needed.
Example
Example data. Two guests: Laura García Pérez, Spanish, DNI 12345678Z with a separate support number on the card; and Tom Baker, British, passport 123456789, one surname. Both enter their own details on their phones before arrival. Laura types her support number in the DNI field; the form flags the format, she corrects it, and the traveller communication goes out on the day they arrive.
Collecting it with a form
Guest registration software such as Claveo gives each booking a link where guests enter these fields in their own language, with lists for countries and documents and checks for Spanish DNI and NIE numbers. See the guest form.
In short
- Record each guest: identity, document, address and contact.
- Record the booking: reference, dates, guests and payment.
- Include every child and the adult they travel with.
- Watch the support number, the second surname, nationality and dates.
- Collect it before arrival; check the documents at the door.