SES.Hospedajes

To comply with the new traveler registration regulations, we have detailed step by step how to proceed:

• Regulation
• Types of communication
• Registration process in SES.Hospedajes
• Integration setup in Ulyses Cloud
• Mandatory fields for guest registration
• Other mandatory fields when creating reservations
• How to configure which data to request as mandatory when registering a guest?
• Automatic validation of mandatory fields according to regulations
• Is there any way for the client to check in online before arriving at the hotel?
• Viewing submissions from Ulyses Cloud
• Hospedajes screen
• Resending unprocessed records
• Editing traveler forms after check out

Regulation

Royal Decree 933/2021, of October 26, establishes the documentary registration and information obligations for individuals or legal entities engaged in lodging and motor vehicle rental activities.

Although the Royal Decree came into effect in January 2023, it will be mandatory as of December 2, 2024.

The information must be collected by all tourist accommodations, regardless of their type. Therefore, the regulation applies to hotels, hostels, guesthouses, boarding houses, rural tourism establishments, as well as campsites, motorhome parking areas, apartments, bungalows, and other similar tourist accommodations.

With the entry into force of this Royal Decree, the competent authority regarding the communication of traveler entry forms changes, with the Ministry of the Interior collecting this information through its new platform: SES.HOSPEDAJES

Exception: accommodations in Catalonia must continue reporting registration data (including the new fields) to the Mossos d’Esquadra and establishments in the Basque Country to the Ertzaintza.

Types of communication

Except for establishments located in Catalonia and the Basque Country, Ulyses Cloud sends the information electronically to the SES.Hospedajes platform, so it will no longer be necessary to download the txt file to send it to the Police and/or Civil Guard extranets.

In this regard, there are two types of communications:

a) When making the reservation or formalizing the contract or, if applicable, its cancellation.

b) At the start of the contracted services (hotel check-in)

Registration process on the SES.Hospedajes platform

If the establishment is not located in Catalonia or the Basque Country, it is necessary to register on the new platform provided by the Ministry of the Interior to unify the sending of information: Ses.Hospedaje.

To do this, follow these steps:

1. Access the following URL: https://sede.mir.gob.es/opencms/export/sites/default/es/procedimientos-y-servicios/hospedajes-y-alquiler-de-vehiculos/
   
    
2. Identify yourself using one of the following methods; in the case of companies, use the digital certificate:
   
    
3. Access and fill out the form:
   
    

4. Register thebr data-id="67"

   Important: for the information to be sent automatically by Webservice through Ulyses Cloud, you must check the box “Envío de comunicaciones por servicio web”.
   If during the registration process you did not check this box and do so later, the platform will automatically modify the access credentials. In that case, you must update them in the Ulyses Cloud integration (see next section) or contact the support team to update them.
   
    

   Register the establishments that are registered under the company or owner registered in the previous step:
   
    

5. After completing the process, the Ministry of the Interior will send the following information by email:

   Landlord Code: This is a 10-digit code that the platform assigns to your account and will be the same if you have more than one property.

   Establishment Code: This is a 10-digit code that the platform assigns to each property registered when you create your account.

   Username: Generally corresponds to the NIF or CIF, ending in WS.

   Password: Assigned by the platform.

Integration setup in Ulyses Cloud

Once you have the information provided by the Ministry of the Interior after registering on the SES.Hospedajes platform, you must add the integration for each property in the Ulyses Cloud marketplace:

Once added, you must enter the information and Ulyses Cloud will automatically start sending reservation check-ins and check-outs as well as traveler registration forms:


To send only direct reservations to ses.hospedajes, you can indicate in the configuration tab which profile is mapped to the booking engine in the PMS. To do this, you need to add it in the "Booker" section. Additionally, manually created reservations without an assigned "Booker" will also be sent.



 

Mandatory fields for guest registration:

Since it is mandatory to provide new fields when registering your guests, it is recommended to set them as mandatory in the property preferences. The data to be requested varies depending on the guest's nationality, distinguishing between national and foreign clients.

• If the guest does not have Spanish nationality, the mandatory data that must be sent to Hospedajes are (mandatory fields in red and conditional in blue):
  
  
   
• First name
• First last name
• Nationality
• Document type
• Document number
• Date of birth
• Full address (Street, number, floor, door...)
• Municipality
• Postal code
• Country
• Email (or phone)
• Relationship (if there is a minor, at least one of the adult occupants must have this relationship data with respect to the minor)
  
   
• If the guest has Spanish nationality, in addition to the fields marked in the previous image, you must provide the fields marked in orange:
  
  
   
• First name
• First last name
• Second last name
• Nationality
• Document type
• Document support number
• Document number
• Date of birth
• Full address (Street, number, floor, door...)
• Municipality
• Postal code
• Country
• Relationship (if there is a minor, at least one of the adult occupants must have this relationship data with respect to the minor)

How to configure which data to request as mandatory when registering a guest?

Ulyses Cloud allows you to configure which fields must be filled in as mandatory when registering your guests.

To do this, go to the preferences section of the property configuration and mark them in the "client registration" section:

Additionally, it is possible to configure these mandatory fields according to the client's country. To do this, just below the previous configuration, you will find the option "Add registration fields by country":

By clicking on this option, you can configure which fields you want to have as mandatory when registering a client from a specific country, for example, Spain:

Automatic validation of mandatory fields according to regulations 

In addition to the configuration of mandatory fields in client registration mentioned in the previous section, the possibility has been added for them to be validated automatically.

To do this, you must activate the "Enforce Regulation" parameter in the integration:

By activating this parameter, it will automatically validate (after the validations for the specified mandatory fields) that the entered data correspond to those required according to the regulations specified by hospedajes. These are:

- First name

- First last name

- Second last name (if client is Spanish)

- Document type

- Document number

- Support number (if the indicated document type is DNI)

- Date of birth

- Relationship (if a minor occupant is registered (according to date of birth), it validates that one of the adult occupants has indicated the relationship with the minor)

- Address

- Country

- Municipality (in the case of foreign clients, if not indicated, the data specified in the "province" field will be sent to hospedajes)

- Postal code

- Email or phone (It validates that one of the two fields is filled in, and if the reservation holder has one of the two data provided, it will be sent to hospedajes without the obligation to complete it for each guest)

Other mandatory fields when creating reservations:

Since, for now, lodging establishments are required to inform ses.hospedajes of each new reservation, we recommend configuring the "First last name" field as mandatory when creating reservations, as if it is not included in the submission, it will result in an error.

To do this, go to the property configuration and indicate it in the "Default reservation parameters" section in the preferences tab:

Is there any way for the client to check in online before arriving at the hotel?

Yes, depending on your Ulyses Cloud subscription, you will have access to our "Guest Service Portal" (GSP), which allows clients to perform actions without being physically at the hotel, such as pre-arrival registration, adding services to the reservation, chatting with the hotel, viewing and downloading their invoices, etc.

In this regard, the GSP module also has its own configuration section where you can indicate which data clients must fill in as mandatory when registering online.

Viewing submissions from Ulyses Cloud

By accessing the Hospedajes integration, you can check the information about submissions in the "queue" tab, divided into a general detail section and by type of submission (Traveler Form or Lodging Reservation):

In this section, you can search by ses.hospedajes batch number:

Within each detail of the type of submission (for example, traveler form), you can view the status of each one:

Two "status" columns can be viewed. The first, "registrationIntegrationHospedajeRequestStatusType" corresponds to the submission sent from Ulyses Cloud to the Hospedajes platform. The second column "communicationIntegrationHospedajeRequestStatusType", refers to the response from hospedajes after processing the sent information:

The possible "status" cases are:

• The but is pending a response from SES.Hospedajes.
• The record has been sent correctly and the response is correct.
• The record has been sent correctly but the response indicates there is an issue. Generally, it is because a field is missing (one that is not yet mandatory) or the names of other guests on the reservation if there is more than one. The details can be viewed by clicking on the communication log available on the same registration line:

• The record was not sent and it may be an authentication error (hotel data, user, password) or a mandatory field is missing.
• (Error en el formato de fichero xml. cvc-pattern-valid: Value '' is not facet-valid with respect to pattern '[^@]+@[^\.]+\..+' for type 'correoType' = usually because the reservation holder's email is missing).

You can access a more complete list of errors here.

Note: the use of punctuation marks (such as periods, commas, exclamations, etc.) or other symbols (such as hyphens, asterisks, etc.) in the fields reserved for first or last name will generate an issue. Also, remember that these fields are reserved for personal data and under no circumstances should business data be entered.

Viewing submissions from reservation

It is also possible to view the submission status to hospedajes from the reservations themselves, using the "Show hospedaje" option available in the stay options menu.

New "hospedajes" screen

A new screen has been enabled, accessible from the reception menu (after activating the corresponding user role permission), to view, correct, and send all records that have not been sent to hospedajes because the data is invalid:

From this new screen, you can view all errors that Ulyses Cloud has detected in a pre-validation before sending to ses.hospedajes and that must be resolved in order to send correctly.

Resending unprocessed records

If a record has not been processed correctly, you can force its resending from the integration itself, using the "resend" options. If the error occurred in the sending process, use the option available in the "resendRegistration" column. If, on the other hand, the error occurred in the response from hospedajes, use the option available in the "resendCommunication" column.

If you want to perform mass resends, you can do so from the options menu (available at the top right of the integration), depending on whether you want to resend traveler forms or lodging reservations. (Keep in mind this option resends all records with errors).

In this options menu, there is also the possibility to "Update reservations" to send to hospedajes those reservations that have not been sent, for example, because the integration was added later.

Editing traveler forms after check out

If an erroneous traveler form submission is detected and the room has already been checked out, so the data cannot be edited in the reservation, it is possible to edit the data only if you access the reservation itself from the error line in the integration: