To comply with the new traveler registration regulations in Catalonia, we have detailed step by step how to proceed:
- Regulations
- Integration configuration in Ulyses Suite
- Mandatory fields for guest registration
- How to configure which data to require as mandatory when registering a guest?
- Is there a way for the guest to check in online before arriving at the hotel?
- Generation of the traveler report file
Regulations
Royal Decree 933/2021, of October 26, establishes the documentary registration and information obligations for natural or legal persons engaged in lodging and motor vehicle rental activities.
In the case of Catalonia, the traveler registration will continue to be sent to the Mossos d'Esquadra extranet. For this, the PMS can generate a file adapted to the new regulations to enable bulk submission.
Integration configuration in Ulyses Suite
The integration must be added for each property in the Ulyses Suite marketplace:
For establishments that were already sending traveler reports, the current "Spanish Police" integration must be deactivated to avoid confusion and the required data indicated in the "Mossos" integration:
Hotel Code: Enter the hotel code assigned to the establishment by the Mossos d'Esquadra.
Alternative property name: Optional data; indicate this if the establishment name entered in Ulyses Suite does not match the name registered with the police.
Sequence: Enter the next file sequence number to be generated.
Sequence date: Fill in the date on which the sequence indicated in the previous field will be generated.
To send only direct bookings, indicate in the configuration tab which profile is used for the booking engine; this way, the file will include only manually created bookings and those coming through connectors only from the booker(s) added as included.
Additionally, review the "mappings" tab, because if payment methods are configured, they must be mapped to the payment methods accepted by Mossos, for example:
Mandatory fields for guest registration:
Since there is an obligation to report new fields when registering our guests, it is recommended to configure them as mandatory in the property preferences. The data to request vary depending on the guest's nationality, distinguishing between national and foreign guests.
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If the guest does not have Spanish nationality, the mandatory data we must send to Mossos d'Esquadra are:
- First name
- First surname
- Nationality
- Document type
- Document number
- Date of birth
- Full address (Street, number, floor, door...)
- Town or City
- Postal Code
- Country
- Email
- Phone
- Relationship (if there is a minor, all occupants must have this information)
- If the guest has Spanish nationality, the mandatory data to send are:
- First name
- First surname
- Second surname
- Nationality
- Document type
- Document number
- Document support number
- Date of birth
- Full address (Street, number, floor, door...)
- Town
- Province
- Postal Code
- Country
- Email
- Phone
- Relationship (if there is a minor, all occupants must have this information)
How to configure which data to require as mandatory when registering a guest?
Ulyses Suite allows configuring which fields must be mandatorily completed when registering our guests.
To do this, access the property configuration preferences section and mark them in the "client registration" section:
Additionally, it is possible to configure these mandatory fields based on the guest's country. Just below the previous configuration, there is the option to "Add registration fields by country":
By clicking this option, you can configure which fields to require as mandatory when registering a client from a specific country, for example, Spain:
Additionally, since the regulation requires the registration of all guests, we recommend that the "Validate only first guest" option be inactive:
Is there a way for the guest to check in online before arriving at the hotel?
Yes, depending on your Ulyses Suite subscription, you will have access to our "Guest Service Portal" (GSP), which allows guests to perform actions without being physically at the hotel, such as completing registration prior to arrival, adding services to the reservation, chatting with the hotel, viewing and downloading their invoices...
In this regard, the GSP module also has its own configuration section where you can specify which data guests must mandatorily complete if they register online.
Generation of the traveler report and reservations file
The traveler report file is generated after performing the night audit and can be generated in two ways:
File download from reception -> Night audit
During the night audit processes, the "mossos d'esquadra" section will be available, from which you can download the file and upload it to the Mossos extranet:
This section will also show possible errors or missing traveler data, which can be resolved in the guest's profile and then the file can be downloaded again:
Automatic file sending by email
Another option is to automate sending the generated file by email. For this, you must specify the email address to which the file should be sent, then upload it to the Mossos d'esquadra extranet.
To do this, activate the "send automatically by email" checkbox in the integration itself and provide the most convenient email address: