To comply with the new traveler registration regulation in the Basque Country, we have detailed step-by-step how to proceed:
- Regulation
- Integration configuration in Ulyses Cloud
- Downloading XML files
- Mandatory fields for guest registration
- How to configure the mandatory fields to fill in when registering a guest?
- Where to send the new traveler report format to Ertzaintza
Regulation
Royal Decree 933/2021, of October 26, establishes the obligations of documentary registration and information for individuals or legal entities who carry out accommodation and motor vehicle rental activities.
In the case of the Basque Country, the communication via file based on the order of November 25, 2022, must be carried out from the web access that Ertzaintza has provided for this purpose. More information: https://www.ertzaintza.euskadi.eus/lfr/web/ertzaintza/actividades-relevantes-sc
Integration configuration in Ulyses Cloud
The integration must be added for each property in the Ulyses Cloud marketplace:
Once added, the following parameters must be indicated:
- Landlord code: Indicate the hotel's CIF.
- Property code: Indicate the Ertzaintza user code.
- Property type: Choose the property type from the provided list (hotel, apartment...)
- Username: Indicate the Ertzaintza user code.
- Password: Currently a free text field, indicate the Ertzaintza user code.
To only send direct bookings, you must indicate in the configuration tab which profile is used for the booking engine. This way, only manually created bookings and those coming through the connector from bookers marked as included will be included in the file.
Downloading XML files
Once configured, from the "Options" section, you can download the traveler report and booking files to upload them to the Ertzaintza website.
Download traveler report file in XML
The file can be downloaded at any time, but we recommend doing it after the end of the day so that it includes all registered guests. To do this, select the "start" and "end" dates of the previous day when downloading, for example:
By default, the file will be saved in the downloads folder in XML format to be manually uploaded to the Ertzaintza website.
Download booking file in XML
Just like the traveler report, the booking file can be downloaded at any time, but to include direct bookings created on the day, it should be downloaded for the previous date. For example, if you want to download the file for bookings created on 03/06/2025, you must select "start" date as 03/05/2025 and "end" date as 03/06/2025:
Mandatory fields for guest registration
Since there is now an obligation to provide new fields when registering our guests, it is recommended to configure them as mandatory in the property preferences. The data required varies depending on the guest's nationality, differentiating between national and foreign guests.
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If the guest does not have Spanish nationality, the mandatory data we must send to Ertzaintza are (fields marked in red are mandatory and in blue if conditional):
- First name
- First surname
- 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 adult occupant must have this relationship information regarding the minor)
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If the guest has Spanish nationality, in addition to the fields marked in the previous image, the data marked in orange must be provided:
- First name
- First surname
- Second surname
- Nationality
- Document type
- Document support number
- 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 adult occupant must have this relationship information regarding the minor)
How to configure which data to request as mandatory to fill in when registering a guest?
Ulyses Cloud allows you to configure which fields must be filled in mandatorily when registering our guests.
To do this, you must access the property configuration preferences section and mark them in the "client registration" section:
Additionally, it is possible to configure these mandatory fields depending on the guest'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 guest from a specific country, for example, Spain:
What should I do in case of an error?
If uploading the files generates any type of error, it must be corrected in the guest's record and the XML file must be downloaded again so that it contains the corrections made.
Is there a way for the guest to check in online before arriving at the hotel?
Yes, depending on your Ulyses Cloud subscription, you can have access to our "Guest Service Portal" (GSP), which allows guests to perform actions without being physically at the hotel, such as pre-registering before arrival, adding services to the booking, 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 guests must mandatorily fill in if registering online.
Where to send the new traveler report format to Ertzaintza?
The new format must be sent through the following Ertzaintza platform:
Go to the following URL:
https://www.ertzaintza.euskadi.eus/lfr/web/ertzaintza/actividades-relevantes-sc
You must open the following dropdown:
Once inside, you must select one of these two options, depending on the type of credentials you have:
1. If you access with username and password
2. If you access with a Digital Certificate