SES Hospedajes: Guest Registration Setup Guide

Use this guide to set up SES Hospedajes in Hostaway, enable guest registration requirements for Spain, and prepare your listings and automations for compliant check-in data collection.

What is SES Hospedajes?

SES Hospedajes is a government platform that requires property managers to register all short-term rental reservations and guest details. Its main purpose is to ensure legal compliance, guest identification, and timely reporting to local authorities. 

With the new native integration of Hostaway and SES Hospedajes, property managers can now easily and automatically submit mandatory data records to the relevant authorities, allowing you to automate the registration process directly through our system.

Prerequisites

• Active Hostaway account
• SES Hospedajes registration/credentials
• Listing is located in the territories of Spain, where SES Hospedajes is mandatory. The scope of this integration does not include Basque Country or Catalunya yet.
• Ensure you also set up automations to send the check-in form and reminders to the Guests. For information about this, please refer to our user guide here
• Ensure each listing has the Check-in form enabled. Go to Listings > Edit >  Guest portal and enable the Check-in form for the listings that you want to connect to SES Hospedajes 
  
  
   

Important notes before getting started

• When configuring your listings to SES Hospedajes, the system will start automatically sending the required data for new reservations.
• For existing reservations, if you were using other software, that other software most likely already sent the reservation communication to SES Hospedajes, and you are only missing the Guest data communication. To complete both communications, simply send our Check-in form to your guest on pending reservations, and once the guest submits the form, our system will send the Guest Communication to SES Hospedajes. 
• When there is an owner stay booked, this will not send data to SES Hospedajes.

Getting your SES Hospedajes credentials

In order to connect your listings to SES Hospedajes via the Hostaway Dashboard, first, you need to provide the credentials from SES Hospedajes. 

This can be achieved in two ways, depending on your particular operational preference: 

• Collecting the User name, Password, and Landlord code (Código de arrendador) of each of your owners
• If you are registered as an operator and registered the listings under your name in the SES Hospedajes platform, you will just need your own credentials. 

Which credentials should I use? 

In an email that you received from SES Hospedajes, you will find the credentials needed. 

Please make sure you are using the credentials for the web services, at the bottom of the email, as shown in the image below (not the ones at the top of the email):

Here is a link to the SES Hospedajes user guide, if you need to register new listings or if your owners need to create their own accounts to obtain the credentials.  

1. Navigate to your Settings and click on the Tab SES Hospedajes
2. Click on the button Register owner & listing(s)
   
   
   
    
3. Enter the corresponding credentials in the fields:
   
   
    
   • The Owner field is free input text; it is not pre-populated with user names existing in your Hostaway user base
   • If an owner has multiple listings, you can add additional listings to the same owner with the button +Add listing 
   • The listing dropdowns are prepopulated with all your listings located in Spain. Properties not located in Spain will not show up in that list
   • Only the account admin has access to the SES Hospedajes tab, as this section handles sensitive information. Other user types will not be able to do this configuration
4. Once you have entered the credentials, click Save, and the system will validate the credentials.
   • Please note: During the setup, you might receive an email from SES Hospedajes that looks like this:
     
     
      
   • This is just a test communication we send to SES Hospedajes to verify the owners’ credentials. It’s a necessary step to finish connecting your credentials and no further action is required from you.
5. If the validation is successful, your connected properties and corresponding owners will be shown in tabs as illustrated below:
   
   
   
    
   • Please note that if you have registered all your managed properties under your own account in SES Hospedajes, the owner table will only contain one row with your own credentials. If you prefer to manage the credentials of each individual owner instead, each owner will be displayed in a different row. 
6. Once the listing has been validated and displayed in the table, our system also automatically configures the Guest Portal fields. We mark as mandatory all the necessary fields that SES  Hospedajes requests from the guests. This can be found on each Listing > Edit > Guest Portal. 
   
   
    
   • Note: it is also possible to ask additional questions if you wish, but it is not possible to edit the SES Hospedajes mandatory fields.

Adding additional listings or modifying the configured listings 

You can remove and edit the existing listings and owners configured to SES Hospedajes. 

• Register listing: You can add additional listings to the owners already configured in SES Hospedajes 
• Register Owner and listings (s): to register new owners with their new listings 
• Edit action icon: to update the credentials of the owners and listings if needed 
• Remove action - Listings: removing listings from the configuration will stop sending data to SES Hospedajes 
• Remove action - Owners: removing an owner on this configuration will also remove all their listings, and this action will stop sending the data to SES Hospedajes 

Please note: After a listing or several listings have been removed, the check-in fields on the Guest Portal settings will be modifiable again, as we are not enforcing the mandatory fields to be collected. 

Status display 

Once your listings are configured, the reservations table will also display the Status of the communications to SES Hospedajes. Here you can keep track if the data was submitted successfully or if there were errors that need your attention.

You can filter the Reservations table as well in order to view only reservations with Action Required status.

• Not applicable if the reservation is for a listing not configured for SES Hospedajes. When you first connect a listing, and it is just waiting to receive a new reservation, this status will also be displayed.
• In progress if the reservation or the check-in registration is being communicated to SES Hospedajes and Hostaway is waiting for approval
• Check-in form pending this status is displayed when a reservation communication was sent, and the second communication for the guest data is pending (your guest still needs to submit the check-in form)
• Completed if the reservation or the check-in registration was communicated successfully to SES Hospedajes
• Action required if the reservation or the check-in registration needs to be communicated again because it had some errors that need to be fixed

If an action is required on a reservation, you can open the Guests section of the Reservation details page to read more details about the error and update the necessary information. See the error section of the user guide for more details.
 

One additional tip: We recommend adding the check-in status to this view, so in that column, you can also keep track of the submission status of the check-in form from your guests, and follow up if needed. 

Reservation Communication 

In the first communication we perform to SES Hospedajes, we submit the following mandatory data: 

• Date of reservation, arrival, and departure dates (our systems detect this automatically) 
• First name 
• Last name
• A minimum of one contact method: phone number or email address
  
  Please note: 

1. If a reservation is coming from the OTAs, we will have the necessary information to submit the data 
2. If a reservation is manually created on the dashboard, please ensure you input the necessary data in the Reservation > Guests section. 
   
   Having the guest data in the Basic info section on top is not enough.
   
   

Also, please write the data of the guest as shown below- Reservation > Guests section: 

3. If a reservation communication is successful and a modification is made to the reservation (for example, the guest extended the stay), we resubmit the reservation data with the changes automatically. 
4. If the reservation is cancelled, we also cancel all the communications to SES Hospedajes.

Troubleshooting errors in the reservation communication 

• Reservations coming from Companies 

In some cases, you will get a reservation that comes from an OTA where the Name and Last Name are company names, for example: Compañía Los Amigos, S.L. In such cases, SES Hospedajes will reject the reservation communication because its system is able to detect that this is information related to a company and not a person. To resolve this error, please collect the guest information and input it in the Reservation > Guests section. Remember, we need at least: Name, Last name, and either an Email or Phone number for the communication to SES Hospedajes to be successful.

Guest information communication 

In the second communication we perform to SES Hospedajes, we submit the guest data of all the guests in the reservation, according to the mandatory fields that the authorities request.
 

• Independent from the nationality of the guest, if they live in Spain, the form will automatically switch to a dropdown list to choose the Province and the Municipality from
• Underaged guests do not need to provide document data; however, your guests also need to specify the relationship status (Son/Daughter, etc)

For this communication, our system simply submits the data to SES Hospedajes when the guests have filled out our Check-in form and click on the Submit button.

Troubleshooting errors in the guest information communication

In some cases, your guests will introduce wrong information or make mistakes in the check-in form. For example, introducing numbers like 1111 on the Name fields. In those cases, SES Hospedajes will reject the data submission, and we will display the error we get from them in the Reservation > Guest section. 

Known limitations about the errors we receive and display from SES Hospedajes:

1. SES Hospedajes does not specify to us which one of the Guests (if the reservation has multiple guests) has the problem or error. Please review all the fields in the Guest section to make sure they are correctly filled. Correct the mistakes/errors if needed and then click Save. This action will automatically trigger a re-communication to SES Hospedajes to try to submit the data again.   

2. If there are multiple errors in a single guest, SES Hospedajes just tells us the error one by one. It does not provide us with a full list of the errors. Please review that all required fields for your guests are filled. 

About the errors, please note:

3 possible error categories may happen:

1. Communication errors: when the SES Hospedajes web services are offline/down or provide invalid responses. In this case, Hostaway detects the issue and automatically retries to submit the data. We will also contact SES Hospedajes support to unblock the data submission. 
2. Missing information: errors related to missing guest data that is required by SES Hospedajes. As described above in the guide, those are the errors where you need to fix the data from the guests in the Registration > Guest section.
3. Invalid information: errors that happen when the submitted data fail verification from SES Hospedajes because they contain some fine errors (e.g. the Postal code is a 5-digit number, but its actually 6).  You can also fix these errors in the Registration > Guest section.

• Hostaway applies validation to the received data and reduces the occurrence of these kinds of issues, but it’s not always possible to do it. In this case, when the communication is being submitted to SES Hospedajes, their web services can take some time (up to several hours) to perform all the checks before eventually rejecting the communication. In this case, the errors will be displayed in Reservations > Guest section.
• We have identified and documented the most common errors reported by the SES Hospedajes system. These error messages are also being translated into the languages supported by the Hostaway Dashboard, including Spanish. However, there may still be some unexpected errors from SES Hospedajes that have not yet been captured.

We will continue to improve our coverage as we encounter new errors over time.

• In the current feature version, whenever an error occurs, we will not create a notification in the Hostaway Dashboard. To check the errors, please visit the Reservations table to confirm the submission status