Best SES.Hospedajes guest registration software

If you let a holiday home in Spain, you must register every guest and send their details to the Spanish Ministry of the Interior through SES.Hospedajes within 24 hours. You can do it by hand on the Ministry's website, but most owners, and almost all owners who live abroad, use guest registration software that collects the guest's details before arrival, reads their passport and submits the record automatically.

This guide compares the tools most used in Spain for SES.Hospedajes (Chekin, Partee, Check-in Scan, Hostaway and Apartop): what each one does, whether it submits automatically, whether it collects signatures and what prices it publishes. Information checked on each company's official website in October 2026.

What the law asks of you

Spain's Royal Decree 933/2021 requires anyone providing accommodation to:

• Collect each guest's details: full name, ID type and number (passport for most foreign visitors), date of birth, nationality, sex, full home address, phone or email and, for minors, their relationship to the adult.
• Have every guest aged 14 or over sign the registration form (parte de entrada), on paper or digitally (article 4).
• Send the data immediately and at the latest within 24 hours of the booking (or its cancellation) and of the guest's arrival (article 6.3).
• Keep the records for 3 years from the end of the stay (article 5.3). Hosts who let on a non-professional basis are exempt from keeping the register, but must still report (article 5.4).

In Catalonia and the Basque Country, SES.Hospedajes is not used: the data goes to the regional police (Mossos d'Esquadra and Ertzaintza).

This applies whether or not you live in Spain. If you are a non-resident owner, you cannot greet every guest, so a tool that does the check-in online and submits for you is the practical way to stay compliant. To submit through software you need to sign up on SES.Hospedajes (you will need a Spanish digital certificate or a representative who has one) and tick the web service option, which gives you a separate "WS" username. Our step-by-step guide to SES.Hospedajes explains how.

What good software should do

• Online check-in: a link the guest fills in on their phone before arrival, no app to install.
• Document scanner: reads the passport or ID with the camera so nobody has to type.
• Validation of the official fields: if a field is missing or wrong, SES rejects the record.
• Guest signature for each adult.
• Automatic submission through the SES.Hospedajes web service, checking the Ministry accepts it, or at least a file ready to upload.
• Storage of the records for 3 years, then deletion.

Comparison table

Chekin

Chekin is probably the best-known check-in tool among holiday let managers in Spain. According to its website:

• Online check-in via a guest link and an OCR scanner for Spanish ID cards, residence cards and passports.
• Automatic submission to the right authority (SES.Hospedajes, Mossos d'Esquadra or Ertzaintza) within 24 hours of check-in.
• Digital contract signature as part of check-in, with clauses you can customise (according to its blog).
• Biometric identity verification with a selfie or video, as a premium feature.
• Plus online payments, deposits and damage protection, tourist taxes, virtual keys, a digital guidebook and e-invoicing depending on the plan.
• Integrations: it advertises 35+ integrated PMSs and legal authorities, including Hostaway, Guesty, Smoobu, Lodgify and Avantio.

Prices (per property per month, excluding VAT): Basic from €3.95, Premium from €5.95 (one premium feature of your choice) and Enterprise from €7.95 (all of them). Payments, deposits and damage protection carry separate fees. The page mentions different minimum unit numbers (3, 10 or 20) without making clear which applies, so check before signing up. Its Spain page advertises a 14-day free trial.

Strengths: very complete, covers the whole of Spain including Catalonia and the Basque Country, and probably integrates with your PMS if you already use one.

Partee

Partee is a Spanish guest registration tool for all kinds of accommodation, from hotels to apartments. Its website highlights:

• Online check-in on the guest's phone, and in-person check-in that reads ID cards and passports with the guest signing on screen.
• Automatic submission to SES.Hospedajes, Mossos d'Esquadra and Ertzaintza.
• Numbered guest records and, optionally, a signed contract or admission document.
• Bookings via iCal calendars, API or a universal online check-in link; export to CSV and Excel, a JSON API and electronic locks.
• Unlimited check-ins, users and devices, with no set-up fee.

Price: "from €1.69/month"; the final price depends on rooms and guest places, and you request a quote on its website. One-month free trial, no card needed.

Strengths: a very low entry price and a good choice if you also welcome guests in person.

Check-in Scan

Check-in Scan is a tool made in Mijas (Málaga), according to its website. What it states:

• Online check-in where the guest scans the MRZ (the machine-readable lines at the bottom of a passport or ID) and signs with their finger.
• Connection with the authorities: SES.Hospedajes, Mossos d'Esquadra and Ertzaintza, plus the guest register and records book. Data is stored encrypted in the cloud.
• In-person check-in, tourist tax calculation and PMS integrations (Plus plan), and custom contracts per booking, tourist tax collection and locks (Ultimate plan).

Price (per property per month, excluding VAT): Essential €6.95, Plus €8.95 and Ultimate €13.95, with a one-year commitment; monthly billing is available from 10 units. 14-day trial, no card needed.

Strengths: MRZ reading is quick, so guests do not type their details.

Hostaway (if you want a full PMS)

Hostaway is not a check-in tool but a management platform with an API channel manager. We include it because it advertises a native SES.Hospedajes integration: the guest fills in Hostaway's check-in form and the data goes to the Ministry; optionally, the form can include signing the rental agreement. Its help centre says it does not yet cover Catalonia or the Basque Country. Hostaway does not publish prices. If you are torn between a large platform and something simpler, read Hostaway vs Guesty vs Apartop.

Apartop

Apartop is holiday let management software made in Andalusia, and guest registration is built in rather than an add-on:

• Online check-in with signature on the guest's phone: each guest fills in a form that validates SES's official fields (adult or minor, Spanish ID, residence card or passport, document support number, country, phone or email) and works out the Spanish municipality code from the postcode.
• ID and passport scanner: reads the document with the camera, and the photo never leaves the guest's phone.
• Free plan: the guest register in the official XML format, ready to download and upload on the SES.Hospedajes website, with a reminder of the 24-hour deadline.
• Pro plan: automatic submission to SES.Hospedajes through the Ministry's web service as soon as the guest completes check-in. Apartop checks the batch until SES processes it, stores the communication code, shows you the reason if it is rejected and retries up to 10 times if SES does not respond. There is also a "Send to SES now" button on each booking.
• In Andalusia, the signed entry document required by regional rules and your tourism register number on every apartment.
• Guest data encrypted in Europe and deleted when the law allows.

Because it is management software, check-in connects to everything else: Airbnb, Booking and VRBO calendars synced via iCal, automatic cleaning jobs, guest messages, a digital guidebook, tourist tax and Nuki and TTLock smart locks. That is useful when you manage from abroad: your cleaner and key holder see each arrival in the free Apartop Cleaning & Keys app.

Price: free forever for up to 2 apartments. Pro: €9 per apartment per month + VAT, unlimited apartments and automatic SES submission included. New accounts get 30 days of Pro. See pricing.

Limitations: Apartop does not submit to the Mossos d'Esquadra or the Ertzaintza, so in Catalonia and the Basque Country it will not handle automatic submission. It does not offer biometric selfie verification either.

Other options

• The SES.Hospedajes website itself: free. You can type each record by hand or upload an XML file. It works, but with several bookings a week, and from another time zone, missing the deadline is easy.
• Civitfun is an online check-in solution for hotels, hotel chains and holiday apartments, with a guest registration product. Its website does not publish prices or detail SES submission (checked 11 Oct 2026), so it is not in the table.
• Your PMS or local manager: many PMSs integrate with Chekin or have their own submission. If a local agency manages your flat, ask who is responsible for the guest register: as the owner you should know it is being done.

How to choose

• You only need the guest register and already use a PMS: Chekin or Partee, connected to your PMS.
• You have property in Catalonia or the Basque Country: choose one that submits to the Mossos or the Ertzaintza (Chekin, Partee or Check-in Scan, according to their websites).
• You welcome guests in person: Partee offers in-person check-in with on-screen signature.
• You own 1 or 2 flats and want to spend as little as possible: Apartop Free gives you check-in with a scanner, signatures and a register file ready to upload at no cost.
• You want the register sent automatically and your calendar, cleaning and accounts in one place: Apartop Pro, or a large platform such as Hostaway if you need an API channel manager.

To try it, you can start for free with Apartop and switch on check-in for your first apartment in a few minutes.

Sources

• Royal Decree 933/2021 of 26 October (BOE, consolidated text): articles 4, 5 and 6 (accessed 11 Oct 2026)
• Ministry of the Interior: guest registration obligations (accessed 11 Oct 2026)
• SES.Hospedajes, Ministry of the Interior
• Government of Catalonia: guest register for accommodation (Mossos d'Esquadra) (accessed 11 Oct 2026)
• Basque Government: accommodation register communication service (Ertzaintza) (accessed 11 Oct 2026)
• Chekin, pricing (accessed 11 Oct 2026)
• Chekin, guest registration in Spain: SES, Mossos and Ertzaintza submission, OCR, MiDNI, biometric verification and 14-day trial (accessed 11 Oct 2026)
• Chekin, online check-in for villas and apartments: contract signature (accessed 11 Oct 2026)
• Chekin, integrations (accessed 11 Oct 2026)
• Partee (accessed 11 Oct 2026)
• Check-in Scan, online check-in (accessed 11 Oct 2026)
• Check-in Scan, pricing: Essential, Plus and Ultimate plans (accessed 11 Oct 2026)
• Hostaway, native SES.Hospedajes integration (accessed 11 Oct 2026)
• Civitfun (accessed 11 Oct 2026)
• Apartop: pricing