Guests

On Guests you see who is arriving and whether everyone has filled in the check-in form. If one of your properties is in Spain, it also shows where the legal filing stands. Next to it is the guest file.

Open Guests

Reported today

If one of your properties is in Spain, "Reported today" sits at the top: one sentence on whether all of today's arrivals are reported, and a line per arrival with its state and, once reported, the receipt number the authority returned. What is still open comes first. A filing with the practice service says "practice filing" there.

If the filing for a guest of today or yesterday was rejected, or is still not accepted after the 24-hour deadline, a "Guest registration" suggestion also appears on Attention. "Do it" offers the filing again, just like "Submit again" below; first fix what the authority mentions. A guest who still has to check in gets the suggestion with the reminder there.

Arrivals

Each row is one booking from a week ago onwards: the lead guest, the channel, the arrival date, the booking number and the number of people. Cancelled bookings and options are left out. On the right you see how many guests have filled in the form, with a label.

On the screen	Property in Spain	Property elsewhere
Labels	"Waiting for the guest", "Being sent", "Reported", "Needs attention"	"Waiting for the guest", "Checked in"
Filters	"All", "Waiting on the guest", "Needs attention", "Reported"	"All", "Waiting on the guest", "Checked in"

• "Copy check-in link" puts the link to the form on your clipboard.
• "Submit again" appears on a rejected guest filing, with the reason in the authority's own words. First fix what it names; a new attempt goes out within five minutes.
• "Reservation filing rejected" appears underneath when the authority refused the reservation itself, with the reason and "Submit reservation again". That row also counts under "Needs attention".
• The name opens the guest profile, the booking number opens the booking.

Good to know

• "Reported" only means SES.HOSPEDAJES has the filing when it shows "Connected" on "Integrations"; otherwise it went to a practice service. See Guest registration in Spain.
• A rejected withdrawal of a cancelled booking does not show here; it is in the booking panel under "Documents".
• Check-in details are stored encrypted and deleted automatically after three years, in every country.

The guest file

"Go to the guest file" opens the list of all your guests, each with their bookings underneath. For each guest you see whether they want post ("Wants post", "No consent" or "Unsubscribed"), and when and where they said yes. That is your proof of consent.

• "Search" works on name or email address; press Enter.
• "To Excel" downloads the list as you see it, with your search applied. "Other format" has the same list as CSV.
• "Download data" gives you everything stored about this guest, for a data access request.
• "Anonymise" erases name, email address, phone number, the note on the booking and the consent. This cannot be undone. The booking stays, with its amounts and payments. If a stay is still within the three-year retention period, the check-in details stay encrypted until that period ends.

A guest who booked through a channel often has no email address on file. For them there is nothing to download or anonymise. At online check-in the form asks such a guest for their own address.

The same guest twice

If two lines in the guest file look like the same guest, a "Duplicate guests" suggestion appears under Attention. "Do it" puts them on one line, with Merged with underneath; each address keeps its own consent.

In the guest profile, "The same guest?" lists who belongs with this guest and why. "Split" takes a line off; "Undo" reverses a merge or split for up to thirty days. No booking or registration changes.

If no suggestion came, you merge yourself with "Merge with…" under "The same guest?". Find the other guest by name or email address, click "Search" and choose "Merge" on the right line. That too can be undone for thirty days.

See also Online check-in.