Spain’s Guest Reporting: SES.HOSPEDAJES + the New Annual Submission

If you run short-term rentals in Spain, you’ve probably felt it already:

More compliance. More deadlines. More “one more field” that suddenly becomes mandatory.

Right now there are two separate obligations every STR operator needs to understand:

1. Stay-by-stay guest reporting through SES.HOSPEDAJES

2. A new annual submission covering all stays from the previous year (first time: all stays from 2025)

Here’s what that actually means in practice.

SES.HOSPEDAJES: guest reporting is no longer only for hotels

The legal basis is Real Decreto 933/2021, which applies broadly to accommodation activity and sets both what data must be collected and when it must be communicated.

Operationally, the timing is key:

• You must send communications by telematic means and within 24 hours max from specific moments:

  • when the reservation/contract is made (and also if it’s cancelled), and

  • at the start of the service (check-in / arrival).

That’s the part that turns guest reporting into a system, not a task.

The requirements were expanded

If you’ve been doing “police check-in” for years, SES reporting feels heavier because the required dataset is bigger than what many owners were used to.

The expanded list is defined in Annex I of RD 933/2021 and includes, among other things:

• Usual place of residence (full address) for each guest who reached 14 years of age

• Email + phone details 

• Identity document support number (for Spanish residents only)

• Number of travellers in the booking

• Relationship between all travellers

And beyond guest identity, the annex also includes “transaction” data points (dates/times of entry/exit, property address, and payment-method related fields) as part of what must be recorded/communicated depending on the scenario.

So yes — it’s more data, and it’s more strict about completeness.

The part nobody tells you: getting guests to actually comply

In theory, guest reporting is “simple”:

Ask guest → collect details → submit to SES.

In real life, we all know what happens:

• guest arrives late

• passports are “in the taxi”

• someone refuses to fill anything in

• someone says “Airbnb never asked me for this before”

• and you’re stuck between legal obligations and platform messaging rules

Our solution (and what we’ve been refining for a long time) is straightforward:

We’ve always enforced a mandatory online check-in form through automated, personalised messages.And only after the form is completed, we share:

• arrival instructions,

• access details,

• and the house manual.

This creates a simple incentive loop: no form = no instructions.

To make it work even with “stubborn” guests, we also place very clear “mandatory requirement” language inside the platform message thread (yes, including Airbnb), so it’s transparent, time-stamped, and impossible to miss.

It took time to find the right recipe — because you have to stay compliant and communicate it correctly inside the platform’s boundaries — but once it’s implemented properly, it’s a game changer.

The second obligation: the annual 2025 data submission

Separate from SES.HOSPEDAJES, Spain introduced the annual “modelo informativo” / deposit connected to the Registro Único (NRUA/NRA framework).

The key rule comes from Real Decreto 1312/2024, which requires submitting an annual informative model every 12 months.

For the first cycle (reporting all stays from 2025), the submission window ran in February 2026, with the deadline landing on 2 March 2026. Multiple industry and registrar sources have communicated that timeline clearly.

Going forward, the pattern is simple:

• it becomes a February routine each year (reporting the previous year’s activity), and

• the “end of February / early March” deadline is what you should plan around annually.

  
  

Final thought: this is exactly why owners outsource compliance now

If you manage one property, you can do all of this manually. But if you manage multiple, or you value your time, manual compliance becomes a constant source of friction and risk. Many owners do eventually switch to dedicated guest-registration / online check-in software to make it easier — tools like Chekin or Check-in Scan come in handy but they require monthly or annual subscription and the setup process is still on the owner.

At Perfect Property Solutions, we’re not just “aware” of these rules — we’ve been building workflows around them for years:

• automated check-in form enforcement (with the right wording inside the platform thread),

• structured guest data collection that matches the expanded requirements,

• and now — as one of the first locally — direct SES.HOSPEDAJES reporting from our Property Management System, reducing manual work and human error.

  
  

If you want your STR run like a real asset — compliant, scalable, and stress-free — hand it to people who do this every day (and manage 40+ units under the same rules). The software cost we pay to keep your property compliant is already included in our commission — so you’re not juggling extra subscriptions on top of everything else.