Spain - SES Setup Guide

The purpose of this guide is to introduce new users to the SES Hospedajes system in English, and show how you can start using the GuestAdmin.io system to automate your bookings and guest registration data collection and submission to SES on your behalf to save your time and benefit you as fast as possible.

GuestAdmin is a software system & service to keep owners and managers of holiday accommodation properties compliant with new Spanish laws that come into effect on 2nd December 2024 to comply with the Royal Decree 933/2021 on October 26.

The system has an easy to use user interface, and has been designed specifically around the complex SES Hospedajes system which is a new initiative and regulation brought in and operated by the Ministry of Interior within the Spanish government.

The GuestAdmin system does everything legally required as set out in this link below:

Ministerio del Interior | Partes de entrada y obligaciones de registro documental

Once you have configured the system (should you need our help please contact us via [email protected] ) and you have added your own property/s to the system, you can create your bookings and GuestAdmin does the rest from there on by sending your guests special links to collect all your guest registration information, the system then automatically submits all the guest information to the SES Hospedajes system for you on a pre-set timeline, creates your digital guest books in the format required by the Spanish government and EU laws.

Important Pre-requisites you MUST have before you start

Before you are able to use the GuestAdmin system, there are some initial configuration to complete to enable you to connect your new GuestAdmin account to the SES Hospedajes system.

In turn there are additional requirements by the Spanish government that will allow you to register for an account on SES Hospedajes as follows:

1. You MUST have an NIE/TIE or DNI number to own or manage a property in Spain.

2. You MUST have a Digital Certificate installed in your Windows or Apple MAC computers browser settings in order for you to access online government systems including SES Hospedajes system.

3. With your Digital Certificate installed you MUST register for an account on the SES Hospedajes system.

With the help of our partners we can help you get your digital certificate, create your SES Hospedajes account and register your property/s for you. To request this service, You will find the links within my.guestadmin.io/register after you have registered and verified your email address.

Part 1: Click here to register on the SES Hospedajes system:

https://sede.interior.gob.es/portal/sede/tramites?codAgrupacion=Hospedajes

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1. Once you have accessed the SES Hospedajes system, you see the following page, where you have 4 further options which you must follow in the order from Left to Right:

• Registration of Entities - This is you or your business
• Registration of Establishments - These are your properties
• My Recorded Data - Your profile information
• Communication Service - DO NOT ACCESS OR CHANGE THE PASSWORD HERE!!

2. When you start on option A above, there is a 4 step wizard to take you through the process from start to finish.
   
   It is IMPERITIVE that you DO check the “Sending communications by web service” check box, see below.
   
   Without this box being checked, GuestAdmin system cannot connect and send your guest registration data for you 🙁
   
   

Figure 1: Registration of Entity

1. SES Hospedajes has recently changed their Entity Registration screen recently, it now looks like what is shown above. You MUST check this box for "Sending communications via web service" then put this email [email protected] into the email box, where we will be notified if any errors occur in your account. 
2. When you have successfully registered on SES Hospedajes System, you will receive an email confirmation from them, DO NOT delete OR lose this email, it has CRITICAL information in it you will need to setup and connect your account to the GuestAdmin system.

EXTREMELY IMPORTANT - DO NOT CHANGE YOUR PASSWORD in the SES Hospedajes system once you have created your new account below to (both should be created at the same time if not this can cause issues also) :

1. Register the legal entity
2. Register your 1st Property

We are are seeing lots of people changing the wrong password in the SES Hospedajes system which breaks the verified link between SES Hospedajes and the GuestAdmin system.

If you do this GuestAdmin can not submit the data on your behalf!

1. You will have received a confirmation email from SES Hospedajes System, which will look like the one shown below in Figure 5.

2. Make sure you have been sent your web service username and password, without this you will not be able to connect GuestAdmin to the SES Hospedajes System, and you will need to go back to your SES Hospedajes account and re-register following the instructions at the beginning of this quick start guide.

3. The important information you will need to connect is as follows as Figure 2 shows:

• BOX 1: Landlord or Renter Code

• BOX 2: Your first Establishment or Property Code

• BOX 3: SES API username and password to allow GuestAdmin system to connect to your SES Hospedajes System Account (Server to Server)

Figure 2:

Should you receive an email from SES Hospedajes which does NOT show the information in Box 3, then you have not registered your SES Hospedajes account correctly and you will need to go back and correct it using your Digital Certificate to access your SES Hospedajes account, we can help you do this by contacting us at [email protected] 

Part 2: Entering SES Hospedajes credentials into GuestAdmin

There are various places within GuestAdmin where you may be asked to enter all the information shown in Figure 2 above, the most common place is when you are adding your properties as shown below:

Figure 3:

Additional Quick Start Help:

You can start a chat conversation with us in English or Spanish between the hours of 10.00am to 20.00pm 7 days per week subject to operator availability.

We are currently creating this knowledge base and depending on the feedback we receive from you, this will help to define our road-map of next developments.

You can also contact us via email on [email protected]

We look forward to working with and for you to save your time and money and reduce your stress levels!

GUESTADMIN TEAM