Some regions (like Spain or Portugal) require accommodations to collect guest details such as passport info for legal registration. Mangobeds makes this hassle-free with Custom Form Fields and integrations.
Using Custom Form Fields
- Enable Custom Fields: In the Booking Form settings, look for the Custom Form Fields section.
- Add Needed Questions: Ask for details like passport number, ID photos, or any other legal requirement.
- Make Them Required: Mark these fields as mandatory so guests can’t complete the booking without providing the info.
That’s it—Mangobeds will store everything securely in the booking record.
Background checks and applicant screening (optional)
Sometimes you will also want to screen applicants before approving a stay (especially longer stays), like identity verification or basic background checks. We can help you collect the right info and automate the process.
What you can collect in Mangobeds (as a “screening pack”)
Use Custom Form Fields to request:
- Full legal name + date of birth
- Government ID / passport + selfie (if your workflow needs it)
- Current address + previous address
- Emergency contact
How to run the check (recommended setup)
You’ve got 3 main options, depending on how strict (and automated) you want the flow to be:
1) Booking Requests (best if you want to approve/decline)
- Add the info you need in the booking form (Custom Form Fields).
- Enable Booking Requests so guests submit a request instead of getting auto-confirmed.
- You’ll receive the request with all the info, do your final review/checks, then accept or decline.
More info: How to use Booking Requests in Mangobeds.
2) Automated communications with a link to extra forms/docs
- Set up an automated email (Booking Request or Booking Confirmation) using Communications.
- In that email, include a link to whatever you want them to fill (external document, PDF, Google Form, etc.).
- Then upload what they send back and keep it attached to the booking so everything stays in one place.
More info: How to automate your communication emails in Mangobeds.
More info: Add documents to bookings.
3) More advanced automations with Webhooks
- Use Webhooks to get real-time notifications when key booking events happen.
- With that, you can trigger your internal workflow automatically (internal review step, alert your team, request extra docs, update a status, etc.).
More info: Webhooks.
Real Decreto 933/2021 (Spain) & Registro de Viajeros
What’s the new law about?
As of December 2, 2024, Spain requires all lodging businesses to collect and report detailed guest info (like passport, address, and payment details) through the SES.HOSPEDAJES platform. This shift comes from Real Decreto 933/2021, which replaces older police/guardia systems.
Do I have to do anything if I already collect guest data?
Yes. Even if you gather data via online travel agencies or other channels, you must still provide the info again when guests arrive.
What if a guest refuses?
You’re allowed to deny them check-in. The law is pretty strict, and fines can range from a few hundred to tens of thousands of euros if you don’t comply.
How Mangobeds helps
- Custom Form Fields: Add extra fields in your booking form for all the new mandatory data.
Stay compliant by updating your booking flows and forms in Mangobeds. If you have questions, reach out to our support team.
Other Alternatives
If you want a dedicated solution, we’ve partnered with Hostkit and Chekin, both are tools specialized in guest registration and legal compliance.
Learn more about our Chekin integration →
Use whichever method suits your workflow, and stay compliant without headaches.
