In countries like Spain, the UK, France, the Netherlands, Romania or Belgium, where strict regulations govern how guest data must be collected and submitted, handling this process manually leaves too much room for error. Whether you manage a single holiday apartment or oversee dozens of properties, submitting guest data manually can become a compliance risk and a daily headache.
Let’s explore the most common mistakes hosts and property managers make due to manual submissions, and how to avoid them with smarter tools and processes.
1. Missing or incomplete data
One of the most frequent issues is forgetting to collect required guest information, such as nationality, ID number, or arrival time. Under most European regulations (including the UK and Spain), missing even a single data point can result in non-compliance or rejected submissions.
How to avoid:
- Use structured forms or digital check-in tools that require all mandatory fields
- Implement data validation before submission
- Automate reminders to collect missing guest details before arrival
2. Late Submissions
Manual processes often cause delays in sending data to government platforms. Many jurisdictions now require real-time or same-day submissions. Sending data too late, even by a few hours, can lead to penalties or legal warnings.
How to avoid:
- Use automated submission systems that send guest data instantly to the authorities (e.g., via SES Hospedajes)
- Set up automated alerts or chaser emails for incomplete or pending registrations
- Eliminate reliance on physical forms or spreadsheets
3. Data entry errors when manually submitting guest data
Typos in guest names, passport numbers, or dates are common in manual systems. Especially if staff members are under pressure during check-ins. These errors can cause delays in verification, result in rejected entries, or trigger security flags if data doesn’t match official records
How to avoid:
- Switch to scannable ID verification tools or auto-fill from booking platforms
- Integrate your property management system (PMS) with guest registration tools
- Always use standardized fields and formatting
4. Poor record-keeping
Even if you submit guest data correctly, failing to store it securely and for the legally required period (often 12–60 months) can lead to non-compliance if authorities request an audit.
How to avoid:
- Store guest registration logs digitally in an encrypted, GDPR-compliant environment
- Automate record retention timelines according to local law
- Avoid storing sensitive information in insecure spreadsheets or paper binders
5. Not using a verified submission channel
Some hosts still email spreadsheets or handwrite forms and deliver them in person, even when authorities have moved to mandatory online portals like SES Hospedajes (Spain) or Tourism NI (Northern Ireland). These methods are no longer accepted and could invalidate your entire registration process.
How to avoid:
- Always use the official submission platform or an approved integration (e.g., GuestAdmin)
- Stay informed on changes in legislation and accepted communication channels
- Partner with a solution provider that updates integrations regularly to comply with law
Could Automated Guest Submission handle it all?
Automated guest data submission (like with GuestAdmin or similar systems) offers hosts many advantages, such as speed, accuracy, and compliance. However, every method has its own limitations. Let’s make a comparison before deciding to switch from manual methods.
Manual submission is suitable only for very small hosts; prone to error, delay, and compliance risks. While the Automated submission is ideal for scaling, compliance, and saving time; best long-term solution. Which one are you using? Let share your thoughts with us.
Final Thoughts
Guest registration may seem simple, but the consequences of getting it wrong can be serious. Manual data handling leads to missed details, legal exposure, and wasted time, especially when operating at scale.
Don’t let small mistakes turn into big problems.
Automate your guest registration with GuestAdmin and stay 100% compliant — effortlessly.