If you’re still filling out and submitting guest forms manually to government portals, you’re not alone. Howerver, you’re also taking unnecessary risks. With new laws like Spain’s Royal Decree 933/2021, Portugal’s Alojamento Local (AL) regulations, and Croatia’s eVisitor system, authorities across Europe now require fast, digital guest data reporting. Manual submission not only costs you time, but also money, and compliance.
Here’s why it’s time to move beyond manual guest form submission, and what you can do instead.
1. It’s Too Easy to Make Mistakes
Manual data entry is one of the biggest causes of compliance errors. Typos in a passport number, missing nationality, or an incorrect check-in date can all make your submission invalid. Authorities increasingly use automated systems (like SES Hospedajes in Spain or eVisitor in Croatia) that reject incomplete or inconsistent data, even small errors can trigger alerts or fines.
Relevant article: Common mistakes when submitting guest data manually
2. Manual Processes Waste Hours
Entering guest data manually, especially for multiple bookings, quickly becomes overwhelming. Hosts who manage several properties can easily spend hours per week copying details between forms and systems. Worse, when you’re busy with check-ins or guest requests, these tasks often get delayed. And the result is late submissions that can break local law.
Automated guest registration can handle hundreds of records in minutes, freeing you to focus on what actually matters: hosting and customer experience.
3. You’re Responsible for Every Submission Error
Even if a mistake seems minor, the legal responsibility lies with you, the property owner or manager. Failing to register a guest correctly or within the required time (for example, 24 hours in Croatia or real-time in Spain) can result in fines, audits, or temporary suspension of your license.
Using a verified automated system helps you maintain a full audit trail – proving that data was submitted correctly, securely, and on time.
4. Data Security and Privacy Risks
Manual forms, spreadsheets, or emails often store sensitive personal data (passport numbers, addresses, birthdates).
Without encryption or proper access control, this information is vulnerable to leaks or misuse – a direct breach of GDPR and local data protection laws.
Automated registration systems like GuestAdmin or SESAdmin store guest data securely, with encryption and limited access, ensuring compliance with both GDPR and national regulations.
5. Manual Submission Slows Down Your Business
Guests expect smooth, professional processes. Having them fill out paper forms or waiting while you type details into a government website doesn’t just look outdated, it delays check-in and hurts the guest experience.
Automated systems can send digital forms before arrival, letting guests complete registration on their own devices.
By the time they check in, all the required data is already submitted securely and instantly.
6. Regulations Are Getting Stricter and Faster
Authorities in Europe are rapidly digitizing compliance:
- Spain: SES Hospedajes (Royal Decree 933/2021) requires digital guest data submission
- Portugal: SIBA requires electronic Accommodation Bulletins
- Croatia: eVisitor system demands registration within 24 hours
- UK (coming soon): Short-term rental hosts will face mandatory guest data and registration rules
Manual methods can’t keep up, automation is no longer optional, it’s essential.
Why Automation Is the Smart Choice
Using a digital compliance tool like GuestAdmin means:
- Instant guest data collection and submission to authorities
- Automatic validation to avoid rejections or fines
- Encrypted, GDPR-compliant data storage
- Real-time notifications and reminders for deadlines
- Centralized control for multiple properties
No more retyping, no more errors, no more last-minute panic.
Final Thoughts
Manual guest data submission may feel familiar, but it’s quickly becoming outdated, inefficient, and risky.
As compliance rules grow stricter across Europe, automated systems not only help you avoid fines, but also give your guests a faster, more professional experience.
It’s time to stop submitting guest forms manually and start automating your compliance with GuestAdmin. Sign up now to get free access to all features for 14 days!