National Police Hostelry
Owners or managers of an accommodation establishment (hotel, apartments, hostels) must register their guests and keep updated the entry register in each property, in case of hotel chains.
The traveler’s register is mandatory for all accommodation establishments under the 4/2015 law of citizen protection on March, 30.
Who receives the travelers’ data in Spain?
If the accommodation is located in a place where there is no National Police station, the registration must be done with the Civil Guard, except for Catalunya where the authorities are Mossos D’esquadra and in the Basque Country the Ertzaintza.
Once the establishment is registered on the Webpol application for the sending of traveler’s data, you can automate the sending of this. (explained below)
How to collect the guests’ data for the travelers’ register?
With the document reader OCR AviScan: the document reader scans all kinds of documents and images, taking the guests’ data to the file.
1. Requirements
The registration process on the Webpol is very simple. The owner or manager properly identified must go to the nearest National Police station with original and copy of the paperwork listed below:
Identity document of the responsible.
Responsible declaration for the tourist activity, the same presented to the tourisms authorities.
Property management contract, simple note or deed indicating the power over the property.
The National Police will assign a user and a password to access.
Important! You have to ask for the bulk file sending to the National Police to able to send the travelers’ register.
2. Previous steps
To verify if you are able to send the travelers’ register, access to the application with the user and password given by the National Police.
On the top you will see two options: «ENVÍO FICHEROS PRUEBA» o «ENVIO FICHERO MASIVO«.
If one or both options are enabled, you will be able to send files automatically or manually by clicking on Enviar parte.
3. Files Sending
You can send files automatically by clicking the ENVIAR PARTE button, or manually.
A. Test files sending
In case it is the first time you send the files to the National Police, you must send manually five test files to the National Police.
Enter the user and password given by the National Police in the PMS going to Settings> Avirato Integrations> Hostelry and INE > Hostelry> Settings > Hostelry List
In Type of Hostelry select National Police.
Enter the user and password mentioned without the letter H.
Example: if the user is H07257BBH0V in Avirato only enter 07257BBH0V and the password.
Enter number 1 to the following file.
By completing this information, you will be able to send files to the National Police.
You have to register a guest in the tag CRM > travelers’ register and click on the Generate files button at the lower-right side of the screen.
Download and save the file on the desktop. Then, mark the guests you send and these will not display anymore. The guests marked as sent will not be notified to the National Police again.
Then access to the extranet or application and click on Envío Ficheros Prueba and next a pop-up window will open to select the file from the desktop, once selected click on + Subir Fichero.
You will receive a confirmation email from the National Police, in case of error they will notify too. You will have to send fice test files before the Envío de Ficheros Masivos.
B. Bulk files sending
Once you have completed the sending of the five test files the ENVÍO FICHEROS PRUEBA button will not display anymore. Instead, you will see the ENVÍO FICHEROS button that indicates you are already allowed to send bulk files.
For that, modify the user and the following number of file in the PMS, Settings> Avirato Integrations> Hostelry and INE> Hostelry> Settings> Hostelry List.
In Type of Hostelry select National Police.
Enter the user given by the National Police with the letter H.
Enter number 1 to the follo.
Save the changes and after completing the mentioned instruccion you will be able to send automatically the travelers’ register to the National Police.
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