One of the least satisfying and most tedious tasks when you manage a tourist accommodation is to correctly manage the check in of the guests. And with correctly we refer to being registered with the Civil Guard or National Police, depending on your turn, send religiously the personal information of each tenant and document that information for at least three years in a “traveler’s record book”. What sounds great?
Repeat that: what must be done for a correct registration of travelers
The standard, traditional way of doing it is:
- you download the , super friendly.
- You make many copies and number them. If you’re super organized, you even make a little book.
- Every time a tourist or traveler comes to your establishment, you must ask for your ID or passport to cover all the data it asks for. Eye, it is not only the number, also Expedition datewhich is what no one knows and forces them to always have the document at hand.
- The guest must sign it
- And beware, you must do this with all renters 16 years and olderIt’s not worth just one. Each one in a different role.
- That passenger entry part you must store it for at least 3 yearsin case the authorities demand it at any time.
- Also, and VERY important, you must send it to the National Police or Civil Guard, according to your turn, maximum 24 hours after the travelers enter. You can go bring them a physical copy (if you’re crazy) or go into your web application and cover all the data again by hand to pass them on. In that case, they will go without the client’s signature, but it is accepted because it is assumed that you have the original at home so that they can check if they need it (3 years, remember). , very 2002…
It is, as you can see, a tenant arrival management system very “20th century”. That on a day-to-day basis ends up causing casuistry of various errors:
- I forget the paper of the entrance part of the lodging… so I do not cover it
- One of the travelers does not have the DNI at hand… so I do not cover it for more than one
- I cover it properly… but I forget to register it with the Civil Guard or National Police
- I cover it, I send it…. but I don’t save it properly and I lose it.
And in general, as millennial, It seems to me a delay this of walking with papers, double data coverage, etc. This deserved a process automation and luckily… IT EXISTS!
How to automate the registration of travelers with Partee
There is more than one, in fact. We have found two: and . Both do essentially the same thing and Partee is today twice as cheap (1€ per month for each establishment), so I am going to exemplify it directly with Partee, which is the one I use.
Basically, Partee allows you to do all of the above… without paper, without double data coverage and without having to fill out forms. All with mobile.
When registering in Partee and registering a tourist establishment, you will integrate the username and password of the Civil Guard or National Police into the application, depending on the case. That stays saved. From there, the traveler registration process becomes the following:
- When the traveler arrives, (which you can turn into an icon on your mobile, as if it were a native app). Normally, the login data will already be memorized.
- In the next step you choose between New Part of Travelers (the usual one, which you will do with the tenant in front) or even New online check-in (what could the traveler do directly without you).
- When choosing New part of travellers, it automatically covers the entry date and part number. Click on new traveler (once for each guest you have over the age of 16).
- here comes the first Magic: instead of having to cover personal data, you can get a photo on the back of the ID or to the passport and automatically collects the necessary fields. And the tenant only has to sign on their own mobile, with their finger, like when a package arrives from an online purchase.
- done that… accept… and send. Send means that Partee makes the shipment at that very moment to the authorities”. And to rest assured that everything is going well, you receive two emails: one from the Civil Guard confirming that they have received the new entry report for international terrorist travelers and another from Partee with the pdf of the report.
The document is stored on the cloud, on the Partee servers and you can consult/download it whenever you want. Although they also send you the pdf by email so you can save it or, if you are a crazy-kills-trees-not-ecologically-awareprint it and save it on paper.
To me life has changed. It has turned a tedious process into something agile that even looks good in front of the visitor (saves time, conveys professionalism…). I hope it will be useful for you too ^^. You have one month free trialin case you want to see how it works…
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