Operate Takeaways: How to Automate Guest Registration and Stay Compliant in Europe

Guest registration in Europe isn’t just a formality—it’s a legal requirement entangled in a maze of country-specific regulations. Fortunately, with the right tools, you can automate the entire process, from ID verification to local police submissions, while actually improving the guest experience.

In this Operate session, Gabriel Coachman and Aris Iskandaryan from Chekin shared five key takeaways to help you stay compliant across borders without sacrificing efficiency or guest satisfaction.

1. Guest Registration in Europe Is High-Stakes

If you operate in Europe, you’re likely already subject to local guest registration laws, and the penalties for getting it wrong can be steep. Relying on manual processes exposes you to three real risks:

• Non-compliance can lead to steep fines
  
• Manual entry introduces human error
  
• Lengthy check-ins create friction and reduce guest satisfaction

In fact, a Cornell study found that guest satisfaction drops by nearly 50% when check-in takes longer than five minutes. And with 75% of travelers now preferring contactless options, the need for automation is clear.

2. Every Country Has Its Own Rules

One of the biggest challenges? Countries handle guest registration in different ways. Chekin broke down some of the most critical legal obligations by market:

Spain

• Guest data must be reported via SES Hospedajes within 24 hours
• Monthly INE reports are mandatory
• A PDF entry form must be available for inspections

Italy

• Submit data to Alloggiati Web within 24 hours 
• ISTAT reports are due by the 5th of each month
• Confirmation files must be archived for five years
  

Portugal

• Report foreign guest data to SEF within 3 days of check-in
• Passport details, nationality, and residency are all required 

Other Markets

Countries such as Austria, Croatia, Germany, Greece, and Turkey have their own sets of requirements, involving tax reporting, e-invoicing, and daily data submissions.

3. Automation Solves Compliance, and More

Chekin isn’t just a legal compliance tool, it’s a check-in automation platform designed to simplify operations while elevating the guest journey. For example, it offers:

• Online check-in links sent automatically after booking
• OCR-powered ID scanning for fast, on-site validation
• Instant police and statistical reporting
• Dynamic tourist tax calculations

4. Automation Can Boost Your Bottom Line

Compliance is critical—but automation also unlocks new revenue streams. By embedding upsell options directly into the online check-in flow, you can increase revenue without adding any friction. Operators are using Chekin to:

• Offer early check-in, late checkout, airport transfers
  
• Request deposits or security payments up front
  
• Track conversions and revenue by experience

5. Pro Tips from the Experts

Want to get the most out of your automation tools? Keep these expert tips in mind:

• Avoid app fatigue: Guests are 9x more likely to complete web check-in than download an app
• Don’t DIY compliance: Rules change often—automation platforms like Chekin keep everything up to date
  
• Think beyond red tape: ID scanning, upsells, and security deposits can all be embedded in the guest flow