Guest registration register and filing by country

In many countries a hotel must report its guests to the authorities. The system keeps a guest register, calculates the filing deadline and shows the status of every notice. The notice is filed either by a staff member on the government portal or — in Italy and Spain — by the system itself. This article explains how to set it up and how to read the statuses.

Who it's for: hotel owners and front desk staff. Housekeepers do not see the register.

What depends on the location's country#

The mode comes from the location's country in its settings.

Besides the register, hotels outside Russia have a "Government reporting" section on the room board — see below.

Russia: migration register#

1. Open Rooms and click "🛂 Migration register".
2. Entries appear automatically at check-in — one entry per guest. Filter — "Active" or "All".
3. Each entry has a status ("Notice not filed", "Filed", "Accepted", "Departure filed") and a deadline: "file by …", "departure: file by …". Missed deadlines are marked "OVERDUE".
4. Add the document, migration card and visa data — the "Edit" button.
5. Print the form you need (for example, "Arrival (form 856)", "Departure (form 641)", "Registration (Decree 713)") or "Export CSV".
6. File the notice yourself — through Gosuslugi, ELPOST or an MFC office.
7. Mark the result: "Mark filed", "Accepted by MVD", "Guest departed", "Departure notice filed". Made a mistake — "Reopen".

Add an accompanying guest with "+ Add entry" — the system takes the room, bill and check-in dates from the main entry.

Host details (name, tax ID, responsible person) are needed for the printed forms. If they are missing, the register tells you where to fill them in: App store → By location → Migration register (MVD).

You can turn the register off by switching off the "Migration register (MVD)" extension for the location — then the button disappears from the board.

Other countries: set up filing#

1. Open the location's Integrations and the "Guest registration with the authorities" card (turn the extension on if needed).
2. In "How notices are submitted" choose the method. The list only shows systems available for the location's country:
   • "Manually through the government portal" — for any country;
   • "Alloggiati Web (Polizia di Stato, Italy)";
   • "SES.Hospedajes (Ministry of the Interior, Spain)" — not for Catalonia and the Basque Country.
3. For Italy and Spain fill in "Credentials of the establishment", click "Save credentials", then "Check connection". The data is stored encrypted, only a mask is shown; only the account owner can see and change it.
4. Choose the "Submission mode":
   • "Do not submit" — only the register is kept, no notices are created;
   • "After confirmation" — notices wait until a staff member clicks "Submit" (for example, once a day as a batch);
   • "Automatically" — the notice goes out right after check-in.
5. Turn on "Register accompanying guests" if a notice is needed for every guest, not only the main one.

Filing to Italy and Spain works in the AWS cloud (brands outside Russia).

Manual mode for any country#

If there is no network filing for your country:

1. Choose "Manually through the government portal" as the method and turn on "Keep the guest register and deadlines".
2. At check-in every guest goes into the register, each notice gets a deadline under the country rule, and the front desk gets a reminder.
3. File the notice on the government portal.
4. In the "Notices" list click "Filed manually" and, if you like, enter the number or mark the portal gave you. Do not enter the guest's name or document number there.

The block shows the rule: "Deadline in …: arrival — …, departure — …". If your country has no rule, the system uses 24 hours for arrival, does not track departure and marks the notice "country rule not set" — check the deadline against the law yourself.

Guest register outside Russia and accompanying guests#

The room board has a "🛂 Guest registration" button (it appears when the location has a filing method). In the "Guest registration register":

• the guests of each check-in are grouped: the main guest and accompanying guests, each with their own arrival and departure notices;
• "Edit" — correct the guest's data. The data must first be opened with "Open data" — the opening is recorded in the access log;
• "+ Accompanying guest" — add a guest who was not entered at check-in;
• "Show checked-out guests".

If the data is corrected after the notice was sent, the register warns that it needs to be filed again and offers to resubmit the corrected data.

Notice statuses#

Extra marks: "checking whether it arrived" — the outcome is unknown and the system asks the government system again; "Overdue" — the deadline has passed.

If the outcome never becomes clear, the notice moves to "Submit manually" and the front desk gets a task at once: check the government portal before filing again.

Receipt. For Italy the daily receipt is stored with the notice: "Receipt saved" → "Download receipt". Receipts are deleted after the retention period — then you see "Receipt deleted after the retention period".

A register entry is not a filed notice#

• A register entry is data for filing, not the filing itself.
• "Sent, awaiting reply" is not yet accepted.
• "Filed manually" is your own mark; the system does not verify it.
• Connecting a government system does not mean every notice arrived: check the status of each one.

The "Government reporting" section#

Hotels outside Russia have a "Government reporting" button on the room board — a section with the tabs "Obligations", "Sending queue", "Authority responses", "To fix", "Guest register", "Lawful requests", "Settings" and "Connection". It shows notice deadlines and statuses, authority responses and the guest register.

Deadlines are labelled honestly: "Due" — confirmed by a source; "Guide time — rule not verified" — only a reminder for the front desk, not a legal deadline. If the country has no verified rule package, the section says "No country package yet".

What is not there yet#

• Russia: notices are not filed with the MVD from the system — only the register, form printing and staff marks. Direct transmission via Gosuslugi is built into the code but is closed until official specifications and access are available.
• Network filing — only Italy and Spain (AWS cloud). Other countries use manual mode.
• Turkey, Croatia, Serbia and other countries — manual mode with a deadline from the country rule where one is set.

Related articles#

• Working with hotel bookings — guest registration card
• Hotel: rooms, PMS and guest service
• Integrations

FAQ#

Why is the register empty? Entries appear at check-in — and only if the location has a country and (outside Russia) a filing method.

The guest has left, but the departure notice was not filed. What now? File it and mark it in the register. Outside Russia, check-out without a register entry is not blocked.

Can I file everything at once at the end of the day? Yes: use "After confirmation" mode, then "Select all waiting" → "Submit selected" in the list.

Who sees the government system credentials? Only the account owner. Everyone else sees a mask.

Where do I get the number for "Filed manually"? It is the number or mark the government portal gave you. The field is optional.