Check in Scan FAQs

• When will the new Check in Scan service take effect from?

  Solmar Villas will be live with Check in Scan from 01/02/2025. From this date, everyone signed up to use Check in Scan through Solmar Villas will transfer over to this service as the only method of providing Guest APIS information to relevant government authorities.

• Who are Check in Scan?

  Started in 2018, Check in Scan are digitally transforming the way the check-in process is managed in the hospitality industry. With their innovative platform, they have streamlined and automated guest registration, collecting over 7 million guest IDs to date, enhancing user experience and ensuring real-time legal compliance. Click the links below to view more information:

  Check In Scan PDF (English)

  Check In Scan PDF (Spanish)

• How does the Check in Scan service work?

  Once a booking is made, Check in Scan will contact Solmar Villas guests directly to collect APIS data. They will then send the information securely through their platform directly to the relevant government authorities using your registration details.

• What information is required to sign up to Check in Scan through Solmar Villas?

  The only information needed is detailed on this form: Check in Scan Sign Up Form. Make sure to click Submit to complete the sign-up process.

• What happens after we have signed up?

  Once you have completed the above form, we shall send your details to Check in Scan. Check in scan will register you onto their service and you will become an agent on Solmar Villas Account. It takes 5 working days for Check in Scan to complete the set up. 

  You will have access to the Check-in Scan app (available on Android and iOS) as an agent. This allows you to perform any on-site guest registrations, if necessary, for last minute bookings. Once the villas are set up in Check-in Scan, Solmar Villas will be able to start registering guests straight away.

• Will Solmar collect all APIS Data for all guaranteed villas?

  Yes, Solmar have agreed that all Exclusive villas are to be signed up to the service including short guarantee contracts. However, we know you may already have services in place, so we shall continue to send APIS reports to anyone who needs it for 2025. Please let us know if you wish to continue to receive APIS reports.

  Alternatively, if you have your own service provider who supplies Guest Registration links, please send these to [email protected] and we shall pass this onto our guests on your behalf.

• I have a Guarantee contract and want to use Check in Scan through Solmar Villas, do I still need to complete the form?

  Yes, as we require legal information to be able to send to local government authorities. Please complete this form to sign up to the service: Check in Scan Sign Up Form

• I have an Adhoc contract, how do I sign up to Check in Scan through Solmar Villas and pay the 60 euros per property per year fee?

  Once you have signed up, our Finance Team will send an invoice by email to arrange payment.

• I have Guarantee and Adhoc contracts with Solmar Villas, do I still need to sign up for the guarantee contracts?

  Yes, please complete this form to the service: Check in Scan Sign Up Form

  Once you are signed up you will be sent log in details for Check in Scan, once you have logged in you will be able to select which villas you would like us to use.

• I am already signed up to a service which offers the same benefits, do I have to use Check in Scan through Solmar Villas?

  No, you do not have to sign up however we strongly recommend to ensure the data is protected. If you are already with a service provider who offer the same benefits, we request that you provide us with Guest Check in/Registration Links so we can ask our guests to complete the information directly.

• I am not signed up to a service and receive APIS reports from Solmar, please can I continue to receive these reports?

  From 2026, we shall be looking to phase out the handling of all guest APIS. This will mean that we shall no longer be able to provide APIS reports. We therefore recommend you sign up to the Check in Scan service or another provider so that we can continue to supply you with our guests required legal information.

Spain - Royal Decree 933/2021 effective from 02/12/2024

• What are the establishment code and landlord/lesser code on the sign-up form? Where can I find them?

  If you have registered the properties in SES, they should have received an email from HOSPEDAJES sent to the email address used during the registration process. This email contains these codes. If you haven’t received it, I recommend checking the SPAM folder or following the steps outlined on the SES HOSPEDAJES website to locate them.

  Establishment code: https://help.checkinscan.com/es/articles/10212528-2-4-codigo-de-establecimiento

  Landlord code: https://help.checkinscan.com/es/articles/10212523-2-3-codigo-de-arrendador 

• Password police/authority in case of SES Web Service password - where does this come from? Is it their password or my password?

  The SES web service password is also included in the email mentioned in the previous question, along with the landlord and establishment codes. However, in some cases, if the web service communication wasn’t marked as active when registering the property on SES, those credentials may not appear in the email. Since these credentials are assigned by SES, to obtain them they will need to follow these steps on the SES HOSPEDAJES website: https://help.checkinscan.com/es/articles/10212531-3-2-error-usuario-webservice

  It will be your SES web service password we shall need.

• The form asks for a NIF/CIF. I don't have either of those, but I do have an NIE. Is that correct?

   Yes, you should enter the NIE in this field.

• Do Check in Scan comply with the New Spanish Royal Decree 933/2021?

  Yes, Check in Scan are fully compliant with these new rules and will send all information directly to SES Hospedajes on your behalf. Check in Scan will transfer the data to SES Hospedajes using the SES codes associated with each villa. These codes should be provided by the you when you have registered the property on SES Hospedajes platform with your digital certificate.

• What is SES Hospedajes and how does it work?

  SES Hospedajes is a digital platform introduced by Spain's Ministry of the Interior to streamline the process of guest registration for accommodations. It acts as a centralized system for property managers to report guest details, ensuring compliance with legal requirements. By using SES Hospedajes, guest information is transmitted to law enforcement efficiently and accurately, enhancing national security efforts.

• Which information do I need to share with Spanish authorities under Royal Decree 933/2021?

  You will need to share information about the owner of the property/the company managing the rentals of the property, the property that is being rented, the guests that stay at it and the rental transaction itself. More information about the exact data that needs to be shared can be found in Annex I of the Royal Decree 933/2021.

• What happens if I am not registered on SES Hospedajes - can Check in scan do this on my behalf?

  As a property manager/owner of the villa you are required to register with the SES Hospedajes platform. If you have not already done so you can register here: Accommodation and car rental | .: Electronic Office of the Ministry of the Interior :.

  If you are not registered on SES Hospedajes and need some help, Check in Scan can also assist with this for an additional cost (from €49.95). You will need to have a digital certificate installed on your computer and the AnyDesk app installed. Please contact us to request more information on this.

• We only have one single username and password for all our villas in SES Hospedajes platform, do you need this?

  For villas in Spain, within the same SES Hospedajes account, all properties will share the same username, password, and landlord code. The only variable will be the establishment code.