Guest-Flow
Quick Start Guide
Jump straight to what you need — or read through in order. The whole thing takes about 5 minutes.
Getting Started
First, sign in to Guest-Flow
Guest-Flow is your control centre for guest registration and compliance — available on the web and as a mobile app. Getting in takes seconds, and there's nothing new to set up.
Create Your First Booking
Add a guest in under a minute — property, dates, name, email.
Sit Back — We Handle the Rest
Automated WhatsApp, SMS & email reminders in the guest's language.
Your Guest Registers Online
Guests complete the Spanish registration form on their phone.
Track Everything from Your Dashboard
See live bookings, registration status and submissions.
Set Up Your Properties
Add property details, access codes and house rules once.
Guest Considerations
Royal Decree 933/2021 + copy-ready text for your booking confirmation.
Earn More with Pre-Arrival Extras
Offer early check-in and late check-out — guests request in a tap.
Step 1
Create Your First Booking
Click 'Create Booking' from your dashboard. Fill in your guest's details — property, dates, name, phone, and email. It takes less than a minute.
Use the Shared Stay option when a group of guests are arriving at different times for the same villa. For example, two friends renting the same property — one arriving Monday, another arriving Wednesday, both leaving Saturday. Enable Shared Stay on the second booking and Guest-Flow will allow the dates to overlap without blocking the calendar. Each guest gets their own registration link, their own WhatsApp messages, and their own entry in your compliance records.
Create Booking
Step 2
Sit Back — We Handle the Rest
Once your booking is saved, Villa Check In takes over. Our automation engine contacts your guest via WhatsApp, SMS, and email — in their own language — with reminders that get progressively more urgent as their arrival date approaches. No manual follow-up needed.
Booking Created
Welcome Email
Your guest receives a welcome email with their booking details and registration link within minutes of you creating the booking.
14 Days Before Arrival
First Email Reminder
If the guest hasn't registered yet, an email reminder is sent at 09:00 with their registration link. Only unregistered guests are contacted.
7 Days Before Arrival
WhatsApp Reminder + Email Reminder
A friendly WhatsApp message in the guest's language with their personal registration link, plus a follow-up email chaser. If WhatsApp doesn't deliver within 5 minutes, an SMS is sent automatically.
3 Days Before Arrival
Urgent WhatsApp Reminder
A more urgent WhatsApp reminder for guests who still haven't registered. The tone escalates — only unregistered guests are contacted.
2 Days Before Arrival
Final Email Reminder
A last email reminder for unregistered guests. Between email chasers and WhatsApp reminders, your guest has been contacted across multiple channels by this point.
48 Hours Before Arrival — Still Unregistered
We Call Your Guest Directly
If a guest is still unresponsive to every message 48 hours before arrival, our team personally calls them to walk them through registration. This is the human safety net — we don't give up until your guest is registered.
1 Day Before Arrival
Access Details Delivered
Registered guests receive their property access details — check-in instructions, WiFi credentials, and door codes — by email, followed by WhatsApp 30 minutes later. Any guest still not registered gets one final WhatsApp nudge, and you're alerted.
Guest Completes Registration
Confirmation Email
The moment all guests finish registering, a confirmation email is sent automatically. If they register before the day of arrival, access details are queued and sent at 09:00 the day before check-in.
Add the booking and relax. Villa Check In does the heavy lifting — from automated messages across email, WhatsApp, and SMS to a personal phone call if needed. With a 99.99% success rate (that's 1 problem booking in 1,000), we guarantee your guests are registered, every time. Period.
Step 3
Your Guest Registers Online
Your guest clicks the link and fills in their details — passport or ID information for all travellers in the group. It's mobile-friendly and available in multiple languages. Here's exactly what they see:
VILLA SOL
Step 4
Track Everything from Your Dashboard
See all your bookings at a glance. Track registration status, guest counts, and upcoming arrivals. Green means registered, red means still waiting — you'll always know where things stand.
Your Bookings
Manage guest reservations.
| Guest | Property | Dates | Status | Guests | Registered |
|---|---|---|---|---|---|
| Maria García | Villa Luar Playa Blanca | 20/06 → 27/06 | Checked In | 6 / 6 | Registered |
| James Wilson | Villa Luar Playa Blanca | 28/06 → 05/07 | Confirmed | 0 / 4 | Unregistered |
| Sarah Johnson | Villa Luar Playa Blanca | 06/07 → 13/07 | Confirmed | 3 / 3 | Registered |
| Klaus Müller | Villa Luar Playa Blanca | 14/07 → 28/07 | Confirmed | 2 / 5 | Unregistered |
Step 5
Set Up Your Properties
Add your property details once and Guest-Flow uses them everywhere — from guest communications to your compliance records. Photos, WiFi, check-in codes, amenities, and more all live here.
Photos
Upload a gallery and set a cover photo. These appear in your guest communications.
Location
Full address, Google Maps link, and arrival directions — tappable on any device.
Amenities
Pool, parking, air conditioning, pet-friendly — tick what applies. Shared with guests before arrival.
Access Info
Keybox code, gate code, alarm details, and check-in/out times — all managed in Guest-Flow.
WiFi
Network name, password, and speed. Guests get a scannable QR code to connect in one tap.
House Rules
Quiet hours, pool rules, check-out instructions — clear and upfront before arrival.
Step 6
Guest Considerations
Under Spain's Royal Decree 933/2021, every new booking must be transmitted to SES Hospedajes — the Interior Ministry's national register — the moment it's received. Guest-Flow handles that transmission for you automatically. But we strongly recommend you give your guests a heads-up so the registration request doesn't land out of the blue.
Why mention it?
Guests sometimes panic when an unfamiliar sender asks for passport details. One short line in your booking confirmation explains the law, flags the upcoming email or WhatsApp, and turns a potential support query into a smooth check-in.
100% GDPR compliant
Guest data goes only to the Spanish authorities via the official SES Hospedajes API. It is never shared with third parties, never used for marketing, and retained only for the legally-required period.
Suggested text for your booking confirmation
Copy the block below into your own booking confirmation email, WhatsApp message, or OTA template — edit anything that doesn't fit your setup.
As a legal requirement, passport and other details of ALL guests (including children) must be submitted to the authorities in Spain prior to taking up residence in a holiday rental property. The process is exactly the same as the check-in service at a hotel. Please look out for an email, WhatsApp, or text from [email protected]. They will provide a link for you to register everyone in your group. This link can be forwarded to other guests for completion. Once everyone is registered, Villa Check In will send you the access details for the property the day before you travel. Don't worry — Villa Check In is 100% compliant with all GDPR data protection laws and will never share your details with anyone other than the Spanish authorities.
Step 7
Earn More with Pre-Arrival Extras
Turn every booking into a revenue opportunity. Offer early check-in and late check-out — guests request and pay for these extras when they check in, and you approve each one with a single click.
Early Check-in
Let guests arrive from 10:00 instead of 15:00. Smart availability — automatically hidden when back-to-back bookings make it impossible.
Late Check-out
Guests stay until 18:00 instead of 11:00. Also hidden automatically when the next booking arrives the same day.
Ready to get started?
Contact our team and we'll get your property set up in Guest-Flow same day.