SES Hospedajes & Macufy: The Complete Solution for Holiday Rentals
If you manage one or more holiday rentals in Spain, the name SES Hospedajes is likely already part of your daily vocabulary. Since the Ministry of the Interior launched this traveller data communication system, property owners and managers have had to adapt their processes to comply with a clear legal obligation: to report the details of every guest over 14 years old within 24 hours of their arrival.
However, fulfilling this obligation does not have to be an administrative burden. At Macufy, we have designed a platform that automates every step of the process, from collecting guest data to sending it to SES Hospedajes, generating documentation, secure storage, and compliance with the new holiday rental regulations. In this article, we explain in detail how it works and why more and more owners trust Macufy to manage their properties with complete legal peace of mind.
What is SES Hospedajes and Why Is It Mandatory?
SES Hospedajes is the Accommodation Entry and Exit System of Spain’s Ministry of the Interior. It replaced the old traveller report system (Register Book), updating the obligation to the digital environment and expanding the requirements for the data to be communicated.
All accommodation establishments—hotels, holiday apartments, tourist homes, campsites, hostels, and similar—are required to:
Collect the identity details of every traveller over 14 years old.
Report this data to the State Security Forces via the SES platform within a maximum of 24 hours.
Retain this information for at least the periods stipulated by law.
Failure to comply can result in fines ranging from €600 to €30,000, depending on severity and recurrence. It is, therefore, an obligation no owner can ignore.
Automatic Synchronisation with SES Hospedajes After Every Check-in
The most valued feature by Macufy users is undoubtedly the automatic synchronisation with SES Hospedajes that occurs immediately after each check-in process. You do not need to manually access the Ministry’s platform, export files, or remember deadlines. Macufy does it all for you.
The workflow is simple:
Your guest receives the online check-in link (by email, WhatsApp, or your preferred channel).
They complete the form with their identity details, including the option to scan their passport or ID using artificial intelligence recognition.
As soon as the guest finishes the process, Macufy automatically sends the data to SES Hospedajes.
The system confirms receipt and logs the submission in your control panel.
All this happens without you lifting a finger. And if there is any error in communication—for example, a temporary outage of the Ministry’s servers—Macufy logs the attempt and retries the submission, ensuring it arrives within the legal timeframe.
This level of automation not only saves you time but eliminates the risk of forgetfulness and fines due to late or incomplete communications.
Online Check-in in 32 Languages
One of the biggest challenges in holiday rentals is the language barrier. Your guests come from all over the world, and asking them to complete a form in a language they do not understand is not only uncomfortable—it can lead to incorrect or incomplete data that jeopardises legal compliance.
Macufy has solved this problem at its root. The online check-in form is available in 32 languages, so the system automatically detects the guest’s language or allows them to select it, and the entire experience—instructions, fields, confirmation messages—is shown in their native tongue.
This has a double benefit: it greatly improves the guest experience, who perceives a more professional and personalised service. It also ensures the data entered is more accurate, as the guest fully understands what is being asked in each field.
Coverage includes all major European languages, Arabic, Chinese, Japanese, Russian, Portuguese, and many more, ensuring virtually any international visitor can complete the process without difficulty.
Passport and ID Recognition Using Artificial Intelligence
Manually entering passport details—document number, date of birth, expiry date, nationality—is a slow and error-prone process. Macufy integrates a system of automatic identity document recognition using artificial intelligence, making this task instant.
The guest simply takes a photo of their passport, ID, or travel document with their smartphone camera, and the system automatically extracts all relevant data, validates it, and fills it in the form. What used to take several minutes is now resolved in seconds.
This technology, besides improving the user experience, drastically reduces transcription errors and ensures the data sent to SES Hospedajes matches the original document.
Automatic PDF Generation: Entry and Booking Reports
Beyond digital submission to SES Hospedajes, many owners and managers need physical or digital documentation for their records. Macufy automatically generates PDF entry reports for guests after each completed check-in.
These documents include all information collected during the process: identity details of the main guest and companions, arrival and departure dates, accommodation details, and guest signature. They are valid documents you can keep in your archive or present for any administrative requirement.
The platform also generates booking reports with the financial summary of each stay: total amount, breakdown of rates, cleaning fees, commissions, and other items. An essential tool for rigorous financial control of your business.
All these documents are accessible in your control panel and can be downloaded at any time.
Secure Data Storage for 5 Years
Spanish regulations require traveller data to be retained for certain periods. Macufy goes further and securely stores all information for 5 years, ensuring you always have access to historical records when needed: for an inspection, a judicial request, or simply for your own management.
But storage is not just passive. You can download at any time all data and documents associated with a booking: the entry report, guest details, SES Hospedajes submission receipt, and any other file generated during the process. This gives you total independence and allows you to maintain your own backups if you wish.
All storage is carried out on servers with SSL encryption for all connections, ensuring your guests’ data is protected at all times from unauthorised access. Privacy and security are not optional at Macufy—they are part of the platform’s fundamental design.
Secure SSL Encryption for All Connections
Protecting your guests’ personal data is not just a moral obligation—it is a legal requirement under the General Data Protection Regulation (GDPR). Macufy implements SSL encryption for 100% of connections, both in the owner’s control panel and the guest’s check-in form.
This means no data travels over the internet unencrypted. Identity documents, personal data, payment information: all are protected using the same security standards as banks and major financial platforms. Your guests can complete check-in with total confidence, knowing their information is in safe hands.
Annual Report for the Land Registry: New N2 Model
The evolution of holiday rental regulation in Spain continues. The new regulations require owners to submit to the Land Registry (via Registradores.org) the so-called N2 model: an annual report summarising the rental activity of the property during the previous year.
This procedure, which many owners are unaware of or postpone, can become another source of fines if not carried out correctly and within the stipulated deadlines. Macufy also automates this process.
The platform automatically generates the file needed for the N2 model submission with all required data: property identification, rental periods, number of travellers per stay, and other required information. The file is ready for submission to Registradores.org without you having to manually compile information for the whole year.
This is one of the clearest examples of how Macufy not only solves current obligations but actively adapts to regulatory changes so you do not have to.
Holiday Rental Contract
In addition to mandatory documentation for authorities, Macufy allows you to generate personalised holiday rental contracts for each booking. These contracts include landlord and tenant details, stay conditions, cancellation policy, amount, and any clauses the owner wishes to include.
The contract can be sent to the guest for digital signature before arrival, integrating this step into the same online check-in flow. Thus, when the guest arrives, all documentation is already signed and archived.
Automatic Reminders: For Your Guests and Your Team
Proactive communication makes the difference between mediocre management and a five-star experience. Macufy includes a system of automatic reminders you can configure for two distinct audiences: your guests and your team.
For your guests, you can schedule automatic check-in reminders: a message sent days before arrival with the check-in form link, access instructions, accommodation rules, and any relevant information for their stay. This reduces last-minute calls and messages and improves the guest experience before they even set foot in the property.
For your team, especially cleaning staff, Macufy automatically sends notifications with the arrival and departure times for each booking. Your staff will know exactly when to prepare the accommodation without you having to coordinate manually each time. A huge time saver and a reduction in coordination errors that any manager of multiple properties will greatly appreciate.
Message Automation: Unique Worldwide
One of Macufy’s most innovative features, and what sets it apart from any other platform on the market, is its message automation system for when you are unavailable.
Imagine a guest has a question at 3am, or arrives earlier than expected and needs access instructions. With Macufy’s message automation system, you can configure personalised automatic responses for every situation, query type, and stage of the booking and stay process.
This system goes far beyond simple auto-reply bots. Macufy allows you to create complex message flows that adapt to each guest’s context, booking phase, and the specific conditions of the accommodation. It is, in our users’ words, like having a receptionist available 24/7 who knows every detail of your properties and every booking.
AI Chat with the Guest
Taking automation a step further, Macufy integrates an artificial intelligence chat that can interact with your guests in real time. The AI chat knows your accommodation details, house rules, access instructions, local recommendations, and any information you choose to include in its knowledge base.
The guest can ask at any time about check-out times, whether pets are allowed, how the heating system works, or which restaurants you recommend nearby, and will receive an immediate, accurate response in their own language. You only intervene when the question exceeds the system’s capabilities, which in practice happens in a minority of cases.
Sending Instructions or PDF After Check-in
Once check-in is completed, Macufy can automatically send the guest a personalised message with access instructions for the accommodation or any other relevant document, such as a PDF with house rules, a local map, emergency contacts, or information about available services.
This automatic post-check-in sending eliminates the need for the owner to manually send this information each time, ensuring all guests receive it without exception and at the right moment.
AI-Generated Review Responses
Reviews are the reputation engine of any holiday rental. A good review response strategy can make all the difference in how potential guests perceive your property. However, responding to each review in a personalised and professional manner takes time many owners do not have.
Macufy integrates a system of automatic review responses generated by artificial intelligence. The system analyses each review’s content and generates a personalised, empathetic, and professional reply you can publish directly or review first. Responses take into account the review’s tone, specific points mentioned by the guest, and the communication style you have defined for your accommodation.
Extra Services Paid by the Guest
Macufy also allows you to monetise your accommodation beyond the nightly rate. Through the check-in process, you can offer guests additional paid services: early check-in, late check-out, airport transfers, extra cleaning, welcome basket, bike hire, tickets to local attractions, and any other service you wish to offer.
The guest can select and pay for these services directly from the check-in form, with no extra management required from you. It is a simple and effective way to increase the average booking value and improve the guest experience at the same time.
Stock Form for Amenities Replenishment
Managing the inventory of a holiday rental—amenities, cleaning products, coffee, oil, toilet paper—is one of those administrative aspects that takes more time than it should. Macufy includes a stock replenishment form that allows your cleaning team to report which products need restocking after each stay.
The form is accessible from any device, easy to complete, and automatically generates a needs report sent directly to the supply manager. This way, you will never lack anything in the accommodation when the next guest arrives.
Analytics & Visibility of Earnings and Expenses
Managing a holiday rental professionally requires a clear view of the numbers. Macufy includes a financial analytics module that gives you a complete overview of your income and expenses in real time.
You can check performance by property, period, distribution channel, or booking type. See how much you have earned this month, how much you have paid in commissions, your average occupancy rate, and your average nightly price. All this information, presented visually and clearly, allows you to make more informed decisions and manage your business with the same rigour as any professional company.
Compatibility with Any Device
The entire Macufy platform, both the owner’s control panel and the guest’s check-in form, is designed with a mobile-first approach and is fully compatible with any device: smartphones, tablets, desktops, and laptops, regardless of operating system or browser.
This is especially relevant for guest check-in, as the vast majority of travellers complete this process from their mobile phone, often while en route to the accommodation. A smooth, frictionless mobile experience is essential to ensure the process is completed correctly.
Full Legal Guarantees
Macufy has been designed from the outset with legal compliance as an absolute priority. Every process, data flow, and integration has been reviewed to ensure compliance with:
Organic Law 7/2021 and the regulations for reporting traveller data to the State Security Forces.
General Data Protection Regulation (GDPR) and the Organic Law on Data Protection (LOPDGDD).
The new holiday rental regulations and the requirements of the N2 model for the Land Registry.
Security standards in communications via SSL encryption for all connections.
When you use Macufy, you are not only automating your management—you are doing so with the certainty that every process complies with current regulations and the highest standards of security and privacy.
Conclusion: Peace of Mind Having Everything Under Control
Managing holiday rentals in Spain has become considerably more complex in recent years. Legal obligations multiply, competition is more intense, and guests have ever higher expectations. In this context, having a platform like Macufy is not a luxury—it is a necessity for any owner who wants to manage their business professionally, efficiently, and without legal surprises.
From automatic synchronisation with SES Hospedajes to generating the N2 model, through check-in in 32 languages, AI document recognition, automatic reminders, intelligent chat, and secure storage for 5 years, Macufy covers every aspect of holiday rental management in a single integrated platform.
Because what owners value most is not just saving time, although that too. It is the peace of mind of knowing everything is in order, that their guests have an excellent experience, and that their business complies with all legal obligations, today and when regulations change tomorrow.
That is what Macufy offers. And that is why more and more owners across Spain trust us to manage their properties.