Guest registration — statutory accommodation register

Updated on 2026-10-01

Settings → Integrations → Guest experience → Guest registration

As an accommodation operator, you are legally required to register your guests in an accommodation register. The Guest registration integration does this fully automatically: your guests fill in their details themselves via the guest portal — you don't have to retype anything and the register is always in order for a police inspection.

You switch on the integration under Settings → Integrations → Guest experience → Guest registration → Configure.

What are you legally required to register?

For every adult guest (and every unaccompanied minor over 15), the following must be registered on the day of arrival:

a unique running sequence number and the arrival date
surname and first name
place and date of birth
nationality
identity document number
the names of accompanying minor children (names only)
the departure date, no later than 24 hours after departure

For guests with a Belgian identity card, the law also accepts: surname + first name + national register number — the other details are then not needed.

One registration with one sequence number per room or holiday home is enough, containing the details of all guests.

How does it work in BedFlow?

Switch on the integration: open the Guest registration tile with Configure and switch on Enable guest registration. Under Details to request, choose which fields your guests fill in: Place and date of birth, Nationality, Identity document number, Belgian national register number as an alternative and Names of accompanying minor children. Surname and first name are always requested. Everything switched on gives you the legally complete register (recommended). Click Save.
The guest fills it in themselves. After booking, a Guest registration section appears in the guest portal (the same page as "complete your details"). The form automatically adapts to the number of travellers booked; the main guest is already pre-filled. Belgian guests can simply use their national register number. For children, names are enough.
BedFlow does the rest. Every registration automatically gets a running sequence number, the departure date is stamped no later than 24 hours after departure, and on the booking you can see the status and the registered travellers.

Registration deliberately takes place after booking and never in the booking module itself — extra fields during booking cost revenue.

Filling it in yourself from the booking

Not every guest uses the guest portal: a walk-in, a phone booking, a guest without a smartphone. In that case, open the booking and click Fill in registration in the Guest registration block. The Fill in the accommodation register window opens, with the same form the guest sees: the same fields and the same checks. Click Save registration; the result is a full registration with its own sequence number. If the registration has already been filled in, the button is called Edit registration.

The button is in two places, so you find it wherever you already are: in the Guest registration block on the booking detail page, and at the top of Edit booking — the screen you land on when you click a booking in Daily → Availability. Handy when the guest is standing in front of you: you click their stay in the calendar and fill it in straight away, without searching by name first.

Unlike the guest portal, which closes fifteen minutes after check-out, this button is always available — also to complete a registration afterwards or correct a typo. Every manual entry is logged separately, so that during an inspection it remains visible what the guest filled in and what you entered.

Who still needs to register?

You no longer need to open bookings one by one for this. On Daily → Availability, the cards under Today — arrivals and guests in-house — carry a chip showing the register status:

registration done (green): the guest has filled in the accommodation register.
registration ? (amber): not filled in yet. Hover over it to see whether the guest has already completed part of the travellers.

The chip only appears when the integration is switched on. If there is an amber chip next to a guest standing in front of you, fill it in on the spot with Fill in registration (see above).

Police inspection: showing the register

In the window of the Guest registration tile you will find the link Download register (this year): a chronological CSV file with all registrations for this calendar year up to today (sequence number, guests, arrival and departure dates). You can show, print or hand over that file.

Retention and privacy

Every change to the register is logged (audit trail) — this is legally required for electronic registration.
Identity document and national register numbers are stored encrypted.
Registrations are kept for 7 years after departure and then automatically destroyed, exactly as the law requires. You don't need to do anything for this.

Frequently asked questions

Do I have to switch this on? Only if you are subject to the registration obligation and want to keep the register in BedFlow. If you already keep the register another way, simply leave the integration switched off — nobody will notice anything.

My guest has not filled in the form — what now? On the booking you will see "Not completed yet — the guest sees the registration form in the guest portal." You can point it out to the guest on arrival — the section remains in the guest portal until the end of the stay — or fill it in yourself with the Fill in registration button on the booking (see above).

Does this also apply to children? Accompanying minors are registered by name within the registration of their party — a date of birth or ID number is not required for them.

Guest portal — where your guests see the form
Privacy — retention periods and data protection

Portugal: the Boletim de Alojamento

If you run an Alojamento Local, you must report every foreign guest to SIBA (the system of AIMA, the successor of SEF) within three working days of arrival. This requires three details that the Belgian accommodation decree does not ask for: document type, country of issue and country of residence.

To do so, switch on the toggle "Portugal: document type, country of issue and country of residence" among the details to request. Two things then change:

your guests see those three extra fields;
the nationality list becomes complete instead of a short selection, because SIBA does not accept "Other" — every boletim needs a real country code.

Country of residence is, incidentally, exactly what the INE survey asks for too, so that field covers two obligations at once.

Two further things are added that the boletim requires and the Belgian register does not: the guest's place of residence, and full details for accompanying children — Portugal has no lighter arrangement for minors; every foreign traveller gets their own boletim.

The actual reporting is done by the SIBA integration, which you will find next to this tile. See SIBA — Boletins de Alojamento.