Guest registration for short-term rentals
Welcome guests, not paperwork.
Vivestay collects every guest’s registration before arrival, keeps every stay’s record in order, and makes authority reporting part of the routine — across every property you manage.
- Free to start — no card required
- EU-built and EU-hosted
- Nothing for guests to install
The part of hosting nobody signed up for
Registration shouldn’t be a second job
If you run holiday rentals, you know the routine: passport photos over WhatsApp, half-filled forms, and a reporting deadline that doesn’t care that you had seven check-ins today.
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The passport chase
A guest sends three of five documents, blurry, the night before arrival — and someone on your team retypes them into a form at 23:40.
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Saturday: seven changeovers
Every arrival repeats the same routine — collect, check, chase, record. Ten properties in, the spreadsheet stops being a system.
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Deadlines that don’t wait
Reporting windows are counted in hours, not days. Miss one quietly and you find out the hard way — with nothing on file to show for it.
The Vivestay workflow
From booking to closed record — without the chase
Vivestay runs alongside your booking channels and property software, and carries every stay to a reported, auditable record.
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A booking lands
From your property software through an integration, through the API, or entered in seconds — every stay gets its own registration, automatically.
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Guests get one secure link
Send it with your booking confirmation or arrival instructions. It opens in any phone’s browser — no app, no account, no password.
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Every traveller registers themselves
Adults, children, guardians — each enters exactly what the destination requires, validated as they type, before they travel.
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You see everything at a glance
One workspace shows every arrival, who is complete and what is missing — across every property you manage.
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Reporting becomes routine
Authority reporting is prepared and managed inside the platform, with the deadline tracked and the outcome recorded per stay.
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The record keeps itself
Registration, report, acknowledgement — an immutable trail retained for the statutory period, then cleaned up. When anyone asks, the answer is on file.
What changes for you
Less admin. More hospitality.
Vivestay takes the repetitive work off your team’s plate — and leaves you more in control, not less.
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No more document chasing
Guests type their own details before arrival. Your team stops photographing passports at the door and retyping them after dinner.
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Gaps surface early
Vivestay knows what each country requires and checks every registration against it while guests are still responsive — not at the deadline.
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Deadlines tracked per stay
Reporting windows are computed from each reservation’s actual check-in time and timezone — late arrivals and daylight saving included.
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For one home or two hundred
One holiday rental, a growing portfolio, or a management company at scale: status rolls up across every property, and separate owners stay in fully separated organizations.
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Your whole team on one page
Cleaners change, seasonal staff rotate — the workflow stays the same, and anyone can see what is done and what is missing.
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Proof, not promises
Every stay carries an immutable record of what was collected, reported and acknowledged — ready the day anyone asks.
For your guests
Check-in starts before the flight
The best arrival is the one where everything is already done. Guests finish registration in a couple of minutes from home — and walk in to a welcome, not a clipboard.
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One link, nothing to install
The secure link opens in the browser on any phone. No account, no app store, no password.
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A couple of minutes, once
A mobile-first form asks only what the law requires — and guests review and correct everything before they confirm.
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Their data, respected
Collected for the stay’s legal record, kept for the statutory period, then scheduled for anonymisation and deletion. Never sold, never warehoused.
Fits your stack
Vivestay connects — it doesn’t replace
Keep your property software, your channel manager and your guest messaging. Vivestay picks reservations up from there.
Connect your booking software
Bookings flow in automatically from OwnerRez or from any calendar with an iCal feed — set up in Vivestay, with no development.
Build on Vivestay
Partner systems create registrations and follow their status through the Partner API.
Signed webhooks
Your tools hear the moment a guest completes registration — deliveries signed, retried and observable.
Where you host
Built country by country, starting where the rules are strictest
Guest registration is national law, and every country writes it differently. Vivestay ships each country as its own module — so what you collect and report always matches where you host.
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Spain
Traveller registration under Royal Decree 933/2021: Anexo I data collection, validation, and the SES.Hospedajes reporting workflow — the 24-hour window tracked per stay.
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Cyprus — not supported yet
Home ground for the team building Vivestay, and the country we intend to build next. There is no Cyprus compliance module today and its requirements are still being verified.
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And beyond
New countries are added as their requirements are verified — the workflow your team learns once stays the same everywhere.
Trust & security
Guest identity data, treated like it matters
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EU-built and EU-hosted
The platform runs on EU infrastructure and is developed in Europe.
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Encrypted in transit
HTTPS everywhere; integration credentials are additionally encrypted at rest.
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Strict owner separation
Each organization’s data is isolated, enforced at the database layer — not just in application code.
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Data minimisation
Only the data the law requires is collected, and it is retained only for the statutory period.
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Immutable audit trails
Compliance records are never silently overwritten; corrections are audited events.
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No cookies here
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Collect your first guest registration today
Create your account, add a property, and send your first registration link in minutes — free to start, no card required. Prefer a guided setup with a human? We do that too.