How it works
Four steps, clearly divided between you and Vivestay
Guest registration touches your guests, your team and the authority. Here is what happens at each step — and who does what. You stay in control; Vivestay carries the routine.
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Set up your properties
You
- Add each property with its jurisdiction and timezone.
- Enter the establishment details the authority requires — once, not per stay.
Vivestay
- Applies the destination’s data requirements to every reservation of that property.
- Keeps organizations fully separated if you run more than one business.
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Bring in reservations
You
- Connect your booking software, or create reservations in the console or through the API.
- Correct booking details any time before registration completes — audited, never silent.
Vivestay
- Keeps reservations flowing in and up to date as bookings change.
- Creates a registration for each stay and generates its secure guest link.
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Guests register before arrival
You
- Share the secure link through your normal guest communication — booking platform message, email, or however you already talk to guests.
- Watch per-reservation status instead of chasing paperwork at check-in.
Vivestay
- Guides each traveller through a mobile-first form asking only the legally required details — lead guest, additional travellers, children with guardians.
- Validates every field against the destination’s requirements and shows exactly what is missing.
- Lets guests review and correct everything before a click-to-sign confirmation.
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Report and record
You
- Complete the reporting workflow for each stay from the reporting workspace.
- See at a glance which stays are reported, acknowledged, or still open.
Vivestay
- Prepares the authority-ready report for the reservation’s travellers — for Spain, the parte de viajeros.
- Tracks the reporting deadline from the actual check-in time and timezone.
- Records the outcome and keeps the immutable audit trail: collected, reported, acknowledged — with timestamps.
Want to see the workflow on your own properties?
Early-access operators run this exact loop with our team alongside.