Product
Everything a stay needs, from booking to closed record
Vivestay is the registration layer of your rental operation: it collects what the law requires from every guest, keeps every stay visible, and carries reporting through to a recorded outcome — for one holiday rental or two hundred.
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 country 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 separate owners and businesses in fully separated organizations.
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Bring in reservations
You
- Connect your property 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 — new dates, guest counts, cancellations.
- 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 the way you already talk to guests — booking-platform message, email, or your arrival instructions.
- 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.
Registration
Guest registration, done by the guest
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Secure registration links
Every reservation gets its own secure link. Guests open it in the browser on any device — no account, no app, nothing to explain at check-in.
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The whole travelling party
Lead guest plus additional travellers, including children with their guardian relationship — everyone the destination requires, captured once.
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Completeness you can see
Expected party size versus registered travellers, and per-field validation against the destination’s requirements — visible at all times, per stay.
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Review, correction & sign-off
Guests review and correct their details before confirming with a click-to-sign attestation; later corrections are audited, never silent.
Compliance
Reporting that runs like a routine
Country-aware from the ground up: what is collected, how it is validated, and how it is reported follows the rules of where you host.
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Country-aware data collection
Each destination’s required guest and stay details — for Spain, the Anexo I traveller fields — collected through the guest flow together with your establishment configuration.
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Validation before the deadline
Registrations are checked against the authority’s requirements, so gaps surface days before the deadline — not after a rejection.
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Reporting workflow
Prepare and manage authority reporting from one workspace — for Spain, the parte de viajeros for SES.Hospedajes — with each stay carried through to a recorded outcome.
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Precise deadline tracking
Reporting windows are derived from the actual check-in time and property timezone — late arrivals and daylight saving included.
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Status you can prove
Every report carries its lifecycle — prepared, submitted, acknowledged — so the state of any stay is visible now and provable later.
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Audit history & retention
An immutable record of what was collected, reported and acknowledged, retained for the statutory period and then scheduled for anonymisation and deletion.
Operations
A console built for portfolios
Whether you manage your own apartments or run properties for many owners, the console keeps every stay — and every business — in its place.
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Reservations workspace
Every stay with its registration status, deadline and outstanding items — across all your properties, in one list your team can actually clear.
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Property configuration
Country, establishment identity and timezone per property — set once, applied to every reservation from then on.
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Reporting workspace
Reports, deadlines and acknowledgement status in one view — the reporting queue becomes a list you clear, not a worry you carry.
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Audit trail where you work
The immutable history of each registration and report, one click away from the stay it belongs to.
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Teams & separate owners
Operator accounts with email and password sign-in; one account can manage several fully isolated organizations — each owner’s data strictly apart.
Integrations
Plays well with your stack
Vivestay connects to the systems you already run — it does not replace them.
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Connect your booking software
Reservations flow in automatically from OwnerRez or any iCal calendar and stay in sync as bookings change — set up in Vivestay, with no development.
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Build on Vivestay
Partner systems provision reservations and follow registration state through the Partner API.
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Signed webhooks
Your systems are notified when a guest completes registration — deliveries are signed, retried, and observable.
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Automation-friendly by design
Reservation intake, guest-link creation and status updates run as workflows, so routine administration happens without routine effort.
Security
Security & data protection
Guest identity data is among the most sensitive data in hospitality. Vivestay treats protection as a product requirement, not an afterthought.
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EU-built, EU-hosted
Developed in Europe and hosted on EU infrastructure.
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Encryption
HTTPS for everything in transit; integration credentials are envelope-encrypted at rest.
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Organization isolation
Tenant separation is enforced at the database layer, so one organization can never read another’s data.
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Minimisation & retention
Only legally required data is collected; it is retained for the statutory period and then scheduled for anonymisation and deletion.
See it with your own reservations
Start free on your own, or talk to us for a guided onboarding with the team building Vivestay.