Guest Registry Guide
Who slept at your place over a period, and the book you have to show
What this screen is forThe guests of one period, and the book you have to show
The «Guest registry» shows the people who slept at your property over a span you choose, and from here you export the book that span calls for. It is an obligation that concerns every country, not only Italy: the entry is there whatever your property's country.
How you get here
The tab is called «Configuration»: the same one that holds your property details, the rooms and the modules. Inside it, the «Tax & legal compliance» group gathers invoicing, government connectors and this registry. The button at the end of the group opens the page.
Manager and assistant see it: it is the same permission that governs tax data. Other roles do not find the entry, and the server refuses the request anyway.
What you do herePick the period, read the list, export the book
The period
- Tap «Start date» and pick the first day. The button already carries the date it is using.
- Tap «End date» and pick the last one.
- Press «Load»: the list arrives, with everyone who had a stay, even one night, inside that period.
The two dates start on the first and last day of the current month. You can move them freely, across months or years; the period, though, cannot exceed 366 days, and past that threshold loading is refused with the reason written out. For a longer span, load and export one year at a time.
Reading the list
Every row carries the person's name and, below it, arrival and departure, citizenship and room. At the top you get the count of guests for the period and, when there are any, the count of incomplete rows.
| What you see | What it means |
|---|---|
| «Ongoing» instead of the departure | The guest is still in house. It is not missing data and it is not an invented date. |
| Red icon, «Incomplete data» | The guest is missing personal details. A legal book with gaps is a problem to fix before an inspection, not during one. |
| Privacy icon, «Data anonymised» | A personal-data erasure has already been carried out on that guest. There is nothing to complete: the row stays as proof of the stay, without the person. |
| «Anonymised guest» or «Name not provided» instead of the name | The first is a guest erased on request, the second a guest whose name was never recorded. Only the second one is yours to fix. |
The on-screen list is built for a quick look. The book you export instead carries every detail recorded for each guest — surname, first name, date of birth, citizenship, document type and number, arrival, departure, room — and the exact columns depend on the book you choose.
Exporting
With the list loaded, tap «Export». A sheet opens that asks two things and states a third.
- At the top, the period about to go into the file. It is always the one of the list in front of you, even if you have already nudged the dates above in the meantime: your last chance to notice you picked the wrong period.
- «Choose the book», among the ones your property's country provides.
- «Choose the format»: PDF, Excel or CSV.
| Format | What it is for |
|---|---|
| The laid-out book, ready to present, in the language you use in the app. | |
| Excel | The same data in a spreadsheet: sums, filters, sorting. |
| CSV | A plain table any spreadsheet program opens. |
The file carries the book and the period in its name — for example cz_evidencni_20260701_20260731.pdf — so whoever receives it understands what is inside without opening it.
Special casesThe right book, an empty period, a refused erasure
Which book you are offered
The books depend on the property's country, not on the guests'. There are always at least two: a generic register and a tourist tax summary. Twelve countries also get a dedicated book, with columns aligned to the system that country already uses.
| Country | Dedicated book |
|---|---|
| Czech Republic | Evidenční kniha (all guests) · Domovní kniha (foreign guests only) |
| Italy | Columns aligned to Alloggiati Web / ISTAT + register data (room, tourist tax) |
| Germany | Columns aligned to the Meldeschein + register data (room) |
| Austria | Columns aligned to the Meldeamt (Gästemeldung) + register data (room) |
| France | Columns aligned to the fiche de police + register data (room) |
| Belgium | Columns aligned to the guest register + register data (room) |
| Spain | Columns aligned to SES Hospedajes + register data (room) |
| Portugal | Columns aligned to SIBA + register data (room) |
| Croatia | Columns aligned to eVisitor + register data (room) |
| Slovenia | Columns aligned to eTurizem + register data (room) |
| Hungary | Columns aligned to NTAK + register data (guest name) |
| Bulgaria | Columns aligned to ESTI |
| All other countries | Only the generic register and the tax summary |
Outside the Czech Republic the dedicated book says its columns are aligned to the named system: always check whether your local rules ask for anything more.
The tourist tax summary
Where your country's tax is documented, the summary calls it by its local name — for example poplatek z pobytu, taxe de séjour, Kurtaxe — and in the other countries the generic summary stays. In every case the document lines up your data and nothing more: amounts, exemptions and deadlines are set by the local authority, and the summary does not apply your municipality's rules on your behalf.
A period with no guests
Export stays available even when the list is empty, and that is a choice: someone asked by an inspector for the register of a month with no guests needs a document to show, not a disabled button. In all three formats the book states the absence of guests for the period explicitly, instead of printing a counter at zero.
When an erasure is refused
The registry lives alongside the right to erasure of personal data. When the two collide, the duty to keep wins, and the regulation itself allows for it: asking to erase a guest still inside the window your country imposes gets you a refusal with the reason written out, not an error.
| Property's country | Required retention |
|---|---|
| Austria | 7 years |
| Czech Republic | 6 years |
| Spain | 3 years |
| All other countries | No verified term: Vezpa does not block, check your local rules |
The window is counted from the guest's departure, and the refusal also fires when only one of the records linked to that person is still covered. Once the window has passed the erasure goes through, and the row stays in the register with the data anonymised: proof that the stay happened, without the person.
If something is offThe most frequent doubts, with the short answer
- I cannot find the entry in the app. It is in «Configuration», group «Tax & legal compliance», at the end. Manager and assistant see it.
- I changed the dates and the list stayed the same. Dates do not reload on their own: press «Load».
- Loading was refused. Read the message: either the period is reversed, or it exceeds 366 days, or your role has no access to tax data.
- A guest has no departure date. They are still in house: «Ongoing» stands in its place.
- There are red rows. Those are guests with incomplete personal details: complete them before exporting. The count at the top says how many.
- A guest has no data and I cannot complete them. If the row carries the privacy icon, their data was erased on request: that is the correct outcome, not lost data.
- I cannot find my country's book. Twelve countries have a dedicated book; for the others there is the generic register and the tax summary, which remain valid to present.
- I exported and cannot find the file. It does not go through downloads: once it is built the share menu opens, and the file goes wherever you send it.
- The period I exported was not the one I wanted. The export sheet writes it at the top before starting: it is the period of the loaded list, not the one on the date buttons.
- Erasing a guest's data is refused. Your country's law requires the register to be kept: the message says for how many years. Try again after the term.
Need help?
Write to us from the app, from Support in Configuration.