Sending guest cards to the State Police Portal is, nowadays, a task that every manager of accommodation facilities must include in their daily activity checklist. In this article we will first understand what guest cards are and what they are used for; what are the characteristics of the Guest Portal - which has been completely renovated starting from January 2022 ; what is the legislation that dictates its rules and, finally, how to send them in the fastest and most convenient way.
What are guest cards: the regulations
The guest cards are a document - first on paper and then digital and electronic - that must be drawn up and sent to the State Police to communicate, daily ( and within 24 hours of their arrival ), the personal details of the guests of your accommodation facility.
The submission of guest cards is therefore mandatory. Failure to do so may result in a fine of up to 206 euros , as established by Article 109 of the Consolidated Law on Public Safety. and reiterated by Legislative Decree no. 113 of 2018 in article 19 bis -, which, unequivocally, states that:
[...] managers of hotels and other accommodation facilities, including those providing accommodation in tents, caravans, as well as owners or managers of holiday homes and apartments and bed and breakfasts, including managers of non-conventional accommodation facilities, with the exception of Alpine refuges included in a special list established by the region or autonomous province, must communicate the arrival of the people staying there to the public security authority on a daily basis, by delivering a copy of the form or by communicating, including by electronic means, according to the procedures established by decree of the Ministry of the Interior. Managers who failed to communicate the people staying there were subject to the application of a criminal sanction.
Where to send guest cards: the new Guest Portal Web
Until 2006, the sending of guests' personal details had to be done manually and on paper by filling out a predefined template (the form, in fact), but since that year, the State Police has released the Portale Alloggiati Web , a platform that has computerized the sending of the forms (which have retained their name) digitally and electronically, making it quicker and easier.
In January 2022, the Guest Portal took on a new look, so much so that it was called the New Guest Portal (in the previous link we left you a useful guide to comply with the changes that occurred with its latest update). Compared to the previous version, there are 2 new features:
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The access method to the Personal Area of the platform which sees the replacement of the old digital Certificate with a new Security Code
- The obligation for hosts to communicate within six hours the personal details of guests staying less than 24 hours in the facility , which was established by Decree no. 246 of 14 October 2021 What are the mandatory data to be forwarded to the police headquarters
Whether you decide to send your betting slips manually through the Portal, or whether you have decided to rely on a third-party solution that can automate the sending of betting slips, the data to be communicated to the Portal will always be the following:
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Name and Surname
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Arrival date
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Sex
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Date and place of birth
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Citizenship
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Place of Residence
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Residence Address
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Document type
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Document Number
Place of issue of the document - Type of Guest (Head of Family, Group Leader, Single Guest)
Automatic sending of guest cards: how to do it
It is clear that having to fill out your forms by hand and send them to the State Police is a very cumbersome process - and, let's face it, even boring. A process that, however - as we have seen - is mandatory and inevitable if you do not want to risk incurring annoying sanctions.
The solution that most managers and property managers prefer in 2022 is to rely on management software that saves time by automating the sending of cards.
Among the various proposals on the market, Octorate certainly represents a valid alternative. In addition to offering products such as Booking Engine, Channel Manager and PMS, Octorate's Self Check-in , through the direct connection with the Portal, is able to automatically communicate the personal details of your guests to the Police, respecting the timing and methods established by the new decree of 14 October 2021 (to synchronize the management system and the Portal, it will be enough to insert the new Web Key that is provided in the Personal Area of the New Guest Portal).
With this service, you can also:
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Manage the sending of the card with a few clicks directly from the guest's check-in
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Monitor the history of submitted bets
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Constantly monitor the status of your shipment
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Download the list of submitted cards
In conclusion, it is mandatory to send all the information related to the guests every time a check-in is carried out, but thanks to management software you will be able to manage all the bureaucracy in a simple and extremely intuitive way.
Do you need more information on what the Guest Portal is?
Here is a dedicated article for you
