Use Guest Information Templates for Government Data Compliance

Gabriela Garcia

Updated February 18, 2026 17:19

This article explains how to enable and utilize the new Guest Information Template feature in Cloudbeds PMS, designed to help properties in specific countries automatically comply with local government reporting mandates.

This service streamlines the collection of required guest data, ensuring accuracy and avoiding common errors that previously led to rejected submissions.

The Guest Requirements service will eventually house templates for all countries that have government requirements. For now, this feature is available in Italy, Namibia, Portugal, Spain, Brazil, and Turkey.

Prerequisites:

✔ You must have access to Cloudbeds PMS settings.

✔ You must be in Italy, Namibia, Portugal, Spain, Brazil, or Turkey to use the respective guest information templates.

How to enable the Guest Information Template

In your Cloudbeds PMS Account , navigate to the Settings menu
Then click on Guests
Within the Guests page, click on the Guest Information tab.
- This is a new tab designed for managing templates for government reporting mandates.
From the Guest Information Template dropdown menu, select the desired country. This action configures your system to meet the specific guest data requirements for police reports.
Configure the enforcement options: Select when required fields must be collected in different workflows under the Collect During option.
- Internal Reservation: When a user creates a manual reservation.
- Front Desk Check-In: When changing a reservation to Checked-In.
- Edit Guest: When updating guest details in a reservation.
Choose one of these enforcement options for each:
- Hide - Fields are not shown.
- Optional - Shown but not required.
- Warn - Alerts the user if fields are incomplete.
- Required - Must be completed before proceeding.

Properties using Guest Experience (GX) in countries with government guest reporting requirements can collect required guest information directly during the Digital Check-In flow. This allows guests to provide mandatory data before arrival.

For details on availability, enforcement behavior, and configuration, see Guest Requirements in Digital Check-In.

Why don’t I see the Guest Information tab in my PMS account?
This feature is currently available for properties in Italy, Namibia, Portugal, Spain, Brazil, and Turkey. Availability may vary depending on account configuration and feature flag enablement.

Italy

Once the "Italy" template is selected, the Guest Details fields in your system will automatically update to reflect the required fields for Italy regulatory compliance.

The following guest information is collected to meet government reporting regulations:

Check-out
Date of Birth
Gender
Profession
Residence Country
Check-in
Mean of Transportation Type
Reservation Channel
Guest Type
First Name
Country of Birth
Community of Birth
Education Level
Citizenship
Tax Exemption
Document Type
Document Number
Document Issuing Country
Document Issuing Place
Last Name
Tourism Type

These fields are dynamic, meaning different fields will appear or be required based on guest characteristics, such as nationality (e.g., Italy resident vs. foreign guest).

Portugal

Once the "Portugal" template is selected, the Guest Details fields in your system will automatically update to reflect the required fields for Portugal regulatory compliance.

The following guest information is collected to meet government reporting regulations:

Date of Birth
Nationality
Street Address
Apt, suite, floor etc.
Postal/ZIP Code
Residence Country
Residence City
Last Name
Document Issuing Country
Check-in Date
Check-out Date
First Name
Place of birth
Company Tax ID Number
Document Type Code
Document Number

These fields are dynamic, meaning different fields will appear or be required based on guest characteristics, such as nationality (e.g., Portugal resident vs. foreign guest).

Spain

Once the "Spain" template is selected, the Guest Details fields in your system will automatically update to reflect the required fields for Spanish regulatory compliance.

The following guest information is collected to meet government reporting regulations:

First name
Last name 1
Last name 2
Email address
Phone
Mobile
Date of Birth
Kinship Code
Gender
Guest Tax ID Number
Nationality
Street Address
Apt, suite, floor etc.
Country
Municipality
Postal/ZIP Code
Type of Document
Document Number
Document Number 2
Document Issue Date
Document Issuing Country

These fields are dynamic, meaning different fields will appear or be required based on guest characteristics, such as nationality (e.g., Spanish resident vs. foreign guest).

Brazil

Properties in Brazil collect guest data for FNRH (Ficha Nacional de Registro de Hóspedes). This process supports data collection only and does not submit information to government systems (SERPRO).

The fields include:

First Name
Last Name
Nickname
Date of Birth
Email address
Phone
Mobile
Gender
Nationality
Street Address
Apt, suite, floor etc.
Neighborhood
Country
City
Postal/ ZIP Code
Type of Document (CPF, Passport)
Document Issue Date
Document Number
Has Disability
Disabilities
Travel Reason
Mode of transportation
Race
Responsible Guest (mandatory for guests under 18)

Turkey

Properties in Turkey collect guest data for Police Reporting, Guest Invoicing, and Company Invoicing compliance. This template supports data collection only and does not submit information to Turkish government systems.

The following guest information may be collected:

Email
Phone
Mobile
Date of Birth
First Name
Last Name
Gender
Nationality
Occupation
Vehicle Plate No
Guest Tax ID Number
Tax Office
Address Line 1 (Street Address)
Apt, suite, floor etc.
City
State (Province / State)
Country
Postal Code (Postal / ZIP Code)
Document Type
Document Issue Date
Document Issuing Country
Document Number
Additional Notes

This template enables required data collection only. Government submission or integration with Turkish authorities is not included in this release.

Marketing Opt-In Notice: Turkish regulations require separate opt-in consent for Phone, Email, and SMS communications. Separate opt-in capture is not yet supported and is planned for a future enhancement.

These fields are dynamic and may vary depending on whether the guest is an individual or associated with a company for invoicing purposes.

Important Things to Note

Automatic compliance: Future regulatory changes will be handled by automatic template updates, keeping you in compliance.
Existing Police Report Integrations: For Spanish properties already using a police report integration, Cloudbeds Integrations team will migrate them to the new template. Historic guest data collected via custom fields will remain intact, while new guests will use the updated fields.
Troubleshooting: This feature is specifically designed to prevent common data errors and rejected submissions that occurred when using Custom Fields for government reporting. Nonetheless, if you encounter issues, please check that you have selected the correct template for your region.