Guest registration — statutory accommodation register

Updated on 2026-07-16

As an accommodation operator you are legally required to register your guests in an accommodation register. The Guest registration integration does this fully automatically: your guests fill in their details themselves via the guest portal — you never retype anything and the register is always in order for a police inspection.

You'll find the integration under Connections → Guest experience → Guest registration.

What are you legally required to register?

For every adult guest (and every unaccompanied minor older than 15), the following must be registered on the day of arrival:

a unique consecutive serial number and the arrival date
surname and first name
place and date of birth
nationality
identity document number
the names of accompanied minor children (names only)
the departure date, no later than 24 hours after departure

For guests with a Belgian identity card, the law also accepts just: surname + first name + national register number (the rijksregisternummer, a personal identification number specific to Belgium) — the other details are then not required.

One registration with one serial number per room or holiday home is sufficient, containing the details of all guests.

How does it work in BedFlow?

Switch on the integration on the Connections page. Optionally choose which fields to request — with everything enabled you have the legally complete register (recommended).
The guest fills it in themselves. After booking, a Guest registration section appears in the guest portal (the same page as "complete your details"). The form automatically adapts to the number of travellers booked; the main guest is already pre-filled. Belgian guests can make do with their national register number. For children, the names are enough.
BedFlow does the rest. Every registration automatically receives a consecutive serial number, the departure date is stamped no later than 24 hours after departure, and on the booking you see the status and the registered travellers.

Registration deliberately happens after booking and never in the booking module itself — extra fields during booking cost revenue.

Police inspection: showing the register

The integration settings include a Download register button: a chronological CSV of all registrations (serial number, guests, arrival and departure dates) for a period of your choice. You can show, print or hand over that file.

Retention and privacy

Every change to the register is logged (audit trail) — legally required for electronic registration.
Identity document numbers and national register numbers are stored encrypted.
Registrations are kept for 7 years after departure and then automatically destroyed, exactly as the law prescribes. You don't have to do anything for this.

Frequently asked questions

Do I have to switch this on? Only if you fall under the registration obligation and want to keep the register in BedFlow. If you already keep the register some other way, simply leave the integration off — nobody will notice a thing.

My guest hasn't completed the form — now what? On the booking you'll see the status "Not yet completed". The section stays in the guest portal up to and including the stay, so you can point the guest to it on arrival (e.g. via the portal link in the confirmation email).

Does this also apply to children? Accompanied minors are registered by name within the registration of their party — a date of birth or ID number is not required for them.

Guest portal — where your guests see the form
Privacy — retention periods and data protection