Quick Start Guide

The purpose of this guide is to introduce new users to the system and show how you can start using the system to benefit you as fast as possible.

Sesadmin.net is a software system & service to keep owners and managers of holiday accommodation properties compliant with new Spanish laws that come into effect on 2nd December 2024 to comply with the Royal Decree 933/2021 on October 26.

The system has an easy to use user interface, and has been designed specifically around the complex SES Hospedajes system which is a new initiative and regulation brought in and operated by the Ministry of Interior within the Spanish government Hospedajes y alquiler de vehículos | .: Sede Electrónica del Ministerio del Interior :.

The sesadmin.net system does everything required as set out in this link:

Ministerio del Interior | Partes de entrada y obligaciones de registro documental

Once you have configured the system (with our help for you) and you have added your properties to the system, you can create your bookings and sesadmin.net does the rest from there on by sending your guests links to collect all your guest registration information, the system then automatically submits all the guest information to the SES Hospedajes system for you on a pre-set timeline, creates your digital guest books in the format required by the Spanish government and the above laws.

Important Prerequisites

Before you are able to use the sesadmin.net system, there are some initial configuration to complete to enable you to connect your new sesadmin.net account to the SES Hospedajes system.

In turn there are additional requirements by the Spanish government that will allow you to register for an account on SES Hospedajes as follows:

1. You must have an NIE/TIE or DNI number to own or manage a property in Spain.

2. You are required to have a Digital Certificate installed in your Windows or Apple MAC computers browser settings in order for you to access online government systems including SES Hospedajes system.

3. With your Digital Certificate installed you must register for an account on the SES Hospedajes system.

Our partners can help you get your digital certificate and create your SES Hospedajes accounts for you. You will find the links within the sesadmin.net application after you have registered and verified your email address.

EXTREMELY IMPORTANT - DO NOT CHANGE YOUR PASSWORD in the SES Hospedajes system once you have created your new account below to (both should be created at the same time if not this can cause issues also) :

1. Register the legal entity
2. Register your 1st Property

Part 1: Register on SES Hospedajes System

1. https://sede.mir.gob.es/opencms/export/sites/default/es/procedimientos-y-servicios/hospedajes-y-alquiler-de-vehiculos/

2. Ensure your Digital Certificate is installed into your computers browser or you may use a different method of certifying your identity when registering on their system;

• Cl@ve

• Autofirm@

3. Once you have accessed the SES Hospedajes system, you see the following page, where you have 4 further options which you must follow in the order from Left to Right:

• Registration of Entities - This is you or your business
• Registration of Establishments - These are your properties
• My Recorded Data - Your profile information
• Communication Service - DO NOT CHANGE THE PASSWORD!!

4. When you start on option A above, there is a 4 step wizard to take you through the process from start to finish.
   
   It is EXTREMELY IMPORTANT and IMPERITIVE that you check the “Sending communications by web service” check box, see below.
   
   Without this box being checked sesadmin.net system cannot connect and send your guest registration data for you 🙁
   
   

Figure 1: Registration of Entity

1. SES Hospedajes has recently changed their Entity Registration screen recently, it now looks like what is shown above. You MUST check this box for "Sending communications via web service" then put this email [email protected] into the email box, where we will be notified if any errors occur in your account. 
2. When you have successfully registered on SES Hospedajes System, you will receive an email confirmation from them, DO NOT delete OR lose this email, it has CRITICAL information in it you will need to setup and connect your account to the sesadmin.net system.

EXTREMELY IMPORTANT - DO NOT CHANGE YOUR PASSWORD in the SES Hospedajes system once you have created your new account below to (both should be created at the same time if not this can cause issues also) :

1. Register the legal entity
2. Register your 1st Property

Part 2: Register for FREE in sesadmin.net/register

1. Visit https://sesadmin.net/register and complete the simple form below in figure 2

2. You will then be sent an email from sesadmin.net for you to verify your email

3. Then you will be required to login with your verified email and the password you chose in figure 2

4. Our system actively verifies your NIE/TIE or DNI please be sure it is correct

Figure 2:

Figure 3:

Part 3: First login to sesadmin.net/login & Onboarding

1. On first login to your new account on sesadmin.net you will be presented with a main screen as shown below in Figure 4 below, the information highlighted in Red boxes are as follows:

• BOX 1: Quick Feedback - This is visible on every page of the system. We want to hear from you to be able to improve the system for you our users, each time you use this it will tell us which screen you sent it from with time/date.

• BOX 2: Is the main navigation menu, this will change as you move through the account creation and connection to SES Hospedajes process from here on

• BOX 3: Is specifically about you and your account in the system and is accessible at all times

• BOX 4: This is the first question we ask you to provide an answer to in the new user onboarding process

On this first login screen our onboarding wizard starts. Depending on the answers you give will depend on which next screen is shown for you to complete.

Figure 4:

1. Once you have completed the onboarding process, this will depend on which screens you are directed to complete. It is during this process that you can order one or both of the following help packages from us, from within the sesadmin.net system:

• Digital Certificate

• SES Hospedajes Account creation inc your first property

2. When you have both of these, you're ready to connect your sesadmin.net account to your SES Hospedajes Account and you WILL need the email confirmation of your registration in SES Hospedajes system to continue in the next section.

1. You will have received a confirmation email from SES Hospedajes System, which will look like the one shown below in Figure 5.

2. Make sure you have been sent your web service username and password, without this you will not be able to connect sesadmin.net to the SES Hospedajes System, and you will need to go back to your SES Hospedajes account and re-register following the instructions at the beginning of this quick start guide.

3. The important information you will need to connect is as follows:

• BOX 1: Landlord or Renter Code

• BOX 2: Your first Establishment or Property Code

• BOX 3: Are you username and password to allow sesadmin.net system to connect to your SES Hospedajes System Account

Figure 5:

1. Login to your sesadmin.net/login where you will first need to enter and verify the details from the confirmation email you received from SES Hospedajes above.

2. The start page to do this in sesadmin.net is shown below in Figure 6:

1. BOX 1: Verify Your SES Account at the top of the main menu

2. BOX 2: Where you enter the information shown in the email above:

1. Landlord or Renter Code

2. Username for SES web services (API)

3. Password for SES web service (API)

3. The Establishment or Property code is not required at this stage

Figure 6: Enter your SES Hospedajes renter landlord code & web service credentials

Figure 7: Verifying SES Renter Code and Web Service credentials

• Your Web Services (SES API) password is wrong/does not exist 
• SES Hospedajes system is being updated - No notice for this
  

1. When your SES details have been verified by sesadmin.net the system will automatically redirect you to the Create Property page as shown in Figure 8 below.

2. All fields in sesadmin.net that are marked with an RED asterisk are mandatory:

• BOX 1: Set ON by default to use the property information already in SES

• BOX 2: This is where you will enter your first Establishment Code from the confirmation email you were sent by SES Hospedejas in BOX 2 in Figure 5 above

• BOX 3: This is Property Name as registered in SES Hospedajes

• BOX 4: This is the Commercial Name you have given to your property, and can be anything you wish it to be

3. Emergency contact details are mandatory and are sent to guests when required

4. All other fields relate to the address of your rental property, plus notes as you wish

5. You will also see the main menu on the left change with all the current options.

Figure 8:

1. Once you click Create Property, the system will check if all the data that has been provided matches what you have already registered into the SES Hospedajes system, if it all matches, then you will see the following screen which is also where you will see all your properties if you have more than one in the next screen as shown in Figure 9 below:

• BOX 1: The Actions button will allow you to edit or delete a record

• BOX 2: Shows the verification status of your SES web service API credentials and the Establishment code of your first property

• Each time additional properties are added the sesadmin.net system will check the Establishment codes match your account

Figure 9: Properties page showing SES API & Establishment verification

Part 5: Creating your first Booking

1. Click on Bookings in the main menu on the left side

2. There are 2 view types for the Bookings section:

1. List view - Set by default

2. Calendar view - Click the toggle button at the top of the page

3. Now click on the Create Booking button as shown in Figure 10 below

Figure 10: Main Bookings screen

Figure 11: Create Booking Form

1. Should you only have one property, it will be shown by default in the Property field

2. Complete all fields for your bookings, add notes you need or want to

3. Click on Create to generate your bookings

4. You will then see the screen shown in Figure 12 to know the booking is created, and it shows its status within the system:

• BOX 1: You can turn on Calendar view. List view is set by default
• BOX 2: Where you can filter your bookings and you can search for any bookings using the SES Hospedajes transaction conformation codes
• BOX 3: This is your list of bookings, default is next bookings at the top, the information available is as follows:

• Action button allows you to Edit/Update the booking, as well as see the Guest Information once the guests have registered for your booking

• Property Name

• Lead Guest Name

• Check In date

• Number of guests will update as the guests register

• Booking status has different colours for different statuses, RED is there is an Error including No Email to send the guests registration link

• Guest Book download in the correct format for legal compliance purposes should it be requested at any time by any law enforcement.

1. Should your booking have No Email, and you wish to send via your own different method (soon we are adding other messaging options when creating bookings for your guests) you can click on the Action button to open the existing booking, where you will see the following form window in Figure 13 below, where you can:

• BOX 1: Show two important functions:

• Cancel a booking and leave it in your list of bookings

• Delete a booking which will cancel a booking but remove it from your list of bookings

• Edit/Update any or all parts of an existing booking
• BOX 2: Shows the system link that will be sent to the Lead Guest at the correct time. You can also Copy this link and send/resend it to your guests directly should you need or want to.
  
  Shown below is what the Guests will see when they open the guest registration links for their bookings:

Figure 13:

Part 6: Other System Settings

This is the first version of what we plan to be a very comprehensive but easy system to manage all of the current and future requirements of the Spanish SES Hospedajes system, so the Settings option in the main menu will grow all the time as we add more and more features to the system for you. Currently we have 2 options within the main Settings section as shown in Figure 14 below:

1. General - Within which there are additional options these are:

• BOX 1: Generate calendar iCal export link, which is all booking for all properties in One link for now

• BOX 2: SES API Info is the special username which is your NIE number with a 'WS' on the end of it, and password the system is using to connect to your SES Hospedajes Account to your sesadmin.net account, so we know where to send your data

• BOX 3: SES WEB Info is for advanced users who have large numbers of properties already registered in their SES Hospedajes Accounts. A user guide about this specifically will be provided to those user types in due course

2. Email Templates - As shown in Figure 15, this is where each seseadmin.net system user can either use our default email templates or you can edit them to suit your own needs and writing styles, the templates are:

• Booking Created - This template is sent when you’ve added a booking which includes the lead guests CORRECT email. Please double check the email is correct before creating the booking or this email will not be sent.

• Booking Chaser - This template is sent 7/5/3/2/1/0 days before your guests arrival should they have not yet registered. Zero day is the day of arrival.

• Registration Complete - This email is sent as soon as the registration is completed.

• Access Information - This is the most important email. This is sent at 9AM GMT the day before arrival. It includes all of the details you entered into your property record in the system such as the address of the property, key box code, gate code, alarm info, notes etc.

Figure 14:

Figure 15:

Additional Quick Start Help:

You can start a chat conversation with us in English or Spanish between the hours of 09.00am to 21.00pm 7 days per week subject to operator availability.

We are currently creating this knowledgebase and depending on the feedback we want to receive from you, this will help to define our roadmap of next developments.

You can also contact us via email on help[at]sesadmin.net 

We look forward to working with and for you to save your time and money and reduce your stress levels!

SESAdmin Team