📋 Authority Reporting: Generate & Download Guestbooks

If your property is located in a country where local authorities require guest registration, ChargeAutomation can help simplify the process by collecting guest information through online check-in and organizing it into a downloadable Guestbook report.

You can then use the generated PDF to complete the required submission to your local authority.

⚠️ Important: ChargeAutomation helps you collect and organize guest information for authority reporting. You are responsible for reviewing the applicable requirements in your country and submitting the report within the required timeframe.

The Guestbook download workflow is currently available for properties in:

🇬🇷 Greece
🇫🇷 France
🇧🇪 Belgium
🇧🇬 Bulgaria
🇭🇷 Croatia
🇨🇿 Czech Republic
🇳🇱 Netherlands
🇷🇴 Romania
🇨🇭 Switzerland
🇬🇧 United Kingdom

💡 Looking for an automated authority integration?

Some countries have dedicated ChargeAutomation authority integrations that can automate the submission process. Check the Legal Compliance – Authority Reporting collection to find the integration available for your country.

The workflow is simple:

📅 Booking received
↓
​👤 Guest completes online check-in
↓
​📝 Guest information is collected
↓
​📋 ChargeAutomation organizes the data
↓
​📄 Generate Guestbook
↓
​📥 Download the PDF
↓
​🏛️ Submit to your local authority

This saves you from manually compiling guest information from individual reservations.

You can generate a Guestbook report directly from your property's Authority Reporting settings.

Go to: Settings → Properties

Find the property for which you want to generate the report.

Open the property's settings and select: Authority Reporting

Then select the: Documents tab and then click on "Generate Guestbook"

Choose the period you want to include in the Guestbook.

For example:

Start Date: January 1, 2026
​End Date: January 31, 2026

The generated report will include the guest registrations that fall within the selected period.

💡 Tip: Use the date range required by your local authority rather than automatically generating a report for the entire year.

Some authority reporting systems require reports or registrations to have a sequential starting number.

Enter the appropriate Starting Number when generating the Guestbook.

⚠️ Important: Follow the numbering requirements applicable to your local authority. If you're unsure what number to use, check your local authority's reporting instructions.

Enter the email address where you want to receive the generated Guestbook.

ChargeAutomation will send the report to the email address you provide.

Make sure the email address is correct before generating the report.

The generated PDF contains the guest registration information collected through ChargeAutomation.

The report is formatted according to the requirements associated with the selected authority-reporting workflow.

Each registration is presented on its own page, making it easier to review and submit the information to the relevant authority.

The Guestbook can only include information that has been collected from your guests.

To make sure you collect the necessary information:

Go to: Settings → Guest Journey Editor

Review:

📝 Collect Basic Information From Guest(s)

Configure your Guest Journey according to the requirements applicable to your country.

If your local authority requires information from every guest, select:

👥 All Guests — Adults, Children and Babies

You can also configure online check-in so it is only considered complete once all required guests have provided their information.

⚠️ Important: Required guest information varies by country. Always verify the exact requirements with your local authority.

Don't wait until the last minute to prepare your Guestbook.

Generate reports according to the schedule and deadlines required by your local authority.

Sending your pre-check-in link before arrival gives guests enough time to provide their required information.

Always review the generated PDF before submitting it.

Look for:

❌ Missing guests
❌ Incorrect names
❌ Missing identification details
❌ Incorrect dates
❌ Other incomplete information

Store downloaded reports according to your local record-keeping requirements.

For example:

2026 → Property Name → January 2026 Guestbook

Authority reporting requirements vary by country and can change over time.

ChargeAutomation provides tools to collect, organize, and prepare guest information, but it does not determine your legal obligations.

You are responsible for:

🏛️ Understanding your local requirements
👤 Collecting accurate guest information
📋 Ensuring the required guests are registered
📅 Meeting reporting deadlines
📄 Reviewing the generated report
📤 Submitting the report to the appropriate authority
🗂️ Maintaining records where required

For country-specific requirements, consult your local authority or a qualified professional.

Accurate guest registration and local authority reporting are essential for short-term rental operators to remain compliant with local regulations, avoid penalties, and ensure a seamless hosting experience. With ChargeAutomation, collecting guest information and submitting it to the appropriate authorities is simple and reliable. Whether you manage vacation rentals in Greece, France, Belgium, Bulgaria, Croatia, the Czech Republic, the Netherlands, Romania, Switzerland, or the United Kingdom, ChargeAutomation streamlines guest data collection, digital check-in, and mandatory guest reporting, helping property managers save time while staying fully compliant with local hospitality and tourism requirements.
​
If you operate in any of the following countries, you can follow these instructions to download your Guestbooks with all guests collected data to submit to local authorities:

Greece, France, Belgium, Bulgaria, Croatia, the Czech Republic, the Netherlands, Romania, Switzerland, or the United Kingdom

The PDF will include one page per registration [guest(s)] formatted according to your local authority's requirements.