All managers of hotels, agritourisms, bed and breakfasts and accommodation facilities in general have the obligation to communicate to the Police Headquarters through the Alloggiati Web Portal the lodged tickets, i.e. the general information of the guests who will stay at their facilities.
The reporting of guests, in addition to being accurate, must be made no later than 24 hours after the arrival of guests at the facility.
In this article we will better explain how housed reporting (PS) works and how to simplify the process of creating cards to avoid errors and delays in sending.
Index
The basics: what is the Aligned card?
How to create the Schedule Lodged directly on the site of the State Police
Generate and send housed tickets through a management software
How to avoid errors by generating files housed with the Slope management software
The basics: what is the Aligned card?
The Alloggiati Portal, present since 2006, allows you to send the famous Alloggiati Schedule, a document containing the personal data of guests staying at your facility.
The data that are entered in the card housed are:
- Check-in date;
- Type of accommodation (single guest, head of the family, group leader);
- Surname and name:
- Sex;
- Date of birth and place of birth;
- Citizenship.
It is interesting to note the two fields “group leader” and “head of the family”.
The group leader is used in the case of stays of groups of people who do not belong to the same family, where a group leader who has a valid identification document in Italy is sufficient.
In the case of lodgings belonging to the same family unit, a householder can be indicated instead.
Alloggiati Web: how to create the Alloggiati card directly on the State Police website
The State Police offers the possibility to fill in and send the tickets housed directly on their portal. The data entry mask is similar to that shown in the image below:
The data entry procedure is simple, it is enough to manually enter the guest data, but care must be taken to avoid transcription errors.
Furthermore, in the case of the insertion of several guests, the procedure can become particularly long.
⛔ Disadvantages
The data of each guest must be entered manually;
In the case of many check-ins, the operation may take a long time;
You do not have a record of past customers from which you can search and speed up the insertion.
Generate and send housed tickets through a management software
The best hotel management software allows you to enter data directly into the booking system and export a file containing all the guests which can then be uploaded to the Accommodated Portal.
Slope, hotel management software, allows you to simplify the process of sending the lodged tickets and automatically generate the file to be sent to the portal.
Slope allows the hotelier to enter guest data quickly with the ability to search for customer profiles previously profiled and entered in the CRM and subsequently export the file with all the data. The export takes place according to the provisions of the legislation, that is, through a .txt file which must then be imported into the Accommodated Portal.
To make you better understand the operation of the .txt file generation engine, we show you the simple steps to be performed to export the housed file:
1) Generate the Housed Web file within the Slope management system
With Slope, to download the housed coupons and import them into the Alloggiati Web Portal, access the dashboard, click on File Alloggiati Polizia and download the .txt file that is generated.
2) Upload the file housed in the Web Hosted Portal
At this point, all you have to do is log in to the Accommodated Portal, upload the .txt file, click on process to check the content and finally click on send to forward everything to the Police Headquarters.
✅ Advantages
- Customer data are automatically reported within the file:
- that have been registered;
- for which the exportable check-box for lodged portal and Istat was checked during guest registration.
- The format of the file that can be exported to Slope is the same as that requested by the Accommodati Portal.
- Once exported, the lodged file must not be modified by the user, but simply imported into the Alloggiati Portal of the State Police.
- The file can only be exported to specific accommodations.
Avoid errors by generating the file housed with the Slope management software
It may happen that by manually registering guests in the Accommodated Portal, some are forgotten. Slope prevents this from happening by notifying the error and still allowing you to export the file only for some types of accommodation.
✅ Practical example – How to register a guest with Slope and send the card lodged
Ok, let’s give some context and put ourselves in the shoes of a hotelier.
It is March 1st and the client Mario Rossi together with his wife Michela Gialli show up for the check-in at the Relais Villasole facility.
1) Registration of the personal data sheet
As a first step, the hotelier records the general information and completes the respective personal data sheets.
After entering the guest details correctly, you will see the booking summary.
During the day, the hotelier will also register the check-in of two other couples, by entering their respective personal data or by searching for existing personal data.
2) Generation of the .txt file to be imported into the web hosted portal
The lodging report must be made no later than 24 hours after the arrival of the customers at the facility, so the hotelier decides to generate the file and import it into the Alloggiati Web portal.
To do this, simply access the Slope dashboard, click on Police Housed Files and download the .txt file that is generated.
At this point all you have to do is:
- log in to the Accommodated Portal;
- load the .txt file;
- click on process to verify the content;
- click on send to forward everything to the Police Headquarters;
- download the receipt certifying the number of coupons correctly sent on a given day.
What would have happened if the hotelier had not used the Slope management system?
Without the simplification of the management the hotelier would have had to:
- Record the data at least twice; the first time for normal registration and the second time inside the Portal housed;
- to risk forgetting some personal data sheets;
- waste a lot of time in the case of the arrival of large groups.
(FAQ) – Some frequently asked questions.
Is it possible to make customers sign old paper tickets?
No.
The submission of attendance through the paper tickets was abrogated since December 2011, due to the changes made to Art. 109 c. 3 T.U.L.P.S. from Art. 40 c. 1 of Legislative Decree 06/12/2011 nr. 201. Presences in the facility must be reported EXCLUSIVELY with the Alloggiati Web telematic system.
In the event that there are technical problems, it is necessary to contact the competent local Commissariat to agree on how to send them.
Should the departure be reported in the Accommodated Portal?
No, only the arrival should be reported.
Can the management software automatically send the accommodation cards without having to authenticate each time in the accommodation portal?
The provision of the Ministry of Interior D.M. 7-1-2013 quotes verbatim:
“The user, after authentication and access to the work area, can transmit the cards housed in two alternative ways described below.
- Online insertion of single coupons;
- Transmission of a file in text format. “
For security reasons, it is clear that in order to transmit the lodged tickets, the authorized user must necessarily authenticate himself in the Accommodated Portal.
Try the Slope management software
The generation of the housed ticket is only one of the many features present in the PMS of the Slope management software.
You can try the potential of Slope software for free for 30 days by filling out the demo request form.
All managers of hotels, agritourisms, bed and breakfasts and accommodation facilities in general have the obligation to communicate to the Police Headquarters through the Alloggiati Web Portal the lodged tickets, i.e. the general information of the guests who will stay at their facilities.
