> ## Documentation Index
> Fetch the complete documentation index at: https://docs.vidimo.app/llms.txt
> Use this file to discover all available pages before exploring further.

# Guest registration

> Let Vidimo draft an AI brief of your local guest-registration requirement, then review, edit, and acknowledge it.

Most European countries require you to report each guest's stay to a government
system, with a deadline and a set of details that vary by country. The **Guest
registration** setting holds a written brief that tells you what your property
must file, to whom, by when, and for which guests. Vidimo drafts it for you
from your property's location using AI — you then review and edit it freely. You
remain responsible for the filing.

You'll find it in the property settings, under **Guest registration**.

## What you see

At the top, the **Location** box shows the city, region, and country taken from
the property's address. The jurisdiction is read from there, not edited on this
screen — if it's wrong or missing, tap **Edit address** to fix it on the
property's info page.

Once a brief exists, a **Filing requirement** box summarises the obligation at a
glance:

| Row              | What it tells you                                                                                  |
| ---------------- | -------------------------------------------------------------------------------------------------- |
| **How**          | Whether you file to a national system, complete a form and keep it on file, or handle it manually. |
| **System**       | The name of the government system, when there is one.                                              |
| **Deadline**     | How soon after arrival you must file, and whether departure is filed too.                          |
| **Who**          | Whether every guest is reported, or only foreign guests.                                           |
| **Keep on file** | How long to retain the form, when you keep one yourself.                                           |

Below it, the fields **required for each reported guest** are listed, so you can
see what you need to collect at check-in.

The **Compliance brief** field holds the brief in full. Next to its label, a
small status tag tells you where it stands:

| Status            | Meaning                                                |
| ----------------- | ------------------------------------------------------ |
| **Not set**       | No brief has been created yet.                         |
| **Generating…**   | The AI is researching your local registration rules.   |
| **AI-generated**  | The current text was drafted by AI and not yet edited. |
| **Edited by you** | You've changed the AI draft and saved it.              |

Next to the status, the screen shows a version such as **· v2**. It goes up by
one each time the brief is regenerated or saved.

## Generate the brief

<Steps>
  <Step title="Confirm the location">
    Make sure the **Location** box shows the right city and country. If no
    address is set, the AI has no jurisdiction to research and the generate
    button stays disabled.
  </Step>

  <Step title="Generate with AI">
    Tap **Generate brief with AI** (it reads **Regenerate with AI** once a brief
    already exists). The status switches to **Generating…** and the app
    researches your local registration rules. This can take a few minutes — you
    can leave the page and it keeps running.
  </Step>
</Steps>

<Note>
  If the property has no address yet, you'll see a prompt to set it first so the
  AI knows which jurisdiction to research. Add the address on the property info
  page, then come back.
</Note>

## Review and acknowledge

When generation finishes, the brief appears in **Compliance brief**, the
**Filing requirement** summary fills in, and any **Sources** the AI used are
listed below as links you can open to check its work.

Read it through, edit the text as needed, then tap **Save & mark reviewed**. The
status becomes **Edited by you**, you'll see a **Saved** confirmation, and the
screen records the date you reviewed it.

<Tip>
  The save button is only available once a brief exists. If you haven't
  generated one yet, the screen reminds you to **Generate a brief first to
  enable editing**.
</Tip>

<Warning>
  The brief is AI-drafted from public sources. Always verify the requirement
  against your local authority — you remain responsible for registering your
  guests correctly and on time.
</Warning>

## Filing status on each reservation

Where automatic filing is available and connected, Vidimo files each guest
with the authority and shows the progress right on that guest's row — there's
no separate registration section to check. Open a reservation and look at
**Guests**: any guest with a report due carries a status pill, folding their
check-in and (where your country files departures too) check-out reports into
one governing status.

| Pill              | Meaning                                                                                                     |
| ----------------- | ----------------------------------------------------------------------------------------------------------- |
| **Scheduled**     | The report is created and will be filed at the guest's check-in (or check-out) time.                        |
| **Filing…**       | Submission is in flight, or a temporary problem occurred and Vidimo is retrying on its own.                 |
| **Submitted**     | The authority accepted the report and hasn't confirmed it yet.                                              |
| **Registered**    | The authority confirmed the report (or, for a cancelled/no-show reservation, the report is no longer owed). |
| **Action needed** | The filing stopped on something only you can fix. Tap the guest's row to see why.                           |

Tapping an **Action needed** row expands it in place with the rejection reason
and the fix that applies to it:

* **Wrong or missing ID details** — edit the guest's document fields right
  there and save; Vidimo resubmits immediately.
* **Registration credentials disconnected** — reconnect them from **Guest
  registration** settings.
* **A temporary problem** — tap **Retry** to resubmit now. Either way, the
  result you see is the authority's real answer, not a queued acknowledgement.

A filing that is still retrying on its own (**Filing…**) normally needs
nothing from you. If its legal deadline gets close, the guest's row shows the
deadline and offers the same **Retry**, so you can resubmit immediately
instead of waiting for the next automatic attempt.

When a guest completes their identity in the check-in portal, any filing that
is already due is submitted right away — most stays never need you at all.

Filings that need your eyes also appear in the notification center under
**Guest registration**: rejections first, then deadline-approaching filings
with the closest deadline on top. Each row says what is happening (for
example "Retrying automatically" or "Filed, awaiting the authority's
confirmation") and how much time is left ("due in 6h") or how far past the
deadline it is ("overdue by 2h" — the pill then reads **Deadline passed**).
A row clears on its own once the filing is confirmed. Tapping a row opens
the reservation, scrolled to that guest.