Collect Guest Identification for Spain Compliance
This article explains how Zenoti collects guest identification during check-in and checkout for businesses operating in Spain.
Overview
Spanish tax law requires businesses to capture guest identification before checkout for invoices above a specified threshold. Spanish residents provide their NIF/DNI, and non-residents provide a passport or official ID from their country of residence.
When your organization's country is set to Spain, Zenoti automatically enables guest ID collection across check-in, guest profile, checkout, and reports. This replaces the need to collect ID through custom form fields.
Note: If you previously used a custom form to collect guest ID, that form must be deleted after this feature is enabled. Existing ID data from the custom form is automatically migrated to the native fields.
Prerequisites
This feature is available only when the organization's country is set to Spain.
The Collect guest identification for Spain compliance setting is enabled automatically when the country is Spain.
Configure Spain Compliance Settings
The Spain compliance settings are visible only when the organization's country is set to Spain. To configure these settings:
At the organization level, click the Configuration icon.
Navigate to POS.
Locate the Spain compliance section and configure the following settings:
Collect guest identification for Spain compliance When enabled, the guest's country of residence and identification are required for invoices above the minimum amount. This setting is enabled by default.
Minimum invoice amount that requires guest identification (€) Sets the invoice threshold above which guest ID collection becomes mandatory. The default is €400 and applies to the final invoice amount including tax.
The threshold depends on your business type:
Business Type | Threshold (incl. VAT) | Examples |
|---|---|---|
Listed sectors | €3,000 | Hair salons, hospitality, retail, sports |
All other sectors | €400 | Medspas, clinics, professional services |
Click Save.
How Guest ID Collection Works
Country of Residence and ID Type
When this feature is enabled, the guest profile displays a Country of Residence field. The ID type collected depends on the guest's country of residence:
Country of Residence | ID Field Shown |
|---|---|
Spain | NIF/DNI |
Non-Spain | Passport or Official ID |
A single ID number field is used. When staff selects the country of residence, Zenoti determines the correct ID type automatically. If an ID already exists on the guest profile, it is pre-populated and editable.
Note: Country of residence is used instead of nationality because Spanish tax law defines accepted IDs as documents issued by the country or territory of residence. For example, a US national living in Spain holds a Spanish NIF and is classified as a resident, not a tourist.
Where to Enter Guest ID
Guest ID can be entered from the following locations:
Where | How | Mandatory? |
|---|---|---|
Appointment context menu | Three-dot menu on appointment slot → Enter Guest ID | No — staff can use it proactively |
Check-in flow | Automatic prompt when booked service value exceeds the threshold | Yes — cannot check in without entering ID |
Invoice close | System blocks checkout if final amount exceeds the threshold and ID is missing | Yes — catches cases where services were added after check-in |
Note: If guest ID was already collected at check-in, the prompt does not appear again at checkout. The checkout prompt only appears if the ID is still missing and the invoice amount exceeds the threshold.
To enter guest ID:
In the Country of Residence field, select the guest's country of residence. The ID field updates based on the selection.
Enter the ID number in the NIF/DNI or Passport or Official ID field.
Click Confirm.
Note: Reopening a closed invoice to re-enter guest ID is not permitted. Ensure ID details are entered and confirmed before closing the invoice.
View Guest ID in Reports
When Spain compliance is enabled, the following columns are added by default to the Sales Accrual Report and Sales Cash Report:
Column | Description |
|---|---|
Country of Residence | The guest's country of residence at the time of the invoice |
ID Number | The identification number entered at the time of the invoice |
The ID captured at the time of the invoice is recorded in the report. If the guest updates their ID later, historical invoices and their report entries are not affected. Each invoice is a snapshot of the data as entered at the time of closure.
Guest ID on Receipts
The guest's country of residence and ID number appear in the receipt header for all invoices where ID was collected. This applies to both printed and emailed receipts.
Migration from Custom Forms
If your business previously collected guest ID through a custom form:
Existing ID data is automatically migrated to the native NIF/DNI field.
Existing custom form data is not deleted but the custom form must be removed manually after migration.
Historical invoice data is not retroactively updated.
New transactions populate the correct field based on the guest's country of residence.
Impacts and Considerations
The country field on the guest profile continues to function as before. When Spain compliance is enabled, the UI label updates to display Country of Residence.
DNI and passport data stored on the guest profile cannot be deleted while the guest record is active. If the guest record is deactivated, existing invoice snapshots are not affected.
Legal name management in the guest profile is read-only under this feature.