Alloggiati Web guest form: data, codes and file

The Alloggiati Web form is the official method used by hosts in Italy to report guest details to the State Police. While it may look like a simple list of personal details, every field is governed by specific rules and codes. Understanding these requirements is the best way to avoid rejections and save yourself a lot of unnecessary hassle.

A form for every guest, with a specific role

Every guest requires their own form, and each form must include a code indicating their role. The portal’s "Guest Types" table lists five categories. Code 16 is for a single guest, 17 for the head of the family, 18 for a group leader, 19 for a family member, and 20 for a group member. This distinction is far from formal, as the code determines exactly which data points are required.

If someone is travelling alone, they are a single guest. A family consists of a head of the family and family members, while a group of friends or colleagues consists of a group leader and members. When entering data manually, the portal asks for the head of the family or group leader first, followed by the other individuals one by one, adding them to the family or group list before submission.

The data you need

For everyone, without exception, the form requires the arrival date, length of stay, surname and name, gender, date of birth, place of birth, and nationality. The arrival date must be today or yesterday, as the portal will not accept any other dates. The length of stay is the number of days declared by the guest upon arrival, up to a maximum of thirty.

The place of birth is handled in two different ways. For those born in Italy, you must provide the municipality, its province, and the country, which is Italy. For those born abroad, the country of birth is sufficient. Nationality must always be provided, even for Italian citizens, and follows the same country table. As for the guest's residence, which was required on old-style forms, it has not been requested since 23 April 2013, when the portal was updated to comply with the decree issued in January of that year.

The identity document details are only required for the single guest, the head of the family, and the group leader. For each of them, you need the document type, the number, and the place of issue. Family members and group members remain linked to the document of the person accompanying them, so these fields are left blank for them.

The code tables

The portal does not work with names but with codes, which are published in four tables that anyone can download from the "Tables" section without needing login credentials: Municipalities, Countries, Documents, and Guest Types. When entering data manually, these codes remain hidden because the portal suggests options as you type. However, if you are preparing a file, you must enter them manually.

The Municipalities table is the largest, containing over eleven thousand entries. It includes municipalities that no longer exist or have changed provinces, each with the date it ceased to be valid, because the municipality at the time of birth is what matters for those born before a merger. Each municipality has a nine-digit code, which is not the same as the fiscal code used for tax purposes.

The Countries table also uses nine-digit codes, valid for both the country of birth and nationality. The Documents table lists 95 types, each with a five-letter code: IDENT for identity cards, IDELE for electronic ones, and so on for passports, driving licences, and diplomatic documents.

The 168-character file

If you have many arrivals or use property management software, you can submit forms via a file rather than one by one. The format is described in chapter 12 of the User Manual and is a fixed-length record, meaning it is a simple text file where each piece of data always occupies the same position. The file must be in UTF-8 encoding, containing one line per guest and a maximum of one thousand lines.

Each line is exactly 168 characters long. The first 134 characters are for everyone and contain, in order: the guest type (two characters), arrival date (ten), length of stay (two), surname (fifty), name (thirty), gender (one: 1 for male, 2 for female), date of birth (ten), municipality of birth (nine), province (two), country of birth (nine), and nationality (nine). The final 34 characters are for the document, with the type (five), number (twenty), and place of issue (nine).

When a piece of data is shorter than its allocated space, it must be padded with spaces. A surname like Rossi must be followed by forty-five spaces, and those born abroad have nine spaces instead of the municipality and two instead of the province. For family and group members, the final thirty-four characters are all spaces, but the line must still reach 168 characters in total.

Two final rules apply. Family and group members must always be listed on the lines immediately following their head of family or group leader. Each line must end with a carriage return, except for the last one. After uploading, the "Process" button checks the format and content, indicating which lines were rejected and why. How to interpret those messages is explained in our article on errors in the forms.

From guest data to the form, with Roraima

With Roraima, the owner does not need to write out forms or prepare files. Guests enter their own details before arrival, individually if travelling in a group, and the owner simply reviews the card. Each person's role—head of family or family member, group leader or member—is assigned by Roraima to the form. When you register the arrival, the form is generated automatically from that data, using the arrival date and length of stay from the booking.

During this process, Roraima handles the codes for you. The municipality of birth is searched based on what was valid at the time of birth, the country and nationality are recognised even if written as they appear on a foreign document or in another language, the document type is converted into the official code, and accented letters in names are converted to the alphabet accepted by the portal. If a piece of data does not fit the tables, the form is paused, and the dashboard explains in plain language which guest and which field needs correcting.

The form is then sent to the State Police using the property's credentials, following a preliminary check performed by the service itself, as detailed in the article Alloggiati Web in Italy: when and how to report guests. The full process, from guest entry to the receipt, is described on the Guest documents and legal filings page.

Frequently asked questions

What data is required for the Alloggiati Web form?

For every guest, you need the surname, name, gender, date and place of birth, and nationality, as well as the arrival date and length of stay. For the single guest, head of the family, and group leader, you must also add the document type, number, and place of issue.

Do I need to indicate the guest's residence?

No. The residence fields were removed on 23 April 2013, when the portal was updated to comply with the Ministry of the Interior decree of 7 January 2013.

What should I write as the place of birth for a foreign guest?

The country of birth, selected from the portal's country table. The municipality and province are only required for those born in Italy.

Where can I find the codes for municipalities, countries, and documents?

In the "Tables" section of the Alloggiati Web portal, which can be downloaded without login credentials. These are mainly for those preparing a file, as the portal suggests the correct entries while you type during manual entry.