The purpose of this article is to answer the most frequently asked questions about submitting guest data to AIMA-SIBA and to explain the tools available to make this process easier.
AIMA: Agency for Integration, Migration and Asylum
What it is: AIMA is a Portuguese public body established in 2023, responsible for managing immigration and the integration of foreign nationals in Portugal.
Main function: It handles matters related to the legal residence and integration of foreign nationals, including the issuance of residence permits and family reunification procedures.
Meaning of the acronym: Agency for Integration, Migration and Asylum.
SIBA: Accommodation Bulletin Information System
What it is: SIBA is an electronic system used by accommodation establishments, such as hotels, hostels and rental properties, to register and report the details of their foreign guests.
Main function: It enables guest data to be securely submitted to the Portuguese authorities, fulfilling a legal requirement applicable to accommodation establishments hosting foreign nationals.
Meaning of the acronym: Accommodation Bulletin Information System.
How AIMA and SIBA work together
AIMA manages immigration and residence matters, ensuring that foreign nationals comply with Portuguese legislation.
SIBA is the technological tool that enables accommodation establishments to securely and efficiently report the arrival of these guests.
Together, AIMA/SIBA ensure that information about foreign guests is correctly registered and that accommodation establishments can comply with their legal obligations without unnecessary complications.
Why do accommodation establishments need to report to AIMA/SIBA?
Under current legislation, guest registration is intended to monitor the presence of foreign nationals in Portuguese territory.
“Companies operating hotels, tourist accommodation establishments or tourist resorts, as well as any entity providing paid accommodation to foreign nationals, are required to report this information within three working days, by means of an accommodation bulletin, to AIMA/SIBA or, in locations where this service is not available, to the National Republican Guard (GNR) or the Public Security Police (PSP).”
How can I collect guest data?
There are two ways to collect guest data, manually and automatically, to make accommodation management easier:
1. Manual method
The accommodation establishment collects the information directly from the guest.
2. Automatic method (AvaiBook Fast Check-in)
AvaiBook has developed Fast Check-in, an intuitive and practical tool that allows you to:
Make 3 automatic attempts to collect guest data: 10, 5 and 2 days before check-in.
If the guest does not provide the required information, the accommodation establishment is responsible for collecting it manually.
Guest registration is a legal requirement for tourist accommodation establishments in Portugal. With tools such as AvaiBook Fast Check-in, collecting, verifying and submitting data to AIMA/SIBA becomes quick, secure and automatic, allowing property managers to focus on providing a better guest experience without unnecessary administrative work.
Verifying and submitting data to AIMA/SIBA
Once the guest has completed the information requested through Fast Check-in:
The accommodation establishment must verify the data at check-in before submitting it to AIMA/SIBA.
Automatic submission:
The establishment must be previously registered with AIMA/SIBA.
Simply enter your AIMA/SIBA user credentials in the AvaiBook settings.
With a single click, guests’ accommodation bulletins will be submitted automatically.
What data is submitted to AIMA/SIBA?
The mandatory data includes:
Full name
Identification document number
Nationality
Date of birth
Arrival and departure dates
Other information required by law
In addition, there are two optional fields:
Place of birth
Place of residence
Source: SIBA – Submission methods
Changing the accommodation bulletin submission method
For AvaiBook to submit accommodation bulletins to SIBA via WebService:
To request a change to the submission method, send your request by email to: [email protected].
The request must include:
The establishment’s NIF (Tax Identification Number)
Name and number of the establishment
Reason for requesting the change to the submission method