Guest Registration: reporting without double entry

Austria, Germany and Switzerland. Registration runs through the connected official electronic reporting systems of your region – such as Feratel, Neuhold or myWinTop – the same systems that municipalities and tourism boards work with.

From the apaleo reservations – LeoFlex never captures anything twice. Whatever guest data exists in apaleo flows straight into the electronic registration; missing mandatory fields are flagged by validation before anything is sent to the authority.

LeoFlex submits to the official electronic reporting systems that the authorities themselves operate or recognise. Your registration arrives through the same channel as with the established regional solutions. The requirements of your registration authority remain decisive – which data is mandatory is defined by the respective registration law.

In Austria, guest directories must be kept for seven years; in Germany, registration forms must be retained for one year. The respective registration law governs the details – and a benefit of electronic registration: the status of every registration stays traceably documented in LeoFlex.

Since 1 January 2025, hotels in Germany no longer need registration forms for German citizens (Bureaucracy Relief Act IV). Foreign guests must still be registered – and in Austria, registration remains mandatory for all guests. An automated system like LeoFlex handles exactly these case distinctions for you.

Automatic validation checks mandatory fields and formats before a registration goes to the authority – errors are shown instead of silently submitted. Status monitoring shows you for every registration whether it succeeded; nothing slips through.

No. You keep working in apaleo as usual and LeoFlex takes care of the registration in the background – including validation and status display. The previous paperwork and portal effort around registration forms disappears.

As one group registration instead of a stack of individual ones. The tour leader’s full data goes with it; for the remaining members name, date of birth and nationality. The group either comes from an apaleo group booking or you assemble it in LeoFlex from individual reservations – embedded as an app in apaleo, without switching systems.

They stay in the group. LeoFlex reports that reservation’s differing arrival and departure dates within the same group registration – currently with Feratel.

Until the final registration, yes: until then it is a pre-registration, members and data can be corrected at any time and the tour leader can be changed. The final guest registration goes out once all reservations in the group have checked out – after that it is fixed.

The legally required fields are stored and locked per reporting country. In Austria that means name, date of birth, gender, nationality, country of origin and address for the main guest, plus the identity-document data for guests without Austrian citizenship – the identity-document requirement follows citizenship, the country of origin for the statistics follows the place of residence; for fellow travellers name, date of birth and nationality are enough for the statistical report. Anything beyond that – an email address or phone number, say – you switch on per audience. LeoFlex suggests the nationality of fellow travellers from the main guest’s or tour leader’s data.

Yes. If a guest registration cannot be carried out, LeoFlex sends a notification.