Overview
The BTB Guest Registration Form report builds the monthly file you upload to the Belize Tourism Board portal. As of October 2026 you can upload it without editing it. It follows BTB's import spec v1.4, it includes cleaning fees and other taxable extras you choose, and it reports retained cancellation fees.
This guide is for Belize properties on ThinkReservations that file with BTB. That includes properties already using the report and properties that stopped because the file needed hand corrections. It covers what changed, how to set the report up, and how to run it each month.
What was fixed
Eight problems that made the file fail on upload, or that understated what you owe, were fixed between 9 and 12 October 2026.
Before | Now |
The file started with a header row, which BTB read as a guest. | No header row. Every line is a guest record. |
A month with no stays produced one blank record. | A month with no stays produces an empty file. |
Guest Nationality, a required field, was always blank. | It is filled from the guest's country of residence, because ThinkReservations does not record nationality. |
No-shows kept their adults, children and nights. | No-shows show 0 guests and 0 nights, as BTB requires. |
No-shows that paid nothing were filed as complimentary stays. | They are left out, because BTB counts a no-show only when a fee was collected. |
Tax-exempt stays were marked exempt but still showed 9% tax. | Tax-exempt stays show a tax amount of 0. |
Cleaning fees, extra beds and other taxable extras were left out of accommodation charges and tax. | You choose which extra charges count, on a new settings page. |
Cancellation fees were never reported. | A retained cancellation fee is reported in the month the reservation was cancelled. |
Grouping the report by any option other than None also showed an error. That works now.
The Control ID and the counted charges are now set on a settings page you can reach yourself. Before, both needed a request to ThinkReservations support.
Setting it up
Setup takes two settings: your BTB Control ID, and the extra charges BTB taxes as accommodation.
Check that the Belize Tourism Board application is added. In Marketplace, open Belize Tourism Board and choose Add Application if it isn't added yet. This takes you to the settings page.
Go to Settings > Belize Tourism Board.
Enter your Control ID, the ID BTB assigned to your property (for example HOT09292).
Under Other charges that count as accommodation, select each charge BTB taxes as accommodation, such as a cleaning fee or an extra bed.
Room, additional guest and pet charges always count. You don't need to select them.
A charge missing from the list, such as a fee a booking channel posts, can be typed in. Type its name exactly as it appears on the bill and choose Add. It shows as "(not an Item)", which is expected.
Choose Save.
A charge counts only when its name on the bill matches a name you chose. Capitals and extra spaces don't matter, but spelling does. If you rename an Item later, add the new name here too. The old name stays listed as "(not an Item)" so past charges under it still count.
A fee posted as Cancellation Fee always counts. If your property posts it under another name, add that name in step 4.
Each room is reported to BTB as a rental space of type Room. If your rental spaces are Units or Beds, contact support to change the type.
Running the report each month
Run the report for the month you are filing, leave Group By on None, export to CSV, and upload that file to the BTB portal unedited.
Go to Reports. Under Custom, open BTB Guest Registration Form.
Set the dates to the first and last day of the month you are filing. The report covers up to two years at a time.
Leave Group By on None. Other options are for reviewing totals on screen. A grouped export is not a guest-by-guest file and BTB will not accept it.
Export to CSV and upload the file to the BTB portal.
What the file includes
Record | Included when | How it appears |
Stay | The guest checks out within the dates you chose | One line per room booked, with guests, nights, charges and 9% tax |
No-show | It checks out within the dates and a fee was collected | No-Show Y, 0 guests and 0 nights, charges equal to the fee |
Cancellation | It was cancelled within the dates and a fee was kept | No-Show Y, 0 guests and 0 nights, charges equal to the fee, Notes "Cancelled" |
Tax-exempt stay | As for a stay | Tax Exempt Y and a tax amount of 0 |
Complimentary stay | As for a stay, with no accommodation charges | Complimentary Stay Y |
BTB's file has no field for cancellations, so a cancellation fee is filed as a no-show, as BTB defines a no-show by the fee collected. A no-show or cancellation that kept no fee is left out.
Charges, average daily rate and tax are in Belize dollars, converted at BZD 2 to USD 1. Accommodation charges are room, additional guest and pet charges, plus any charges you chose in setup. Each amount is taken as it stands when you run the report, so a fee you add or refund later shows the next time you run that month.
The guest's name, address, country, phone and email come from the reservation's guest profile. Complete profiles give complete records, because Guest Nationality is filled from the guest's country.
Upload the file in your BTB Portal
On the Left navigation, under Guest Registration, select “Add Registration.”
Click “Upload Import File”
In the center of the screen, Drop Files or click there to upload a file
Click “Upload Now” at the bottom of the screen
Please double check the BTB imported your file successfully
If you stopped using the report
You can start again with your next monthly filing. Nothing from your earlier use needs clearing.
The fixes apply to any month you run, including past months. If BTB asks you to correct an earlier filing, run that month again and upload the new file.
Checklist
Open Settings > Belize Tourism Board and check your Control ID.
Choose the extra charges BTB taxes as accommodation, including any typed names for channel fees.
If your cancellation fee is posted under a name other than Cancellation Fee, add that name.
Run last month's report with Group By on None, and compare its totals with what you filed by hand.
Questions
Contact ThinkReservations support with your property name and the month you are filing. For a question about a specific line, include the guest's confirmation number. It appears in the file as the invoice and reference number.