Please note: The Online Check-in feature is currently in expansion. It may not yet be available in your country. If you cannot find your local authority in the configuration options, this feature is not yet available for your region. We're continuously working to add support for more countries.

FAQs - Guest Check-in Feature

Learn everything you need to know about the Online Check-in feature and how it simplifies guest registration and legal compliance for your property.

What is the Online Check-in Feature?

The Online Check-in feature (also called Advanced Check-in) is an automated system that collects guest information and submits it directly to local authorities on your behalf. Instead of manually entering guest data into government portals, Holidu handles the entire process digitally—from sending guests a secure form to automatically transferring their information to the relevant authority at check-in.

Why Do You Need to Do This?

In many countries including Spain, Italy, Portugal, Germany and others, hosts are legally required to collect guest information and submit it to local authorities shortly after check-in. This regulation supports security, traceability, and compliance with local laws.

Not complying with these rules can lead to penalties or fines. Having a reliable system in place keeps you on the right side of local regulations with minimal effort.

How Do You Benefit from the Automatic Transfer?

The Online Check-in feature removes the burden of manual data entry and government portal navigation. Here are your key benefits:

• Legal compliance with minimal effort
• Automatic guest data transfer to the correct authority
• Digital guestbook you can download anytime for inspections
• Built-in reminders and guest communication
• Free of charge for Holidu hosts
• Secure, privacy-compliant handling of sensitive guest data

How to Set It Up

Before activating the feature in Holidu, you need to register your accommodation with the relevant local authority. We currently support Spain, Portugal, Germany, and Italy.

Step 1: Register with Your Local Authority

Choose your country and region from the table below, then follow the provided link to register your property:

Region	Authority	Setup Guide
Spain (except Catalonia/Basque Country)	SES.Hospedajes	How to connect to SES.Hospedajes
Catalonia	Mossos d'Esquadra	Connect to Mossos
Basque Country	Ertzaintza	Connect to Ertzaintza
Portugal	SIBA	How to connect to SEF/SIBA
Germany	AVS	How to connect your property to AVS
Italy	Alloggiati Web	Guest Check-in Feature in Italy | Statistical Reporting in Italy

Step 2: Activate the Feature in Holidu

Once you have your authority credentials, follow this article to set up your Online Check-in Feature in your Holidu account.

What to Do If Your Connection Stops Working

If your connection to the local authority fails or stops working, follow these steps:

1. Check your credentials: Verify that your username and password for the authority portal are correct and haven't expired.
2. Update in Holidu: Go to your Account settings and re-enter the correct credentials.
3. Test the connection: Use the test function in the Online Check-in configuration to verify the connection is working.
4. Contact support: If the connection still fails, reach out to Holidu support with your property details and error message for assistance.

How to Connect Ricestat to Your Chekin.io Account

If you're using Ricestat as your property management system, you can integrate it with your Chekin.io account for streamlined guest check-in. Refer to the specific integration guide provided by Ricestat or Chekin.io support for detailed steps. Alternatively, contact Holidu support if you need guidance on third-party integrations.

Troubleshooting: Incorrect Credentials for Ricestat

If you're experiencing credential errors when connecting Ricestat to your online check-in system:

1. Verify your login details: Double-check your Ricestat username and password are correct.
2. Reset your password: If you've forgotten your credentials, use the password reset option in Ricestat.
3. Check account permissions: Ensure your Ricestat account has the necessary permissions to authorize integrations.
4. Clear cache and cookies: Clear your browser cache and try again.
5. Use incognito mode: Test the connection in an incognito browser window to rule out browser-related issues.
6. Contact Ricestat support: If issues persist, reach out to Ricestat's technical support team for assistance with credential verification.

How Does It Work for the Guests?

Once setup is complete, here's what your guests experience:

1. Receive invitation: After booking, your guest receives an email (or message in their Holidu account) with a secure link to the online check-in form.
2. Fill out details: The guest enters details for all travellers, including document scanning (passport or ID). This must be completed for everyone in the party.
3. Data submission: The information is submitted securely and stored in the system.
4. Automatic reminders: If a guest doesn't complete the form, automatic reminders are sent 5 days before arrival. If they still don't comply, you can fill out the data on their behalf.
5. Automatic transfer: At 23:00 (11:00 PM) on the check-in day, guest data is automatically submitted to the relevant authority.

How to Download the Guest Book

Your guest book is a digital record of all registered guests and serves as proof of compliance during inspections. Here's how to download it:

1. Log into your Holidu host account.
2. Navigate to the Online Check-in section.
3. Find the property for which you want to download the guest book.
4. Click on "Details" next to the property name.

From this page, you can view your registered guests and download your guestbook for record-keeping and inspection purposes.

Frequently Asked Questions

Why does Holidu offer this feature?

Local law requires hosts to register all guests with local authorities. This tool automates the process, supports legal compliance, and saves you time from manually entering data into government portals.

Which authorities can I connect to?

It depends on your region. We currently support authorities in Spain (SES.Hospedajes, Mossos d'Esquadra, Ertzaintza), Portugal (SIBA), Germany (AVS), and Italy (Alloggiati Web). If your country is not listed in the configuration, the feature is not yet available for your region.

Is registration with the authorities mandatory?

Yes. Local regulations require you to register all guests with the relevant authorities.

Can I use this feature for all types of bookings?

Only bookings created through channels supported by Holidu are eligible. Manual bookings and iCal-based imports are not supported.

Can I send guest data from previous bookings?

No. The online form is only triggered for future bookings. Bookings made before enabling the police connection are not covered. You'll need to register those manually in your authority's portal.

What guest data is collected and sent?

Personal details including name, date of birth, nationality, ID type, and ID number are collected. Only minimal required data is visible to the host (name and age). Full data is sent securely to the authorities.

Will I have access to the guest data?

You'll only see the names and ages of guests, which is the required information for the guestbook. Additional information like ID numbers is not displayed to hosts—it's sent securely to authorities only.

What happens if guests provide their information and then cancel the booking?

If the guest cancels their booking, the data won't be sent to the authorities.

Will I receive a notification when guests provide their data?

We don't send automatic notifications. However, you can see in each booking whether guests have provided their information.

Do children need to be registered?

Yes, all guests must be registered regardless of age. For Spanish minors under 14, ID and signature are not required, but the responsible adult's relationship must be recorded.

What happens if guests don't complete the form?

They'll receive an automatic reminder 5 days before arrival. If still incomplete, you can either:

• Manually fill out the form in the presence of the guest
• Resend the link

Data must be submitted before 23:00 on the check-in day to benefit from the automated connection.

Can I fill out the form for my guests?

Yes. You can fill out the form directly from the booking details screen. You can also scan their ID or enter data manually during check-in.

Can I modify data after submission?

No. Once sent to the authority, data cannot be edited. If there's an error, contact Holidu support or re-enter the data manually on your authority's portal directly.

When is the data sent to the authority?

Automatically at 23:00 (11:00 PM) on the check-in day. You are responsible for ensuring data is complete before this time.

Do collaborators have access to this feature?

No. Only primary accounts with editor rights can configure connections. Collaborators can see the form in booking details but cannot activate or manage the feature.

What happens if my authority credentials change or expire?

You'll need to manually update them in Holidu. Expired passwords may cause a failed data transfer. Always verify connection status in the Account section.

Is the guestbook legally required?

Yes. The guestbook acts as your digital log for police checks and must be retained for 3 years, as per local regulations.

Does this work for multi-unit properties?

Yes. The configuration flow works exactly like the existing one, but multi-unit hosts can configure each unit separately.