How to Setup and Manage the Online Check-in Feature

This comprehensive guide explains how to set up and manage the Online Check-in feature from your Holidu host portal. The Online Check-in feature enables you to comply with local regulatory requirements by automatically collecting and submitting guest information to the relevant authorities in your region. By following this guide, you can streamline your check-in process, stay compliant with local laws, and reduce administrative burden.

Step 1: Register with Your Local Government Authority

Before you can activate the Online Check-in feature in Holidu, you must first register your accommodation with the relevant local authority in your region. Each country and region has its own registration process and requirements. Below is a complete list of supported countries and regions with direct links to their registration portals and Holidu setup guides.

Supported Countries and Regions

Region	Authority	Registration Link	Holidu Setup Guide
Spain (except Catalonia and Basque Country)	SES.Hospedajes	SES.Hospedajes Registration Portal	How to Connect to SES.Hospedajes
Catalonia, Spain	Mossos d'Esquadra	Mossos d'Esquadra Registration Portal	How to Connect to Mossos d'Esquadra
Basque Country, Spain	Ertzaintza	Ertzaintza Registration Portal	How to Connect to Ertzaintza
Portugal	SIBA	SIBA Registration Portal	Online Guest Registration with SIBA and Holidu FAQ
Germany	AVS	Contact your local registration office	How to Connect Your Property to AVS (Germany)
Italy	Alloggiati Web	Contact your local registration office	Guest Check-in Feature in Italy

What You'll Receive After Registration

Once you complete the registration process with your local authority, you will receive login credentials. These typically include:

• Username
• Password
• In some cases, a renter code or accommodation code

Keep these credentials safe. You will need to enter them in your Holidu account to establish the connection between your property and the authority. Important: Do not use your Holidu login credentials for this step—always use the credentials provided by your local authority.

Step 2: Connect Your Property to the Authority Using Online Check-in

After registering with your local authority and receiving your credentials, follow these steps to connect your property in Holidu.

Access the Online Check-in Feature

1. Log in to your Holidu host portal.
2. Click on the left-side menu and select Tools.
3. From the Tools menu, select Online Check-in.

Select and Configure Your Property

1. You will see a list of your properties. Locate the property you want to connect to the local authority.
2. Click the Configure button next to that property.

Review Property Connection Status

1. A new screen displays all your properties along with their connection status.
2. Click on the specific property you want to connect.

Complete Property Details Form

1. Fill out the form with details about your property, including the country where it is located.

Enter Authority Credentials

1. Scroll down to the section labeled Activate automatic sending to police.
2. Select the correct authority from the dropdown menu based on your property's location.
3. Enter your username, password, and all other required credentials provided by the authority.
4. Critical: Do not use your Holidu login credentials here. Always use the login credentials you received directly from your local authority.

Validate and Save Your Connection

1. Click the Validate button to verify your credentials and connection.
2. Once validation is successful, click Save changes at the bottom of the form.
3. If no error message appears, your property is now successfully connected to the responsible authority.
4. You can close the form and confirm that the connection is active.

Common Setup Errors and Solutions

To avoid errors during setup, ensure the following:

• Use the correct fiscal code: This is your ID number or NIE (if you are not Spanish).
• Enter your complete ID or NIE: Include all leading zeros in your ID or NIE number.
• Use authority credentials only: Enter only the username and password provided by your local authority, never your Holidu login information.

Step 3: How the Online Check-in Feature Works

Once your property is successfully connected to the local authority, the Online Check-in feature operates automatically. Understanding how the system works helps you manage guest data efficiently and ensure compliance with local regulations.

Guest Check-in Process

The guest experience is streamlined and user-friendly. Here is what happens:

1. Guest receives invitation: After booking is confirmed, your guest receives an email or in-app message containing a secure link to the online check-in form.

Guest completes registration: The guest fills out the check-in form with details for all travelers in their party. This includes personal information and document verification (such as a scanned passport or ID). Each person traveling must complete their own registration.

Data submission: Once the form is completed for all travelers, the data is securely submitted and stored in the system.

Automatic reminders: If a guest does not complete the check-in form, the system automatically sends reminders. If the guest still does not comply, you can fill out the data manually on their behalf (see Step 5 for instructions).

Automatic submission to authorities: At 11:00 PM on the day of check-in, all guest data is automatically submitted to the relevant local authority. No further action is required from you.

How to Read the Status in the Bookings Section

In the booking details within your Holidu app or portal, you will see status indicators for each booking. These colored icons tell you the current state of guest data submission. Here are the possible statuses:

Status Description	Visual Indicator	What It Means
Guest data incomplete or in progress		Your guests have started the check-in process but have not yet completed all required fields for every person in their party. The data is incomplete and will not be submitted until all fields are filled.
Guest data complete but not yet transferred		All guest data has been successfully entered and verified. However, the data has not been transferred to the authorities yet because the check-in date is still in the future. Automatic submission will occur at 11:00 PM on the check-in date.
Guest data successfully transferred to authority		Guest data has been successfully submitted to the local authority. Your compliance obligation for this booking is complete. No further action is needed.
Error in data transfer		An error occurred when attempting to transfer guest data to the authorities. This requires your attention. See the troubleshooting section below for steps to resolve this issue.

Troubleshooting Common Issues

If you encounter issues with guest data submission, use this troubleshooting guide:

Problem	Likely Cause	Solution
Data incomplete or missing	Guest has not filled out all required fields in the check-in form	Remind the guest to complete the check-in form. You can share the form link with them again. Additionally, guests automatically receive a reminder email 5 days before check-in. You can also manually fill in the guest information on their behalf using your Holidu portal (see Step 5).
Error in data transfer to authorities	Incorrect credentials, connection issues, or incomplete guest data	First, verify that the credentials you entered in your Holidu account are correct. Ensure you are using the username and password from your local authority, not Holidu credentials. Check that all guest information fields are complete with no missing data. If the error persists after these checks, contact Holidu support for assistance.

Step 4: How to Download the Guest Book

The guest book contains a record of all guest check-ins and registrations for your property. You may need this for your own records or for local authority audits. Here is how to download it:

1. Log in to your Holidu host portal and navigate to Online Check-in Settings.
2. Locate the property for which you want to download the guest book.
3. Click the Details button next to that property.

1. A pop-up window will open displaying guest check-ins for that property. Find the booking you want by searching for the main guest's name.
2. Click on the booking to select it.
3. Click the Download all button to download the guest book data