⚠️ Please note: The Guest Check-in feature is currently in expansion and is not yet available in all countries. If you cannot find your local authority in the configuration settings, it means the feature is not yet available for your property's location. We are continuously working to expand this feature to more regions.

What is the Guest Check-in Feature?

The Guest Check-in feature is an automated system that helps you comply with local guest registration requirements. Instead of manually submitting guest information to authorities, Holidu securely collects guest data through an online form and transfers it automatically to the relevant government body. This saves you time, reduces paperwork, and ensures you stay compliant with local laws.

How It Helps You

• Automatic compliance: Guest data is submitted to authorities without manual effort
• Legal protection: Helps you meet mandatory registration requirements and avoid fines
• Digital guestbook: Download a complete record for inspections anytime
• Guest reminders: Automatic messages prompt guests to complete their information
• 100% free: No additional charges for Holidu hosts
• Secure handling: All sensitive data is encrypted and privacy-compliant

Before You Start: Register with Your Local Authority

Depending on your country and local regulations, you must obtain official credentials from your local authority before connecting to Holidu. This typically includes a username, password, and sometimes additional codes (such as an accommodation code or renter code).

Important: These are not your Holidu login credentials. They are credentials provided directly by your local government authority.

Quick Links by Location

Location	Authority	Setup Guide
Spain (General)	SES.Hospedajes	How to Connect to SES.Hospedajes
Catalonia	Mossos d'Esquadra	How to Connect to Mossos d'Esquadra
Basque Country	Ertzaintza	How to Connect to Ertzaintza
Portugal	SIBA	SIBA & Holidu FAQs
Italy	Local Authority	Guest Check-in in Italy
Germany	AVS Germany	How to Connect to AVS Germany

How the Feature Works

For Your Guests

Once you've activated the feature, your guests receive a secure online check-in link via email (or booking message) shortly after their reservation is confirmed.

Guest process:

1. Guest clicks the check-in link
2. Guest enters their personal details (name, date of birth, nationality, ID type and number)
3. Guest can manually fill the form or upload an identification document for automatic field population
4. Process is repeated for all travelers in the group
5. Guest submits the completed form securely
6. Data is automatically sent to the authority at 11:00 PM on the check-in day

If a guest doesn't complete the form, they'll receive automatic reminders. You can also manually fill out the form on their behalf through your booking details.

For You as a Host

You can monitor the status of guest check-ins directly in your Holidu account. Each booking displays one of the following statuses:

• Started, but incomplete: Guest has begun the process but hasn't finished for all travelers
• Complete, not yet transferred: Guest data is ready, but transfer hasn't occurred yet (check-in date is in the future)
• Successfully transferred: Data has been sent to the authority—your obligation is complete
• Error in reporting: An issue occurred during transmission. Check the message and follow troubleshooting steps

Download Your Digital Guestbook

At any time, you can download a complete record of all guest check-ins for inspections or record-keeping:

1. Log into your Holidu account
2. Go to Account settings and find "Online Guest Registration"
3. Click "Details" next to your property
4. Select the "Documents" tab
5. Click "Generate Guestbook" and follow the instructions

Key Points to Remember

• Credentials matter: Use your authority credentials, not your Holidu password
• Deadline: Guest data must be complete by 11:00 PM on check-in day for automatic submission
• All guests required: Every traveler must be registered, regardless of age
• Future bookings only: The system only works for new reservations, not past stays
• Booking channels: Only bookings created through Holidu-connected channels are eligible (manual bookings and iCal imports are not supported)
• Data security: Only guest names and ages are visible to you; full details are encrypted and sent securely to authorities
• No editing after submission: Once data is sent to authorities, it cannot be modified in Holidu

Troubleshooting Common Issues

Guest Data Incomplete or Missing

What to do: Remind your guest to complete the form or manually fill it in through the booking details. Guests receive automatic reminders 5 days before arrival.

Error in Data Transfer

What to do: Verify that you entered the correct credentials from your local authority (not your Holidu login). Check that your ID or tax code includes all characters and zeros. If the issue persists, contact Holidu support.

Can't Find Your Authority in the Configuration

What to do: This means the feature isn't yet available for your location. We're continuously expanding to new countries and regions. Check back soon, or contact our support team for updates.

Frequently Asked Questions

Why is this feature required?

Many countries legally require hosts to register all guests with local authorities for security, traceability, and legal compliance. Non-compliance can result in fines or penalties.

Is guest data visible to me?

You only see guest names and ages in Holidu. Full details (ID numbers, etc.) are encrypted and sent directly to authorities—you cannot access them.

What happens if a guest cancels after providing their data?

If a reservation is canceled, guest data is not transmitted to authorities.

Can children be exempt from registration?

No, all guests must be registered regardless of age. In some countries, minors under a certain age may not need to provide ID, but their details must still be recorded.

When exactly is data sent to authorities?

Automatically at 11:00 PM (23:00) on the check-in day. Ensure all guest information is complete by this time.

Can I submit data for previous reservations?

No, the online form only triggers for future bookings. Past stays must be registered manually through your authority's portal.

What if my authority credentials expire?

Update your credentials in Holidu immediately. Expired passwords may cause data transfer failures. Check your connection status regularly.

Who can access this feature in my account?

Only the primary account holder (with editor rights) can configure the feature. Collaborators can view the check-in form but cannot activate or modify settings.

Is the digital guestbook legally required?

Yes, it serves as your official record for police inspections and must be retained according to local regulations (typically 3 years).

Can I fill out the form for my guests?

Yes, you can manually enter guest information or fill the form on their behalf through the booking details, or resend the link for them to complete.

Need Help?

If you have questions specific to your country or need assistance setting up the feature, visit the country-specific guide using the links above or contact our support team. We're here to help ensure your registration process is smooth and compliant.