Please note: The Online Check-in feature is currently in expansion. It may not yet be available in all countries. If you cannot find your local authority in the configuration options, this feature is not yet available for your region. We are continuously working to expand this service.

What is the Online Check-in feature?

The Online Check-in feature is a built-in tool in your Holidu account that automates guest registration with local authorities. After a booking is confirmed, your guests receive a secure online form where they can provide the required personal and travel information. Once completed, this data is automatically transferred to the relevant government authority in your region, eliminating the need for manual data entry into government systems.

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 result in 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 delivers several key advantages:

• Legal compliance with minimal effort on your part
• Automatic guest data transfer to the correct authority
• Digital guestbook you can download anytime for inspections
• Built-in reminders and automated guest communication
• Completely free of charge for all 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 in your region. We currently support Spain, Portugal, Germany, and Italy. If you cannot find your authority in the configuration options, this feature is not yet available for your location.

Supported Authorities by Region

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

Once you have registered with your local authority and obtained your credentials, follow this guide to set up the Online Check-in feature in your Holidu account.

How does it work for the guests?

Once you have configured the Online Check-in feature, here is what your guests will experience:

1. After booking confirmation, your guest receives an email or message with a secure link to the online check-in form.
2. The guest completes the form with personal details for all travelers, including document information (passport or ID). This process must be repeated for each person in the group.
3. The completed data is securely submitted and stored in the system.
4. If a guest does not complete the form, automatic reminders are sent to them. You also have the option to fill out the data on their behalf if needed.
5. At 11:00 PM on the check-in day, all guest data is automatically submitted to the relevant local authority.

How to download the guest book?

You can access and download your digital guestbook at any time by following these steps:

1. Navigate to your Online Check-in feature page.
2. Find the property you wish to download the guestbook for.
3. Click on the "Details" button next to the property name.
4. From there, you can view, download, or export your guestbook record.

Frequently Asked Questions

Why does Holidu offer this feature?

Local law requires hosts to register all guests with local authorities. This tool automates the entire process, supports your legal compliance, and saves you significant time and effort.

Which authorities can I connect to?

The available authorities depend on your property's region. You can connect to the specific authority that serves your country and region. Currently supported authorities include SES.Hospedajes, Mossos d'Esquadra, Ertzaintza, SIBA, AVS, and Alloggiati Web.

Is registration with the authorities mandatory?

Yes. Registration with local authorities is a legal requirement in most regions where this feature is available.

Can I use this feature for all types of bookings?

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

Can I send guest data from previous bookings?

No. The online check-in form is only triggered for future bookings made after you enable the feature. Bookings completed before you activated the police connection are not covered automatically. You will need to register guests from those bookings manually in your authority's portal.

What guest data is collected and sent?

The system collects personal details including name, date of birth, nationality, and ID type/number. From the host perspective, only minimal required data is visible—specifically name and age. The full dataset is sent securely to the authorities according to their requirements.

Will I have access to the guest data?

You will see the guests' names and ages in your guestbook, which is the required information for your records. Additional information such as ID numbers is not displayed to you but is transmitted securely to the authorities.

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

If a guest cancels their booking after providing check-in information, that data will not be sent to the authorities.

Will I receive a notification when guests provide their data?

You will not receive automatic notifications when guests submit their information. However, you can view the submission status for each booking in your property details to see whether guests have completed their check-in form.

Do children need to be registered?

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

What happens if guests don't complete the form?

Guests will receive an automatic reminder email 5 days before their arrival. If the form remains incomplete, you have two options: manually fill out the form in the presence of the guest during check-in, or resend the link to them. The data must be submitted before 23:00 on the check-in day to benefit from the automated authority connection.

Can I fill out the form for my guests?

Yes. You can complete the form directly from the booking details screen in your Holidu account. You can scan their ID or enter data manually during check-in if the guest has not already submitted it.

Can I modify data after submission?

No. Once guest data has been sent to the authority, it cannot be edited within Holidu. If there is an error in the submitted data, contact Holidu support or re-enter the data manually in your authority's portal directly.

When is the data sent to the authority?

Guest data is automatically sent to the relevant authority at 23:00 (11:00 PM) on the check-in day. You are responsible for ensuring all required data is complete before this time.

Do collaborators have access to this feature?

No. Only primary account holders with editor rights can configure and manage authority connections. Collaborators can view the check-in form in booking details but cannot activate or manage the feature settings.

What happens if my authority credentials change or expire?

You will need to manually update your credentials in your Holidu account if they change. Expired credentials may cause data transfer to fail. Always verify your connection status in the Account section of your dashboard.

Is the guestbook legally required?

Yes. The guestbook serves as your digital log for police inspections and must be retained for 3 years according to local regulations (such as Spain's Real Decreto 933/2021).

Does this work for multi-unit properties?

Yes. The configuration process works the same way for multi-unit hosts. You will be able to configure the Online Check-in feature for each unit separately.