⚠️ Important Notice: The Online Check-in feature is currently in expansion. It may not be available in all countries yet. If you cannot find your local authority in the configuration settings, this feature is not yet available for your property's location. We are continuously working to expand to new regions.

FAQs - Guest Check-in Feature

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 to your local authorities on your behalf. After booking confirmation, your guests receive a secure online form where they can provide their personal details, including document information. Once completed, Holidu automatically transfers this data to the relevant government authority at 11:00 PM on the check-in day.

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 streamlines your compliance process with multiple advantages:

• Legal compliance with minimal effort – No more manual data entry into government portals
• Automatic guest data transfer – Data is securely sent to the correct authority at the right time
• Digital guestbook – Download and access your guest records anytime for inspections
• Built-in reminders – Automated guest communication ensures data is submitted on time
• Free of charge – This service is included for all Holidu hosts at no additional cost
• Secure data handling – Privacy-compliant management of sensitive guest information

How to Set It Up

Before activating the Online Check-in feature in your Holidu account, you must register your accommodation with the relevant local authority. Currently, we support Spain, Portugal, and Germany, with Italy coming soon. Check the table below to find your region's authority and access setup instructions.

Region	Authority	Setup Guidelines
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

Once you have your credentials from the relevant authority, follow this article to set up your Online Check-in Feature.

What to Do If Your Connection Stops Working

If your connection to the authority's system fails, check the following:

• Verify that your authority credentials are correct and up-to-date
• Confirm that your password or authentication token hasn't expired
• Check your connection status in the Account section of your Holidu dashboard
• If credentials have changed, manually update them in your Holidu settings
• Contact Holidu support if you continue to experience connection issues

How to Connect Ricestat to Your Chekin.io Account

If you use Ricestat and Chekin.io integrations alongside the Online Check-in feature, ensure your integrations are properly configured in your Holidu account settings. For detailed integration instructions, please refer to your account's integration section or contact Holidu support for assistance.

Troubleshooting: Incorrect Credentials for Ricestat

If you receive an error regarding Ricestat credentials:

• Verify your Ricestat login credentials are correct
• Ensure your Ricestat account is active and in good standing
• Re-authenticate your Ricestat connection in the integrations settings
• Clear your browser cache and try again
• If the problem persists, contact Holidu support with your Ricestat account details for troubleshooting

How Does It Work for the Guests?

Once your Online Check-in feature is set up, here is what your guests will experience:

1. Guest receives invitation: After booking confirmation, your guest receives an email or message with a secure link to the online check-in form
2. Guest completes form: The guest fills out personal details for all travelers, including document information (passport or ID scans). This must be completed for each person traveling
3. Data submission: Once submitted, the guest data is securely stored in the system
4. Automatic reminders: If a guest doesn't complete the form, automated reminders are sent 5 days before arrival
5. Manual fallback option: If guests still don't comply, you can fill out the data on their behalf directly from the booking details
6. Automatic transfer: At 11:00 PM on the check-in day, all completed guest data is automatically submitted to the relevant authority

How to Download the Guest Book?

Follow these steps to download your digital guest book:

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

Your guest book will display all registered guests for that property. You can then save or print this information for your records or for 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 and effort compared to manual registration.

Which authorities can I connect to?

It depends on your region. Refer to the table in the setup section above. We currently support authorities in Spain, Portugal, and Germany, with Italy coming soon.

Is registration with the authorities mandatory?

Yes. Registration is a legal requirement in the countries where this feature is available. Failing to comply can result in penalties or fines.

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 by the Online Check-in feature.

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 will need to register those guests 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 you as the host (name and age). Full data is sent securely to authorities according to legal requirements.

Will I have access to the guest data?

We only display the guests' names and ages in your guestbook, which is the required information for compliance purposes. We do not show additional sensitive information such as ID numbers or document details.

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

If a guest cancels their booking after providing personal information, the data will not be sent to the authorities.

Will I receive a notification when guests provide their data?

We do not send notifications when guests complete the form. However, you can check the booking details at any time to see 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 to the child must be recorded.

What happens if guests don't complete the form?

Guests will receive an automatic reminder 5 days before arrival. If the form remains incomplete, you have two options:

• Manually fill out the form in the presence of the guest during check-in
• Resend the form link to the guest

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

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 the check-in process.

Can I modify data after submission?

No. Once data has been sent to the authority, it cannot be edited through Holidu. If there is an error, you will need to contact Holidu support or re-enter the data manually on your authority's portal.

When is the data sent to the authority?

Data is automatically sent at 23:00 (11:00 PM) on the check-in day. Hosts are responsible for ensuring all guest data is complete before this time.

Do collaborators have access to this feature?

No. Only primary accounts with editor rights can configure and manage the police connection. Collaborators can view the check-in form in booking details but cannot activate or manage the feature.

What happens if my authority credentials change or expire?

You will need to manually update your credentials in Holidu. Expired passwords or tokens may cause data transfer failures. Always verify your connection status in the Account section of your dashboard.

Is the guestbook legally required?

Yes. The digital guestbook acts as your official log for police checks and must be retained for 3 years, as specified in Real Decreto 933/2021 (Spain) and equivalent regulations in other countries.

Does this work for multi-unit properties?

Yes. The configuration process works the same way for multi-unit properties, allowing you to set up and manage each unit separately with its own police connection and guest records.