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

What is the Online Check-in Feature?

The Online Check-in feature (also called Advanced Check-in) is an automated system that helps you collect and submit guest information to local authorities as required by law. Instead of manually entering data into government portals, Holidu handles the entire process by sending your guests a secure online form to complete. Once they provide their information, Holidu automatically transfers the data to the relevant authority on your behalf.

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 automates guest registration, offering you 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 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. Below is a table showing which authority to connect to based on your region:

Region	Authority	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

Once you have obtained your credentials from your local 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 stops working, this is often due to expired or changed credentials. Check your authority account to ensure your password and login details are still valid. If credentials have changed, you'll need to manually update them in your Holidu account in the Check-in configuration settings. If the issue persists, contact Holidu support for assistance. Always verify your connection status in the Account section of your Holidu dashboard.

How to Connect Ricestat to Your Chekin.io Account

If you are using Ricestat or Chekin.io integration alongside the Online Check-in feature, ensure that both systems have the correct credentials configured. Check that your property details match in both platforms and that there are no conflicting settings. For detailed guidance on integrating these platforms with Holidu, please contact Holidu support.

Troubleshooting: Incorrect Credentials for Ricestat

If you receive an error message indicating incorrect credentials when trying to connect Ricestat, verify the following:

• Your username and password are correct and match what is registered with Ricestat
• Your account has not been locked due to multiple failed login attempts
• Your credentials have not expired or been changed recently
• You are entering credentials for the correct authority system

If problems continue, reset your password through the Ricestat portal and update your credentials in Holidu. If you need further assistance, contact Holidu support with your property details.

How Does It Work for Guests?

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

Step 1: Guest Receives Check-in Link

After booking, your guest receives an email or message with a secure link to the online check-in form. This communication is sent automatically.

Step 2: Guest Completes the Form

The guest navigates to the form and enters required details for all travelers, including document information. They will need to scan or photograph their passport or ID for verification. This process must be repeated for each traveler in the booking.

Step 3: Data Submission

Once the form is completed, the data is submitted securely and stored in the system.

Step 4: Automatic Reminders

If a guest does not complete the form, automatic reminders are sent. If they still do not comply, you have the option to fill out the data on their behalf or manually enter information during check-in.

Step 5: Automatic Transfer to Authority

At 11:00 PM on the day of check-in, all guest data is automatically submitted to the relevant local authority. Ensure all information is complete before this deadline.

How to Download the Guest Book

Follow these steps to download your digital guestbook:

Step 1: Access the Online Check-in Feature

Log in to your Holidu host account and navigate to the Online Check-in feature section.

Step 2: Select Your Property

Find the property for which you want to download the guestbook.

Step 3: Click on Details

Next to the property name, click on the "Details" button to view all registered guests and check-in records.

Step 4: Download Your Guestbook

From the details view, you can download or print your guestbook as needed. The guestbook contains the names and ages of all registered guests and serves as your digital log for police checks and regulatory compliance.

Frequently Asked Questions

Why does Holidu offer this feature?

Local law in many countries requires hosts to register all guests with local authorities. This tool automates the process, supports legal compliance, and saves you significant time and effort compared to manual registration.

Which authorities can I connect to?

The authorities available depend on your region. You can connect to SES.Hospedajes (Spain), Mossos d'Esquadra (Catalonia), Ertzaintza (Basque Country), SIBA (Portugal), AVS (Germany), and Alloggiati Web (Italy). If you cannot find your authority in the configuration options, the feature is not yet available for your location.

Is registration with the authorities mandatory?

Yes. Guest registration with local authorities is a legal requirement in most supported countries. Failure to comply can result in fines or penalties.

Can I use this feature for all types of bookings?

Only bookings created through channels supported by Holidu are eligible for the Online Check-in feature. 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 made after you enable the police connection. Bookings made before enabling the feature 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. As the host, you only have access to the guest's name and age, which is the required information for the guestbook. The full data is sent securely to the authorities.

Will I have access to the guest data?

You will only see the guest's name and age, which is the required information for your guestbook. Additional information such as ID numbers is not visible 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 their information, the data will not be sent to the authorities.

Will I receive a notification when guests provide their data?

We do not send automatic notifications. However, you can view your bookings and see whether guests have provided their data for each reservation by checking the Online Check-in section.

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 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 check-in link to them. Data must be submitted before 11:00 PM on the check-in day to benefit from the automated connection to the authorities.

Can I fill out the form for my guests?

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

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, contact Holidu support or re-enter the corrected data manually on your authority's portal directly.

When is the data sent to the authority?

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

Do collaborators have access to this feature?

No. Only primary account holders with editor rights can configure and activate the Online Check-in connections. However, 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 if they change or expire. Expired passwords may cause a failed data transfer. Always verify your connection status in the Account section of your Holidu dashboard.

Is the guestbook legally required?

Yes. The guestbook acts as your digital log for police checks and regulatory inspections. You must retain your guestbook for at least 3 years, as per local regulations such as Spain's Real Decreto 933/2021.

Does this work for multi-unit properties?

Yes. Multi-unit hosts can configure the Online Check-in feature for each unit separately. The configuration process is the same as for single properties.