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 portal. The feature is built on the local regulatory expertise of Holidu's regional teams, allowing you to stay compliant with local authorities without learning every jurisdiction's requirements from scratch.

1. Register with Your Local Authority

Before activating the Online Check-in feature in Holidu, you must first register your accommodation with the relevant local government authority in your region. Different countries and regions have different registration portals and requirements.

Supported Countries and Regions

Below is a complete list of supported countries and regions with links to their respective government portals and Holidu setup guides:

Region	Authority	Holidu Setup Guide
Spain (except Catalonia and Basque Country)	SES.Hospedajes	How to connect to SES.Hospedajes
Catalonia, Spain	Mossos d'Esquadra	Connect to Mossos d'Esquadra
Basque Country, Spain	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 and Statistical Reporting in Italy

After registering with your local authority, you will receive credentials such as a username, password, and sometimes a renter or accommodation code. You will enter these credentials in your Holidu account to complete the connection setup.

2. Connect Your Property to the Authority Using the Online Check-in Feature

Follow these step-by-step instructions to connect your property to the relevant authority:

Step 1: Access the Online Check-in Tool

From your Holidu app, go to the left side menu, click on "Tools", and select "Online Check-in".

Step 2: Select Your Property

You will see a list of your properties. Click on the "Configure" button next to the property you want to connect to the police or authority.

Step 3: View Connection Status

A screen will display the list of your properties, including the connection status for each one. Click on the specific property you want to connect.

Step 4: Complete the Property Details Form

Complete the form with the details of the country where the property is located.

Step 5: Activate Automatic Sending

Scroll down and click on "Activate automatic sending to police". Select the correct authority from the dropdown menu, then enter your username, password, and all other required credentials. Important: Use the login credentials you received from your local authority, not your Holidu account credentials.

Step 6: Validate Your Credentials

Click on "Validate" to confirm that your credentials are correct and your connection is working properly.

Step 7: Save Your Changes

Once successfully activated, click on "Save changes" at the end of the form. If no error message appears, your property is now connected to the responsible authority.

Important Tips to Avoid Connection Errors

• Use the correct host fiscal code. This is either your ID number or your NIE if you are not Spanish.
• Enter your full ID or NIE number, including all leading zeros.
• Use the login credentials you received from your local authority, not your Holidu login credentials.
• Double-check that you have selected the correct authority for your region.

You can now close the form and verify that the connection is active and working.

3. How the Online Check-in Feature Works

Once setup is complete, the Online Check-in system works automatically to collect guest information and submit it to the relevant authorities on your behalf.

The Guest Check-in Process

Here is what your guests experience during the check-in process:

1. After booking, your guest receives an email or message containing a secure link to the online check-in form.
2. The guest fills out details for all travelers in their party, including document scanning (such as passport or ID). This information must be completed for every person traveling with them.
3. Once the guest submits the form, the data is securely stored in the Holidu system.
4. If a guest does not complete the form, automatic reminder emails are sent. If they still do not comply, you can manually fill out the data on their behalf.
5. At 11:00 PM on the day of check-in, the guest data is automatically submitted to the relevant local authority.

Understanding Check-in Status in the Bookings Section

In the booking details section of your Holidu app, you can see the status of each booking's check-in process. The status indicates where the guest data is in the submission process:

Status	Meaning	Recommended Action
Started, but missing data	Your guests have started the check-in process but have not completed it for all travelers. The status will show as incomplete until every person's information is fully entered.	Verify with guests and prompt them to complete the check-in if necessary.
Guest data complete but not yet transferred	All guest data has been collected but has not yet been submitted to the authority. This typically occurs when the check-in date is in the future.	Wait until the check-in date, or manually submit the data if allowed and necessary.
Guest data successfully transferred to the authority	The guest information has been successfully transmitted to the local authority. The data submission is complete.	No action needed. Your compliance requirement is fulfilled.
Error in reporting the data	An error occurred while attempting to transfer the guest data to the authority. The submission failed.	Review the error message, check that your authority credentials are correct, and attempt to resend the data. Contact Holidu support if the issue persists.

Troubleshooting Common Issues

If you encounter problems with the Online Check-in feature, here are the most common issues and how to resolve them:

Issue	Solution
Guest data is incomplete or missing	Remind your guests to complete the check-in form. Five days before the check-in date, guests will automatically receive a reminder email with a link to complete the check-in form. You can also manually fill in the form through the booking details view if the guest does not respond.
Error occurs during data transfer to authorities	Verify that the credentials you entered in your Holidu account are correct. Check that you are using your authority login credentials and not your Holidu account credentials. If the error continues, contact Holidu support for assistance.
Connection to authority fails during validation	Double-check that you have registered with the correct local authority for your region. Verify that your fiscal code, ID number, or NIE is entered correctly, including all leading zeros. Make sure you have entered the correct credentials provided by the authority.

4. How to Download the Guest Book

You can download a guest book containing all submitted check-in information for your records or authority inspection:

1. Go to the Online Check-in feature in your Holidu host portal.
2. Next to the property for which you want to download the guest book, click on "Details".
3. In the pop-up window that opens, find the booking associated with the main guest name, click on it, and then click "Download all" to download the complete guest book as a file.

The downloaded guest book contains all guest information that was submitted through the Online Check-in feature and can be kept as a record or provided to authorities if requested.

5. How to Manually Fill Out Guest Data

If a guest does not complete the online check-in form or if you need to update guest information, you can manually enter the data through your Holidu host account:

1. Go to the Online Check-in section in your Holidu host portal.
2. Click on the "Bookings" tab to see all your current and upcoming reservations.
3. You will see a list of bookings, each identified by the name of the main guest. A column displays the status of the data and its transfer to authorities.
4. Click on "Status info" if you need to review the meaning of each status icon and color.
5. Click on the name of the guest to open the "Guest details" page, where you can manually enter or update their information for all travelers in the booking.
6. Fill in all required fields, including guest names, document information, and any other data requested by your local authority.
7. Save the changes once all information is complete.

After you manually fill in guest data, you can submit it to the authorities using the manual submission process described in section 7 below.

6. Understanding Basic Status Colors

The Online Check-in feature uses color-coded status indicators to help you quickly understand the current state of each guest check-in. Familiarize yourself with these status colors:

Status	Color	Meaning	Recommended Action
All Guests Registered	Blue	The guest has entered all required information, and the data is ready for submission to authorities.	No action needed. Verify details if local regulations require review before submission.
Guest Check-in Pending	Gray	The guest has not yet completed all required fields in the check-in form. The submission is pending.	Contact the guest to complete missing details and finish the check-in process.
Police Submission Successful	Blue	The guest data has been successfully transmitted to the local authorities. The submission is complete and confirmed.	Proceed with standard pre-arrival communication with your guest.
Police Submission Failed	Red	An error occurred during the data submission to authorities. The data was not successfully transferred.	Check that guest data is complete and valid. Verify that your authority connection credentials are correct. Escalate to Holidu support if the issue continues.

Important note: If data transfer failed because the connection to the authorities was not set up correctly, you must first fix the connection by re-entering and validating your authority credentials. Ensure that all guest information is complete with no missing fields. Then use the manual resend option described in section 7 to retry the data submission.

7. How to Manually Attempt to Send Data to the Authorities

If the automatic data submission failed or if you need to resubmit guest data to authorities,