Learn how to connect SIBA (Sistema de Informação de Boletins de Alojamento) to Holidu and streamline your guest registration process in compliance with Portuguese local regulations. This comprehensive guide walks you through every step of the integration.
Before You Start - What are the Prerequisites?
Before activating the guest registration feature with Holidu, ensure you have completed the following requirements:
- A property already registered on the official SIBA portal at https://siba.ssi.gov.pt
- Your SIBA credentials readily available, including:
- NIF (VAT number) of the Hotel Unit
- Establishment Code
- Authentication Key (typically a 12-digit password)
- The bulletin submission method in your SIBA portal configured to "SEF-SIBA web service integration"
If your submission method is not set to Web Service, follow these steps:
- Log in to your SEF account at https://siba.ssi.gov.pt/s/an/default.aspx
- Change the submission method to Web Service
- Update the field "Automatically send info to" to "SEF-SIBA web service integration" in your Holidu settings
If you cannot make these changes yourself, contact SIBA directly for assistance: https://siba.ssi.gov.pt/contactos
How to Configure Guest Online Registration Between Holidu and SIBA
Follow these step-by-step instructions to connect SIBA to your Holidu account:
Step 1: Access Online Check-in Tools
Open your Holidu app and navigate to "Tools" in the left side menu, then click on "Online Check-in".
Step 2: Select Your Property
You will see a list of your properties. Click the "Configure" button next to the property you want to connect to SIBA.
Step 3: Fill in Your SIBA Information
Complete the configuration form with your SIBA portal credentials. Enable the option "Send data automatically to the responsible authority".
Step 4: Enter Integration Details
Select "SEF-SIBA web service integration" as your integration method, then enter the following information:
- NIF (VAT number)
- Activation Key (Authentication Key)
- Establishment Code (Hotel number)
Step 5: Validate and Save
Click the "Validate" button to verify your credentials. Once the system shows "Completed!", click "Save Changes" to finalize the connection.
Step 6: Confirm Active Connection
After saving, you will see confirmation that your connection is now active.
What Happens After Activation
Once you have successfully activated the SIBA integration, the following process begins:
- Only future bookings are affected by the integration. Future bookings are defined as those with a check-in date at least 6 days after you complete the configuration.
- Each qualifying booking is automatically associated with a guest check-in registration form.
- The form is sent to your guests via email or through platform messages, depending on where they made their booking.
Guest's Point of View
Understanding the guest experience ensures smooth form completion and timely data submission. Here is what guests see and do:
Form Delivery and Access
After completing their booking, guests automatically receive an email or platform message containing a link to the guest registration form. They can access this link at any time before their check-in date.
Form Completion Options
Guests have two convenient options to complete the form:
- Manual entry: Type in the information for all guests, including children.
- ID scanning: Use their smartphone camera to scan identity documents, which automatically populates the form fields.
Form Submission and Confirmation
Once all guest details are entered, guests submit the form and receive a confirmation message.
Automatic Reminders and Manual Collection
If guests do not complete the form, the system sends automatic reminders:
- 5 days before check-in: First reminder is sent to incomplete forms.
- Check-in day: If still incomplete, you can use the same form link to collect information manually during guest arrival.
- 11:00 PM on check-in day: All completed data is automatically transmitted to the SIBA portal.
Form Statuses
When viewing your bookings in the Holidu app, you will see various form status indicators that show the progress of guest registration. Understanding these statuses helps you manage data collection effectively.
Common Form Statuses
| Status | Description | Action Required |
|---|---|---|
| Pending | Form has been sent to the guest but not yet completed | Wait for guest to complete or send reminder |
| Completed | Guest has filled out and submitted all required information | No action needed; data will be sent on check-in day |
| Transferred | Data has been successfully submitted to the SIBA portal | No action needed |
| Transfer Error | The form was completed but encountered an error during transmission to SIBA | Contact Holidu Support or verify SIBA submission method settings |
| Incomplete | Check-in date has passed without form completion | Manually collect guest information using the form link |
How to Fix Incomplete or Error Data
If you encounter incomplete forms or transfer errors, follow these steps:
- For incomplete forms: Resend the form link to the guest as a reminder. You can do this directly from the booking details.
- For transfer errors:
- Contact Holidu Support at host@holidu.com
- Verify that your submission method in SIBA is correctly set to "SEF-SIBA web service integration"
- Confirm that your credentials are still valid and active
How to Get the Guest Registration Form - Boletim de Alojamento
You can manually access and download guest registration forms for any period. This is useful for record-keeping, offline backup, or manual submissions if needed.
Step 1: Access Account Settings
Log in to Holidu and go to More → Account → Guest Online Registration.
Step 2: Open Configuration Details
Click "Configure," then navigate to Details → Documents.
Step 3: Generate and Download
Click "Generate Guest Form," select the date period you need, and click "Download" to save the form to your device.
Frequently Asked Questions
When do guests receive the form?
Guests receive the check-in form link immediately after they complete their booking. If the form remains incomplete 5 days before their check-in date, an automatic reminder is sent to encourage completion.
What about multi-unit properties?
The online guest registration feature is not yet available for properties with multiple units, such as buildings with separate rented rooms. Holidu is actively working to extend this functionality to multi-unit properties. Contact support for updates on availability for your property type.
What happens to bookings made before activating SIBA with Holidu but with future check-ins?
The form is sent automatically only if SIBA configuration was completed at least 6 days before the guest's check-in date. For earlier bookings that do not meet this 6-day window, you must manually submit guest data to the SIBA portal yourself.
Do I need to register all guests, including minors?
Yes, all guests must be registered in accordance with Portuguese regulations. Minors can be registered by their parents or legal guardians using the same form. Include all guests staying at your property, even if only for part of the stay.
What if guests do not fill out the form?
An automatic reminder is sent 5 days before the check-in date. If the form remains incomplete, you have the option to fill it out yourself during check-in using the same link. Ensure all data is completed before 11:00 PM on the check-in day so it can be transmitted to SIBA.
Can I edit the form after submission?
No. Once data has been submitted to SIBA, it cannot be modified through the Holidu integration. If corrections are needed, contact the SIBA portal directly at https://siba.ssi.gov.pt/ to request an amendment.
Will I receive a notification when a guest completes the form?
No automatic notifications are sent when guests complete the form. You can check the form status at any time by viewing the booking details in your Holidu app.
Can I use this configuration for all bookings?
The online guest registration feature only applies to bookings made through channels connected to Holidu (such as Airbnb or other integrated platforms). Manual bookings entered directly into Holidu and bookings imported via iCal are not supported by this feature.
What if a guest fills in their data and then cancels?
If a booking is cancelled, the guest data will not be transmitted to SIBA. Data transfers only occur for active bookings on the check-in day. Cancelled reservations do not result in data submission.
Do secondary accounts have access to this feature?
No. Only the main account holder can configure and activate the SIBA integration feature. Collaborators and team members can view the form status in booking details but cannot manage or activate the feature themselves.
When is guest data transferred to the SIBA portal?
Guest data is automatically transferred to the SIBA portal after 11:00 PM on the check-in date. Ensure all guest information is complete and submitted before this time for successful transfer.
What should I do if I have issues activating the SIBA connection with Holidu?
If you encounter any problems during setup or activation, contact Holidu's support team at host@holidu.com. Provide details about the error or issue you are experiencing, and our team will assist you in resolving it.
Important Legal Responsibility Notice
The Holidu guest registration feature provides a convenient solution for collecting and subm
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