Online Check-in - How to Connect to SIBA

Portugal's local authorities require accommodation providers to register guest information through the SIBA portal (Sistema de Informação de Boletins de Alojamento). Holidu simplifies this process by automatically collecting guest data and submitting it to SIBA on your behalf. This guide walks you through connecting your property to SIBA via Holidu and managing guest registrations efficiently.

Important Note: Holidu helps with collecting and transferring guest data, but legal compliance remains your responsibility. For full legal information, consult the official SIBA portal at https://siba.ssi.gov.pt.

1. Before You Start - What Are the Prerequisites?

Before activating the guest registration feature with Holidu, ensure you have the following in place:

• A property already registered on the official SIBA portal: https://siba.ssi.gov.pt
• Your SIBA credentials readily available:
  • NIF (VAT number) of the Hotel Unit
  • Establishment Code
  • Authentication Key (typically a 12-digit password)
• Confirmation that your submission method in the SIBA portal is set to "SEF-SIBA web service integration"

If your submission method is set to another option, follow these steps to change it:

1. Log in to your SEF account at https://siba.ssi.gov.pt/s/an/default.aspx
2. Change the submission method to Web Service
3. Update the field "Automatically send info to" to "SEF-SIBA web service integration"

If you cannot make this change yourself, contact SIBA directly to request assistance: https://siba.ssi.gov.pt/contactos

2. How to Configure Guest Online Registration Between Holidu and SIBA

Follow these steps to connect your property to SIBA through Holidu:

1. In your Holidu app, navigate to Tools in the left side menu, then click on Online Check-in.

1. You'll see a list of your properties. Click Configure next to the property you want to connect.

1. Fill in the configuration form with your SIBA information and enable Send data automatically to the responsible authority.

1. Select SEF-SIBA web service integration and enter your credentials:
   • NIF (VAT number)
   • Activation Key (Authentication Key)
   • Establishment Code

1. Click Validate. Once it displays "Completed!", click Save Changes.
2. After saving, you will see confirmation that the connection is active.

3. What Happens After Activation

Once your SIBA connection is active, the following process begins automatically:

• Timing: Future bookings with a check-in date at least 6 days after configuration completion will be associated with a check-in form.
• Guest Notification: An automated form link is sent to guests via email or through their booking platform message.
• Data Collection: The form prompts guests to provide registration details for all occupants, including children.
• Submission: After 11:00 PM on the check-in date, completed data is automatically submitted to the SIBA portal.

4. Guest's Point of View

Understanding the guest experience helps you set expectations and reduce incomplete submissions:

Initial Form Delivery

After booking confirmation, guests receive an email (or platform message) containing a secure link to the registration form. This form must be completed before check-in.

Form Completion Options

Guests can fill out the registration form in two ways:

• Manual Entry: Guests fill in guest details directly
• ID Scanning: Guests scan their identity documents to auto-populate information

Submission and Confirmation

After guests complete and submit the form, they receive a confirmation message:

Reminders and Follow-up

If guests do not complete the form:

• An automatic reminder is sent 5 days before check-in
• If the form remains incomplete by check-in day, you can resend the link or complete it manually
• All data must be submitted by 11:00 PM on the check-in date

5. Form Statuses

Monitor the status of each guest registration form in your booking details. Here are the common statuses you'll encounter:

Understanding Form Status Meanings

Status	Description	Action Required
Pending	Form sent to guest but not yet completed	Resend form link or wait for guest response
In Progress	Guest has started filling out the form	None - guest is actively completing it
Completed	Guest has filled out and submitted all required information	Form will be sent to SIBA after 11:00 PM on check-in date
Submitted to SIBA	Data has been successfully transferred to SIBA portal	None - registration is complete
Incomplete	Form was submitted but missing required information	Contact guest to complete missing fields or fill in manually
Transfer Error	Completed form failed to send to SIBA	Contact Holidu Support and verify SIBA submission method is correct

How to Fix Incomplete Data

• Resend the Form: Contact the guest and ask them to complete the missing information by resending the form link.
• For Transfer Errors:
  1. Contact Holidu Support at host@holidu.com
  2. Confirm that the submission method in SIBA is set to "SEF-SIBA web service integration"
  3. Verify your credentials are entered correctly in Holidu

6. How to Get the Guest Registration Form - Boletim de Alojamento

You can generate and download the official guest registration form (Boletim de alojamento) for manual submissions or record-keeping:

1. Log in to Holidu and go to More > Account > Guest Online Registration.
2. Click Configure, then open Details > Documents.
3. Select Generate Guest Form, choose the date period you need, and click Download.

The downloaded form can be printed, filled manually, or kept as a backup record of guest information.

Frequently Asked Questions

When do guests receive the form?

Guests receive the registration form link immediately after booking confirmation via email or platform message. If the form remains incomplete 5 days before arrival, an automatic reminder is sent. You can also manually resend the link at any time.

What about multi-unit properties?

This feature is currently not available for properties with multiple units (such as properties with separate rented rooms or apartments). Holidu is working to extend this functionality to multi-unit accommodations in the future. Please contact support for updates on your specific property type.

What happens to bookings made before activating SIBA with Holidu but with future check-ins?

The form will only be sent automatically if SIBA configuration was completed at least 6 days before the check-in date. For bookings made before this window, you must manually submit guest data to SIBA through the official portal.

Do I need to register all guests, including minors?

Yes, all guests must be registered, including minors and children. Minors can be registered by their parents or legal guardians using the online form or manually at check-in.

What if guests don't fill out the form?

Guests will receive an automatic reminder 5 days before check-in. If the form is still incomplete by the check-in date, you can resend the link or complete it manually during check-in. All data must be submitted by 11:00 PM on the check-in day for successful transfer to SIBA.

Can I edit the form after submission?

No. Once submitted to SIBA, the data cannot be changed or edited. For any corrections or amendments, contact the SIBA portal directly at https://siba.ssi.gov.pt/. The SIBA support team can assist with data corrections.

Will I receive a notification when a guest completes the form?

No automatic notification is sent. You'll need to check the booking details in your Holidu account to verify that the form has been completed. Regular monitoring of your bookings is recommended to ensure timely submission.

Can I use this configuration for all bookings?

Only bookings made through connected channels on Holidu are supported. Manual bookings or bookings imported via iCal are not supported and must be handled separately. Ensure all bookings are created directly through Holidu or connected OTAs.

What if a guest fills in their data and then cancels the booking?

Guest data will not be sent to SIBA if the booking is cancelled. Data transfers only occur for active, non-cancelled bookings on the check-in date. If a booking is cancelled before 11