Please note: The Online Guest Check-in feature is currently in expansion. Depending on your property location, this feature may not be available in your country yet. If you cannot find your local authority in the configuration options, it means the feature is not yet supported in your region. We are continuously working to expand availability 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 guest data into government portals, Holidu handles the entire process for you. After your guests book with you, they receive a secure online form where they can provide their personal details and document information. Once completed, their data is automatically transferred to the relevant local authority at the required time.

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 Automatic Transfer?

The Online Check-in feature transforms guest registration from a time-consuming manual task into an automated process. Here are your key benefits:

• 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 guest communication
• Free of charge for all 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, and we are continuously working to expand to additional countries.

Supported Countries and Authorities

Region	Authority	Setup Guide
Spain (except Catalonia and 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 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 system fails, the most common reason is that your credentials have expired or changed. Here's what to do:

• Verify that your authority credentials are still valid and have not expired
• Log into your authority's portal directly to confirm your password and username are correct
• If your credentials have changed, update them immediately in the Holidu Account section under Online Check-in settings
• Check the connection status in your Holidu Account to see if there are any error messages
• If the issue persists, contact Holidu support with your property details so we can investigate further

Troubleshooting: Incorrect Credentials

If you receive an error message about incorrect credentials when attempting to connect or submit guest data, follow these steps:

• Double-check that you have entered your authority credentials exactly as required (spelling, case sensitivity, spaces)
• Verify your credentials are correct by logging directly into your authority's portal
• Ensure your authority account is active and has not been suspended or deactivated
• If you have recently changed your password with the authority, update it in Holidu as well
• Clear any cached credentials in your browser and try again
• If the error continues, contact Holidu support or your local authority for account verification assistance

How to Connect Ricestat to Your Chekin.io Account

If you are using Ricestat as your property management system and need to connect it to your Chekin.io account for guest check-in purposes, please refer to the specific integration guides provided by Ricestat and Chekin.io. Holidu's Online Check-in feature works independently but can be used alongside other property management tools. For detailed instructions on third-party integrations, contact your property management platform's support team or consult their documentation.

How Does It Work for Guests?

Once the Online Check-in feature is set up on your Holidu account, here's what your guests will experience:

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 personal details for all travelers, including document information (passport or ID). This must be completed for every person traveling with them
3. The guest scans or uploads required documents as specified by your local authority
4. Once submitted, the data is securely stored in the system
5. If a guest does not complete the form, they automatically receive reminder messages. If they still do not comply before check-in, you have the option to fill out the data on their behalf during check-in

At 11:00 PM on the day of check-in, all completed guest data is automatically submitted to the relevant authority. Guests do not need to do anything further once they have submitted their information.

How to Download the Guest Book

Your digital guestbook contains records of all guests who have checked in and is essential for compliance and inspections. Here's how to access and download it:

1. Log into your Holidu host account and navigate to the Online Check-in feature section
2. Locate the property for which you want to download the guestbook
3. Click on "Details" next to the property name

From this view, you can see all guest information submitted for each booking and download your guestbook records as needed for inspections or record-keeping purposes.

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 by eliminating manual data entry into government portals.

Which authorities can I connect to?

The available authorities depend on your property's location. Currently, we support authorities in Spain (SES.Hospedajes, Mossos d'Esquadra, and Ertzaintza), Portugal (SIBA), Germany (AVS), and Italy (Alloggiati Web). If you cannot find your authority listed in the configuration, the feature is not yet available in your region, but we are working to expand coverage.

Is registration with the authorities mandatory?

Yes. In supported countries, registering guests with local authorities is a legal requirement. The Online Check-in feature helps you meet this obligation automatically.

Can I use this feature for all types of bookings?

The Online Check-in feature only works for bookings created through channels supported by Holidu. Manual bookings and bookings imported via iCal are not supported by this feature.

Can I send guest data from previous bookings?

No. The online check-in form is only triggered for future bookings made after you enable the feature. Bookings made before you activated the Online Check-in connection are not automatically covered. For those previous bookings, you will need to register guests manually in your authority's portal.

What guest data is collected and sent?

The system collects personal details such as name, date of birth, nationality, ID type, and ID number. However, only minimal required data is visible to you as the host, typically the guest's name and age. The full dataset is transmitted securely to the authorities in compliance with data protection regulations.

Will I have access to the guest data?

You will only see the guest's name and age in your guestbook, which represents the minimum information required for compliance purposes. Additional information such as ID numbers and other sensitive details are transmitted directly to authorities but are not displayed in your Holidu account.

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

If a guest cancels their booking after submitting their information, the data will not be sent to the authorities. The cancellation automatically prevents submission of that guest's data.

Will I receive a notification when guests provide their data?

Holidu does not send automatic notifications when guests complete the check-in form. However, you can log into your account at any time to view which guests have provided their data for each booking.

Do children need to be registered?

Yes, all guests must be registered regardless of age. For Spanish minors under 14, ID and signature requirements may differ, but the responsible adult's relationship to the child must be recorded in the system.

What happens if guests don't complete the form?

Guests who don't complete the form will receive an automatic reminder email or message 5 days before their arrival. If the form remains incomplete after the reminder, you have two options: you can manually fill out the form on their behalf in the presence of the guest, or you can resend the check-in link to them. However, all data must be submitted before 23:00 on the check-in day to benefit from the automated connection to the authority.

Can I fill out the form for my guests?

Yes, you can fill out the check-in form directly from the booking details screen in your Holidu account. You can either scan their ID or enter their information manually. This is especially useful if guests do not complete the form themselves before check-in.

Can I modify data after submission?

No. Once guest data has been sent to the authority, it cannot be edited within Holidu. If you discover an error after submission, you will need to contact Holidu support or manually correct the data directly in your authority's portal.

When is the data sent to the authority?

Guest data is automatically submitted to the relevant authority at 23:00 (11:00 PM) on the guest's check-in day. You are responsible for ensuring that all guest data is complete and accurate before this deadline.

Do collaborators have access to this feature?

Only the primary account holder with editor rights can configure and manage the Online Check-in connection. Collaborators with limited permissions can view the check-in form in booking details but cannot activate, configure, or manage the feature.

What happens if my authority credentials change or expire?

If your authority credentials change or expire, you must manually update them in Holidu's Account section under Online Check-in settings. Expired passwords may cause the data transfer to fail. Always verify your connection status in the Account section to ensure it is active and working properly.

Is the guestbook legally required?

Yes. The digital guestbook generated by Holidu serves as your official log for police checks and compliance verification. According to regulations such as Spain's Real Decreto 933/2021, you must retain your guestbook records for a minimum of 3 years.

Does this work for multi-unit properties?

Yes. The configuration process for multi-unit properties works the same way as for single properties. You will be able to configure the Online Check-in feature for each unit separately, allowing you to manage guest registration independently for each of your accommodations.