Important: The Online Check-in feature is currently in expansion. It may not be available in all countries yet. If you cannot find your authority to select during configuration, this feature is not yet available in your region. We're continuously working to add support for more countries.
What is the Online Check-in feature?
The Online Check-in feature is an automated guest registration system that collects guest information and securely submits it to your local authorities. Instead of manually entering data into government portals, Holidu handles the process for you by sending guests a secure online form to complete.
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 the entire registration process with key benefits including:
- Legal compliance with minimal effort
- 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 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. If your country or region is not listed below, the feature is not yet available in your area.
| 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 | Statistical Reporting in Italy |
Once you have 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 fails, verify that your credentials are still valid and haven't expired. Check the connection status in your Account section within Holidu. If your authority credentials have changed, update them manually in Holidu. If problems persist, contact Holidu support for assistance.
How to connect Ricestat to your Chekin.io account
If you're using Ricestat for additional reporting needs, ensure your credentials are correctly configured. Verify that your Ricestat account is properly linked by checking the connection status in your Holidu account settings.
Troubleshooting: Incorrect credentials for Ricestat
If you're experiencing issues with incorrect credentials for Ricestat, double-check that you've entered the correct username and password. Make sure there are no extra spaces or characters. If credentials are correct but the connection still fails, reset your password in your Ricestat account and update it in Holidu. For further assistance, contact Holidu support.
How does it work for the guests?
Once setup is complete, here's what to expect:
- After booking, your guest receives an email or message with a link to a secure online check-in form.
- The guest fills out details for all travellers, including document scanning (passport or ID). This must be repeated for everyone traveling with them.
- The data is then submitted securely and stored in the system.
- If a guest doesn't fill out the form, automatic reminders are sent. If they still don't comply, you can fill out the data on their behalf.
At 11:00 PM on the day of check-in, the guest data is automatically submitted to the relevant authority.
How to download the guest book?
Follow these steps to download your guestbook:
- Go to the online check-in feature page.
- Find the property for which you want to download the guestbook.
- Click on "Details" next to that property.
- Select the option to download your guestbook. The file will be saved to your device.
Frequently Asked Questions
Why does Holidu offer this feature?
Local law requires hosts to register all guests with local authorities. This tool automates the process, supports legal compliance, and saves you time.
Which authorities can I connect to?
It depends on your region. Connect to the specific authority for your country and region. Currently supported regions include Spain, Portugal, Germany, and Italy. If your region is not listed, the feature is not yet available.
Is registration with the authorities mandatory?
Yes. Registration is a legal requirement in the countries and regions where this feature is available.
Can I use this feature for all types of bookings?
Only bookings created through channels supported by Holidu are eligible. 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. Bookings made before enabling the police connection are not covered. You'll need to register those manually in your authority's portal.
What guest data is collected and sent?
Personal details including name, date of birth, nationality, and ID type/number are collected. Only minimal required data is visible to the host (name and age). Full data is sent securely to authorities.
Will I have access to the guest data?
We only show the names and age of the guests, which is the required information for the guestbook. We don't display additional information like ID numbers.
What happens if guests provide their information and then cancel the booking?
If the guest cancels their booking, the data won't be sent to the authorities.
Will I receive a notification when guests provide their data?
We don't send notifications. However, you can see whether guests have provided their data for each of their bookings.
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 must be recorded.
What happens if guests don't complete the form?
Guests will receive an automatic reminder 5 days before arrival. If still incomplete, you can either manually fill out the form in the presence of the guest or resend the link. Data must be submitted before 23:00 on the check-in day to benefit from the automated connection.
Can I fill out the form for my guests?
Yes, you can fill out the form directly from the booking details screen. You can also scan their ID or enter data manually during check-in.
Can I modify data after submission?
No. Once sent to the authority, data cannot be edited. If there's an error, contact Holidu support or re-enter data manually on your authority's portal directly.
When is the data sent to the authority?
Data is automatically sent at 23:00 on the check-in day. Hosts are responsible for ensuring data is complete before this time.
Do collaborators have access to this feature?
No. Only primary accounts with editor rights can configure connections. Collaborators can see the form in booking details but cannot activate or manage it.
What happens if my authority credentials change or expire?
You'll need to manually update them in Holidu. Expired passwords may cause a failed data transfer. Always verify connection status in the "Account" section.
Is the guestbook legally required?
Yes. The guestbook acts as your digital log for police checks and must be retained for 3 years, as per relevant local regulations.
Does this work for multi-units?
Yes. The configuration flow works exactly like the existing one, but multi-unit hosts can configure each unit separately.
Do you want to contact us?
We’re here to help. You can contact us directly if you need assistance or have questions.
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