Please note: This feature is currently in expansion. It's possible that it's not available in certain countries yet. If you cannot find your authority to select in the configuration, it means the feature is not yet available for your region. We're continuously working to add support for more countries.
What is the Online Check-in Feature?
The Online Check-in feature (also called Advanced Check-in) is a digital solution that automates guest registration for your accommodation. Instead of manually collecting guest information and submitting it to local authorities, Holidu sends your guests a secure online form where they can provide their details. Once completed, the data is automatically transferred to the relevant government authority on the day of check-in.
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?
By automating guest data collection and submission, you enjoy several key advantages:
- 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, and Germany, with Italy coming soon.
| 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 authority credentials change or expire, you'll need to manually update them in Holidu. Expired passwords may cause a failed data transfer. Always verify your connection status in the "Account" section of your Holidu host dashboard. If you continue to experience issues, contact Holidu support for assistance.
How to Connect Ricestat to Your Chekin.io Account
This feature integrates with your Holidu Online Check-in system. If you're using Ricestat for additional guest management needs, ensure your Holidu credentials are properly configured first. For specific guidance on connecting third-party integrations, please refer to your integration provider's documentation or contact Holidu support.
Troubleshooting: Incorrect Credentials for Ricestat
If you encounter credential errors when using Ricestat with Holidu:
- Verify that your Holidu account credentials are correct in the integration settings
- Ensure your password hasn't expired or been changed recently
- Disconnect and reconnect the integration in your Holidu account settings
- Clear your browser cache and try again
- Contact Holidu support if the issue persists
How Does It Work for the Guests?
Once setup is complete, here's what your guests will experience:
- 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 needs to be completed 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
Accessing and downloading your digital guestbook is straightforward:
- Go to the online check-in feature section in your Holidu account
- Next to the property you want the guestbook for, click on "Details"
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. You can connect to the specific authority for your country and region. See the table above for the authorities we currently support.
Is registration with the authorities mandatory?
Yes, registration is mandatory in the countries where we offer this feature.
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 such as 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 in the booking details.
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?
They'll 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
- 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 sent automatically 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 the feature.
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 Real Decreto 933/2021 in Spain.
Does this work for multi-units?
Yes. The configuration flow works exactly like the existing one, but multi-unit hosts will be able to 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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