How to Setup and Manage the Online Check-in Feature

This comprehensive guide explains how to set up and manage the Online Check-in feature from your Holidu portal. The Online Check-in feature is built on the local regulatory expertise of Holidu's regional teams, enabling you to stay compliant with local authorities without needing to learn each jurisdiction's unique processes.

1. Registration with Your Local Authority

Before activating the Online Check-in feature in Holidu, you must first register your accommodation with the relevant local authority in your region. Different countries and regions have different requirements and registration portals.

Supported Countries and Regions

The following table shows all supported regions and their corresponding authorities:

Region	Authority	Setup Guide
Spain (except Catalonia and Basque Country)	SES.Hospedajes	How to connect to SES.Hospedajes
Catalonia (Spain)	Mossos d'Esquadra	Connect to Mossos d'Esquadra
Basque Country (Spain)	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 and Statistical Reporting in Italy

This registration step is mandatory before you can proceed with connecting your property to Holidu. Once registered with your local authority, you will receive credentials such as a username, password, and in some cases a renter code or accommodation code. You will enter these credentials in your Holidu account to establish the connection.

2. How to Connect Your Property to the Authority

Once you have registered with your local authority and obtained your credentials, follow these steps to connect your property through the Holidu Online Check-in feature:

Step-by-Step Connection Process

1. Access the Online Check-in Tool: From your Holidu app, navigate to the left side menu, click on "Tools", and select "Online Check-in".
   
2. Select Your Property: You will see a list of your properties. Click on the "Configure" button next to the property you want to connect to the local authority.
   
3. View Property Details: A screen will display the list of your properties along with the connection status for each one. Click on the specific property you want to connect.
   
4. Enter Property Information: Complete the form with the details of the country where the property is located.
   
5. Activate Automatic Sending: Scroll down and click on "Activate automatic sending to police". Select the correct authority from the dropdown menu that appears.
   
6. Enter Your Authority Credentials: Enter your username, password, and all required credentials in the provided fields. Important: Use the login credentials you received from your local authority, not your Holidu account credentials.
7. Validate Your Credentials: Click on the "Validate" button to verify that your credentials are correct and the connection can be established.
8. Save Changes: Once validation is successful, click on "Save changes" at the end of the form to complete the setup.
9. Confirm Connection: If no error message appears, your property is now successfully connected to the responsible authority. You can close the form and verify that the connection is active.

Important Tips to Avoid Connection Errors

To ensure your property connects successfully, please follow these important guidelines:

• Use the correct host fiscal code. This is either your national ID number or your NIE if you are not a Spanish resident.
• Enter your full ID or NIE number, including all leading zeros.
• Always use the login credentials you received from your local authority. Do not use your Holidu account login details.
• Verify that you have selected the correct authority for your region before entering credentials.

3. How the Online Check-in Feature Works

Once your property is successfully connected, the Online Check-in system operates automatically to streamline the guest registration process and ensure compliance with local authorities.

The Guest Check-in Process

Here is what to expect after your property is set up:

1. Guest Receives Check-in Link: After a guest makes a booking at your property, they automatically receive an email or message containing a secure link to the online check-in form.
   
2. Guest Completes Registration: The guest fills out the required details for all travelers in their party, including document scanning (passport or national ID). This process must be completed for every person traveling with them.
3. Data Submission: Once completed, the guest data is submitted securely and stored in the Holidu system.
4. Automatic Reminders: If a guest does not complete the form, automatic reminder emails are sent. If the guest still does not respond, you have the option to fill out their information manually on their behalf.
5. Automatic Authority Submission: At 11:00 PM on the guest's check-in date, all guest data is automatically submitted to the relevant local authority.

Understanding Check-in Status in the Booking Section

In your booking details, the status for each guest check-in is displayed to help you track the registration process. Here are the different statuses you may see:

Status	Icon/Label	Meaning	Recommended Action
Started, but missing data		Guest has started the check-in process but has not completed it for all travelers. Some required information is missing.	Contact your guests and prompt them to complete the registration form to ensure all travelers' information is captured.
Guest data complete but not yet transferred		All required guest information has been collected, but the data has not yet been submitted to the authority because the check-in date is in the future.	Wait until the check-in date arrives, or use the manual submission option if your local authority requires earlier reporting.
Guest data successfully transferred to the authority		All guest information has been successfully transmitted to the relevant local authority. Compliance has been achieved.	No action is required. Your registration with the authorities is complete for this booking.
Error in reporting the data		An error occurred during the attempt to transmit data to the local authority. Data transfer was unsuccessful.	Review the error message provided. Check that your authority credentials are correct in your Holidu settings. Verify that guest data is complete and valid. Retry the submission or contact Holidu support for assistance.

Troubleshooting Common Issues

If you encounter problems with the Online Check-in feature, refer to this troubleshooting guide:

Issue	Solution
Guest data is incomplete or missing	Contact your guests and remind them to complete the check-in form using the link provided in their email. Alternatively, you can manually fill in the guest information yourself using the booking details view. Please note that 5 days before check-in, guests will receive an automatic reminder email with a link to the check-in form.
Error in data transfer to authorities	First, verify that the credentials you entered in your Holidu account are correct and match exactly what you received from the authority. Check that your authority connection is properly configured. Ensure that all guest data fields are complete and contain valid information. If the error persists after verification, reach out to Holidu support for additional assistance.
Connection to authority failed during setup	Double-check that you are using the correct credentials from the authority, not your Holidu login details. Verify that you have selected the correct authority for your region. Ensure there are no extra spaces before or after your credentials. Try validating the connection again.

4. How to Download the Guest Book

You can download a guest book for your property containing all check-in information. Follow these steps:

1. Navigate to Online Check-in: Go to the Online Check-in feature page in your Holidu host account.
2. Access Property Details: Next to the property for which you want to download the guest book, click on "Details".
   
3. Find and Select Booking: In the popup window that opens, locate the booking using the name of the main guest. Click on the booking to select it.
   
4. Download Guest Information: Once the booking is selected, click on the "Download all" button to download the complete guest book for that booking in a file format.