How to Setup and Manage the Online Check-in Feature

This comprehensive guide explains how to set up the Online Check-in feature from your Holidu portal and how to manage it correctly. The feature is built on the local regulatory expertise of Holidu's regional teams, so you can stay compliant without learning every authority's process from scratch.

Step 1: Registration with the Responsible Government Portal

Before activating the Online Check-in feature in Holidu, you need to register your accommodation with the relevant local authority. Different countries and regions have different requirements. Below are the supported countries and regions with their respective authorities and registration links:

Region	Authority	Registration Link
Spain (except Catalonia/Basque Country)	SES.Hospedajes	Register with SES.Hospedajes
Catalonia, Spain	Mossos d'Esquadra	Register with Mossos d'Esquadra
Basque Country, Spain	Ertzaintza	Register with Ertzaintza
Portugal	SIBA	Register with SIBA
Germany	AVS	Contact your local authority for AVS registration
Italy	Alloggiati Web	Guest Check-in Feature in Italy

This registration step is mandatory before continuing. Once you have registered with your local authority, you will receive credentials, which typically include a username, password, and in some cases a renter code or accommodation code. Keep these credentials safe, as you will need to enter them in your Holidu account to set up the connection.

Step 2: How to Connect Your Property to the Authority Using Online Check-in

Once you have your credentials from the local authority, follow these steps to connect your property to the authority through Holidu:

Access the Online Check-in Feature

1. Open your Holidu app or web portal
2. From the left side menu, click on "Tools"
3. Select "Online Check-in"

Select Your Property

1. You will see a list of your properties
2. Click the "Configure" button next to the property you want to connect to the authority

Enter Property Details

1. A screen will display your properties with their connection status
2. Click on the specific property you want to connect
3. Complete the form with the details of the country where the property is located

Activate Automatic Sending and Enter Credentials

1. Scroll down in the form
2. Click on "Activate automatic sending to police"
3. Select the correct authority for your region from the dropdown menu
4. Enter your username and password that you received from your local authority
5. Enter all other required credentials in the designated fields

Important: Do not use your Holidu login credentials here. Use only the login credentials you received from your local authority.

Validate and Save

1. Click on "Validate" to test your credentials and connection
2. Once validation is successful, click on "Save changes" at the end of the form
3. If no error message appears, your property is now successfully connected to the authority

Avoid Common Connection Errors

To ensure a successful connection, verify the following:

• Use the correct host fiscal code (your ID number or NIE if you are not Spanish)
• Enter your full ID or NIE number, including all leading zeros
• Use only the login credentials received from your local authority, not your Holidu login
• Ensure all required fields are completed accurately

After saving, you can close the form and confirm that the connection status is now active.

Step 3: How Does the Online Check-in Feature Work?

Once your setup is complete, the system works automatically to collect guest information and submit it to the relevant authorities. Here is what to expect:

Process for the Guest

1. After booking, your guest receives an email or message with a secure link to the online check-in form

1. The guest completes the check-in form by filling out required details for all travelers
2. All travelers must provide identification document scans (passport or ID card)
3. The guest submits the completed form securely
4. If a guest does not complete the form, automatic reminders are sent
5. As the host, you can manually fill out guest data on their behalf if they do not comply

Automatic Submission Timing: At 11:00 PM on the day of check-in, guest data is automatically submitted to the relevant authority (if the form is complete).

How to Read the Status in the Bookings Section

In the booking details section of your Holidu app, you will see status indicators for each booking. These icons and labels show you the current status of guest data collection and submission:

Status	Meaning	Recommended Action
Started, but missing data	Guests have started the check-in process but have not completed all required information for every traveler	Contact guests and request they complete the form
Guest data complete but not yet transferred	All guest information has been collected but the check-in date is still in the future, so data has not yet been submitted to the authority	Wait until the check-in date or manually submit if allowed
Guest data successfully transferred	Guest data has been successfully transmitted to the authority	No action needed
Error in reporting the data	An error occurred during the automatic data submission to the authority	Review the error message, check your credentials, and attempt manual submission or contact support

Troubleshooting Steps

If you encounter issues with the online check-in feature, use these troubleshooting steps:

Issue	Solution
Guest data is incomplete or missing	Remind guests to complete the check-in form. Five days before check-in, guests receive an automatic reminder with a link to the form. You can also manually fill in the data by accessing the booking details (see Step 5)
Error occurs during data transfer	Verify that the credentials you entered in your Holidu account are correct and match those provided by your local authority. If the error persists, contact Holidu support for assistance
Connection to authority is not working	Go back to the property configuration and re-enter your credentials, ensuring they are exactly as provided by the authority. Click Validate again. If the issue continues, contact your local authority to confirm your account status
Guest document submission failed	Request the guest resubmit their documents with better image quality. Ensure documents are clear, fully visible, and readable by the system

Step 4: How to Download the Guestbook

You can download a guestbook record of check-ins at any time. Follow these steps:

1. Go to the Online Check-in feature page
2. Find the property for which you want to download the guestbook
3. Click on "Details" next to that property

1. A pop-up window will open showing the bookings for that property
2. Find the booking by the name of the main guest
3. Click on the booking
4. Click "Download all" to download the guestbook for that booking

Step 5: How to Manually Fill Out the Guest Data

If guests do not complete the online check-in form, you can manually enter their information. Here is how:

Access the Bookings List

1. Go to the Online Check-in feature in your Holidu app
2. Click on the "Bookings" tab to view all check-ins for your property

View Booking Status

1. You will see a list of bookings identified by the name of the main guest
2. A column shows the status of the guest data and the transfer to the authority
3. To understand what each status icon means, click on "Status info" to view the color-coded legend

Fill Out Guest Information

1. Click on the name of the guest whose data you want to enter
2. The guest details page will open
3. Complete all required fields with the guest's information
4. Save the information

Step 6: Understanding Basic Status Colors and Icons

The online check-in system uses color-coded status indicators to show the current state of each booking. Understanding these statuses helps you manage check-ins effectively:

Status	Color/Icon	Meaning	Recommended Action