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 host portal. The Online Check-in feature is built on local regulatory expertise of Holidu's regional teams, enabling you to stay compliant with government requirements without learning each authority's process from scratch.

Step 1: Register with the Responsible Government Portal

Before activating the Online Check-in feature in Holidu, you must register your accommodation with the relevant local authority. Registration requirements vary by country and region. Below is a complete list of supported countries and regions with their corresponding authorities and setup guides:

Region	Authority	Setup Guide
Spain (except Catalonia and Basque Country)	SES.Hospedajes	SES.Hospedajes Official Portal | Holidu Connection Guide
Catalonia	Mossos d'Esquadra	Mossos d'Esquadra Official Portal | Holidu Connection Guide
Basque Country	Ertzaintza	Ertzaintza Official Portal | Holidu Connection Guide
Portugal	SIBA	SIBA Official Portal | Holidu Connection Guide
Germany	AVS	Holidu AVS Connection Guide
Italy	Alloggiati Web	Guest Check-in Feature Guide | Statistical Reporting Guide

This step is mandatory before proceeding. Once registered with your local authority, you will receive login credentials (username and password) and potentially a renter code or accommodation code. Keep these credentials secure as you will need them to connect your property in the next step.

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

After obtaining your government authority credentials, follow these steps to connect your property in Holidu:

Step 2.1: Access the Online Check-in Feature

1. Log in to your Holidu host portal
2. From the left side menu, click on "Tools"
3. Select "Online Check-in"

Step 2.2: 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

Step 2.3: View Property Details and Status

1. A screen will display your list of properties with connection status for each one
2. Click on the specific property you want to connect

Step 2.4: Complete the Property Information Form

1. Complete the form with details of the country where your property is located

Step 2.5: Activate Automatic Sending and Enter Authority Credentials

1. Scroll down to find the "Activate automatic sending to police" section
2. Select the correct authority from the dropdown menu
3. Enter your username, password, and all required credentials provided by your government authority
4. Important: Do not use your Holidu login credentials here. Use only the login information you received from your local authority

Step 2.6: Validate Your Connection

1. Click the "Validate" button to test your credentials
2. If the validation is successful, no error message will appear
3. Click "Save changes" at the end of the form to complete the setup

Common Connection Issues and Solutions

To avoid errors during connection, ensure 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 provided by your local authority, not your Holidu account credentials
• Verify all required fields are completed before clicking "Save changes"

Once successfully activated, your connection is complete and your property will display an active status.

Step 3: Understanding How the Online Check-in Feature Works

Once your property is connected to the local authority, the Online Check-in feature operates automatically to collect guest information and submit it to authorities according to local regulations.

How the Process Works for Guests

After a guest makes a booking at your property, here is what happens:

1. Your guest receives an email or message containing a secure link to the online check-in form

1. The guest must fill out the check-in form with details for all travelers in their party
2. Guest information required typically includes personal details and document scanning (passport or ID card for each guest)
3. This process must be completed for every person traveling with the main guest
4. Once all travelers' information is submitted, the data is securely stored in the system
5. If a guest does not complete the form, automatic reminder messages are sent at regular intervals
6. If guests do not complete the form by check-in time, you have the option to manually fill out their information on their behalf

Automatic Submission to Authorities: At 11:00 PM on the day of check-in, the guest data is automatically submitted to the relevant local authority. This ensures full compliance with local registration requirements.

How to Read the Status in the Bookings Section

Each booking in your Holidu portal displays a status indicator showing the current state of guest registration and data submission. Here are the status meanings:

Status Description	Visual Indicator	What This Means
Guest Check-in Started But Incomplete		Your guests have begun filling out the check-in form but have not completed it for all travelers. The form remains incomplete until every person in their party has submitted their information.
Guest Data Complete But Not Yet Transferred		All guest information has been successfully entered and is complete. However, the data has not yet been submitted to authorities because the check-in date is in the future. Automatic submission will occur at 11:00 PM on the check-in date.
Guest Data Successfully Transferred		Guest information has been successfully submitted to and accepted by the local authority. Your compliance obligation for this booking is complete.
Error in Data Reporting		An error occurred while attempting to submit guest data to the authorities. This could indicate a problem with your authority connection, incomplete guest information, or technical issues. Refer to the troubleshooting section below for resolution steps.

Troubleshooting Common Issues

Issue	Solution
Guest Data Is Incomplete or Missing	You have two options: (1) Remind your guest to complete the check-in form using the link sent to them. Five days before check-in, guests automatically receive a reminder email with a new link to the form. (2) Manually fill in the guest information yourself using your Holidu portal (see Step 5 below for instructions).
Error in Data Transfer to Authorities	First, verify that the credentials you entered in your Holidu account match exactly what was provided by your local authority. If credentials are correct and the error persists, you may need to attempt a manual resend of the data (see Step 7 below). If the problem continues, contact Holidu support for assistance.

Step 4: How to Download the Guest Book

You can download a record of all guest check-ins for your property as a guest book. This is useful for your records and for verification purposes.

Steps to Download the Guest Book:

1. Go to the Online Check-in feature page in your Holidu host portal
2. Locate the property for which you want the guest book
3. Click the "Details" button next to the property name

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