With Holidu, you can streamline your guest registration process and ensure compliance with Portugal's local accommodation registration requirements. This guide walks you through connecting SIBA (Sistema de Informação de Boletins de Alojamento) to your Holidu property and automating guest data collection and submission.

Important Note: Holidu helps with the collection and transfer of guest data, but legal compliance remains the responsibility of the host. For full legal information, please consult the official SIBA portal at https://siba.ssi.gov.pt/

Before You Start – What Are the Prerequisites?

Before activating the guest registration feature with Holidu, please ensure that you have the following in place:

1. Active SIBA Portal Account: You already have a property registered on the official SIBA portal at https://siba.ssi.gov.pt/
2. SIBA Credentials: You have the following information available from your SIBA account:
   • NIF of the Hotel Unit (Unidade Hoteleira)
   • Establishment Code (Estabelecimento)
   • Authentication Key (usually a 12-digit password, referred to as Chave de Ativação)
3. Correct Submission Method: You know which bulletin submission method (Método de envio) is active in your SIBA portal account. Both SEF-SIBA web service integration and SEF-SIBA Página no portal integration can be connected to Holidu, but the method you select in Holidu must match the one configured in SIBA.

To check your current submission method, log in to your SEF account at https://siba.ssi.gov.pt/s/an/default.aspx and navigate to your account settings. If you need to change the submission method and cannot do it yourself, contact SIBA directly at https://siba.ssi.gov.pt/contactos

How to Configure Guest Online Registration Between Holidu and SIBA

Follow these steps to connect your SIBA account to Holidu:

Step 1: Access the Online Check-in Tool

Navigate to your Holidu app and click on "Tools" in the left side menu. Then select "Online Check-in".

Step 2: Select Your Property

You'll see a list of your properties. Click "Configure" next to the property you want to connect to SIBA.

Step 3: Fill in Property Information

Complete the form with your property's information and enable the toggle for "Send data automatically to the responsible authority".

Step 4: Select Your Sending Method

Choose the sending method that matches your SIBA account configuration. There are two options available for Portugal:

Option A: SEF-SIBA Web Service Integration

Use the same credentials that you use to access the SIBA portal at https://siba.ssi.gov.pt/S/FB.aspx?ReturnUrl=%2fS%2fau%2fDefault.aspx

Required fields in the Holidu app:

Field in Holidu App	SEF/SIBA Portal Field
Username	Unidade Hoteleira (NIF of the hotel unit)
Password	Chave de Ativação (activation key)
Establishment number	Estabelecimento (establishment code)
Postal code	From Atualização dos dados de inscrição
Postal area	From Atualização dos dados de inscrição
Contact name	From Atualização dos dados de inscrição
Email	From Atualização dos dados de inscrição
Phone number	From Atualização dos dados de inscrição

For the remaining fields (postal code, postal area, contact name, email, and phone number), enter exactly the same information that appears in your SIBA account under Atualização dos dados de inscrição: https://siba.ssi.gov.pt/S/au/DadosIdentificacaoActualizacao.aspx

On the same SIBA page, the Método de envio must be set to "Web Service" for this option to work correctly.

Option B: SEF-SIBA Página no Portal Integration

Use the same credentials that you use to access the SIBA portal at https://siba.ssi.gov.pt/S/FB.aspx?ReturnUrl=%2fS%2fau%2fDefault.aspx

Required fields in the Holidu app:

Field in Holidu App	SEF/SIBA Portal Field
Username	Unidade Hoteleira (NIF)
Password	Chave de Ativação (activation key)
Establishment number	Estabelecimento (establishment code)

No address or contact details (postal code, postal area, contact name, email, phone number) are needed for this option. Only select "Página no portal" if this is the sending method configured in your SIBA account settings.

How to Switch Between the Two Methods

The sending method selected in the Holidu app must always match the Método de envio in your SIBA account. Changing it in Holidu alone is not enough—the change must be requested from SIBA.

1. Check the current method in the SIBA portal under Atualização dos dados de inscrição: https://siba.ssi.gov.pt/S/au/DadosIdentificacaoActualizacao.aspx
2. If it is not the method you want, collect your NIF / Tax Identification Number (your company or host tax number) and the establishment number(s) of every property that needs to be changed.
3. Send an email to siba@ssi.gov.pt requesting the change of submission method (for example, to Web Service).
4. Wait for SIBA's confirmation that the change has been processed.
5. Once confirmed, return to the configuration form in your Holidu app, select the matching sending method, complete the required fields for that option, and validate again.

Step 5: Validate and Save

Click "Validate" and wait for confirmation. Once it shows "Completed!", click "Save Changes".

Your connection is now active and ready to use.

What Happens After the Activation

Once you've successfully configured and saved your SIBA connection, the system becomes active for your property. Here's what happens next:

For Future Bookings: Any bookings made after activation with a check-in date at least 6 days after the configuration is completed will automatically be associated with a guest registration form.

Form Delivery: The form is automatically sent to your guests via email or through the booking platform message (depending on the booking source).

Guest's Point of View

Understanding how guests interact with the registration form helps ensure smooth completion. Here's what your guests experience:

Receiving the Form

After completing a booking, guests receive a form link via email or through their booking platform message. The form must be completed for all guests in the party, including children.

Filling Out the Form

Guests can fill out the form in two ways:

1. Manual Entry: Guests enter their personal information directly into the form fields.
2. ID Document Scanning: Guests can scan or photograph their ID documents, which automatically populates the form fields with their information.

Form Reminders

If guests don't complete the form initially, they'll receive automatic reminder notifications. If the form remains incomplete by check-in day, you as the host can access the same link to complete the information manually on their behalf.

Automatic Submission

Once all guest data is complete, the information is stored securely. After 11:00 PM on the check-in date, the data is automatically submitted to the SIBA portal.

Form Statuses

The guest registration form goes through different statuses during the process. Understanding these statuses helps you manage your bookings effectively.

Common Form Statuses:

• Pending: The form has been sent to the guest but has not yet been completed.
• In Progress: The guest has started filling out the form but hasn't submitted it yet.
• Completed: The guest has successfully filled out and submitted the form.
• Submitted to SIBA: The form data has been successfully transferred to the SIBA portal.
• Transfer Error: There was an issue sending the data to SIBA. Action is required.
• Incomplete: The check-in date has passed but the form was not completed.

How to Fix Incomplete Data:

If the form is still incomplete:

• Resend the form link to the guest as a reminder.
• Access the form yourself during check-in using the same link to complete the information manually.

If there's a transfer error:

1. Contact Holidu Support at host@holidu.com
2. Confirm that the sending method selected in your Holidu app matches the submission method (Método de envio) configured in SIBA—either "SEF-SIBA web service integration" or "SEF-SIBA Página no portal integration".
3. If the methods don't match, you may need to update your configuration or request a change from SIBA.

How to Get the Guest Registration Form – Boletim de Alojamento

If you need to download or generate the guest registration form (Boletim de alojamento) for manual records or compliance purposes, follow these steps:

Step 1: Access Your Account Settings

Log in to Holidu and navigate to "More" in the menu, then select "Account" and click on "Guest Online Registration".

Step 2: Configure and Access Documents

Click "Configure" next to your property, then open the "Details" section and select "Documents".

Step 3: Generate and Download the Form

Click "Generate Guest Form", select the date range period you need, and click "Download".