Online Check-in - How to connect to SIBA

Context

With Holidu, you can collect your guests' information automatically and send it to the SIBA portal (Sistema de Informação de Boletins de Alojamento), supporting you in meeting Portugal's local registration rules. This comprehensive guide walks you through connecting your property to SIBA and integrating it seamlessly with Holidu.

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.

1. Before You Start - What are the prerequisites?

Before activating the guest registration feature with Holidu, please make sure that:

1. You already have a property registered on the official SIBA portal: https://siba.ssi.gov.pt
2. You have the following SIBA credentials available:
   • NIF of the Hotel Unit
   • Establishment Code
   • Authentication Key (usually a 12-digit password)

   The credentials should be the same ones used to access the official SIBA Portal.

3. The bulletin submission method in the SIBA portal is set to "SEF-SIBA web service integration". If another method is currently active, follow the below steps to change it:
   • Log in to the SEF account at https://siba.ssi.gov.pt/s/an/default.aspx
   • Change the submission method to Web Service
   • In the Legal section of the Chekin-io dashboard, update the field "Automatically send info to" to "SEF-SIBA web service integration"

   In case this is not possible to do, you must contact SIBA directly to request a change: https://siba.ssi.gov.pt/contactos

2. How to configure the Guest Online registration between Holidu and SIBA

Follow these step-by-step instructions to connect your property to SIBA through Holidu:

Step 1: Access Online Check-in Settings

In your Holidu app, navigate to "Tools" in the left side menu and then click on "Online Check-in".

Step 2: Select Your Property

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

Step 3: Fill in Your SIBA Information

Fill in the form with your information and credentials from the SIBA Portal and enable Send data automatically to the responsible authority.

Step 4: Enter Integration Credentials

Choose SEF-SIBA web service integration and enter the following credentials:

• NIF (VAT number)
• Activation Key (Authentication Key)
• Establishment Code (Hotel establishment number)

Step 5: Validate and Save

Click Validate, and once it shows "Completed!", click Save Changes.

Step 6: Confirm Active Connection

Once it's completed, you will see that the connection is active.

3. What happens after the activation

After activation, future bookings (those with a check-in date at least 6 days after the configuration is completed) will be associated with a check-in form.

This form is sent to guests by email or via message.

4. Guest's point of view

After booking, guests receive a form link via email or Airbnb message. They must fill out the details for all guests (including children). They can do this manually or by scanning their ID documents.

The data is stored. If guests don't fill it out, reminders will be sent 5 days prior to the check-in date. If still incomplete by check-in day, the host must collect the information manually using the same link.

After 11:00 PM on the check-in date, the data is sent to the SIBA portal.

5. Form Statuses

These are the most common form statuses you can see on each booking page in your Holidu app.

Understanding Form Status Indicators

Each form status provides information about the current state of your guest's check-in form:

• Pending: Form has been sent but not yet completed by the guest
• Completed: Guest has filled out and submitted all required information
• Submitted to SIBA: Form data has been successfully transferred to the SIBA portal
• Transfer Error: There was an issue sending the data to SIBA
• Expired: Form deadline has passed without completion

How to fix incomplete data

• Resend the form link to the guest as a reminder
• For transfer errors:
  • Contact Holidu Support at host@holidu.com
  • Confirm the submission method in SIBA is set to SEF-SIBA web service integration

6. How to get the guest registration form - Boletim de alojamento

If you need to download the guest registration form (Boletim de alojamento) for a specific period, follow these steps:

Step 1: Navigate to Account Settings

Log in to Holidu and go to More > Account > Guest Online Registration.

Step 2: Access Configuration Details

Click Configure, then open Details > Documents.

Step 3: Generate the Form

Select Generate Guest Form, choose the period, and click Download.

Frequently Asked Questions

When do guests receive the form?

Immediately after booking, guests receive the link via email with the form. If still incomplete 5 days before arrival, a reminder is sent automatically.

What about multi-unit properties?

The feature is not yet available for properties with multiple units (e.g., a property with separate rented rooms). Holidu is working to make this available soon.

What happens to bookings made before activating SIBA with Holidu, but with future check-ins?

The form will only be sent automatically if SIBA configuration was completed at least 6 days before check-in. If not, the host must manually submit guest data to SIBA.

Do I need to register all guests, including minors?

Yes, all guests must be registered. Minors can be registered by their parents or legal guardians.

What if guests don't fill out the form?

They'll receive an automatic reminder 5 days before the check-in day. If still incomplete, the host can fill it out during check-in or resend the link to ensure it's done before 11:00 PM on the check-in day.

Can I edit the form after submission?

No. Once submitted to SIBA, the data cannot be changed. For corrections, contact the SIBA portal directly: https://siba.ssi.gov.pt/

Will I receive a notification when a guest completes the form?

No. You'll need to check the booking details manually to verify completion.

Can I use this configuration for all bookings?

Only bookings made via connected channels on Holidu are supported. Manual bookings or iCal imports are not supported.

What if a guest fills in their data and then cancels?

The data will not be sent to SIBA. Transfers only occur for active bookings on the check-in day.

Do secondary accounts have access to this feature?

No. Only the main account holder can configure the feature. Note: Collaborators can see the form in the booking details but cannot manage or activate it.

When is guest data transferred to the SIBA portal?

After 11:00 PM on the day of check-in. Hosts must ensure all guest data is completed by that time for successful transfer.

What should I do if I have issues activating the SIBA connection with Holidu?

Please contact Holidu's support team at host@holidu.com.

Important Note

The Holidu guest registration feature helps with collecting and submitting guest data to SIBA. However, legal responsibility for submitting accurate and timely data lies solely with the host. For official and detailed legal information, visit: SIBA FAQs – Legal Questions