Important Notice: The Guest Check-in feature is currently in expansion and may not be available in all countries yet. If you cannot find your local authority in the configuration settings, this feature is not yet available for your property's location.

What is the Guest Check-in Feature?

The Guest Check-in feature is an automated system that helps you comply with legal guest registration requirements in your country. Instead of manually submitting guest information to local authorities, this feature allows your guests to provide their details through a secure online form, which Holidu then automatically transfers to the relevant government portal on your behalf.

How It Helps You

• Ensures legal compliance with minimal effort on your part
• Eliminates manual data entry into government systems
• Provides a digital guestbook for inspections and record-keeping
• Sends automatic reminders to guests who haven't completed their information
• Is completely free for all Holidu hosts
• Handles guest data securely and in compliance with privacy regulations

Important: Register with Your Local Authority First

Before you can use the Guest Check-in feature in your Holidu account, you must first register your accommodation with the appropriate government authority in your country. The specific requirements depend on where your property is located.

Each country and region has different authorities and may require specific credentials such as digital certificates, government access codes, or accommodation registration numbers. You will need to obtain these credentials directly from your local authority before connecting your Holidu account.

Find Your Region and Authority

Spain (excluding Catalonia and Basque Country): Register with SES.Hospedajes. For detailed instructions on how to connect, visit How to Connect to SES.Hospedajes

Catalonia: Register with Mossos d'Esquadra. For detailed instructions, visit How to Connect to Mossos d'Esquadra

Basque Country: Register with Ertzaintza. For detailed instructions, visit How to Connect to Ertzaintza

Portugal: For comprehensive FAQs about online guest registration with SIBA and Holidu, visit Online Guest Registration FAQs

Italy: For detailed information about the Guest Check-in feature requirements in Italy, visit Guest Check-in Feature in Italy

Germany: For instructions on connecting your property to AVS Germany, visit How to Connect to AVS Germany

How It Works for Your Guests

Once you've configured the feature, your guests automatically receive an email or message with a link to a secure check-in form shortly after booking.

Guest Process:

1. Guest receives a check-in link via email or booking platform message
2. Guest completes the online form with personal details for all travelers (name, date of birth, nationality, document type and number)
3. Guest can either fill in information manually or upload an identification document for automatic data extraction
4. Information is securely submitted and stored in the system
5. Automatic reminders are sent if information is not completed
6. At 11:00 PM on the check-in day, all guest data is automatically transmitted to the relevant authority

As the host, you can view the check-in status for each booking and manually complete or update information if needed. You can also download a digital guestbook at any time for inspection purposes.

Key Points to Understand

What Data is Collected?

Only the minimum information required by your local authority is collected, including names, dates of birth, nationalities, and identification document details. You as the host only see guest names and ages—full identification numbers are sent securely directly to authorities.

Is It Mandatory?

Legal requirements vary by country. In Spain, for example, Royal Decree 933/2021 makes guest registration mandatory. Non-compliance can result in fines or penalties. Check with your local authority to understand your specific obligations.

What Bookings Are Supported?

The feature works with bookings created through Holidu-connected channels. Manual bookings and bookings imported via iCal are not supported.

Can You Submit Historical Data?

No, the feature only works for future bookings. Past reservations must be registered manually through your authority's portal.

What If a Booking is Canceled?

Guest data is not transmitted to authorities if the reservation is canceled.

What If Guests Don't Complete the Form?

Guests receive automatic reminders five days before check-in and again closer to arrival. If they still don't complete it, you can manually fill in the form using information from their identification documents or by asking them directly before check-in.

Status Indicators for Your Bookings

In your Holidu account, each booking shows the current check-in status:

• Started, but missing data: Guest has begun the form but hasn't completed it for all travelers
• Guest data complete but not yet transferred: All information is filled in, but the check-in date is in the future so data hasn't been submitted yet
• Guest data successfully transferred: Information has been sent to the authority
• Error in reporting the data: An error occurred during transmission; check the message for instructions on how to resolve it

Download Your Guestbook

You can generate and download a digital guestbook at any time:

1. Go to your online check-in configuration in your Holidu account
2. Click "Details" next to the property you need the guestbook for
3. Click on the "Documents" tab
4. Click "Generate Guestbook" and follow the instructions

This guestbook serves as your legal record and must be retained for three years per applicable regulations.

Frequently Asked Questions

Why is this feature important?

Many countries legally require hosts to register all guests with local authorities. This ensures security, traceability, and compliance with local laws. Non-compliance can result in significant fines. Holidu's automatic feature removes the burden of manual registration.

Do all guests need to be registered, including children?

Yes, all guests must be registered. However, requirements for minors may differ by location. In Spain, for example, children under 14 do not require ID if the responsible adult's information is recorded.

What if my authority credentials change or expire?

Update your credentials in your Holidu account configuration. Expired passwords may cause transfer errors. Check your connection status regularly to ensure everything is working properly.

Can collaborators on my account use this feature?

Only the primary account owner (with editor rights) can configure and activate the feature. Collaborators can view the check-in form but cannot modify settings.

Can I edit guest data after it's been submitted?

No, data cannot be edited once sent to authorities. If corrections are needed, contact Holidu support or manually update the information in your authority's portal.

When exactly is guest data sent to authorities?

Data is automatically submitted at 11:00 PM (23:00) on the guest's check-in day. Ensure all information is complete by this time.

Is this feature available in my country?

The feature is currently expanding to new countries. If you cannot find your local authority in the configuration dropdown, the feature is not yet available for your property's location. Check back periodically for updates.

What happens if there's an error during data transmission?

You'll see an error status in the booking details. Common issues include incorrect credentials, expired passwords, or incomplete information. Verify that you're using your authority-provided login credentials (not your Holidu password) and that all required fields are completed. Contact Holidu support if the issue persists.

Can I fill out the check-in form for guests?

Yes, you can manually complete the form at any time using information from their identification documents or by collecting details directly from guests.

Is there a cost for this feature?

No, the Guest Check-in feature is completely free for all Holidu hosts.