Please note: This feature is currently in expansion. Depending on your property's location, the Online Check-in feature may not be available in your country yet. If you cannot find your local authority in the configuration options, this indicates the feature is not yet supported in your region.

FAQs - Guest Check-in Feature

What is the Online Check-in Feature?

The Online Check-in feature is a digital system that automates guest registration and data submission to local authorities. After a guest books with you, they receive a secure online form where they can provide their personal details. Once completed, this information is automatically transferred to the relevant government authority on the day of check-in.

Why Do You Need to Do This?

In many countries across Europe—including Spain, Italy, Portugal, Germany, and others—hosts are legally required to collect guest information and submit it to local authorities shortly after check-in. This regulation supports security, traceability, and compliance with local laws.

Not complying with these rules can lead to penalties or fines. Having a reliable system in place keeps you on the right side of local regulations with minimal effort.

How Do You Benefit from the Automatic Transfer?

The Online Check-in feature transforms a time-consuming manual process into an automated workflow. Here are your key benefits:

• Legal compliance with minimal effort – Automatic data submission to the correct authority
• Digital guestbook – Download your guest records anytime for inspections
• Built-in reminders – Automatic guest communication and follow-up
• No additional cost – Completely free for Holidu hosts
• Secure data handling – Privacy-compliant processing of sensitive guest information
• Time savings – No manual entry into government systems required

How to Set It Up

Before activating the Online Check-in feature in your Holidu account, you need to register your accommodation with the relevant local authority. The specific authority depends on your property's location.

Holidu currently supports the following regions and authorities:

Region	Authority	Setup Guide
Spain (except Catalonia/Basque Country)	SES.Hospedajes	How to connect to SES.Hospedajes
Catalonia	Mossos d'Esquadra	Connect to Mossos
Basque Country	Ertzaintza	Connect to Ertzaintza
Portugal	SIBA	How to connect to SEF/SIBA
Germany	AVS	How to connect your property to AVS
Italy	Alloggiati Web	Guest Check-in Feature in Italy

Once you have obtained your credentials from the relevant authority, follow this guide to set up your Online Check-in Feature in your Holidu account.

What to Do If Your Connection Stops Working

If your connection to the authority system stops working, it may be due to expired credentials or a technical issue. Here's what to do:

• Check that your authority login credentials are still valid and have not expired
• Manually update your credentials in your Holidu account settings
• Verify the connection status in the "Account" section of your Holidu profile
• If the issue persists, contact Holidu support for assistance

It's important to resolve connection issues promptly to ensure guest data is successfully submitted to authorities on the check-in date.

How to Connect Ricestat to Your Chekin.io Account

If you are using Ricestat as your property management system, you can integrate it with Chekin.io for streamlined guest check-in. The specific integration process depends on your setup. For detailed instructions on connecting Ricestat to Chekin.io, please refer to the documentation provided by both platforms or contact Holidu support for guidance specific to your configuration.

Troubleshooting: Incorrect Credentials for Ricestat

If you're experiencing issues with incorrect Ricestat credentials, follow these steps:

• Verify that your Ricestat login credentials are correct and have not expired
• Check that your Ricestat account has the necessary permissions to connect with external services
• Re-enter your credentials in the integration settings
• Test the connection to confirm it's working properly
• If problems continue, contact Ricestat support or Holidu support for additional assistance

How Does It Work for the Guests?

Once you've set up the Online Check-in feature, here's what your guests experience:

1. Guest receives invitation: After booking, your guest receives an email or message with a secure link to the online check-in form
2. Guest completes the form: The guest fills out personal details for all travellers, including document scanning (passport or ID). This information must be provided for every person in the booking
3. Data is submitted: Once completed, the information is securely stored in the system
4. Automatic reminders: If a guest doesn't complete the form, they receive automatic reminders. You can also fill out the data on their behalf if needed
5. Automatic submission: At 11:00 PM on the day of check-in, all guest data is automatically submitted to the relevant authority

How to Download the Guest Book?

You can download your guest book at any time to keep records for inspections or personal files. Follow these steps:

1. Log in to your Holidu account
2. Navigate to the Online Check-in feature page
3. Find the property for which you want to download the guest book
4. Click on "Details" next to the property name

Frequently Asked Questions

Why does Holidu offer this feature?

Local law in many countries requires hosts to register all guests with local authorities. This tool automates the process, supports legal compliance, and saves you significant time and effort.

Which authorities can I connect to?

You can connect to the specific authority for your country and region. The available authorities are listed in the setup section above. If your country or region is not listed, the feature may not yet be available in your area.

Is registration with the authorities mandatory?

Yes. Guest registration is a legal requirement in the supported countries and regions. Failure to comply can result in penalties or fines.

Can I use this feature for all types of bookings?

The Online Check-in feature only applies to bookings created through channels supported by Holidu. Manual bookings and iCal-based imports are not supported. Only bookings made through your Holidu listing or connected OTAs are eligible.

Can I send guest data from previous bookings?

No. The online form is only triggered for future bookings. Bookings made before you enabled the police connection are not covered by the automated system. You'll need to register those guests manually in your authority's portal.

What guest data is collected and sent?

Personal details such as name, date of birth, nationality, ID type, and ID number are collected and submitted to authorities. Only minimal required data is visible to you as the host (name and age). The full data is sent securely to the relevant government authority.

Will I have access to the guest data?

For privacy reasons, you only see the names and age of guests in your guestbook—the essential information required for regulatory compliance. Additional details like ID numbers are not displayed to you but are securely transmitted to the authorities.

What happens if guests provide their information and then cancel the booking?

If a guest cancels their booking after providing their information, the data will not be sent to the authorities. The system only submits data for confirmed, active bookings.

Will I receive a notification when guests provide their data?

We don't send automatic notifications when guests submit their data. However, you can check the status of each booking to see whether guests have completed the online check-in form.

Do children need to be registered?

Yes, all guests must be registered regardless of age. However, for Spanish minors under 14, ID and signature are not required. Instead, the relationship of the responsible adult to the minor must be recorded.

What happens if guests don't complete the form?

Guests who don't complete the form will receive an automatic reminder 5 days before their arrival. If they still don't provide their information, you have two options:

• Manually fill out the form in the presence of the guest during check-in
• Resend the link to the guest

Important: Data must be submitted before 23:00 (11:00 PM) on the check-in day to benefit from the automated submission to authorities.

Can I fill out the form for my guests?

Yes. You can complete the online check-in form on behalf of your guests directly from the booking details screen. You have the option to scan their ID or enter their data manually during the check-in process.

Can I modify data after submission?

No. Once data has been sent to the authority, it cannot be edited through Holidu. If there's an error in the submitted data, contact Holidu support or re-enter the information manually on your authority's portal directly.

When is the data sent to the authority?

Guest data is automatically sent to the relevant authority at 23:00 (11:00 PM) on the check-in day. As a host, you're responsible for ensuring that all guest information is complete and accurate before this time.

Do collaborators have access to this feature?

No. Only primary account holders with editor rights can configure and manage the Online Check-in connections. Collaborators can view the guest check-in form in booking details but cannot activate or modify the feature settings.

What happens if my authority credentials change or expire?

You'll need to manually update your credentials in your Holidu account if they change. Expired passwords may cause data submission to fail. Always verify your connection status in the "Account" section of your Holidu profile to ensure everything is working correctly.

Is the guestbook legally required?

Yes. The digital guestbook acts as your official guest log for police checks and regulatory inspections. You must retain the guestbook for 3 years, as required by Real Decreto 933/2021 in Spain and similar regulations in other countries.

Does this work for multi-unit properties?

Yes. The configuration process for multi-unit properties works similarly to single-property setups. Multi-unit hosts can configure the Online Check-in feature for each property or unit separately, allowing independent management of guest registration for each location.