Please note: The Online Check-in feature is currently in expansion. It may not be available in all countries yet. If you cannot find your local authority in the configuration settings, this means the feature is not yet available for your region. We're continuously working to expand support to more countries.
FAQs - Guest Check-in Feature
Welcome! This guide explains the Online Check-in feature, why it matters, how you benefit from automatic data transfer, and how to set everything up for your property.
What is the Online Check-in Feature?
The Online Check-in feature is a tool that automates guest registration with local authorities. Instead of manually collecting guest information and submitting it to government systems, Holidu handles the process for you. After a guest books with you, they receive a secure online form to provide their details. This data is then automatically transferred to the relevant local authority on the day of check-in.
Why Do You Need to Do This?
In many countries (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 automates guest registration, saving you time and ensuring compliance. Here are your key benefits:
- Legal compliance with minimal effort
- Automatic guest data transfer to the correct authority
- Digital guestbook you can download anytime for inspections
- Built-in reminders and guest communication
- Free of charge for Holidu hosts
- Secure, privacy-compliant handling of sensitive guest data
How to Set It Up
Before activating the feature in Holidu, you need to register your accommodation with the relevant local authority. We currently support Spain, Portugal, Germany, and Italy, with more countries coming soon.
Supported Authorities by Region
| Region | Authority | Guidelines |
|---|---|---|
| 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 | Statistical Reporting in Italy |
Once you have your credentials from the relevant authority, follow this article to set up your Online Check-in Feature in your Holidu account.
How Does It Work for the Guests?
Once you've set up the feature, here's what your guests experience:
- Booking Confirmation: After booking, your guest receives an email or message with a secure link to complete their check-in form.
- Information Submission: The guest fills out required details for all travellers, including personal information and document scanning (passport or ID). This must be completed for every guest.
- Data Storage: All information is stored securely in the system.
- Reminders: If a guest doesn't complete the form, automatic reminders are sent. You can also fill out the data on their behalf if needed.
- Automatic Submission: At 11:00 PM on the day of check-in, all guest data is automatically submitted to the relevant authority.
How Can I Download My Guestbook?
Follow these steps to download your digital guestbook:
- Go to the Online Check-in feature page in your Holidu account.
- Find the property for which you want to download the guestbook.
- Click on "Details" next to the property name.
Your guestbook is now ready to download and keep for your records. It serves as your digital log for police checks and must be retained for 3 years, as per applicable regulations.
Frequently Asked Questions
Why does Holidu offer this feature?
Local law requires hosts to register all guests with local authorities. This tool automates the process, supports legal compliance, and saves you time and effort.
Which authorities can I connect to?
It depends on your region. You can connect to the specific authority for your country and region. Check the table above for your location.
Is registration with the authorities mandatory?
Yes. Guest registration is a legal requirement in most countries where Holidu operates.
Can I use this feature for all types of bookings?
Only bookings created through channels supported by Holidu are eligible. Manual bookings and iCal-based imports are not supported by the automatic submission feature.
Can I send guest data from previous bookings?
No. The online form is only triggered for future bookings. Bookings made before enabling the police connection are not covered. You'll need to register those manually in your authority's portal.
What guest data is collected and sent?
Personal details including name, date of birth, nationality, and ID type/number are collected. As the host, you only see the minimal required data (name and age). Full data is sent securely to authorities and is not visible to you.
Will I have access to the guest data?
You'll only see the guest names and ages, which is the required information for your guestbook. Additional information like ID numbers is not shown to hosts for privacy reasons.
What happens if guests provide their information and then cancel the booking?
If the guest cancels their booking, the data won't be sent to the authorities.
Will I receive a notification when guests provide their data?
We don't send automatic notifications. However, you can check the booking details to see whether guests have provided their data for each reservation.
Do children need to be registered?
Yes, all guests must be registered regardless of age. For Spanish minors under 14, ID and signature are not required, but the responsible adult's relationship must be recorded.
What happens if guests don't complete the form?
They'll receive an automatic reminder 5 days before arrival. If the form remains incomplete, you can either:
- Manually fill out the form in the presence of the guest
- Resend the link to them
Data must be submitted before 23:00 on the check-in day to benefit from the automated connection to authorities.
Can I fill out the form for my guests?
Yes. You can fill out the form directly from the booking details screen. You can scan their ID or enter data manually during check-in.
Can I modify data after submission?
No. Once sent to the authority, data cannot be edited. If there's an error, contact Holidu support or re-enter data manually on your authority's portal directly.
When is the data sent to the authority?
Automatically at 23:00 on the check-in day. You're responsible for ensuring all data is complete before this time.
Do collaborators have access to this feature?
No. Only primary accounts (with editor rights) can configure connections. Collaborators can see the form in booking details but cannot activate or manage the feature.
What happens if my authority credentials change or expire?
You'll need to manually update them in Holidu. Expired passwords may cause a failed data transfer. Always verify your connection status in the "Account" section.
Is the guestbook legally required?
Yes. The guestbook acts as your digital log for police checks and must be retained for 3 years, as per applicable regulations.
Does this work for multi-units?
Yes. The configuration flow works exactly like the existing one, but multi-unit hosts will be able to configure each unit separately.
Do you want to contact us?
We’re here to help. You can contact us directly if you need assistance or have questions.
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