Please note: The Online Check-in feature is currently in expansion and may not yet be available in all countries. If you cannot find your local authority in the configuration settings, it means this feature is not yet available for your property's location. We are continuously working to expand this feature to more regions.

What is the Online Check-in Feature?

The Online Check-in feature is a digital solution that automates guest registration with local authorities. After a guest books your property through Holidu, they receive a secure online form where they can submit their personal information and travel documents. Holidu then automatically transfers this data to the relevant government authority on the check-in day, ensuring full legal compliance without manual effort on your part.

Why Do You Need to Do This?

In many countries including Spain, Italy, Portugal, and Germany, hosts are legally required to collect and submit guest information to local authorities shortly after check-in. This regulation helps ensure security, traceability, and compliance with local laws. Not complying with these rules can lead to penalties or fines. That's why it's crucial to have a reliable system in place.

How Do You Benefit from the Automatic Transfer?

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
• 100% free-of-charge for Holidu hosts
• Secure and 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 are working to have Italy available very soon.

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 (currently paused)	Guest Check-in Feature in Italy | Statistical Reporting in Italy

After obtaining your credentials from the relevant authority, follow this article to set up your Online Check-in Feature.

How Does It Work for Guests?

Once setup is complete, here's what to expect:

1. After booking, your guest receives an email or message with a link to a secure online check-in form.
2. The guest fills out details for all travelers, including document scanning (passport or ID). This process must be completed for everyone travelling with them.
3. The data is then submitted securely and stored in the system.
4. If a guest does not fill out the form, additional reminders will be sent to remind them of their duties. In case your guests do not comply, you can always fill out the data for them.

⏰ At 11:00 PM on the day of check-in, the guest data is automatically submitted to the relevant authority.

How Can I Download My Guest Book?

1. Go to the Online Check-in feature
2. Next to the property you want the guest book for, click on "Details"
   
3. In the top area of the pop-up that opens, find the booking with the name of the main guest, click on it, then you'll find the button "Download all".
   

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, ensures legal compliance, and saves time for hosts.

Which authorities can I connect to?

It depends on your region. You should connect to the specific authority for your country and region. Currently, we support Spain (SES.Hospedajes, Mossos d'Esquadra, and Ertzaintza), Portugal (SIBA), and Germany (AVS). Italy support is coming soon.

Is registration with the authorities mandatory?

Yes. Registration with local authorities is mandatory in the countries where this feature is available.

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.

Can I send guest data from previous reservations?

No. The online form is only triggered for future bookings. Reservations made before enabling the police connection are not covered. You must register those manually in the portal of your responsible authority.

What guest data is collected and sent?

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

Will I have access to the guest data?

We only show the names and age of the guests to our hosts, which is the required information for the guestbook. We do not display additional information, such as ID numbers.

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

If the guest cancels their reservation, the data will not be sent to the authorities.

Will I receive a notification when guests provide their data?

We do not send notifications in these cases. However, you will be able to see if the guests have provided their data for each of the reservations.

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 will receive an automatic reminder 5 days before arrival day. If still incomplete, the host can either:

• Manually fill out the form in the presence of the guest
• Resend the link

Data must be submitted before 23:00 on the check-in day to benefit from our automated connection.

Can I fill out the form for my guests?

Yes, you can fill out the form directly from the booking details screen. You can also 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 portal directly.

When is the data sent to the authority?

Data is sent automatically at 23:00 on the check-in day. Hosts are responsible for ensuring 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 it.

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 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 Real Decreto 933/2021.

Would this work for multi-unit properties?

This feature works for multi-unit properties, but the configuration must be completed separately for each unit. Currently, there is no option to apply the configuration to all units at once.