FAQs - Guest Check-in Feature

What is the Online Check-in Feature?

The Online Check-in feature (also known as Advanced Check-in) is an automated system that helps you collect and submit guest registration data to local authorities. In many countries, hosts are legally required to register guests with local authorities for security, traceability, and compliance purposes. This feature streamlines that process by sending guests a secure online form to fill out their details, which are then automatically transferred to the relevant authority on the day of check-in.

Why Do You Need to Do This?

In many countries 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 automates the guest registration process, offering several key benefits:

• Legal compliance with minimal effort on your part
• Automatic guest data transfer to the correct local authority
• Digital guestbook you can download anytime for inspections
• Built-in reminders and automatic guest communication
• Completely free of charge for Holidu hosts
• Secure, privacy-compliant handling of sensitive guest data

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. We currently support Spain, Portugal, Germany, and Italy. If your country is not listed below, the feature is not yet available in your region.

Region	Authority	Setup Guidelines
Spain (except Catalonia and 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 the detailed setup instructions in How to Setup and Manage the Online Check-in Feature.

What to Do If Your Connection Stops Working

If your connection to the local authority fails or stops working, follow these steps:

• Check that your authority credentials are still valid and have not expired
• Verify your internet connection is stable
• Log out and log back into your Holidu account
• Check the connection status in your Account settings to see if there are any error messages
• If you have changed your password with the authority, update it in your Holidu account settings
• If the issue persists, contact Holidu support with details about the error message you are receiving

How to Connect Ricestat to Your Chekin.io Account

If you are using Ricestat as your channel manager, you can integrate it with Chekin.io for guest check-in purposes. This integration allows guest data to flow automatically between platforms. For detailed instructions on connecting these accounts, please refer to the integration documentation provided by your channel manager or contact Holidu support for assistance.

Troubleshooting: Incorrect Credentials for Ricestat

If you are experiencing issues with incorrect credentials when connecting Ricestat to your guest check-in system, take the following steps:

• Double-check your Ricestat login credentials for accuracy
• Ensure your Ricestat account has the necessary permissions for API access
• Clear any cached credentials and re-enter them fresh
• Verify that your Ricestat API key or access token has not expired
• Contact Ricestat support to confirm your account status and available integrations
• If problems continue, reach out to Holidu support with your account details for further assistance

How Does It Work for the Guests?

Once you have set up the Online Check-in feature, here is what your guests will experience:

1. After booking confirmation, your guest receives an email or message with a secure link to the online check-in form
2. The guest fills out required details for all travelers, including document scanning (passport or ID). This information must be provided for every person in the party
3. The data is securely submitted and stored in the system
4. If a guest does not complete the form, automatic reminders are sent. If they still do not comply, you have the option to fill out the data on their behalf
5. At 11:00 PM on the day of check-in, all guest data is automatically submitted to the relevant local authority

How to Download the Guest Book

To download your digital guest book for records and inspections:

1. Log into your Holidu host account
2. Navigate to the Online Check-in feature section
3. Find the property for which you want to download the guestbook
4. Click on the "Details" button next to the property name
5. Select the option to download or export your guestbook
6. Save the file to your computer for your records

You can download your guestbook anytime and are required to keep records for 3 years in accordance with local regulations.

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 compared to manual registration.

Which authorities can I connect to?

Connection availability depends on your region and country. Currently, we support authorities in Spain, Portugal, Germany, and Italy. If you cannot find your country's authority in the configuration options, the feature is not yet available in your region. We are working to expand to additional countries.

Is registration with the authorities mandatory?

Yes. In supported countries, guest registration with local authorities is a legal requirement for hosts.

Can I use this feature for all types of bookings?

Only bookings created through channels supported by Holidu are eligible for this feature. Manual bookings and bookings imported via iCal are not supported.

Can I send guest data from previous bookings?

No. The online check-in form is only triggered for future bookings made after the feature is enabled. Bookings made before you enable the police connection are not covered. You will need to register those guests manually in your authority's portal.

What guest data is collected and sent?

Personal details including name, date of birth, nationality, ID type, and ID number are collected. Only minimal required data is visible to you as the host (name and age). Full data is sent securely to the relevant authorities in compliance with data protection regulations.

Will I have access to the guest data?

You will only see the names and ages of guests, which is the required information for the guestbook. We do not display additional information such as ID numbers or other sensitive personal data.

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

If a guest cancels their booking, the data they provided will not be sent to the authorities.

Will I receive a notification when guests provide their data?

We do not send notifications. However, you can view whether guests have provided their data for each booking by checking the booking details in your account.

Do children need to be registered?

Yes, all guests must be registered regardless of age. For Spanish minors under 14 years old, ID and signature are not required, but the relationship to the responsible adult must be recorded.

What happens if guests don't complete the form?

Guests will receive an automatic reminder 5 days before their arrival. If the form remains incomplete, you have two options:

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

Guest data must be submitted before 11:00 PM 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 in your Holidu account. You also have the option to scan their ID or enter 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 is an error, you will need to contact Holidu support or re-enter the data manually on your authority's portal directly.

When is the data sent to the authority?

Data is automatically sent to the relevant authority at 11:00 PM on the check-in day. You are responsible for ensuring that all guest data 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 check-in form in booking details but cannot activate or manage the feature.

What happens if my authority credentials change or expire?

You will need to manually update your credentials in your Holidu account settings. Expired passwords may cause data transfer to fail. Always verify that your connection status is active in the Account section of your Holidu dashboard.

Is the guestbook legally required?

Yes. The guestbook serves as your digital log for police checks and must be retained for 3 years in accordance with local regulations such as Spain's Real Decreto 933/2021.

Does this work for multi-unit properties?

Yes. The configuration process works the same way for multi-unit hosts. You will be able to configure each unit separately according to your specific needs and local requirements.