How to Setup and Manage the Online Check-in Feature

This comprehensive guide explains how to set up the Online Check-in feature from your Holidu portal and manage it effectively. The feature is built on the local regulatory expertise of Holidu's regional teams, allowing you to stay compliant without learning every authority's process from scratch.

Step 1: Register with Your Local Authority

Before activating the Online Check-in feature in Holidu, you must register your accommodation with the relevant local authority. Registration requirements vary by country and region. Below is a complete list of supported countries and regions with direct links to registration and connection guides.

Supported Countries and Regions

Region	Authority	Connection Guide
Spain (except Catalonia and Basque Country)	SES.Hospedajes	How to connect to SES.Hospedajes
Catalonia, Spain	Mossos d'Esquadra	Connect to Mossos d'Esquadra
Basque Country, Spain	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 complete registration with your local authority, you will receive credentials including a username, password, and in some cases a renter or accommodation code. You will enter these credentials in your Holidu account to establish the connection.

Step 2: Connect Your Property to the Authority

Follow these steps to connect your property to the responsible authority using the Online Check-in feature:

Access the Online Check-in Tool

1. Open your Holidu app and navigate to the left side menu.
2. Click on Tools and select Online Check-in.

Select Your Property

1. You will see your list of properties. Click the Configure button next to the property you want to connect to the police or authority.

View Connection Status

1. A screen will display your properties with the connection status for each one. Click on the specific property you want to connect.

Enter Property Details

1. Complete the form with the details of the country where your property is located.

Activate Automatic Sending and Enter Credentials

1. Scroll down and click on Activate automatic sending to police.
2. Select the correct authority from the dropdown menu.
3. Enter your username, password, and all required credentials in the provided fields.
4. Important: Use the login credentials you received from your local authority, not your Holidu login credentials.

Validate and Save Your Connection

1. Click Validate to verify your credentials.
2. Once successfully activated, click Save changes at the end of the form.
3. If no error message appears, your property is now connected to the responsible authority.

Important Tips to Avoid Errors

• Use your correct host fiscal code (your ID number, or NIE if you are not Spanish)
• Enter your full ID or NIE number, including all leading zeros
• Use only the login credentials from your local authority, not your Holidu account

Your connection is now active and ready to use.

Step 3: How the Online Check-in Feature Works

Once setup is complete, the Online Check-in feature operates automatically to streamline the guest registration process and ensure timely data submission to authorities.

Guest Check-in Process

Here is what happens from the guest's perspective:

1. After booking confirmation, your guest receives an email or in-app message containing a secure link to the online check-in form.

1. The guest completes the form by entering details for all travelers, including document scanning (passport or ID). This information must be submitted for each person traveling.
2. Guest data is securely submitted and stored in the system.
3. If a guest does not complete the form, automatic reminders are sent. If compliance is still not achieved, you can manually fill out the data on their behalf.
4. At 11:00 PM on the check-in date, guest data is automatically submitted to the relevant authority.

How to Read the Status in the Bookings Section

In your booking details, you will see status indicators for each booking showing the progress of guest registration and data submission to authorities. Understanding these statuses helps you manage compliance effectively.

Status	Icon	Meaning	Recommended Action
Started, but missing data		Your guests have started the check-in process but have not completed it for all travelers. The status will remain incomplete until all required information is submitted for each person.	Verify with guests and prompt them to complete the check-in form. Send reminders if necessary.
Guest data complete but not yet transferred		Guest data has been collected and is complete, but has not yet been submitted to the authority because the check-in date is in the future. Submission occurs automatically at 11:00 PM on check-in day.	Wait until the check-in date for automatic submission, or manually submit if allowed by your authority.
Guest data successfully transferred		Guest data has been successfully transmitted to the authority and your compliance obligation is fulfilled.	No action needed. Proceed with standard pre-arrival guest communication.
Error in reporting the data		An error occurred during the data transfer to authorities. This may result from incorrect credentials, incomplete guest data, or connectivity issues.	Review the error message, verify that your authority credentials are correct, check that all guest data is complete, and attempt manual resending if needed. Contact support if the issue persists.

Troubleshooting Steps

If you encounter issues with the Online Check-in feature, follow these troubleshooting steps:

Issue	Solution
Guest data is incomplete or missing	Contact your guest and request that they complete the check-in form using the link in their email or message. Alternatively, you can manually fill in the guest data through the booking details view. Please note that 5 days before check-in, guests automatically receive a reminder email with a link to complete the form.
Error in data transfer to authorities	Verify that the credentials you entered in your Holidu account are correct by checking them against the registration confirmation from your authority. Ensure all guest information is complete and accurate. If the error persists after correction, contact Holidu support for assistance.
Connection to authority is not working	Double-check that you are using the correct authority credentials and not your Holidu login details. Verify that your property is registered with the authority. Test the connection by clicking Validate again. If the issue continues, review the specific connection guide for your region or contact support.

Step 4: How to Download the Guest Book

You can download a digital guest book containing all submitted guest data for your records or for presenting to authorities during inspections.

1. Go to the Online Check-in feature in your Holidu portal.
2. Next to the property for which you want the guest book, click on Details.

1. In the top area of the pop-up that opens, find the booking using the main guest's name and click on it.
2. Click Download all to download the complete guest information for that booking.

Step 5: How to Manually Fill Out Guest Data

If guests do not complete their check-in form or you need to enter information on their behalf, you can manually fill out guest data through the Holidu portal.

Access the Guest Data Entry

1. Open the Online Check-in window and click the Bookings tab.

View Your Bookings List

1. You will see a list of bookings identified by the main guest's name. A column shows the status of data completion and transfer to authorities.

Understand Status Icons

1. Click Status info to view the meaning of each status icon and its corresponding color.