How to Setup and Manage the Online Check-in Feature

Learn how to set up and manage the Online Check-in feature on Holidu to stay compliant with local regulations. This comprehensive guide walks you through registration, property connection, and data management for your accommodation.

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 in your region. Select your country or region below to find the correct authority and registration guidelines:

Region	Authority	Registration Guide
Spain (except Catalonia and Basque Country)	SES.Hospedajes	Visit SES.Hospedajes | How to connect to SES.Hospedajes
Catalonia	Mossos d'Esquadra	Visit Mossos d'Esquadra | How to connect to Mossos
Basque Country	Ertzaintza	Visit Ertzaintza | How to connect to Ertzaintza
Portugal	SIBA	Visit 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

After successful registration with your local authority, you will receive login credentials (username and password) and possibly a renter or accommodation code. Keep these credentials safe, as you will need them to connect your property in Holidu.

2. Connect Your Property to the Authority

Once you have registered with your local authority and received your credentials, follow these steps to connect your property to the Online Check-in feature in Holidu:

Step 1: Access the Online Check-in Tool

From your Holidu app, navigate to the left side menu, click on "Tools," and select "Online Check-in."

Step 2: Select Your Property

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

Step 3: View Connection Status

A screen will display all your properties along with their current connection status. Click on the specific property you want to configure.

Step 4: Complete Property Details

Fill out the form with the details of the country where your property is located.

Step 5: Activate Automatic Sending and Enter Credentials

Scroll down and click on "Activate automatic sending to police." Select the correct authority for your region, then enter your username, password, and all other required credentials in the designated fields.

Important: Use only the login credentials you received from your local authority. Do not use your Holidu account credentials.

Step 6: Validate Your Credentials

Click on the "Validate" button to test your connection with the authority. This ensures that your credentials are correct and your property is properly registered.

Step 7: Save Changes

Once validation is successful, click "Save changes" at the bottom of the form. If no error message appears, your property is now connected to the responsible authority.

Important Verification Checklist

Before saving, verify the following to avoid errors:

• Use the 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 the login credentials provided by your local authority, not your Holidu login
• Ensure all required fields are completed according to your region's requirements

After successful setup, you can close the form and confirm that the connection is now active.

3. How the Online Check-in Feature Works

Once setup is complete, the Online Check-in feature operates automatically to collect and submit guest data to local authorities. Here is what to expect at each stage:

3.1 The Guest Check-in Process

Guests complete their check-in information through a secure online form. Here is the complete process:

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 fills out required information for all travelers in their party, including personal details and document scans (such as passport or ID). This information must be submitted for every person traveling to your property.
2. All guest data is securely submitted and stored in the system.
3. If a guest does not complete the form, automatic reminder emails are sent. If the guest continues to be non-compliant, you have the option to manually fill out the information on their behalf.
4. At 11:00 PM on the check-in date, guest data is automatically submitted to the relevant local authority.

3.2 Understanding Check-in Status in Your Bookings

In the booking details page, you will see status indicators that show the progress of each guest's check-in process. Here is what each status means:

Status	Icon/Label	What It Means	Recommended Action
Started, but missing data		Your guests have started the check-in process but have not yet completed all required information for every person. The status will remain incomplete until all travelers submit their data.	Verify the booking details with guests and send them a reminder to complete the check-in form.
Data complete but not yet transferred		All guest data has been successfully collected but has not yet been submitted to the authority. This is normal if the check-in date is in the future, as automatic submission occurs at 11:00 PM on the check-in date.	Wait until the check-in date arrives for automatic submission, or manually submit the data if your region allows it.
Data successfully transferred		Guest data has been successfully transmitted to the local authority and your compliance obligation is complete.	No action is required. Proceed with standard pre-arrival communication with your guest.
Error in data transfer		An error occurred when attempting to transmit guest data to the authority. This may be due to incorrect credentials, incomplete data, or a technical issue with the connection.	Review the error message, verify that your credentials are correct, check that all guest data is complete, and try manual resending. If the issue persists, contact Holidu support for assistance.

3.3 Troubleshooting Common Issues

If you encounter problems during the check-in process, use this troubleshooting guide:

Issue	Solution
Guest data is incomplete or missing	Send a reminder to your guest with a link to complete the check-in form. Holidu automatically sends reminders 5 days before check-in. Alternatively, you can manually fill in the form through the booking details page on your behalf.
Error in data transfer to authorities	Verify that the credentials you entered in your Holidu account are correct and match those provided by your local authority. Ensure that all guest data fields are properly completed. If the error continues, attempt a manual resend. If problems persist, contact Holidu support.
Connection to authority keeps failing	Check your internet connection and ensure the authority's website is accessible. Verify your credentials one more time. If the issue remains, your local authority may be experiencing downtime, or there may be an issue with your registration. Contact your local authority or Holidu support for further assistance.

4. How to Download the Guest Book

You can download a record of all guest data submitted through the Online Check-in feature. This guest book is useful for your records and for local authority inquiries. Follow these steps:

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

1. In the pop-up that opens, find the booking corresponding to the main guest name, click on it, and then click "Download all" to download the complete guest book for that booking.

The guest book will be downloaded in a format suitable for your records and can be provided to authorities upon request.

5. How to Manually Fill Out Guest Data

If a guest does not complete their check-in information, you can fill out their data on their behalf. This ensures compliance even if guests do not respond to reminder emails. Follow these steps:

Step 1: Access the Bookings Tab

Go to the Online Check-in section and click on the "Bookings" tab to view all your upcoming reservations.

Step 2: View Your Booking List

You will see a list of all your bookings, identified by the name of the main guest. Each booking has a status column that shows the current status of guest data and its submission to the authority.