How to Setup and Manage the Online Check-in Feature

The Online Check-in Feature streamlines guest registration with local authorities, automating compliance while reducing manual paperwork. This comprehensive guide walks you through setup, management, and troubleshooting.

Step 1: Register With Your Local Authority

Before activating the feature in Holidu, you must register your accommodation with the relevant local authority in your region. Each country and region has specific requirements:

Region	Authority	Setup Guide
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

Upon registration, you will receive login credentials (username and password) and sometimes an accommodation or renter code. Keep these credentials secure, as you'll need them in the next step.

Step 2: Connect Your Property to the Authority

Follow these steps to establish the connection between your Holidu property and your local authority:

Access the Online Guest Registration Section

1. Open the Holidu App and tap the Holidu logo.
2. Select the Account section from the menu.
3. Locate the Online guest registration section and click the Configure button.

Select Your Property

1. You will see a list of your properties. Click the Configure button next to the property you wish to connect.

View Property Connection Status

1. A screen will display all your properties with their current connection status.
2. Click on the specific property you want to connect to its local authority.

Complete the Property Details Form

1. A form will appear with fields for your country and property details.
2. Fill in all required information specific to your property's location.

Enter Your Authority Credentials

1. Scroll down to the Activate automatic sending to police section.
2. Select the correct local authority from the dropdown menu.
3. Enter your username and password from the authority (not your Holidu login credentials).
4. Fill in all required credentials, such as your fiscal code or accommodation code.

Validate and Save

1. Click the Validate button to verify your credentials with the authority.
2. Once validation is successful, click Save changes at the bottom of the form.
3. If no error message appears, your property is now successfully connected.

Important Setup Tips

• Use your complete owner fiscal code (ID number or NIE if you are not Spanish).
• Include all digits of your ID or NIE number, including leading zeros.
• Always use the login credentials provided by your local authority, not your Holidu account details.
• Double-check that you have selected the correct authority for your region.

Step 3: How the Online Check-in Feature Works

Once setup is complete, the system operates automatically to streamline guest registration and authority compliance.

The Guest Check-in Process

Your guests experience a simple, secure registration process:

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

1. Complete Registration: The guest fills in details for all travelers in their party, including document information (passport or national ID). This must be completed for every person in the group.
2. Submit Data: Guest data is securely submitted and stored in the system.
3. Receive Reminders: If a guest does not complete the form, automated reminder emails are sent. You also have the option to manually fill out guest information on their behalf.
4. Automatic Submission: At 11:00 PM on the check-in date, all completed guest data is automatically submitted to the relevant local authority.

Understanding Check-in Status in the Booking Page

The Holidu App displays the check-in status for each booking, helping you track compliance at a glance:

Status	Icon	Meaning	Recommended Action
All Guests Registered		Guest has entered all required information; data is ready for submission.	No action needed. Verify details if local rules require review.
Guest Check-in Pending		Guest has not yet completed all required fields.	Contact the guest to complete missing information.
Police Submission Successful		Guest data has been transmitted to authorities successfully.	Proceed with standard pre-arrival communication.
Police Submission Failed		An error occurred during data submission to authorities.	Verify connection setup and guest data validity. Contact support if the issue persists.

Important: If data transfer fails due to incorrect connection setup, you must fix the authority connection, update guest information to ensure no fields are missing, and then use the manual resend option after correcting the configuration.

Troubleshooting Common Issues

If you encounter problems with the check-in feature, follow these troubleshooting steps:

• Submission Failed Status: Verify that your authority credentials are correct and that the connection has been properly validated. Check that all guest data is complete with no missing fields.
• Guest Not Completing Form: Send a reminder email to your guest or manually fill in their information yourself using the manual entry option.
• Validation Error on Setup: Ensure you are using the authority-provided credentials, not your Holidu login. Double-check that your fiscal code is entered in full, including leading zeros.
• Connection Not Established: Confirm that you have registered with the correct authority for your property's location and that you are using the right authority system from the dropdown menu.

Step 4: Download the Guest Book

You can easily download guest records for compliance, accounting, or record-keeping purposes:

1. Navigate to the online check-in feature section in your Holidu host account.
2. Locate the property for which you need the guest book and click the Details button next to it.

1. In the popup window that opens, find the booking with the main guest's name and click on it.
2. Click the Download all button to download all guest records for that booking.

Step 5: Manually Fill Out Guest Data

If a guest fails to complete their check-in or you need to update information, you can manually enter guest details:

Access the Bookings Tab

1. Open the Online Check-in window in your Holidu host account.
2. Click on the Bookings tab to view all your reservations.

View Booking List and Status

1. The Bookings list displays all reservations identified by the main guest's name.
2. A status column shows the current registration and submission status for each booking.