How to Setup and Manage the Online Check-in Feature

This comprehensive guide explains how to set up and manage the Online Check-in feature from your Holidu portal. The feature is built on local regulatory expertise, allowing you to stay compliant with local authority requirements without learning each jurisdiction's process independently.

1. Registration with Your Local Authority

Before activating the Online Check-in feature in Holidu, you must register your accommodation with the relevant local authority. Below is a complete list of supported countries and regions with links to their respective registration portals and Holidu setup guides:

Region	Authority	Registration Link	Holidu Setup Guide
Spain (except Catalonia and Basque Country)	SES.Hospedajes	Access SES.Hospedajes	How to Connect to SES.Hospedajes
Catalonia	Mossos d'Esquadra	Access Mossos d'Esquadra	Connect to Mossos d'Esquadra
Basque Country	Ertzaintza	Access Ertzaintza	Connect to Ertzaintza
Portugal	SIBA	Access SIBA	Online Guest Registration with SIBA and Holidu FAQs
Germany	AVS	Contact your local authority	How to Connect Your Property to AVS (Germany)
Italy	Alloggiati Web	Contact your local authority	Guest Check-in Feature in Italy

This registration step is mandatory. Once registered with your local authority, you will receive credentials such as a username, password, and in some cases a renter or accommodation code. You will enter these credentials in your Holidu account to complete the connection setup.

2. How to Connect Your Property to the Authority Using Online Check-in

Follow these step-by-step instructions to connect your property to the local authority:

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 the Configure button next to the property you want to connect to the local authority.

Step 3: View Connection Status

A screen will display all your properties 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: Enter Authority Credentials

Scroll down and click on Activate automatic sending to police. Select the correct authority from the dropdown menu, then enter your username, password, and all required credentials. Important: Use the login credentials provided by your local authority, not your Holidu account credentials.

Step 6: Validate Credentials

Click the Validate button to verify your credentials with the authority system.

Step 7: Save Changes

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

Important Tips to Avoid Errors

• Use your correct host fiscal code, which is either your ID number or NIE if you are not Spanish
• Enter your complete ID or NIE number, including all leading zeros
• Use only the login credentials provided by your local authority, not your Holidu login information
• Verify all information before clicking Save changes

3. How Does the Online Check-in Feature Work?

Once setup is complete, the system operates automatically to streamline guest registration with local authorities. Understanding the complete workflow helps you manage bookings efficiently and ensure compliance.

3.1 The Guest Check-in Process

Here is what happens from the guest perspective:

Step 1: Guest Receives Check-in Link

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

Step 2: Guest Completes Information

The guest fills out required details for all travelers, including document scanning such as passport or identification cards. This information must be completed for every person in the group.

Step 3: Data Submission and Storage

Guest data is submitted securely and stored in the system. If a guest does not complete the form, automatic reminders are sent. If the guest still does not comply, you have the option to fill out the data on their behalf.

Step 4: Automatic Data Transfer to Authority

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

3.2 Understanding Booking Status in the Holidu App

The booking page displays clear status indicators showing the current state of guest registration and data transfer for each booking:

Status Description	Visual Indicator	Meaning
Guest data started but incomplete		Your guests have started the registration process. The status will remain incomplete until all travelers have provided their information.
Data complete but not yet transferred		Guest information is complete and accurate. Data will be transferred to authorities on the check-in date at 11:00 PM (transfer is pending because the check-in date is in the future).
Data successfully transferred to authority		Guest data has been successfully transmitted to the local authority. Compliance requirements have been met.
Error in data transfer		An error occurred during data transfer to the authority. See the troubleshooting section below for resolution steps.

3.3 Troubleshooting Common Issues

Issue	Solution
Guest data is incomplete or missing	Contact your guests to complete the form, or manually fill in the information through the booking details. Guests receive automatic reminders 5 days before check-in with a link to the form.
Error in data transfer to authorities	Verify that the credentials you entered in your Holidu account are correct and match those provided by your authority. If the error persists after confirming credentials, contact Holidu support for assistance.

4. How to Download the Guest Book

You can download a record of all guest information submitted through the online check-in feature:

Step 1: Open Online Check-in

Navigate to the online check-in feature from your Holidu account.

Step 2: Access Property Details

Next to the property for which you need the guest book, click on Details.

Step 3: Download Guest Records

In the pop-up window that opens, locate the booking for the main guest. Click on it, then click Download all to save the guest book to your device.

5. How to Manually Fill Out Guest Data

If a guest has not completed the online check-in form, you can manually enter their information:

Step 1: Access the Bookings Tab

In the Online Check-in window, click on the Bookings tab to view all reservations.

Step 2: Review Booking List

You will see a list of all bookings identified by the main guest's name. A column displays the current status of guest data and transfer status.

Step 3: Understand Status Icons

Click on Status info to view the meaning of each status icon and color used in the system.

Step 4: Open Guest Details

Click on the main guest's name to open the guest details page, where you can manually enter information for all travelers.

6. Understanding Basic Status Colors

The Online Check-in system uses color-coded status indicators to quickly communicate the state of each booking. Understanding these colors helps you manage registrations effectively:

Status Name	Color and Icon	What It Means	Recommended Action
All Guests Registered	Blue - Completed