Learn how to connect your Holidu property to SIBA (Sistema de Informação de Boletins de Alojamento) for automated guest registration and compliance with Portugal's local accommodation registration requirements.

Context: Online Check-in and SIBA Integration

Holidu streamlines the guest registration process for your Portuguese properties by automatically collecting guest information and sending it to the SIBA portal. This integration helps you meet Portugal's mandatory accommodation registration rules efficiently. However, it's important to note that legal compliance remains your responsibility as the host. For comprehensive legal information, please consult the official SIBA portal at https://siba.ssi.gov.pt.

1. Before You Start - What are the Prerequisites?

Before activating the guest registration feature with Holidu, ensure you have the following in place:

• An existing property registration on the official SIBA portal: https://siba.ssi.gov.pt
• Your SIBA credentials readily available:
  • NIF (VAT number) of the Hotel Unit
  • Establishment Code
  • Authentication Key (typically a 12-digit password)
• Confirmation that your bulletin submission method in SIBA is set to "SEF-SIBA web service integration"

The credentials you provide should match those used to access the official SIBA Portal.

Changing Your Submission Method to Web Service

If your current submission method is not "SEF-SIBA web service integration," follow these steps:

1. Log in to your SEF account at https://siba.ssi.gov.pt/s/an/default.aspx
2. Change the submission method to Web Service
3. In your Holidu dashboard Legal section, update the field "Automatically send info to" to "SEF-SIBA web service integration"

If you cannot make this change yourself, contact SIBA directly at https://siba.ssi.gov.pt/contactos to request assistance.

2. How to Configure Guest Online Registration Between Holidu and SIBA

Follow these step-by-step instructions to connect your Holidu property to SIBA:

Step 1: Access the Online Check-in Tool

1. Log in to your Holidu app
2. Navigate to "Tools" in the left-side menu
3. Click on "Online Check-in"

Step 2: Select Your Property

You'll see a list of your properties. Click the "Configure" button next to the property you want to connect to SIBA.

Step 3: Fill in Your SIBA Information

Complete the configuration form with your SIBA portal information:

• Enable "Send data automatically to the responsible authority"
• Select "SEF-SIBA web service integration" as your integration method
• Enter your NIF (VAT number)
• Enter your Authentication Key (Password)
• Enter your Establishment Code

Step 4: Validate and Save

1. Click the "Validate" button to verify your credentials
2. Wait for the validation to complete and display "Completed!"
3. Click "Save Changes" to finalize the configuration

Step 5: Confirm Active Connection

Once saved successfully, you'll see confirmation that your connection to SIBA is now active and ready to use.

3. What Happens After the Activation

Once your Holidu property is successfully connected to SIBA, the automated guest registration process begins for all eligible bookings:

Automatic Form Assignment

All future bookings with a check-in date at least 6 days after you complete the configuration will automatically be associated with a guest registration form. This ensures sufficient time for guests to complete their information before arrival.

Guest Notification

The registration form is automatically sent to guests via email or through their booking message system (depending on the booking channel). Guests will receive a link to complete their information at their earliest convenience.

Data Collection Timeline

• Guest receives form immediately after booking
• Automatic reminder sent 5 days before check-in if form remains incomplete
• Final opportunity to complete form on check-in day
• Data automatically transmitted to SIBA after 11:00 PM on check-in day

4. Guest's Point of View

Understanding the guest experience helps you manage expectations and support your guests through the registration process:

Receiving the Form

After making a booking, guests receive an email containing a link to the online registration form. The email provides clear instructions on how to access and complete the form.

Form Completion Options

Guests can complete their registration in two ways:

Manual Entry

Guests enter their personal information manually into the form, including details for all occupants (adults and children).

ID Scanning

For convenience and accuracy, guests can scan their identity documents (passport, ID card, etc.) using their mobile device. The system automatically extracts relevant information from the scanned document.

Form Submission and Confirmation

Once guests complete and submit the form, they receive a confirmation message indicating successful submission. The data is securely stored in the Holidu system.

Reminder Notifications

If guests haven't completed the form, they'll receive automatic reminders 5 days before their check-in date. This helps ensure compliance without requiring manual host intervention.

Manual Collection Option

If a guest doesn't complete the form before check-in, you can use the same registration link to manually collect their information during the check-in process. This ensures no data is missed and maintains SIBA compliance.

5. Form Statuses

As a host, you can monitor the status of guest registration forms for each booking through your Holidu dashboard. Understanding these statuses helps you track compliance and identify any issues requiring attention:

Common Form Statuses

• Pending: Form has been sent to the guest but not yet completed
• Completed: Guest has filled out and submitted the form successfully
• Submitted to SIBA: Form data has been transmitted to the SIBA portal
• Transfer Error: An issue occurred while sending data to SIBA

How to Fix Incomplete Data

For Pending Forms

1. Resend the form link to the guest as a reminder
2. Contact the guest directly to encourage timely completion
3. Offer to assist if the guest has questions about the form

For Transfer Errors

1. Verify that the form data is complete on your end
2. Confirm that your submission method in SIBA is set to "SEF-SIBA web service integration"
3. Contact Holidu Support at host@holidu.com if the error persists
4. Provide your property details and booking reference when contacting support

6. How to Get the Guest Registration Form - Boletim de Alojamento

You may need to access, generate, or download the guest registration form (Boletim de Alojamento) for record-keeping, offline use, or manual submission. Follow these steps:

Step 1: Access Guest Online Registration Settings

1. Log in to your Holidu account
2. Navigate to "More" in the main menu
3. Select "Account"
4. Choose "Guest Online Registration"

Step 2: Open Configuration Details

1. Click "Configure" for the relevant property
2. Select "Details"
3. Navigate to the "Documents" section

Step 3: Generate and Download the Form

1. Click "Generate Guest Form"
2. Select the desired date period for the form
3. Click "Download" to save the file to your device

The downloaded form can be used for backup records, manual entries, or as reference documentation.

Frequently Asked Questions

When do guests receive the form?

Guests receive the registration form link immediately after making a booking through a connected channel on Holidu. If the form remains incomplete 5 days before the check-in date, they'll receive an automatic reminder. This reminder system ensures guests have adequate notice to complete their registration without host intervention.

What about multi-unit properties?

The SIBA integration feature is not currently available for properties with multiple units, such as properties with separately rented rooms. Holidu is actively working to extend this functionality to multi-unit properties. Check back for updates or contact support for the latest information on availability.

What happens to bookings made before activating SIBA with Holidu, but with future check-ins?

The registration form will only be sent automatically if you completed the SIBA configuration at least 6 days before the check-in date. For existing bookings made before this 6-day window, you'll need to manually submit guest data to SIBA through the portal to ensure compliance.

Do I need to register all guests,