Online Check-in - How to connect to SIBA

SIBA (Sistema de Informação de Boletins de Alojamento) is Portugal's mandatory guest registration system. Holidu integrates directly with SIBA to help you collect and submit guest information automatically, ensuring compliance with local registration requirements. This guide walks you through connecting your property to SIBA via Holidu and managing guest registrations efficiently.

1. Before You Start - What are the prerequisites?

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

• A property already registered on the official SIBA portal at https://siba.ssi.gov.pt
• Access to your SIBA credentials:
  • NIF of the Hotel Unit (VAT number)
  • Establishment Code
  • Authentication Key (typically a 12-digit password)
• The submission method in your SIBA portal configured as "SEF-SIBA web service integration"

These credentials must match those used to access the official SIBA Portal.

Changing Your SIBA Submission Method to Web Service

If your current submission method is not set to "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 app's 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 the modification.

2. How to configure the Guest Online registration between Holidu and SIBA

Follow these steps to connect your property to SIBA through Holidu:

Step 1: Access Online Check-in Settings

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

Step 2: Select Your Property

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

Step 3: Fill in Property Information

Complete the form with your information from the SIBA Portal. Make sure to enable the option "Send data automatically to the responsible authority."

Step 4: Enter SIBA Credentials

Select "SEF-SIBA web service integration" and enter your credentials:

• NIF (VAT number)
• Activation Key (Authentication Key)
• Establishment Code (Hotel Establishment number)

Step 5: Validate and Save

Click "Validate" to verify your credentials. Once the system shows "Completed!", click "Save Changes" to finalize the connection.

Your connection is now active and ready to receive guest registrations.

3. What happens after the activation

After you activate the SIBA connection in Holidu, the system automatically processes future bookings. Here's what to expect:

• New bookings with check-in dates at least 6 days after configuration is completed will be associated with a guest registration form
• A check-in form link is automatically sent to guests via email or through your booking channel message system
• Guests are prompted to complete their information before arrival

The system automatically sends reminders if guests haven't completed the form 5 days before check-in. On the check-in day, any remaining information can be collected manually using the same form link, and the data is submitted to SIBA after 11:00 PM.

4. Guest's point of view

Understanding the guest experience helps you support them through the registration process. Here's what your guests encounter:

Receiving the Form

After booking, guests receive an email or message with a link to the guest registration form. They must complete details for all guests in the booking, including children.

Completing Registration

Guests have two options to fill out the form:

• Manual entry of guest information (name, date of birth, nationality, document type and number)
• Scanning their ID documents directly in the form (faster option)

Form Confirmation

Once guests submit their information, they receive a confirmation message.

Reminders and Check-in Day Procedures

If guests don't complete the form:

• An automatic reminder is sent 5 days before check-in
• If still incomplete by check-in day, you can collect the information manually using the same form link
• All data must be completed before 11:00 PM on the check-in date for successful submission to SIBA

5. Form Statuses

Monitor the status of guest registration forms directly from your booking page in Holidu. Understanding these statuses helps you manage compliance efficiently.

Common Form Statuses

The most common statuses you'll see on each booking are:

• Pending: Form sent to guest but not yet completed
• Completed: Guest has filled out all required information
• Submitted: Data has been successfully sent to SIBA
• Transfer Error: Data was completed but failed to send to SIBA

How to fix incomplete data

If a form shows incomplete or error status:

• Resend the form link to the guest as a reminder by clicking the resend option in booking details
• For transfer errors, verify that your SIBA submission method is set to "SEF-SIBA web service integration" and contact Holidu Support at host@holidu.com

6. How to get the guest registration form - Boletim de alojamento

You can generate and download the guest registration form (Boletim de alojamento) directly from Holidu for use outside the automated system or for record-keeping purposes.

Step 1: Access Account Settings

Log in to Holidu and go to More > Account > Guest Online Registration.

Step 2: Open Configuration Details

Click Configure, then open Details > Documents.

Step 3: Generate and Download

Select Generate Guest Form, choose the date period for which you need the form, and click Download.

The form is downloaded as a PDF that you can print or store as backup documentation.

Frequently Asked Questions

When do guests receive the form?

Guests receive the form link immediately after booking via email or through your booking channel's messaging system. If the form remains incomplete 5 days before their arrival, an automatic reminder is sent. This ensures guests have ample time to complete their registration before check-in.

What about multi-unit properties?

The SIBA integration feature is not yet available for properties with multiple units (such as separate rented rooms within one property). Holidu is actively working to extend this functionality. Contact Holidu Support for updates on availability for your property type.

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

The form is only sent automatically if SIBA configuration was completed at least 6 days before the check-in date. For bookings made before this 6-day window, you must manually submit guest data to SIBA using the portal or the form download feature.

Do I need to register all guests, including minors?

Yes, all guests must be registered in the system, including children and infants. Minors can be registered by their parents or legal guardians using their identification documents or passport information.

What if guests don't fill out the form?

Guests receive an automatic reminder 5 days before check-in. If the form remains incomplete by the check-in day, you can complete it manually using the same form link. All information must be submitted before 11:00 PM on the check-in date for the data to be transferred to SIBA successfully.

Can I edit the form after submission?

No. Once submitted to SIBA, the data cannot be edited through Holidu. For corrections to submitted data, you must contact the SIBA portal directly at https://siba.ssi.gov.pt/

Will I receive a notification when a guest completes the form?

Holidu does not send automatic notifications when guests complete forms. You'll need to check the booking details manually to verify completion status.

Can I use this configuration for all bookings?

Only bookings made through connected channels on Holidu are supported. Manual bookings or bookings imported via iCal are not supported by the automated SIBA integration.

What if a guest fills in their data and then cancels?

Guest data is only transferred to SIBA for active bookings. If a booking is cancelled after the guest completes the registration form, the data will not be submitted to SIBA.

Do secondary accounts have access to this feature?

No. Only the main account holder can configure and activate the SIBA integration feature. Collaborators