Please note: The Online Check-in feature is currently in expansion. It may not be available in your country yet. If you cannot find your local authority in the configuration options, this feature is not yet available for your region. We're continuously working to add support for more countries.

FAQs - Guest Check-in Feature

What is the Online Check-in Feature?

The Online Check-in feature is a digital solution that automates guest registration with local authorities. After your guest books with you, they receive a secure online form where they can provide their personal information. Once completed, Holidu automatically transfers this data to the relevant government authority on your behalf.

Why Do You Need to Do This?

In many countries—including Spain, Italy, Portugal, Germany, and others—hosts are legally required to collect guest information and submit it to local authorities shortly after check-in. This regulation supports security, traceability, and compliance with local laws.

Not complying with these rules can result in penalties or fines. Having a reliable system in place keeps you on the right side of local regulations with minimal effort.

How Do You Benefit From the Automatic Transfer?

The Online Check-in feature removes the burden of manual registration. Here are your key benefits:

• Legal compliance with minimal effort
• Automatic guest data transfer to the correct authority
• Digital guestbook you can download anytime for inspections
• Built-in reminders and guest communication
• Free of charge for Holidu hosts
• Secure, privacy-compliant handling of sensitive guest data

How to Set It Up

Before activating the feature in Holidu, you need to register your accommodation with the relevant local authority. We currently support Spain, Portugal, and Germany, with Italy coming soon.

Region	Authority	Guidelines
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	Guest Check-in Feature in Italy | Statistical Reporting in Italy

Once you have your credentials from the relevant authority, follow this article to set up your Online Check-in Feature.

What to Do If Your Connection Stops Working

If your authority credentials change or expire, you'll need to manually update them in Holidu. Expired passwords may cause a failed data transfer. Always verify your connection status in the "Account" section of your Holidu dashboard. If you continue to experience issues, contact Holidu support for assistance.

How to Connect Ricestat to Your Chekin.io Account

If you're using Ricestat as your authority connection, ensure you've registered with the correct local authority first. Then, follow the setup instructions for your specific region (see the table above). Your Ricestat credentials will be the same ones you use to log into your authority's portal.

Troubleshooting: Incorrect Credentials for Ricestat

If you're receiving an error message about incorrect Ricestat credentials, please verify the following:

• Double-check your username and password with the authority's portal
• Ensure your account is active and hasn't expired
• Confirm you're entering credentials for the correct authority (not a different regional agency)
• Reset your password directly in the authority's system if needed
• Update the credentials in your Holidu account settings

If problems persist, contact Holidu support with your booking reference.

How Does It Work for Guests?

Once you've set up the Online Check-in feature, here's what happens for your guests:

1. After booking: Your guest receives an email (or message) with a link to a secure online check-in form.
2. Filling out details: The guest provides information for all travelers, including document scanning (passport or ID). This needs to be completed for everyone traveling with them.
3. Data submission: The information is submitted securely and stored in the system.
4. Reminders: If a guest doesn't complete the form, automatic reminders are sent. You can also fill out the data on their behalf if needed.
5. Automatic transfer: At 11:00 PM on the day of check-in, the guest data is automatically submitted to the relevant authority.

How to Download the Guest Book

1. Log into your Holidu host account
2. Navigate to the Online Check-in feature section
3. Next to the property you want the guestbook for, click on "Details"

Frequently Asked Questions

Why does Holidu offer this feature?

Local law requires hosts to register all guests with local authorities. This tool automates the process, supports legal compliance, and saves you time by eliminating manual data entry into government systems.

Which authorities can I connect to?

It depends on your region. You can connect to the specific authority for your country and region. See the setup table above for the complete list of supported authorities. If your authority isn't listed, the feature isn't yet available in your area.

Is registration with the authorities mandatory?

Yes. In most supported regions, guest registration is a legal requirement. Failure to comply can result in fines or penalties.

Can I use this feature for all types of bookings?

Only bookings created through channels supported by Holidu are eligible. Manual bookings and iCal-based imports are not supported. The feature works with bookings from Holidu and connected OTA channels.

Can I send guest data from previous bookings?

No. The online form is only triggered for future bookings. Bookings made before enabling the police connection are not covered. You'll need to register those manually in your authority's portal directly.

What guest data is collected and sent?

Personal details such as name, date of birth, nationality, ID type, and ID number are collected. Only minimal required data is visible to you as the host (name and age). Full data is sent securely to authorities in compliance with local regulations.

Will I have access to the guest data?

You will only see the guests' names and age in your Holidu guestbook, which is the required information for registration purposes. Additional information like ID numbers and full documents are not displayed in your account but are sent securely to the authorities.

What happens if guests provide their information and then cancel the booking?

If the guest cancels their booking, the data won't be sent to the authorities. The information is only transferred for confirmed arrivals.

Will I receive a notification when guests provide their data?

We don't send notifications for data submissions. However, you can see in your Holidu account whether guests have provided their data for each of their bookings by visiting the booking details.

Do children need to be registered?

Yes, all guests must be registered regardless of age. For Spanish minors under 14, ID and signature are not required, but the responsible adult's relationship must be recorded.

What happens if guests don't complete the form?

Guests will receive an automatic reminder 5 days before arrival. If the form remains incomplete, you have two options:

• Manually fill out the form in the presence of the guest
• Resend the link to the guest

Data must be submitted before 11:00 PM on the check-in day to benefit from the automated connection to the authorities.

Can I fill out the form for my guests?

Yes. You can fill out the form directly from the booking details screen in your Holidu account. You can also scan their ID or enter data manually during check-in if the guest hasn't completed it themselves.

Can I modify data after submission?

No. Once sent to the authority, data cannot be edited through Holidu. If there's an error, contact Holidu support or re-enter the correct data manually on your authority's portal directly.

When is the data sent to the authority?

The data is automatically sent at 11:00 PM on the check-in day. Hosts are responsible for ensuring all guest data is complete before this time.

Do collaborators have access to this feature?

No. Only primary accounts (with editor rights) can configure and manage connections. Collaborators can view the form in booking details but cannot activate or manage the feature.

What happens if my authority credentials change or expire?

You'll need to manually update your credentials in Holidu. Expired passwords may cause a failed data transfer. Always verify connection status in the "Account" section. If you change your password with the authority, update it in Holidu right away.

Is the guestbook legally required?

Yes. The guestbook acts as your digital log for police checks and must be retained for 3 years, as per local regulations (e.g., Real Decreto 933/2021 in Spain).

Does this work for multi-unit properties?

Yes. The configuration flow works exactly like the existing one. Multi-unit hosts can configure each unit separately to ensure accurate data submission for each property.