Note: This feature is currently in expansion and may not be available in your country yet. If you cannot find your local authority in the configuration settings, it means the feature is not yet available for your region. We are continuously working to add support for more countries.

What is the Guest Check-in Feature?

The Guest Check-in feature is an automated online registration system that helps you comply with local legal requirements for guest data collection and reporting. Instead of manually entering guest information into government portals, Holidu securely collects guest data through an online form and automatically transfers it to the relevant local authority on your behalf. This saves you time, ensures legal compliance, and eliminates the risk of manual errors or missed deadlines.

How It Helps You

• Legal Compliance: Automatically meet mandatory guest registration requirements without the hassle of manual submission
• Time Savings: Eliminate hours spent filling out government portals with guest information
• Digital Guestbook: Download a complete record of all guests for inspections or personal records
• Guest Communication: Automated reminders ensure guests complete their registration on time
• 100% Free: This service is included at no additional cost for all Holidu hosts
• Data Security: Guest information is handled securely and in full compliance with privacy regulations

Before You Get Started: Important Requirements

Depending on your country and local authority, you must obtain official credentials before connecting your Holidu account to the government registration system. These typically include:

• A digital certificate or official access credentials from your local authority
• An accommodation code or property registration number
• Username and password specifically for the government portal (not your Holidu credentials)

This step is mandatory and must be completed before activating the feature in your Holidu account. The exact requirements vary by country and region, so please follow the guidelines specific to your location below.

Getting Started by Country

Select your country or region to access detailed setup instructions and requirements:

Spain (Mainland)

If your property is located in Spain (excluding Catalonia and the Basque Country), you must register with SES.Hospedajes.

How to connect to SES.Hospedajes

Catalonia

If your property is located in Catalonia, you must register with Mossos d'Esquadra.

How to connect to Mossos d'Esquadra

Basque Country

If your property is located in the Basque Country, you must register with Ertzaintza.

How to connect to Ertzaintza

Portugal

If your property is located in Portugal, you can connect to SIBA for online guest registration.

Online guest registration with SIBA and Holidu FAQs

Italy

If your property is located in Italy, learn how to set up the guest check-in feature for compliance with Italian regulations.

Guest check-in feature in Italy

Germany

If your property is located in Germany, you can connect your property to the AVS (Anmeldeservice Vermietung und Schlafstätten) system.

How to connect your property to AVS Germany

How It Works: The Guest Experience

Once you have configured the feature, here is what happens automatically for each booking:

Step 1: Guest Receives Registration Link

After booking, your guest receives an email (or message through their booking platform) containing a secure link to the online check-in form. This typically arrives within 24 hours of the booking confirmation.

Step 2: Guest Provides Information

Your guest can either:

• Manually fill in their personal details (name, date of birth, nationality, ID type and number)
• Upload their ID or passport, which automatically populates the form using document recognition technology

This process must be completed for all travelers in the party. Guests can save their progress and return to complete the form later if needed.

Step 3: Data is Submitted Securely

Once all travelers have provided their information, the form is submitted. The data is encrypted and stored securely.

Step 4: Automatic Transfer to Authorities

On the check-in date at 11:00 PM, all complete guest data is automatically transferred to the relevant local authority on your behalf. You will see the submission status updated in your Holidu account.

Reminders for Non-Compliant Guests

If your guest does not complete the form, they will receive automatic reminders. If data remains incomplete by 11:00 PM on check-in day, you can manually complete and submit the information directly through your Holidu booking details to avoid compliance issues.

Tracking Submission Status

In each booking, you can see the current status of guest data submission:

Status	Meaning	What You Should Do
In Progress / Incomplete	Guests have started the form but not finished for all travelers	Send a reminder link to guests or manually complete the form yourself
Complete (Not Yet Transferred)	All guest data is filled in but check-in date is still in the future	No action needed; data will transfer automatically at 11:00 PM on check-in day
Successfully Transferred	Guest data has been submitted to the local authority	Your compliance obligation is complete for this booking
Error in Submission	Data submission to the authority failed	Check the error message, verify your credentials are correct, and contact support if the issue persists

Key Points to Remember

• Government Credentials Required: You must register directly with your local authority first. Do not use your Holidu login credentials in the configuration.
• Mandatory Registration: All guests, regardless of age, must be registered. (Exception: Children under 14 in Spain may not require an ID if the responsible adult is registered.)
• Only Future Bookings: The online form applies only to new, future bookings created through supported channels. Past reservations must be registered manually.
• Automatic Timing: Data is transferred at 11:00 PM on the check-in date. Ensure all information is complete by this deadline.
• Digital Guestbook: You can download a complete guestbook from your Holidu account for inspections or personal records at any time.
• You Can Help: If guests do not complete the form, you can fill in their information manually or resend the registration link directly from the booking details.
• Data Privacy: Only names and ages are visible to you. Full identification details are sent securely to authorities only and are not stored in your Holidu account.
• Credential Updates: If your government portal password or credentials change, update them immediately in your Holidu account to prevent submission failures.

Troubleshooting Common Issues

Guests Are Not Completing the Form

Guests will receive automatic reminders 5 days before check-in. You can also manually resend the registration link from the booking details. If the guest still does not complete the form, you can fill in their information yourself before 11:00 PM on check-in day.

Data Submission Failed (Error Status)

Check the specific error message in the booking status. Common causes include:

• Incorrect government portal credentials
• Expired password or changed credentials
• Incorrect accommodation code or owner ID

Verify all credentials and update them in your Holidu account settings if needed. If the issue persists, contact Holidu support for assistance.

I Cannot Find My Local Authority in the Configuration

This means the guest check-in feature is not yet available for your country or region. We are continuously expanding support for additional authorities and regions. Check back soon or contact support to inquire about availability in your area.

Downloading Your Guestbook

You can generate and download a complete digital guestbook for record-keeping or police inspections:

1. Log into your Holidu host account and navigate to Account settings
2. Find the Online Guest Registration section and click Configure
3. Select the property for which you want the guestbook
4. Click Details next to that property
5. Click the Documents tab
6. Click Generate Guestbook and follow the on-screen instructions

The guestbook is a legally important document and should be retained for at least 3 years per local regulations.

Frequently Asked Questions

Is this feature mandatory?

In many countries, guest registration with local authorities is a legal requirement for hosts. The feature is designed to help you meet this obligation easily. If you operate in a country where registration is mandatory, using this automated feature is the most efficient and reliable way to comply.

What guest information is collected?

The system collects personal details needed by your local authority, including name, date of birth, nationality, ID type, and ID number. You will only see the guest's name and age in your Holidu account. Full identification details are transmitted securely to authorities only.

Can I use this for all my bookings?

The feature applies only to bookings created through channels supported by Holidu (such as direct bookings through your Holidu calendar or connected platforms). Manual bookings and reservations imported via iCal are not eligible for automated registration.

What happens if a guest cancels their reservation?

If a reservation is canceled, the guest data is not submitted to authorities. You are not required to register canceled bookings.

Can I edit or delete guest data after it has been submitted?

No, data cannot be modified after submission to the authority. If an error occurs, contact Holidu support or your local authority portal directly. You may need to submit a correction through the authority's system.

Do collaborators have access to this feature?

Only the primary account owner with editor rights can configure the guest check-in feature. Collaborators can view the registration form status in bookings but cannot activate or modify the settings.

When exactly is the data sent to authorities?

Guest data is automatically transferred at 11:00 PM on the check-in date. You should ensure all guest information is complete by this time to avoid delays or compliance issues.

Is there a cost for this service?

No, the guest check-in feature is completely free for all Holidu hosts.

What if I forget my government portal credentials?

You will need to reset your credentials directly through your local authority's website or portal. Once you have updated credentials, log back into your Holidu account and update them in the Online Guest Registration settings.

Can I fill out the registration form for my guests?

Yes, you can manually complete the form for guests during check-in or at any time before the 11:00 PM submission deadline. You can enter information manually or scan ID documents directly from the booking details.

How long must I keep the guestbook?

Local regulations typically require you to retain guest records for a minimum of 3 years. Your Holidu digital guestbook serves as the official record and should be kept for this duration.

What if my property is in a country not yet supported?

The guest check-in feature is currently in expansion. If your country or region is not available in the configuration dropdown, it means support is not yet live for your area. Contact Holidu support to request support for your region or to inquire about the expected availability timeline.

Will guests be notified if I manually complete their registration?

Guests receive the initial registration link via email. If you manually complete their form, they will not receive a separate notification, but the data will be submitted on time to meet compliance requirements.

What languages are supported for the guest registration form?

The guest registration form is available in multiple languages to serve international guests. The language is typically detected based on the guest's location or can be manually selected during the check-in process.

Need Additional Help?

If you have further questions or encounter issues setting up or using the guest check-in feature, please contact Holidu support. Our team is available to assist you with configuration, troubleshooting, and any country-specific requirements.