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

What is the Online Check-in feature?

The Online Check-in feature is a digital tool that automates guest registration with local authorities. Instead of manually entering guest information into government portals, Holidu sends your guests a secure online form where they can provide their details directly. Once completed, the data is automatically submitted to the relevant local authority on your behalf.

Why do you need to do this?

In many countries—including Spain, Portugal, Germany, and Italy—hosts are legally required to collect and submit guest information to local authorities shortly after check-in. This regulation helps ensure security, traceability, and compliance with local laws. Not complying with these requirements can result in penalties or fines. The Online Check-in feature ensures you meet these legal obligations effortlessly.

How do you benefit from the automatic transfer?

The Online Check-in feature transforms a time-consuming manual process into an automated workflow. 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
• 100% free-of-charge for Holidu hosts
• Secure and privacy-compliant handling of sensitive guest data

How to set it up?

Before activating the Online Check-in feature in your Holidu account, you need to register your accommodation with the relevant local authority. We currently support the following regions:

Region	Authority	Setup Guide
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 (currently paused)	Guest Check-in Feature in Italy

After obtaining your credentials from the relevant authority, follow this step-by-step guide to configure the Online Check-in feature in your Holidu account.

How does it work for the guests?

Once you have configured the Online Check-in feature, here is what your guests will experience:

1. After booking confirmation, your guest receives an email with a link to a secure online check-in form.
2. The guest provides details for all travelers, including scanning their passport or ID document. This process must be completed for each person in the group.
3. The submitted data is securely stored in the system.
4. If a guest does not complete the form, they will receive automatic reminders. You can also manually fill out the form on their behalf during check-in if needed.

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

How can I download my guest book?

You can download your digital guestbook at any time for inspections or record-keeping purposes. Follow these steps:

1. Go to the Online Check-in feature page in your Holidu account.
2. Locate the property for which you want to download the guest book.
3. Click on "Details" next to your property name.

1. In the pop-up that appears, find the booking using the main guest's name and click on it.
2. Click the "Download all" button to download your guest book.

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, ensures legal compliance, and saves you time and effort.

Which authorities can I connect to?

Connection options depend on your region and country. Refer to the setup guide table above to find the specific authority for your location. If your authority is not listed, the feature is not yet available in your area.

Is registration with the authorities mandatory?

Yes. Guest registration with local authorities is a legal requirement in most regions where this feature is available.

Can I use this feature for all types of bookings?

Only bookings created through channels supported by Holidu are eligible. Manual bookings and bookings imported via iCal are not supported.

Can I send guest data from previous reservations?

No. The online form is only triggered for future bookings made after you enable the Online Check-in feature. For reservations made before enabling this feature, you must register guests manually in your local authority's portal.

What guest data is collected and sent?

The form collects personal details including name, date of birth, nationality, and ID type and number. Only the minimal required data—guest name and age—is visible to you as the host. The complete information is securely transmitted to the relevant authority.

Will I have access to the guest data?

You will see the guest names and ages in your Holidu account, which is the required information for your guestbook. Additional information such as ID numbers is not displayed to you but is securely sent to the authorities.

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

If a guest cancels their reservation after providing their data, the information will not be submitted to the authorities.

Will I receive a notification when guests provide their data?

You will not receive notifications when guests submit their data. However, you can check the status of each reservation to see whether guests have completed the check-in form.

Do children need to be registered?

Yes, all guests must be registered regardless of age. However, for Spanish minors under 14 years old, ID and signature are not required—only the responsible adult's relationship to the minor needs to be recorded.

What happens if guests don't complete the form?

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

• Manually fill out the form during check-in with the guest present
• Resend the link to the guest

Guest data must be submitted before 11:00 PM on the check-in day for our automated connection to work.

Can I fill out the form for my guests?

Yes. You can fill out the check-in form directly from the booking details in your account. You can also manually enter data or scan their ID during check-in.

Can I modify data after submission?

No. Once data has been sent to the authority, it cannot be edited through Holidu. If an error occurs, contact Holidu support or update the information manually in your local authority's portal.

When is the data sent to the authority?

Guest data is automatically submitted at 11:00 PM on the check-in day. It is your responsibility to ensure all data is complete and accurate before this deadline.

Do collaborators have access to this feature?

Only the primary account holder with editor rights can configure and manage the Online Check-in feature. Collaborators can view the check-in form in booking details but cannot activate or modify the feature settings.

What happens if my authority credentials change or expire?

You will need to manually update your credentials in your Holidu account. Expired passwords may cause data transfer to fail. Always verify your connection status in the Account section of your Holidu profile.

Is the guestbook legally required?

Yes. The digital guestbook serves as your official log for police inspections and must be retained for 3 years, as required by local regulations such as Spain's Real Decreto 933/2021.

Would this work for multi-unit properties?

Yes, the Online Check-in feature works for multi-unit properties. However, the configuration must be completed separately for each unit. There is currently no option to apply the configuration to all units simultaneously.