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, it means the feature is not yet available for your property's location. We are continuously working to add support for more regions.

What is the Online Check-in feature?

The Online Check-in feature is an automated system that helps you collect and submit guest information to local authorities as required by law in many countries. Instead of manually entering data into government portals, Holidu sends your guests a secure online form where they can provide their details. The system then automatically transfers this information to the relevant authority on the check-in day.

Why do you need to do this?

In many countries—including Spain, Italy, Portugal, and Germany—hosts are legally required to register all guests with local authorities shortly after check-in. This regulation helps ensure security, traceability, and compliance with local laws. Failure to comply can result in penalties or fines. By using the Online Check-in feature, you ensure your property meets all legal obligations effortlessly.

How do you benefit from the automatic transfer?

The Online Check-in feature automates the entire registration process, saving you time and effort while ensuring full compliance:

• Legal compliance with minimal effort: Automatic data submission to authorities means no manual portal entries.
• Automatic guest data transfer: Guest information is securely sent to the correct authority at the right time.
• Digital guestbook: Download your guest records anytime for inspections or record-keeping.
• Built-in reminders and guest communication: Automatic reminders ensure guests complete their registration on time.
• 100% free: This feature is available at no cost to all Holidu hosts.
• Secure and privacy-compliant: Guest data is handled with the highest security and privacy standards.

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	Local Authority	Setup Guide
Spain (excluding Catalonia and 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 and Statistical Reporting in Italy

Once you have obtained your credentials from the relevant authority, follow this guide to set up and manage the Online Check-in feature in your Holidu account.

How does it work for guests?

Once you have configured the Online Check-in feature, here's what your guests can expect:

1. Receive check-in form: After booking, guests receive an email or message with a link to a secure online check-in form.
2. Complete traveler details: Guests fill out details for all travelers, including document scanning (passport or ID). Each person traveling must complete the form individually.
3. Secure data submission: All information is submitted securely and stored safely in the system.
4. Automatic reminders: If a guest does not complete the form, automated reminders are sent. You can also manually fill out the data during check-in if needed.
5. Automatic authority submission: At 11:00 PM on the check-in day, all guest data is automatically submitted to the relevant authority.

How to download your guest book?

You can download your digital guest book at any time to keep records for inspections or regulatory compliance:

1. Go to the Online Check-in feature page in your account.
2. Find the property you want the guest book for and click on "Details" next to it.

1. In the pop-up that opens, locate the booking with the main guest's name and click on it. You will then see the "Download all" button to download your guest book.

Frequently Asked Questions

Why does Holidu offer this feature?

Local laws in many countries require hosts to register all guests with local authorities. This feature automates the process, ensuring you stay compliant with regulations while saving time and effort.

Which authorities can I connect to?

The available authorities depend on your property's location. You can connect to SES.Hospedajes (Spain), Mossos d'Esquadra (Catalonia), Ertzaintza (Basque Country), SIBA (Portugal), AVS (Germany), and Alloggiati Web (Italy). If you cannot find your authority in the setup options, the feature is not yet available in your region.

Is registration with the authorities mandatory?

Yes, registration is mandatory in all supported regions. Local law requires all guests to be registered with the appropriate authority shortly after check-in.

Can I use this feature for all types of bookings?

Only bookings created through channels supported by Holidu are eligible for the Online Check-in feature. 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. Reservations completed before activating the police connection must be registered manually in the portal of your local authority.

What guest data is collected and sent?

The system collects essential personal details including name, date of birth, nationality, and ID type and number. Hosts can only view guest names and ages in the guestbook, which is the legally required information. Full data is sent securely to the relevant authority.

Will I have access to the guest data?

You will only see the guests' names and ages in your guestbook, which is the information required for regulatory compliance. We do not display additional sensitive information, such as ID numbers, to maintain privacy and security.

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

If a guest cancels their reservation after providing check-in data, their information will not be sent to the authorities, and the submission will be cancelled.

Will I receive a notification when guests provide their data?

You will not receive automatic notifications when guests submit their data. However, you can view the submission status for each reservation in your booking details at any time.

Do children need to be registered?

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

What happens if guests don't complete the form?

Guests receive an automatic reminder 5 days before arrival. If they still do not complete the form, you have two options: manually fill out the form with the guest present during check-in, or resend the link. All data must be submitted before 11:00 PM on the check-in day to meet regulatory requirements.

Can I fill out the form for my guests?

Yes, you can complete the form directly from the booking details screen. You can scan guests' IDs or enter their data manually during the check-in process.

Can I modify data after submission?

No, once data has been sent to the authority, it cannot be edited through Holidu. If there is an error, contact Holidu support or re-enter the corrected data manually on your authority's portal.

When is the data sent to the authority?

Guest data is automatically submitted to the relevant authority at 11:00 PM on the check-in day. Ensure all information is complete and accurate before this deadline.

Do collaborators have access to this feature?

No, only primary account holders 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 manage the feature.

What happens if my authority credentials change or expire?

If your credentials change or expire, you must manually update them in your Holidu account settings. Expired passwords may cause data transfer failures. Always verify your connection status in the Account section of the Online Check-in feature.

Is the guestbook legally required?

Yes, the digital guestbook serves as your official log for police checks and regulatory compliance. By law (such as Real Decreto 933/2021 in Spain), you must retain guestbook records for 3 years.

Does this work for multi-unit properties?

Yes, the Online Check-in feature works for multi-unit properties. However, you must configure the connection separately for each unit. Currently, there is no option to apply the configuration to all units at once.