How to Setup and Manage the Online Check-in Feature

This comprehensive guide will walk you through setting up and managing the Online Check-in Feature in your Holidu account. The Online Check-in Feature allows you to automatically register guest information with local authorities, streamlining compliance and reducing manual paperwork.

Step 1: Register with Your Local Authority

Before you can activate the Online Check-in Feature in Holidu, you must first register your accommodation with the relevant local government authority. Each country and region has its own registration portal and requirements.

Supported Countries and Regions

Below is a complete list of supported countries and regions with links to their respective authority registration pages:

Region	Authority	Registration Link
Spain (except Catalonia and Basque Country)	SES.Hospedajes	SES.Hospedajes Registration Portal
Catalonia, Spain	Mossos d'Esquadra	Mossos d'Esquadra Registration Portal
Basque Country, Spain	Ertzaintza	Ertzaintza Registration Portal
Portugal	SIBA	SIBA Registration Portal
Germany	AVS	Contact your local registration authority
Italy	Alloggiati Web	Currently paused

What You'll Receive From the Authority

Once you complete registration with your local authority, you will receive credentials including:

• Username and password
• Renter or accommodation code (in some cases)
• Any additional identification numbers required by your region

Keep these credentials safe, as you will need them to connect your property to the Online Check-in Feature. Do not share these credentials with anyone.

Step 2: Connect Your Property to the Authority

After registering with your local authority, follow these steps to connect your property to the Online Check-in Feature in your Holidu account.

Connecting Your Property: Step-by-Step Instructions

1. Access Your Account Settings

   Open the Holidu App and click on the Holidu Logo in the top-left corner. Select the "Account" section from the menu that appears.

2. Find Online Guest Registration

   Look for the "Online guest registration" section in your Account settings. Click the "Configure" button to proceed.

   

3. Select Your Property

   You will see a list of all your properties. Click the "Configure" button next to the property you wish to connect to the local authorities.

   

4. View Property Status

   A new screen will display all your properties with their current connection status to the authorities. Click on the specific property you want to connect.

   

5. Complete Property Details Form

   A form will appear asking for details about your property location and country. Complete all required fields with accurate information about your accommodation.

   

6. Activate Automatic Sending

   Scroll down to find the "Activate automatic sending to police" option. Click this button to enable the feature.

7. Enter Your Authority Credentials

   Select the correct authority for your region from the dropdown menu. Then enter the login credentials you received from the authority in the provided fields. These should include:

   • Username
   • Password
   • Accommodation code (if applicable)
   • Owner fiscal code or ID number

   

   Important: Use the login credentials provided by your local authority, not your Holidu login credentials.

8. Validate Your Credentials

   Click the "Validate" button to verify that your credentials are correct and that the connection to the authority is working properly.

9. Save Your Changes

   Once validation is successful, scroll to the bottom of the form and click "Save changes" to finalize the connection.

10. Confirm Successful Connection

    If no error message appears after saving, your property is now successfully connected to your local authority. You can close the form and verify that the connection status shows as active.

Important Information to Avoid Errors

To ensure a smooth setup process, please verify the following before submitting:

• Use the correct owner fiscal code (your ID number or NIE if you are not Spanish)
• Enter your full ID or NIE number, including all leading zeros
• Use only the login credentials provided by your local authority, not your Holidu account credentials
• Double-check all spelling and numbers for accuracy
• Ensure your property details match exactly what you registered with the authority

Step 3: How the Online Check-in Feature Works

Once your property is successfully connected to your local authority, the Online Check-in Feature operates automatically to collect and submit guest information. Here is what happens at each stage of the process.

The Guest Check-in Process

Your guests will go through the following steps to complete their check-in:

1. Guest Receives Check-in Link

   After booking is confirmed, your guest receives an email or message containing a secure link to the online check-in form. This link is unique to their booking and can only be used by them.

   

2. Guest Completes Personal Information

   Your guest must fill out a secure form with details for all travelers in their party. This typically includes:

   • Full names
   • Date of birth
   • Nationality
   • Document type (passport, ID card, etc.)
   • Document number
3. Guest Submits Document Copies

   Each guest must scan or photograph their identification document (passport or ID card) and upload it securely through the form. This process must be completed for every member of the traveling party.

4. Guest Submits Form

   Once all information is complete and verified, the guest submits the form through the secure portal.

5. Automatic Reminder Notifications

   If a guest has not completed the check-in form, the system automatically sends reminder notifications to encourage them to complete the process. You may also contact the guest directly to remind them of their obligation.

6. Data Submitted to Authorities

   At 11:00 PM on the day of check-in, all completed guest information is automatically submitted to the relevant local authority. If the guest has not yet submitted their information, you have the option to manually fill out their details before this deadline.

Understanding Booking Status Indicators

In the Bookings section of your Holidu App, each booking displays a status indicator that shows the current state of guest check-in and data submission. Here is what each status means:

Status	Icon	Meaning	Recommended Action
All Guests Registered		The guest has entered all required information and their data is ready for submission to the authorities.	No action needed. You may verify the details if local regulations require review before submission.
Guest Check-in Pending		The guest has not yet completed all required fields in the check-in form.	Contact the guest to encourage them to complete the missing information as soon as possible.
Police Submission Successful		Guest data has been successfully transmitted to the local authorities and your compliance obligation is met.	Proceed with normal pre-arrival guest communication and property preparation.
Police Submission Failed		An error occurred during the transmission of guest data to the authorities. Your compliance obligation has not been met.	Check that all guest data is complete and valid. Verify your connection credentials are correct. If the issue persists, contact Holidu support for assistance.

Important Note: If data transfer failed because your connection to the authorities was not configured correctly, you must fix the connection settings first. Then update the guest information to ensure all required fields are completed. Finally, use the manual resend option (described in Step 7 below) to attempt submission again after correcting the configuration.

Troubleshooting Common Issues

If you encounter problems with the Online Check-in Feature, try these troubleshooting steps:

• Connection Validation Failed: Verify that you are using the correct credentials provided by your local authority, not your Holidu credentials. Check that your fiscal code and ID number are entered correctly with all leading zeros.
• Guest Did Not Receive Check-in Link: Ask the guest to check their spam or junk folder. Resend the link manually through the Holidu messaging system. Verify that the guest email address is correct in their booking profile.
• Guest Cannot Upload Document: Ensure the document image is clear and legible. Check that the file format is supported (JPEG, PNG, PDF). Verify the document is not expired.
• Submission Failed at 11 PM: Check the error message for specific details. Verify guest data is complete and accurate. Confirm your connection to the authority is still active. Use the manual resend option to try again.
• Cannot Access Online Check-in Settings: Ensure you are logged into the Holidu App with an account that has property management permissions. Try logging out and logging back in.

Step 4: How to Download the Guest Book

You can download a record of all guest information that has been submitted for your property. This is useful for your own records and compliance documentation.

Downloading Guest Records: Step-by-Step

1. Access Online Check-in Settings

   Go to the