How to Setup and Manage the Online Check-in Feature

This guide explains how to set up the Online Check-in feature from your Holidu portal and how to manage it correctly. The feature is built on the local regulatory expertise of Holidu's regional teams, so you can stay compliant without learning every authority's process from scratch.

Registration with the responsible government portal

Before activating the feature in Holidu, you need to register your accommodation with the relevant local authority. Below are the supported countries and regions with their corresponding authorities and setup guides:

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	Guest Check-in Feature in Italy | Statistical Reporting in Italy

This step is mandatory before continuing. Once registered with your local authority, you will receive login credentials (username, password, and in some cases a renter or accommodation code). You will need to enter these credentials in your Holidu account to complete the connection setup.

How to connect your property to the authority using the Online Check-in feature

Follow these steps to connect your property to your local authority:

1. From your Holidu app, go to the left side menu, click on "Tools", and select "Online Check-in".
2. You will see your list of properties. Click on the "Configure" button next to the property you want to connect to the police or authority.
3. A screen will show the list of your properties, including the connection status for each one. Click on the specific property you want to connect.
4. Complete the form with the details of the country where the property is located.
5. Scroll down, click on "Activate automatic sending to police", select the right authority, and enter your username, password, and all required credentials in the fields. Do not use your Holidu credentials here — use the login credentials you received from your authority.
6. Click on "Validate".
7. Once successfully activated, click on "Save changes" at the end of the form.
8. If no error message appears, your property is now connected to the responsible authority.

Important tips to avoid errors:

• Use the right host fiscal code. This is either your ID number, or the NIE if you're not Spanish.
• Enter your full ID or NIE number, including all zeros.
• Use the login credentials you received from your local authority — not your Holidu login.

You can now close the form and verify that the connection is active.

How does it work?

Once setup is complete, the system works automatically. Here's what to expect:

Process for the guest

1. After booking, your guest receives an email or message with a link to a secure online check-in form.
2. The guest fills out details for all travellers, including document scanning (passport or ID). This needs to be completed for everyone traveling with them.
3. The data is then submitted securely and stored in the system.
4. If a guest does not fill out the form, automatic reminders are sent. If they still do not comply, you can fill out the data on their behalf.

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

How to recognize the status on the Booking page

In the booking details, the status for each booking is shown as follows:

Status	Meaning
Started, but missing data	Your guests have already started the process. Until it is finished for every person traveling with them, the status will be shown as incomplete.
Guest data complete but not yet transferred	Guest data is complete but the check-in date is in the future, so data has not yet been transferred to the authority.
Guest data successfully transferred to the authority	Guest data has been successfully transferred to the authority.
Error in reporting the data	There was an error with the data transfer. Follow the troubleshooting steps below to resolve this.

Troubleshooting

Issue	What to do
Data incomplete or missing	Remind guests or manually fill in the form via the booking details view. Five days before check-in, your guests will receive an automatic reminder with a link to the check-in form again.
Error in data transfer	Check that the credentials you added in your Holidu account are correct. If you have checked already and the error persists, reach out to support to help you resolve the issue.

How to download the guestbook

To download the guestbook for your property:

1. Go to the online check-in feature.
2. Next to the property you want the guestbook for, click on "Details".
3. In the top area of the pop-up that opens, find the booking with the name of the main guest, click on it, then click "Download all".

How to manually fill out the guest data

If a guest has not completed their check-in form, you can fill out their data manually:

1. Go to the Online Check-in window and click the "Bookings" tab.
2. You will see the list of bookings, identified by the name of the main guest. There is also a column showing the status of the data and the transfer.
3. If you click "Status info", it will show the meaning of every icon based on its color.
4. Click the name of the guest to open the "guest details" page, where you can fill out their information.

Understanding basic status colors

Status	Label	What It Means	Recommended Action
All Guests Registered	Blue • Completed	Guest has entered all required information; data is ready for submission.	No action needed; verify details if local rules require review.
Guest Check-in Pending	Gray • In Progress	Guest has not yet completed all required fields.	Contact the guest to complete missing details.
Police Submission Successful	Blue • Submitted	Guest data was transmitted to authorities as required.	Proceed with standard pre-arrival communication.
Police Submission Failed	Red • Failed	An error occurred during data submission to authorities.	Check data validity; escalate to support if the issue persists.

Important note: If the data transfer failed because the connection to the authorities was not set up correctly, you will need to fix the connection to the authorities, fix the guest information so there are no missing fields, and then use the manual resend option.

How to manually attempt to send data to the authorities

If the automatic sending failed, you can attempt to send the data manually. Before doing so, make sure that the connection is fixed and the required guest data is complete:

1. Verify that the credentials are correct and the guest data is complete.
2. Click on "Send guest data manually".

If the issue persists after attempting manual resend, please contact Holidu support for further assistance.