How to Setup and Manage the Online Check-in Feature

This comprehensive guide will help you set up and manage the Online Check-in Feature in your Holidu portal. The Online Check-in Feature streamlines guest registration with local authorities by automating the data submission process, ensuring compliance with local regulations across multiple countries and regions.

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 in your region. Below is a complete list of supported countries and regions with their corresponding authorities and registration links.

Region	Authority	Registration Link
Spain (except Catalonia and Basque Country)	SES.Hospedajes	Register with SES.Hospedajes
Catalonia, Spain	Mossos d'Esquadra	Register with Mossos d'Esquadra
Basque Country, Spain	Ertzaintza	Register with Ertzaintza
Portugal	SIBA	Register with SIBA
Germany	AVS	Connect to AVS (Germany)
Italy	Alloggiati Web	Guest Check-in Feature in Italy

Important: Registration with your local authority is mandatory before you can proceed with connecting your property to Holidu's Online Check-in Feature. Once registered, you will receive login credentials (username, password, and sometimes a renter or accommodation code) which you will enter in your Holidu account to establish the connection.

Step 2: Connect Your Property Using the Online Check-in Feature

After registering with your local authority and obtaining your credentials, follow these steps to connect your property to the Online Check-in Feature in Holidu:

Access Your Account Settings

1. Open the Holidu App and tap on the Holidu Logo at the top of the screen.
2. Select the "Account" section from the menu.
3. Look for the "Online guest registration" section and click the "Configure" button.

You will see a screen displaying your list of properties.

Select Your Property to Configure

1. From the properties list, click the "Configure" button next to the property you want to connect to the local authority.
2. A new screen will appear showing all your properties with their current connection status for each region.
3. Click on the specific property you wish to connect.

Complete Property Information

1. A form will display with fields for property details and country information. Fill in all required fields for the country where your property is located.
2. Scroll down to the "Activate automatic sending to police" section.
3. Select the correct authority for your region from the dropdown menu.

Enter Your Authority Credentials

1. Enter your username, password, and any other required credentials that you received from your local authority.
2. Critical reminder: Do not use your Holidu login credentials here. Use only the login information provided by your local government authority.
3. Click the "Validate" button to verify your credentials.

Save and Confirm Connection

1. Once validation is successful, click "Save changes" at the bottom of the form.
2. If no error message appears, your property is now successfully connected to your local authority.
3. You can close the form and confirm that the connection status shows as active.

Troubleshooting Connection Errors

To avoid common errors during setup, ensure the following:

• You are using the correct owner fiscal code (your ID number or NIE if you are not Spanish).
• Your full ID or NIE number is entered completely, including all leading zeroes.
• You are using the login credentials received from your local authority, not your Holidu account login.
• All required fields in the form are filled out accurately.

Step 3: How the Online Check-in Feature Works

Once your property is successfully connected to the Online Check-in Feature, the system operates automatically to collect and submit guest data to your local authority. Here is what to expect throughout the process:

The Guest Check-in Process

Your guests will complete the check-in process through a simple online form:

1. After booking is confirmed, your guest receives an email or message containing a secure link to the online check-in form.
2. Your guest fills out detailed information for all travelers in their party, including document scanning (passport or ID card).
3. This process must be completed for every person traveling in the booking.
4. Once all information is submitted, the data is securely stored in the system.
5. If a guest does not complete the form, additional reminder emails will be sent automatically.
6. If guests do not comply with the check-in requirement, you have the option to fill out their information manually using the Holidu portal.

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

Understanding Booking Status in the Holidu App

In the booking details section of the Holidu App, you will see status indicators that show the progress of guest registration and data submission. Here is what each status means:

Status	Indicator	Meaning	Action Required
All Guests Registered	Blue checkmark (Completed)	The guest has entered all required information, and the data is ready for submission.	No action needed. Verify details if local regulations require your review.
Guest Check-in Pending	Gray dot (In Progress)	The guest has not yet completed all required fields on the check-in form.	Contact the guest to encourage them to complete the missing information.
Police Submission Successful	Blue checkmark (Submitted)	Guest data has been successfully transmitted to the local authority as required by law.	Proceed with standard pre-arrival guest communication.
Police Submission Failed	Red alert (Failed)	An error occurred during the automatic data submission to the authorities.	Check guest data for accuracy and completeness. Contact support if the issue persists. Consider manually resending the data after corrections.

Important Note: If data transfer failed due to incorrect connection setup, you must first fix the connection to the authorities in your account settings. Then update any guest information to ensure no fields are missing. Finally, use the manual resend option (explained in Step 7) to attempt submission again after making these corrections.

Troubleshooting Common Check-in Issues

If guests report problems with the check-in form or if you see failed submission statuses:

• Guest Cannot Access Form: Verify that the guest received the check-in email or message. Ask them to check their spam folder. Resend the link manually if necessary.
• Document Scanning Issues: Guests should ensure their document (passport or ID) is clear, well-lit, and fully visible in the photo. Poor image quality may cause submission failures.
• Form Submission Errors: Check that all required fields are completed. Contact the guest to provide any missing information.
• Authority Connection Problem: Verify your login credentials with the local authority are correct. Test the connection in your account settings and attempt validation again.
• Data Not Submitted by 11 PM: If automatic submission fails at 11 PM, the status will show as failed. Use the manual resend feature to attempt submission after verifying all information is correct.

Step 4: How to Download the Guest Book

You can download official guest books and records for your property, which is useful for audits and maintaining local authority compliance records:

1. Navigate to the online check-in feature page in your Holidu host portal.
2. Find the property for which you want to download the guest book.
3. Click the "Details" button next to that property.
4. A pop-up window will open showing all bookings and guest registrations for that property.
5. Locate the booking using the main guest's name and click on it.
6. In the top section of the pop-up, click the "Download all" button.
7. The guest book will download to your device in the selected format.

You can download guest books at any time to maintain your records or to provide to local authorities if requested during inspections.

Step 5: How to Manually Fill Out Guest Data

If guests do not complete the online check-in form or if you need to correct guest information, you can manually enter their data into the system:

Access the Bookings Section

1. Open the Online Check-in feature from your Holidu account.
2. Click on the "Bookings" tab to view all your bookings.

Find the Specific Booking

1. You will see a list of all bookings, identified by the main guest's name.
2. A column in the list shows the current status of data entry and authority submission for each booking.
3. To understand what each status icon means, click on "Status info" to view the legend.

Enter Guest Information

1. Click on the guest's name (main guest name) for the booking you want to edit.
2. This will take you to the "Guest details" page.
3. Fill in all required information for each guest in the party:
   • Full name
   • Document type (passport or ID number)
   • Document number
   • Date of birth
   • Nationality
   • Any other fields required by your local authority
4. Repeat this process for every person in the booking party.
5. Save your changes when all information is entered correctly.

After manually entering guest data, you can use the manual resend feature (Step 7) to submit the information to authorities.

Step 6: Understanding Status Colors and Indicators

The Online Check-in Feature uses a color-coded system to quickly show you the status of each booking. Understanding these colors helps you manage your properties efficiently and stay compliant with local regulations:

Status	Color Code	What It Indicates	What You Should Do
All Guests Registered	Blue (Completed)	Every guest in the booking has completed the online check-in form with all required information.	No immediate action required. The data will be automatically submitted to authorities at 11 PM on check-in day.
Guest Check-in Pending	Gray (In Progress)	One or more guests have not yet completed the check-in form or are missing required information.	Contact your guests and ask them to complete the form. Provide the check