Setting up the Online Check-in feature allows you to streamline guest registration with local authorities and stay compliant with regional regulations. This comprehensive guide will walk you through each step of the setup process and show you how to manage check-ins effectively using the Holidu platform.

1. Register with Your Local Authority

Before you can activate the Online Check-in feature in Holidu, you must first register your property with the responsible local government authority in your region. Each country and region has its own specific authority and registration process.

Supported Countries and Regions

Below is a complete list of supported locations with direct links to registration guidelines:

Region	Authority	Setup Guide
Spain (except Catalonia and Basque Country)	SES.Hospedajes	How to connect to SES.Hospedajes
Catalonia	Mossos d'Esquadra	Connect to Mossos d'Esquadra
Basque Country	Ertzaintza	Connect to Ertzaintza
Portugal	SIBA (SEF)	How to connect to SEF/SIBA
Germany	AVS	How to connect your property to AVS
Italy	Alloggiati Web	Guest Check-in Feature in Italy

After completing registration with your local authority, you will receive login credentials (typically a username and password) and possibly an accommodation code or renter code. Keep these credentials safe, as you will need them to connect your property in Holidu.

2. Connect Your Property to the Authority in Holidu

Once you have registered with your local authority and obtained your credentials, follow these steps to activate the Online Check-in feature for your property.

Step-by-Step Connection Instructions

1. Open your Holidu app and navigate to the left side menu.
2. Click on Tools and select Online Check-in.
3. You will see a list of your properties. Click the Configure button next to the property you want to connect.
4. A screen will display all your properties with their current connection status. Click on the specific property you wish to connect.
5. Complete the form with your property details and the country where it is located.
6. Scroll down and click on Activate automatic sending to police.
7. Select the correct authority from the dropdown menu for your region.
8. Enter the login credentials you received from your local authority in the designated fields. Important: Use the credentials provided by the authority, not your Holidu login details.
9. Click Validate to verify your credentials.
10. If validation is successful, click Save changes at the bottom of the form.
11. If no error message appears, your property is now successfully connected to the responsible authority.

Important Information to Verify Before Saving

To avoid connection errors, double-check the following:

• Use your correct host fiscal code (your ID number or NIE if you are not Spanish).
• Enter your complete ID or NIE number, including all leading zeros.
• Use the login credentials provided by your local authority, not your Holidu account login.

Once saved successfully, the connection is active and ready for guest check-ins.

3. How the Online Check-in Feature Works

After setup is complete, the system operates automatically. Understanding how the process works for guests and how to monitor its progress will help you manage bookings more effectively.

The Guest Check-in Process

Here is what your guests experience when checking in:

1. After booking confirmation, your guest receives an email or message containing a secure link to the online check-in form.
2. The guest fills out the form with details for all travelers in their party, including document information (passport or ID). Each person traveling must complete their own entry.
3. The guest submits their information securely through the platform.
4. If a guest does not complete the form, the system sends automatic reminders. You can also manually fill in the data on their behalf if needed.
5. At 11:00 PM on the check-in date, all completed guest data is automatically submitted to the relevant local authority.

Understanding Status Indicators in Your Bookings

In the booking details section of your Holidu app, the Online Check-in status is displayed using clear visual indicators. Here is what each status means:

Status	Indicator	Meaning
Started but Incomplete	Gray/Incomplete Icon	Your guests have begun the check-in process but have not completed all required information for every traveler.
Data Complete (Pending Submission)	Yellow/Pending Icon	Guest data is complete and ready for submission. The data will be transferred automatically when the check-in date arrives.
Successfully Transferred	Blue/Completed Icon	Guest data has been successfully submitted to the local authority.
Transfer Error	Red/Failed Icon	An error occurred during data submission. You can attempt to resend manually or investigate the cause. See troubleshooting below.

Troubleshooting Common Issues

If you encounter problems with the Online Check-in process, follow these troubleshooting steps:

Issue	Solution
Guest data is incomplete or missing	Send a reminder to your guest with the check-in link. Automatic reminders are sent 5 days before check-in. You can also manually fill in the form via the booking details view.
Data transfer failed to authorities	Verify that the credentials you entered in your Holidu account are correct. If the error persists after checking your credentials, contact Holidu support for assistance.
Connection appears broken after setup	Log in to your authority portal directly to confirm your credentials are still valid. Then re-enter your credentials in Holidu and click Validate again.

4. How to Download the Guest Book

You can download a record of all guest check-in information for your records or for local authority compliance documentation.

1. Go to the Online Check-in section in your Holidu account.
2. Locate the property for which you want to download the guest book.
3. Click the Details button next to that property.
4. In the popup window that opens, find the booking under the name of the main guest.
5. Click on the booking, then select Download all to save the guest book file.

The downloaded file contains all guest information that was submitted for the selected booking and can be saved for your records.

5. How to Manually Fill Out Guest Data

If a guest does not complete the online check-in form, or if you need to update or correct their information, you can manually enter guest data directly in your Holidu account.

1. In the Online Check-in section, click the Bookings tab.
2. You will see a list of all bookings, identified by the main guest's name. A column displays the current status of the data and its transfer.
3. To understand what each status icon means, click Status info. This will explain the meaning of each colored icon.
4. Click on the guest's name to open the guest details page.
5. Fill in all required information for each traveler in the booking.
6. Save the information. The data will then be included in the automatic submission to authorities.

Manual entry is useful when guests forget to complete the form or when you need to make corrections to submitted information before the 11:00 PM automatic submission time on the check-in date.

6. Understanding Status Colors and Icons

The Online Check-in feature uses a color-coded system to help you quickly understand the status of each booking. Here is a complete guide to interpreting each status:

Status Label	Color/Icon	What It Means	Recommended Action
All Guests Registered	Blue • Completed	The guest has successfully entered all required information for all travelers. The data is ready for submission.	Verify details if your local regulations require review. No further action is needed.
Guest Check-in Pending	Gray • In Progress	The guest has not yet completed all required fields in the check-in form.	Contact the guest to complete the missing information. Automatic reminders will be sent 5 days before check-in.
Police Submission Successful	Blue • Submitted	The guest data has been successfully transmitted to the local authority as required.	Continue with your standard pre-arrival communication with the guest. No further action needed.
Police Submission Failed	Red • Failed	An error occurred during the submission of guest data to authorities.	Check that all guest data is complete and valid. Verify your authority credentials are correct. Escalate to Holidu support if the issue persists.

Important Note: If data transfer has failed because the connection to authorities was not set up correctly, you must fix the connection credentials first, ensure all guest data is complete with no missing fields, and then use the manual resend option to retry submission.

7. How to Manually Resend Data to Authorities

If the automatic submission to authorities failed, you can attempt to send the guest data manually. Before doing this, ensure that your connection to authorities is working correctly and that all required guest information is complete.

Steps to Manually Resend Data

1. First, verify that your authority credentials in Holidu are correct and up to date. Log into your authority portal directly to confirm your credentials are still valid.
2. Check that all guest data fields are filled in completely with no missing information.
3. If you have updated credentials or guest information, save those changes.
4. Return to the booking and click Send guest data manually.
5. Confirm the submission. The system will attempt to send the data to the authority.
6. Monitor the status to confirm successful submission. If the status changes to blue/completed, the data has been sent successfully.

Manual resend is most effective after you have fixed any issues with your credentials or completed any missing guest information. If the manual resend continues to fail, contact Holidu support for additional assistance.

Summary

The Online Check-in feature simplifies guest registration and ensures you remain compliant with local regulations across multiple countries and regions. By following this guide, you will:

• Register your property with the appropriate local authority.
• Successfully connect your property to Holidu's system.
• Enable automatic guest check-in and data submission.
• Monitor booking status and resolve issues quickly.
• Maintain proper guest records and documentation.

If you need additional support at any time, refer to the country-specific guides linked in Section 1 or contact the Holidu support team.