Please note: This feature is currently in expansion and may not be available in all countries yet. If you cannot find your authority to select in the configuration, it means the feature is not yet available for your region. We're continuously working to expand support to more territories.
FAQs - Guest Check-in Feature
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 filling out forms for each guest, Holidu automates this process by sending your guests a secure online form where they can provide their details, including personal information and document scans. Once completed, the data is automatically transferred to the relevant government authority on the check-in day.
Why Do You Need to Do This?
In many countries (Spain, Italy, Portugal, Germany and others), hosts are legally required to collect guest information and submit it to the local authorities shortly after check-in. This regulation supports security, traceability, and compliance with local laws.
Not complying with these rules can lead to penalties or fines. Having a reliable system in place keeps you on the right side of local regulations with minimal effort.
How Do You Benefit from the Automatic Transfer?
The Online Check-in feature automates the guest registration process, eliminating manual data entry and ensuring compliance with local laws. Here are your key benefits:
- Legal compliance with minimal effort
- Automatic guest data transfer to the correct authority
- Digital guestbook you can download anytime for inspections
- Built-in reminders and guest communication
- Free of charge for Holidu hosts
- Secure, privacy-compliant handling of sensitive guest data
How to Set It Up
Before activating the feature in Holidu, you need to register your accommodation with the relevant local authority. We currently support Spain, Portugal, and Germany, and we're working to add Italy soon.
Select your region below to find the appropriate authority and setup instructions:
| Region | Authority | Guidelines |
|---|---|---|
| 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 |
Once you have your credentials from the relevant authority, follow this article to set up your Online Check-in Feature.
What to Do If Your Connection Stops Working
If your connection to the authority system fails, you'll need to check your credentials and reconnect. Visit the Account section of your Holidu dashboard and verify that your authority login details are still valid. If your password has changed or expired, update it in Holidu immediately. If problems persist, contact Holidu support for assistance.
How to Connect Ricestat to Your Chekin.io Account
If you're using Ricestat integration with Chekin.io, ensure your credentials are correctly configured in your Holidu account settings. Navigate to your Online Check-in settings and verify that your Ricestat credentials match those registered with Chekin.io. If you're experiencing issues, double-check that you're using the correct username and password for your Ricestat account.
Troubleshooting: Incorrect Credentials for Ricestat
If you receive an error message about incorrect Ricestat credentials:
- Go to your Holidu account settings and select the Online Check-in feature
- Verify your Ricestat username and password are exactly correct (they are case-sensitive)
- Ensure your Ricestat account is active and has not expired
- If credentials are correct but the error persists, reset your Ricestat password on the provider's platform and update it in Holidu
- Contact Holidu support if the issue continues
How Does It Work for the Guests?
Once you've set up the Online Check-in feature, here's what your guests will experience:
- Email Invitation: After booking, your guest receives an email (or message) with a secure link to the online check-in form
- Data Collection: The guest fills out details for all travellers, including personal information and document scanning (passport or ID). This must be completed for everyone traveling with them
- Secure Submission: The data is submitted securely and stored in the system
- Automatic Reminders: If a guest doesn't fill out the form, automatic reminders are sent. If they still don't comply, you can fill out the data on their behalf
- Automatic Transfer: At 11:00 PM on the day of check-in, the guest data is automatically submitted to the relevant authority
How to Download the Guest Book?
Follow these steps to download your guest book:
- Go to the Online Check-in feature page
- Next to the property you want the guestbook for, click on "Details"
Frequently Asked Questions
Why does Holidu offer this feature?
Local law requires hosts to register all guests with local authorities. This tool automates the process, supports legal compliance, and saves you time by eliminating manual data entry and government portal navigation.
Which authorities can I connect to?
It depends on your region. You can connect to the specific authority for your country and region. Currently, we support Spain (SES.Hospedajes, Mossos d'Esquadra, Ertzaintza), Portugal (SIBA), Germany (AVS), and Italy (Alloggiati Web).
Is registration with the authorities mandatory?
Yes. In the countries where we offer this feature, registration is a legal requirement for all hosts.
Can I use this feature for all types of bookings?
Only bookings created through channels supported by Holidu are eligible. Manual bookings and iCal-based imports are not supported.
Can I send guest data from previous bookings?
No. The online form is only triggered for future bookings. Bookings made before enabling the police connection are not covered. You'll need to register those manually in your authority's portal.
What guest data is collected and sent?
Personal details (name, date of birth, nationality, ID type/number, etc.) are collected. Only minimal required data is visible to the host (name, age). Full data is sent securely to authorities according to local regulations.
Will I have access to the guest data?
We only show the names and age of the guests, which is the required information for the guestbook. We don't display additional information like ID numbers or other sensitive details.
What happens if guests provide their information and then cancel the booking?
If the guest cancels their booking, the data won't be sent to the authorities. Cancelled bookings are automatically excluded from the submission process.
Will I receive a notification when guests provide their data?
We don't send automatic notifications. However, you can see whether guests have provided their data for each of their bookings by checking the booking details in your Holidu account.
Do children need to be registered?
Yes, all guests must be registered regardless of age. For Spanish minors under 14, ID and signature are not required, but the responsible adult's relationship must be recorded.
What happens if guests don't complete the form?
They'll receive an automatic reminder 5 days before arrival. If still incomplete, you can either:
- Manually fill out the form in the presence of the guest
- Resend the link
Data must be submitted before 23:00 on the check-in day to benefit from the automated connection.
Can I fill out the form for my guests?
Yes, directly from the booking details screen. You can also scan their ID or enter data manually during check-in if needed.
Can I modify data after submission?
No. Once sent to the authority, data cannot be edited. If there's an error, contact Holidu support or re-enter data manually on your authority's portal directly.
When is the data sent to the authority?
Automatically at 23:00 on the check-in day. Hosts are responsible for ensuring data is complete before this time.
Do collaborators have access to this feature?
No. Only primary accounts (with editor rights) can configure connections. Collaborators can see the form in booking details but cannot activate or manage it.
What happens if my authority credentials change or expire?
You'll need to manually update them in Holidu. Expired passwords may cause a failed data transfer. Always verify connection status in the "Account" section of your settings.
Is the guestbook legally required?
Yes. The guestbook acts as your digital log for police checks and must be retained for 3 years, as per local regulations (such as Real Decreto 933/2021 in Spain).
Does this work for multi-unit properties?
Yes. The configuration flow works exactly like the existing one, but multi-unit hosts will be able to configure each unit separately.
Do you want to contact us?
We’re here to help. You can contact us directly if you need assistance or have questions.
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