Please note: The Online Check-in feature is currently in expansion. It may not be available in your country yet. If you cannot find your local authority in the configuration settings, this feature is not yet supported in your region. We're continuously working to expand this service to more countries.

What is the Online Check-in Feature?

The Online Check-in feature is a digital solution that automates guest registration with local authorities. Instead of manually entering guest information into government portals, Holidu collects the necessary data from your guests through a secure online form and automatically submits it to the relevant authority on the day of check-in.

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 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 offers several key advantages:

• Legal compliance with minimal effort on your part
• Automatic guest data transfer to the correct authority
• Digital guestbook you can download anytime for inspections
• Built-in reminders and guest communication to ensure completion
• Free of charge for all 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, Germany, and Italy. If you cannot find your country or region in the list below, the feature is not yet available in your area.

Region	Authority	Setup Guidelines
Spain (except Catalonia/Basque Country)	SES.Hospedajes	Access SES.Hospedajes | How to connect to SES.Hospedajes
Catalonia	Mossos d'Esquadra	Access Mossos d'Esquadra | Connect to Mossos
Basque Country	Ertzaintza	Access Ertzaintza | Connect to Ertzaintza
Portugal	SIBA	Access 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 registered with your local authority and obtained your credentials, follow this guide to set up your Online Check-in Feature in your Holidu account.

What to Do If Your Connection Stops Working

If your connection to the local authority fails, check the following:

• Verify that your authority credentials are still valid and have not expired
• Check that you have not changed your password with the authority without updating it in Holidu
• Review the connection status in your Holidu Account settings under the Online Check-in section
• If the issue persists, contact Holidu support with your property details and the error message you received

How to Connect Ricestat to Your Chekin.io Account

If you use Ricestat as your property management system and need to integrate with Chekin.io for guest check-in, follow these steps:

• Log in to your Chekin.io account
• Navigate to integrations and select Ricestat
• Enter your Ricestat API credentials when prompted
• Authorize the connection between Chekin.io and Ricestat
• Test the integration to ensure guest data flows correctly between systems
• If you encounter issues, refer to Chekin.io support documentation or contact Holidu support

Troubleshooting: Incorrect Credentials for Ricestat

If you receive an error message indicating incorrect Ricestat credentials, follow these steps:

• Double-check your Ricestat username and password for accuracy
• Ensure there are no extra spaces before or after your credentials
• Verify that your Ricestat account is active and not locked due to multiple failed login attempts
• Reset your Ricestat password if you haven't used it recently and try again
• If the problem continues, contact Ricestat support to confirm your account status and API access permissions
• Once confirmed, update your credentials in the integration settings and test the connection again

How Does It Work for Guests?

Once you have set up the Online Check-in feature, here is what your guests will experience:

Step-by-Step Guest Process

1. After booking confirmation, your guest receives an email or message with a secure link to the online check-in form
2. The guest clicks the link and completes the form with personal details for all travelers (name, date of birth, nationality, document type, document number)
3. The guest uploads a photo or scan of their passport or ID document for verification
4. Each traveler must complete this process individually
5. The guest submits the completed form securely through the platform
6. If the guest does not complete the form, automatic reminders are sent five days before arrival and again as the check-in date approaches
7. If the guest still has not completed the form by check-in day, you have the option to fill it out manually on their behalf or collect the information during in-person check-in

Automatic Data Submission

At 11:00 PM on the day of check-in, the complete guest data is automatically submitted to the relevant local authority. It is your responsibility to ensure all guest information is accurate and complete before this deadline. If data is missing or incorrect, you must contact your local authority's portal directly to make corrections.

How to Download the Guest Book

Your digital guest book contains a record of all guests who have checked in and whose data was submitted to authorities. You can download it at any time for your records or for inspections.

Steps to Download Your Guest Book

1. Log in to your Holidu host account
2. Navigate to the Online Check-in settings page
3. Find the property for which you want to download the guest book
4. Click on the "Details" button next to the property name

1. From the details view, you will see options to view and download your guest book in various formats (PDF, Excel, etc.)
2. Click the download button to save the file to your device
3. Keep a copy of your guest book for at least three years, as required by law

Frequently Asked Questions

Why does Holidu offer this feature?

Local laws in many countries require hosts to register all guests with local authorities. This tool automates the process, supports legal compliance, and saves you significant time and effort compared to manual registration.

Which authorities can I connect to?

Connection availability depends on your region. We support authorities in Spain (SES.Hospedajes, Mossos d'Esquadra, Ertzaintza), Portugal (SIBA), Germany (AVS), and Italy (Alloggiati Web). If your country or region is not listed in the setup section above, the feature is not yet available in your area.

Is registration with the authorities mandatory?

Yes. Registration is a legal requirement in most European countries. Failure to comply can result in fines or penalties.

Can I use this feature for all types of bookings?

Only bookings created through channels supported by Holidu are eligible for automatic check-in. Manual bookings and bookings imported via iCal are not supported by this feature. You will need to register those guests manually through your authority's portal.

Can I send guest data from previous bookings?

No. The online check-in form is only triggered for future bookings created after you enable the feature. Bookings made before you activated the online check-in connection are not covered by the automated system. You must register those guests manually in your authority's portal if the legal deadline has not passed.

What guest data is collected and sent?

The system collects personal details including name, date of birth, nationality, ID type, and ID number for all guests. Only minimal required data is visible to you as the host (name and age). The complete dataset is sent securely and encrypted to the local authorities in compliance with data protection regulations.

Will I have access to the guest data?

We only display the guest names and ages in your account, which is the essential information for your guestbook. We do not display sensitive information such as ID numbers or document scans in your host view. This protects guest privacy while giving you the information you need for compliance.

What happens if guests provide their information and then cancel the booking?

If a guest cancels their booking, the data they submitted will not be sent to the authorities. There is no record created for cancelled bookings.

Will I receive a notification when guests provide their data?

Holidu does not send automatic notifications when guests complete their check-in forms. However, you can view the status of each guest's form completion in your booking details at any time by logging into your account.

Do children need to be registered?

Yes, all guests must be registered regardless of age. For Spanish minors under 14 years old, ID and signature are not required by law, but the responsible adult's relationship to the minor must be recorded in the system.

What happens if guests don't complete the form?

Guests receive automatic reminders five days before arrival. If the form remains incomplete, you receive another reminder closer to check-in. If still not completed by check-in day, you have two options:

• Manually fill out the form in Holidu in the presence of the guest using their documents
• Resend the form link to encourage guest completion

All data must be submitted by 11:00 PM on the check-in day to benefit from the automatic connection to authorities. After this time, any unsubmitted data must be entered manually through your authority's portal.

Can I fill out the form for my guests?

Yes. You can fill out the check-in form manually on behalf of your guests directly from the booking details page in your Holidu account. You can scan their ID documents or enter information manually during check-in. This option is useful if guests do not complete the form themselves or if you prefer to collect information in person.

Can I modify data after submission?

No. Once guest data has been sent to the local authority, it cannot be edited within Holidu. If you discover an error after submission, you must contact Holidu support or access your local authority's portal directly to request corrections or file an amendment.

When is the data sent to the authority?

All guest data is automatically sent to the relevant authority at 11:00 PM on the check-in day. You are responsible for ensuring all guest information is accurate and complete before this time. Data submitted after the deadline must be entered manually through your authority's portal.

Do collaborators have access to this feature?

No. Only primary