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

What is the Online Check-in feature?

The Online Check-in feature is an automated system that helps you collect guest information and submit it to local authorities as required by law. Instead of manually entering data into government portals, Holidu handles the entire process for you—from sending guests a secure registration form to automatically transferring their data to the relevant authority at the right time.

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 automates the entire guest registration process, delivering significant benefits:

• Legal compliance with minimal effort – No more manual data entry into government systems
• Automatic guest data transfer – Data is securely sent to the correct authority on time
• Digital guestbook – Download your guest book anytime for inspections and record-keeping
• Built-in reminders and guest communication – Automated reminders ensure guests don't forget to submit their information
• Free of charge – This feature is available at no extra cost to Holidu hosts
• Secure, privacy-compliant handling – Guest data is handled with the highest security and privacy standards

How to set it up

Before activating the feature in Holidu, you need to register your accommodation with the relevant local authority. The following countries and regions are currently supported:

Region	Authority	Setup 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 obtained 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 local authority stops working, here are the steps to troubleshoot:

1. Check your credentials – Verify that your username and password for the authority portal are correct and haven't expired
2. Update your credentials – If credentials have changed, update them in your Holidu account settings
3. Test the connection – Go to your Online Check-in settings and attempt to reconnect
4. Contact support – If the issue persists, reach out to Holidu support with details about the error message you're receiving

Note: Expired passwords or incorrect credentials may cause failed data transfers. Always verify that your connection status shows as active in the "Account" section of your Holidu dashboard.

How to connect Ricestat to your Chekin.io account

If you are using Ricestat integration with your Chekin.io account, follow these steps to establish the connection:

1. Log in to your Holidu host account
2. Navigate to the Online Check-in settings
3. Select the option to connect via Ricestat/Chekin.io
4. Provide your Chekin.io API credentials
5. Authorize the connection
6. Test the integration to ensure data flows correctly

Troubleshooting: Incorrect credentials for Ricestat

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

1. Verify your credentials – Double-check your Chekin.io username and password in your Chekin.io account dashboard
2. Reset your password – If you're unsure of your credentials, reset your password directly in Chekin.io
3. Update in Holidu – Return to Holidu's Online Check-in settings and update your Ricestat credentials with the correct information
4. Reconnect – Click the reconnect button and test the connection again
5. Contact support – If the error persists after updating your credentials, contact Holidu support for additional assistance

How does it work for the guests?

Once the Online Check-in feature is set up, your guests will experience a seamless registration process:

1. Automatic email invitation – After booking, your guest receives an email (or message) with a secure link to the online check-in form
2. Complete guest information – The guest fills out required details for all travelers, including document scanning (passport or ID). Document verification must be completed for each guest traveling with them
3. Secure data submission – The information is submitted securely and stored in the system
4. Automatic reminders – If a guest doesn't complete the form, they receive an automatic reminder. If they still don't comply, you can fill out the data on their behalf during check-in
5. Automatic authority submission – At 11:00 PM on the day of check-in, all completed guest data is automatically submitted to the relevant authority

How to download the guest book?

To download your guest book with all registered guest information, follow these steps:

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

From the Details page, you can view all registered guests and download the guest book as a document. This digital guestbook serves as your official record and is required to be retained for 3 years in accordance with local regulations (such as Real Decreto 933/2021 in Spain).

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 valuable time and effort.

Which authorities can I connect to?

It depends on your region and country. You can connect to the specific authority for your location. Currently supported authorities include SES.Hospedajes (Spain), Mossos d'Esquadra (Catalonia), Ertzaintza (Basque Country), SIBA (Portugal), AVS (Germany), and Alloggiati Web (Italy). We are continuously expanding to cover more regions.

Is registration with the authorities mandatory?

Yes. Registration with local authorities is a legal requirement in countries and regions where guest check-in regulations are in place.

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 by the automated system. You will need to register those guests manually in your authority's portal.

What guest data is collected and sent?

Personal details such as name, date of birth, nationality, ID type, and ID number are collected. Only minimal required data is visible to the host (name and age). Full data is sent securely to authorities to ensure compliance with legal requirements.

Will I have access to the guest data?

We only show you the names and age of guests, which are the required information for the guest book. We do not display additional sensitive information such as ID numbers or detailed identity documents.

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

If a guest cancels their booking, the data will not be sent to the authorities. The information is only submitted for confirmed bookings on the check-in day.

Will I receive a notification when guests provide their data?

We do not send automatic notifications when guests submit their data. However, you can view the status of each guest's data submission directly in the booking details, where you'll see whether they have completed the registration form.

Do children need to be registered?

Yes, all guests must be registered regardless of age. For Spanish minors under 14, ID and signature requirements are waived, but the responsible adult's relationship to the child must be recorded.

What happens if guests don't complete the form?

Guests will receive an automatic reminder 5 days before their arrival. If the form remains incomplete, you have two options:

• Manually fill out the form in the presence of the guest
• Resend the registration link

Data must be submitted before 11:00 PM on the check-in day to benefit from the automated connection to the authorities.

Can I fill out the form for my guests?

Yes. You can fill out the registration form directly from the booking details screen. You can scan their ID, enter data manually during check-in, or complete it on their behalf before the submission deadline.

Can I modify data after submission?

No. Once guest data has been sent to the authority, it cannot be edited within the Holidu system. If there's an error, contact Holidu support or re-enter corrected data manually on your authority's portal directly.

When is the data sent to the authority?

Guest data is automatically submitted at 11:00 PM on the check-in day. Hosts are responsible for ensuring all guest information is complete and accurate before this time.

Do collaborators have access to this feature?

No. Only primary account holders with editor rights can configure and manage authority connections. Collaborators can view the registration form in booking details but cannot activate or manage the feature.

What happens if my authority credentials change or expire?

You will need to manually update your credentials in Holidu. Expired passwords may cause