How to Setup and Manage the Online Check-in Feature

This comprehensive guide explains how to set up and manage the Online Check-in feature in your Holidu portal. The feature is built on the local regulatory expertise of Holidu's regional teams, allowing you to stay compliant with local authorities without learning every process from scratch.

1. Registration with Your Local Authority

Before activating the Online Check-in feature in Holidu, you must register your accommodation with the relevant local authority. The registration process and authorities vary by country and region.

Supported Countries and Regions

Region	Authority	Setup Guide
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

Registration with your local authority is mandatory before you can activate the feature in Holidu. Once registered, you'll receive credentials such as a username, password, and potentially a renter or accommodation code. These credentials will be entered in your Holidu account to establish the connection.

Important: Keep these credentials secure and use them only in the Holidu Online Check-in feature setup. Do not share them or use them elsewhere.

2. Connecting Your Property to the Authority

After registering with your local authority, follow these steps to connect your property to the Online Check-in feature in Holidu.

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 your list of properties. Click the Configure button next to the property you want to connect.
4. A screen will display your properties with their current connection status. Click on the specific property you wish to connect.
5. Complete the form with the property details and country information.
6. Scroll down to the section labeled Activate automatic sending to police.
7. Select the correct authority for your region from the dropdown menu.
8. Enter your authority credentials in the provided fields:
   • Username (from your authority registration)
   • Password (from your authority registration)
   • Any other required credentials specific to your region
9. Critical: Use only the login credentials you received from your local authority. Do not use your Holidu account credentials.
10. Click Validate to verify your credentials.
11. Once validation is successful, click Save changes at the bottom of the form.
12. If no error message appears, your property is now successfully connected to the authority.

Connection Checklist

To avoid connection errors, verify the following information before validation:

• Use the correct host fiscal code (your ID number or NIE if you are not Spanish)
• Enter your full ID or NIE number, including all leading zeros
• Use the login credentials from your local authority only, not your Holidu login
• Select the correct authority for your region
• Ensure all required fields are completed

3. How the Online Check-in Feature Works

Once setup is complete, the Online Check-in system operates automatically to collect guest data and submit it to authorities in compliance with local regulations.

The Guest Check-in Process

After a booking is confirmed, guests automatically receive a secure check-in request through email or message:

1. Your guest receives a link to access a secure online check-in form.
2. The guest fills out detailed information for all travelers, including their names, document types, and document numbers.
3. Document scanning or upload may be required for passports or identification cards, depending on local regulations.
4. This information must be completed for each person traveling with the main guest.
5. Guest data is securely submitted and stored in the system.
6. If a guest does not complete the form, automatic reminder emails are sent.
7. If the guest still does not comply, you can manually fill out or complete their information.

Automatic Submission: At 11:00 PM on the guest's check-in date, all collected guest data is automatically submitted to the relevant local authority. This occurs without any action required from you.

Understanding Check-in Status in the Bookings Section

In your Holidu app, each booking displays a status indicator showing the progress of guest data collection and submission to authorities. Understanding these statuses helps you manage compliance efficiently.

Status Indicators and Meanings

Status	Indicator	Meaning	Recommended Action
Guest data incomplete	Gray/Incomplete icon	Guests have started the check-in process but have not completed all required information for every traveler.	Contact your guests and request they complete all missing information. Guests receive automatic reminders 5 days before check-in.
Data complete but not transferred	Yellow/Pending icon	All guest information has been collected and is complete. However, the data has not yet been submitted to the authority because the check-in date is in the future.	No action needed. Data will automatically transfer at 11:00 PM on the check-in date.
Successfully transferred to authority	Green/Submitted icon	Guest data has been successfully transmitted to the relevant authority and compliance requirements have been met.	No action needed. Continue with standard guest communication and property management.
Error in data transfer	Red/Failed icon	An error occurred during the automatic submission of guest data to the authority.	Review the error message, verify your authority credentials are correct, check that guest data is complete, and attempt manual submission. Contact support if the issue persists.

Troubleshooting Common Issues

Issue	Solution
Guest has not completed check-in form	Automatic reminder emails are sent 5 days before check-in. You can also manually contact the guest and request they complete the form. As a last resort, you can manually fill in their information.
Data is missing or incomplete	Review the guest details in your Holidu app and identify which fields are empty. Contact the guest to provide the missing information, or complete the form manually if they do not respond.
Error occurs during data transfer to authority	First, verify that the credentials you entered during setup are correct. Check that the authority website is accessible and that all guest information is complete and accurate. If errors persist, use the manual send option after confirming all data is correct.
Connection to authority keeps failing	Review your authority credentials in the Online Check-in configuration. Ensure you are using the exact credentials provided by your local authority, not your Holidu login. Contact your local authority to confirm your account is active and in good standing.
Cannot locate the Online Check-in feature	In the Holidu app, click Tools in the left menu, then select Online Check-in. The feature must be enabled for your region to appear.

4. How to Download the Guest Book

You can download a guest book containing all check-in information for your records or compliance purposes.

1. Navigate to the Online Check-in feature in your Holidu host portal.
2. Locate 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 bookings for that property, identified by the main guest's name.
5. Find the booking you need and click on it to select it.
6. Click Download all to download the complete guest book in the available format.

The downloaded guest book contains all guest information submitted through the Online Check-in feature and can be used for your records, audits, or if requested by local authorities.

5. How to Manually Fill Out Guest Data

If guests do not complete the online check-in form, or if information needs to be updated or corrected, you can manually enter or edit guest data directly in your Holidu account.

Manual Data Entry Steps

1. In your Holidu app, navigate to the Online Check-in feature from the Tools menu.
2. Click on the Bookings tab to view all active bookings.
3. You will see a list of bookings, each identified by the main guest's name. A column displays the current status of data collection and authority submission.
4. To understand the status icons, click Status info for a legend of what each icon and color represents.
5. Click on the guest's name to open their guest details page.
6. Fill in or update all required information fields:
   • Full name
   • Date of birth
   • Nationality
   • Document type and number
   • Any other fields required by your local authority
7. If the guest is not traveling alone, add information for each additional traveler.
8. Save your entries.
9. The guest data status will update to reflect the completed information.

Note: Manual entry is useful when guests fail to complete the online form or when corrections are needed. After manual entry, you can choose to send the data to the authority manually if the check-in date has passed or if automatic submission has failed.

6. Understanding Basic Status Colors

Status colors in the Online Check-in feature provide quick visual indicators of where each booking stands in the check-in and submission process.

Status Color Legend

Status	Color/Icon	Meaning	What to Do
All guests registered	Blue (Completed)	Every traveler has completed the check-in form with all required information. Data is ready for submission to the authority.	No immediate action needed. Verify accuracy if required by local regulations. Automatic submission will occur at 11:00 PM on check-in date.
Guest check-in pending	Gray (In Progress)	The guest check-in form has been started, but not all required fields have been completed for all travelers.	Contact the guest to complete missing fields. Send a reminder about the check-in deadline. You may also manually complete the form if necessary.
Police submission successful	Blue (Submitted)	Guest data has been successfully transmitted to the local authority. Regulatory compliance for this booking is complete.	No action needed. Proceed with standard guest communication and property management procedures.
Police submission failed	Red (Failed)	The automatic submission of guest data to the authority encountered an error and was not completed.	Check that all guest data is complete and accurate. Verify your authority credentials are correct in the configuration settings. Attempt manual submission. If the issue continues, contact Holidu support for assistance.

Important Note: If data transfer fails because your connection to the authority was not properly configured, you must correct the connection credentials, ensure all guest information is complete, and then use the manual send option to retry submission.

7. How to Manually Attempt to Send Data to Authorities

If automatic data submission has failed or if you need to resubmit information, you can manually send guest data to the authority. This is useful when errors occur or when you have corrected information that needs to be resubmitted.

Manual Submission Steps

1. Before attempting manual submission, verify that:
   • Your connection credentials in the Online Check-in configuration are correct