How to Setup and Manage the Online Check-in Feature

This comprehensive guide will help you set up and manage the Online Check-in feature in your Holidu account. By implementing this feature, you can streamline guest registration with local authorities while staying fully compliant with regional regulations. The Online Check-in feature is built on the local regulatory expertise of Holidu's regional teams, so you can focus on managing your property without learning each authority's complex requirements.

Step 1: Register Your Property with the Responsible Government Authority

Before activating the Online Check-in feature in Holidu, you must first register your accommodation with the relevant local authority in your region. Below is a comprehensive list of supported countries and regions with direct links to their registration portals and Holidu setup guides:

Region	Authority	Setup Guide
Spain (except Catalonia and Basque Country)	SES.Hospedajes	How to connect to SES.Hospedajes
Catalonia	Mossos d'Esquadra	How to connect to Mossos d'Esquadra
Basque Country	Ertzaintza	How to 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 and Statistical Reporting in Italy

This registration step is mandatory before you can proceed with setting up the Online Check-in feature in Holidu. Once you have successfully registered, the authority will provide you with credentials, which typically include a username, password, and in some cases a renter code or accommodation code. You will enter these credentials in your Holidu account during the connection process.

Step 2: Connect Your Property to the Authority Using the Online Check-in Feature

After registering with your local authority, follow these steps to connect your property in Holidu:

Step 2.1: Access the Online Check-in Tool

From your Holidu app or web portal:

1. Log in to your Holidu account
2. Click on the left side menu and select "Tools"
3. Choose "Online Check-in" from the available options

Step 2.2: Select Your Property

You will see a list of all your properties. Click the "Configure" button next to the property you want to connect to the police or authority.

Step 2.3: View Property Connection Status

A screen will display your properties along with the connection status for each one. Click on the specific property you want to connect.

Step 2.4: Complete the Property Details Form

Fill out the form with the details of the country and region where your property is located. This ensures the system routes your data to the correct authority.

Step 2.5: Activate Automatic Sending and Enter Credentials

Scroll down in the form and locate the "Activate automatic sending to police" section. Follow these steps:

1. Click on "Activate automatic sending to police"
2. Select the correct authority from the dropdown menu
3. Enter your username from the authority's portal (not your Holidu username)
4. Enter your password from the authority's portal (not your Holidu password)
5. Complete all additional required fields as specified by your local authority

Important Security Note: Do not use your Holidu login credentials here. Use only the login credentials you received directly from your local authority when you registered your property.

Step 2.6: Validate Your Connection

After entering all credentials, click the "Validate" button. The system will verify that your credentials are correct and that the connection to the authority can be established.

Step 2.7: Save Your Changes

Once validation is successful, scroll to the end of the form and click "Save changes". If no error message appears, your property is now successfully connected to the responsible authority.

Step 2.8: Verify Connection and Address Common Errors

To ensure a smooth setup and avoid connection errors, verify the following details:

• 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 only the login credentials provided by your local authority
• Double-check that the selected authority matches your property's location
• Ensure all required fields are filled in completely

Once these steps are complete, you can close the form. Your Online Check-in connection is now active and ready to receive guest data.

Step 3: How the Online Check-in Feature Works

Once your property is successfully connected to the authority, the Online Check-in system operates automatically to collect guest information and transmit it to the appropriate authorities. Understanding how the system works will help you manage bookings more effectively and ensure compliance.

Step 3.1: The Guest Check-in Process

Here is what happens from the moment a guest books your property until their data is submitted to authorities:

1. Guest Receives Check-in Link: After a booking is confirmed, your guest receives an email or message containing a secure link to the online check-in form. This link is unique to their booking.

1. Guest Completes Check-in Form: The guest navigates to the secure form and fills in details for all travelers in their party. This typically includes personal information, document details, and document scanning (such as passport or ID card). Each traveler must complete their own entry.
2. Data is Securely Stored: Once submitted, all guest information is stored securely in the system and encrypted according to data protection regulations.
3. Automatic Reminders Sent: If a guest has not completed the check-in form, the system automatically sends reminder messages. These reminders typically occur several days before the check-in date.
4. Manual Option Available: If a guest does not complete the form despite reminders, you have the option to manually fill out the guest data on their behalf using your Holidu dashboard.

Automatic Data Submission: At 11:00 PM on the day of check-in, all complete guest data is automatically submitted to the relevant local authority. This ensures compliance with local regulations and eliminates the need for manual reporting.

Step 3.2: How to Read the Status in the Bookings Section of the Holidu App

In the booking details section of your Holidu account, you will see status indicators that show the progress of guest check-in and data submission. Understanding these statuses helps you quickly identify which bookings need attention and which are progressing normally.

Status	Icon/Label	Meaning	Recommended Action
Started, but missing data		Your guests have started the check-in process, but have not yet completed all required fields for all travelers. Until the form is finished for every person in their party, the status remains incomplete.	Contact guests and request that they complete the form as soon as possible. The form can be filled on their behalf if they do not respond.
Guest data complete but not yet transferred		Guest data has been collected and is complete, but has not yet been transferred to the authority because the check-in date is in the future. Automatic submission will occur at 11:00 PM on the check-in date.	No immediate action needed. The system will automatically submit the data on the check-in date. You may manually submit if allowed by local regulations.
Guest data successfully transferred to the authority		The guest data has been successfully transmitted to the relevant local authority and your compliance obligation is complete for this booking.	No action needed. Proceed with normal pre-arrival communication and property preparation.
Error in reporting the data		An error has occurred during the data transfer process to the authority. This may be due to incomplete guest data, incorrect connection credentials, or authority system issues.	Review the error message for details. Check that your connection credentials are correct and that all guest data is complete. Use the manual resend option or contact Holidu support if the issue persists.

Step 3.3: Troubleshooting Guide

If you encounter issues with the Online Check-in feature, the following troubleshooting steps can help resolve common problems:

Issue	Solution
Guest data is incomplete or missing fields	Send a reminder message to the guest with a direct link to the check-in form. Approximately 5 days before the check-in date, guests automatically receive a reminder email. If the guest still does not complete the form, you can manually fill in their details using the