How to Setup and Manage the Online Check-in Feature

This guide explains how to set up the Online Check-in feature from your Holidu portal and how to manage it correctly. The feature is built on local regulatory expertise, so you can stay compliant without learning every authority's process from scratch.

Registration with the Responsible Government Portal

Before activating the Online Check-in feature in Holidu, you need to register your accommodation with the relevant local authority. Below is a comprehensive list of supported countries and regions with their corresponding authorities and connection guides.

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

This step is mandatory before continuing. Once registered with your chosen authority, you will receive a username, password, and in some cases a renter or accommodation code. You will enter these credentials in your Holidu account to complete the connection setup.

How to Connect Your Property to the Authority Using the Online Check-in Feature

Follow these step-by-step instructions to connect your property to the local authority:

Step 1: Access the Online Check-in Tool

From your Holidu app, navigate to the left side menu, click on "Tools", and select "Online Check-in".

Step 2: Select Your Property

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

Step 3: View Connection Status

A screen will show the list of your properties, including the connection status for each one. Click on the specific property you want to connect.

Step 4: Complete Property Details

Complete the form with the details of the country where the property is located.

Step 5: Enter Authority Credentials

Scroll down and click on "Activate automatic sending to police". Select the correct authority from the dropdown menu and enter your username, password, and all required credentials in the fields provided. Important: Do not use your Holidu login credentials here. Instead, use only the login credentials you received directly from your local authority.

Step 6: Validate Your Connection

Click on "Validate" to verify that your credentials are correct and the connection can be established.

Step 7: Save Changes

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

Important Setup Reminders

To avoid errors during setup, ensure the following:

• Use the correct host fiscal code. This is either your ID number or your 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, never your Holidu login.

Once complete, you can close the form and verify that the connection is now active.

How Does the Online Check-in Feature Work?

Once setup is complete, the Online Check-in system operates automatically to streamline guest registration and regulatory compliance.

The Guest Check-in Process

Here is what happens from the guest's perspective:

Step 1: Guest Receives Check-in Invitation

After booking, your guest receives an email or message containing a secure link to the online check-in form.

Step 2: Guest Completes Registration

The guest fills out required details for all travelers, including document scanning (passport or ID). This information must be completed for every person traveling with them.

Step 3: Secure Data Submission

All guest data is submitted securely and stored in the system for regulatory compliance.

Step 4: Automatic Reminders

If a guest does not complete the check-in form, automatic reminders are sent to encourage completion. If they still do not comply, you can manually fill out the data on their behalf.

Step 5: Automatic Authority Submission

At 11:00 PM on the day of check-in, the guest data is automatically submitted to the relevant local authority.

How to Read the Status in the Bookings Section

In the booking details view, you will see status indicators for each booking. Here is what each status means:

Status	Description
Started, but missing data	This status indicates that your guests have started the check-in process. Until it is finished for every person traveling with them, the status will remain incomplete.
Guest data complete but not yet transferred	This means all guest information is complete, but the check-in date is in the future. Data will be transferred automatically at the scheduled time.
Guest data successfully transferred	This indicates that guest data has been successfully transferred to the local authority.
Error in data transfer	If an error occurred during the data transfer, you will see this message. Please refer to the troubleshooting section below for resolution steps.

Troubleshooting Common Issues

If you encounter issues with the Online Check-in feature, use the following troubleshooting steps:

Issue	Recommended Solution
Guest data is incomplete or missing	Remind guests to complete the check-in form or manually fill in the missing information via the booking details view. Guests will also receive an automatic reminder 5 days before check-in with a link to the check-in form.
Error in data transfer to authorities	Verify that the credentials you entered in your Holidu account are correct. Double-check that you are using the authority's login credentials, not your Holidu credentials. If the error persists after verification, contact Holidu support for assistance.

How to Download the Guest Book

You can download a guest book or guest records from the Online Check-in feature for your records or compliance purposes.

Step 1: Access Online Check-in

Go to the Online Check-in feature in your Holidu account.

Step 2: Select Property Details

Next to the property for which you want to download the guest book, click on "Details".

Step 3: Download Guest Records

In the pop-up window that opens, find the booking with the name of the main guest. Click on it and then click "Download all" to download the complete guest book for that booking or time period.

How to Manually Fill Out Guest Data

If guests do not complete the online check-in form or if you need to add or edit their information, you can manually enter guest data in your Holidu account.

Step 1: Open Online Check-in

Navigate to the Online Check-in feature and click on the "Bookings" tab.

Step 2: View Booking List

You will see a list of bookings identified by the name of the main guest. A column will display the status of the data and transfer for each booking.

Step 3: Understand Status Icons

Click "Status info" to view an explanation of every status icon and what each color means.

Step 4: Open Guest Details

Click on the name of the guest to open the "Guest details" page, where you can fill out or edit their information.

Understanding Status Colors and Indicators

The Online Check-in feature uses color-coded status indicators to help you quickly understand the registration and submission status of each guest. Below