Connect your Holidu property to SIBA (Sistema de Informação de Boletins de Alojamento) to automatically collect and submit guest registration data in compliance with Portugal's local accommodation reporting requirements. This guide walks you through the entire process, from prerequisites to form management.

Before You Start - What are the prerequisites?

Before activating the guest registration feature with Holidu, ensure you have the following in place:

1. A property already registered on the official SIBA portal at https://siba.ssi.gov.pt
2. Your SIBA credentials readily available:
   • NIF (VAT number) of the Hotel Unit
   • Establishment Code
   • Authentication Key (typically a 12-digit password)
3. The bulletin submission method in your SIBA portal configured as "SEF-SIBA web service integration"

If your submission method is set differently, follow these steps to change it:

1. Log in to your SEF account at https://siba.ssi.gov.pt/s/an/default.aspx
2. Change the submission method to Web Service
3. Update the Legal section in your dashboard to reflect "SEF-SIBA web service integration"

If you cannot make these changes yourself, contact SIBA directly for assistance at https://siba.ssi.gov.pt/contactos

How to configure the Guest Online registration between Holidu and SIBA

Follow these steps to connect your Holidu property to SIBA:

1. Log into your Holidu app and navigate to Tools in the left-side menu
2. Click on Online Check-in

1. You will see a list of your properties. Click Configure next to the property you want to connect

1. Fill in the form with your information and credentials from the SIBA Portal
2. Enable the option Send data automatically to the responsible authority

1. Select SEF-SIBA web service integration as your integration method
2. Enter your credentials:
   • NIF (VAT number)
   • Activation Key
   • Establishment Code

1. Click Validate to verify your credentials
2. Once you see the Completed status, click Save Changes

Your connection to SIBA is now active and ready to use.

What happens after the activation

Once you have successfully configured the SIBA integration, the system automatically begins processing guest registrations for new bookings. Here is what you can expect:

• Future bookings with check-in dates at least 6 days after configuration completion will automatically receive a guest registration form
• The form is sent to guests via email or through booking platform messages
• Guest data is collected through the online form and prepared for submission to the SIBA portal
• Data is transferred to SIBA after 11:00 PM on the check-in date

Important: Bookings created before you activated SIBA will only receive the automated form if SIBA configuration was completed at least 6 days before their check-in date. For earlier bookings, you must manually submit guest data to SIBA.

Guest's point of view

Your guests will experience a simple, streamlined process when completing their registration:

1. Immediately after booking, guests receive a form link via email or through their booking platform message
2. Guests access the form and enter details for all guests, including children
3. They can complete the form manually or by scanning their ID documents for faster entry

After guests submit their information, here is what happens next:

• Their data is stored in the system
• If the form remains incomplete, automatic reminder emails are sent 5 days before check-in
• If data is still missing by the check-in date, you can collect it manually using the same form link
• All guest data must be completed by 11:00 PM on the check-in day for successful SIBA transfer

Form Statuses

As you manage your bookings in Holidu, you will see various form statuses that indicate the current state of guest registration. Understanding these statuses helps you track completion and identify any issues:

Common form statuses include:

• Pending: Form has been sent to the guest but not yet completed
• Completed: Guest has filled out and submitted all required information
• Incomplete: Deadline has passed but the guest has not completed the form
• Transfer Error: Data was completed but encountered an issue when sending to SIBA

To fix incomplete data:

1. Resend the form link to the guest as a reminder through their booking details
2. For transfer errors, first confirm that the submission method in SIBA is set to SEF-SIBA web service integration
3. If the issue persists, contact Holidu Support at host@holidu.com with details about the affected booking

How to get the guest registration form - Boletim de alojamento

You can download guest registration forms for your records or for manual submissions. To generate and download the Boletim de alojamento:

1. Log into your Holidu account and navigate to More in the main menu
2. Select Account, then choose Guest Online Registration
3. Click Configure to access your property settings
4. Open the Details tab and select Documents
5. Click Generate Guest Form
6. Choose the date period for which you need the form
7. Click Download to save the document

The downloaded form can be printed or sent to guests manually if needed.

Frequently Asked Questions

When do guests receive the form?

Guests receive the registration form link immediately after completing their booking. The form is sent via email or through the booking platform message. If the form remains incomplete 5 days before their arrival date, an automatic reminder is sent. All data must be completed by 11:00 PM on the check-in day.

What about multi-unit properties?

The online guest registration feature is not yet available for properties with multiple units, such as properties where individual rooms are rented separately. Holidu is actively working to extend this functionality to multi-unit properties. For updates, check your account periodically or contact support.

What happens to bookings made before activating SIBA with Holidu, but with future check-ins?

The automated form will only be sent for bookings made at least 6 days after you complete the SIBA configuration. If a booking with a future check-in was made before that 6-day window, you must manually submit the guest data to the SIBA portal. You can generate the form through Documents and submit it yourself.

Do I need to register all guests, including minors?

Yes, all guests staying at your property must be registered, including minors and children. Minors are registered by their parents or legal guardians, who provide the necessary identification information. This ensures complete and accurate reporting to local authorities.

What if guests don't fill out the form?

Guests will receive an automatic reminder email 5 days before their check-in date if the form is incomplete. If still not completed by the check-in day, you can fill out the form yourself using the same link during check-in. It is essential to complete all guest information by 11:00 PM on the check-in day to ensure successful submission to SIBA.

Can I edit the form after submission?

No, once guest data has been submitted to the SIBA portal, it cannot be edited through Holidu. If corrections are needed, you must contact the SIBA portal directly at https://siba.ssi.gov.pt/ to request modifications.

Will I receive a notification when a guest completes the form?

Holidu does not send automatic notifications when guests complete their registration forms. You can check the completion status by viewing the booking details in your Holidu app, where the form status will be updated to Completed.

Can I use this configuration for all bookings?

The guest registration feature only applies to bookings made through connected channels on Holidu. Manual bookings created directly in your system and bookings imported via iCal are not supported for automated form delivery. For these bookings, you must manually submit guest data to SIBA.

What if a guest fills in their data and then cancels?

If a booking is cancelled after the guest has completed the registration form, the guest data will not be transferred to the SIBA portal. Data transfers only occur for active, non-cancelled bookings. The guest information remains in your Holidu system but is not sent to authorities.

Do secondary accounts have access to this feature?

Only the main account holder can configure and manage the SIBA integration. Secondary accounts and collaborators can view the guest registration form within booking details, but they cannot activate, configure, or manage the SIBA connection. For configuration changes, the primary account owner must make the updates.

When is guest data transferred to the SIBA portal?

Guest data is automatically transferred to the SIBA portal after 11:00 PM on the check-in date. This means all guest information must be completed and finalized by that time. Ensure that guests complete their forms well before this deadline to avoid any delays in submission.

What should I do if I have issues activating the SIBA connection with Holidu?

If you encounter any problems during the configuration process or after activation, please contact Holidu's support team at host@holidu.com. Provide details about the issue you are experiencing, and the team will assist you in resolving it promptly.

Important Note

The Holidu guest registration feature is designed to streamline the collection and submission of guest data to SIBA. However, the legal responsibility for submitting accurate and timely guest information lies solely with you as the property host. Holidu provides the tool to facilitate this process, but you remain responsible for ensuring compliance with Portugal's accommodation registration requirements.

For complete legal guidance and official regulations, visit the SIBA FAQ section at SIBA FAQs – Legal Questions