In this article, we'll guide you through connecting your Holidu property to SIBA (Sistema de Informação de Boletins de Alojamento) for seamless online guest registration and compliance with Portugal's local registration requirements.
Before You Start - What are the prerequisites?
Before activating the guest registration feature with Holidu, please ensure you have the following in place:
- A property already registered on the official SIBA portal at https://siba.ssi.gov.pt
- Your SIBA credentials available:
- NIF of the Hotel Unit (VAT number)
- Establishment Code
- Authentication Key (typically a 12-digit password)
- The bulletin submission method in your SIBA portal configured as "SEF-SIBA web service integration". If another method is currently active, you must contact SIBA directly to request a change 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:
- In your Holidu app, navigate to Tools in the left side menu and click on Online Check-in
- You'll see a list of your properties. Click Configure next to the property you want to connect
- Fill in the form with your information and credentials from the SIBA Portal and enable Send data automatically to the responsible authority
- Choose SEF-SIBA web service integration and enter your credentials:
- NIF (VAT number)
- Activation Key
- Establishment Code
- Click Validate. Once it displays Completed!, click Save Changes
- After completion, you will see that the connection is active
What happens after the activation
Once you've successfully activated the SIBA connection, future bookings will be automatically processed. Here's what to expect:
- Only bookings with a check-in date at least 6 days after the configuration is completed will be associated with a check-in form
- The form is automatically sent to guests via email or booking platform message
- Guests can complete their registration information through this digital form
Guest's point of view
Understanding the guest experience helps ensure smooth check-ins and timely data submission. Here's what your guests will see and do:
How guests receive and complete the form
After completing their booking, guests receive a form link via email or through your booking platform message. They must fill out the details for all guests in their party, including children.
Form completion options
- Guests can fill out the form manually by entering information directly
- Guests can scan their ID documents for quicker completion
- If guests don't complete the form, automatic reminders are sent 5 days before check-in
Timeline and data submission
If the form remains incomplete by check-in day, you as the host can collect the information manually using the same link. The system automatically sends all completed data to the SIBA portal after 11:00 PM on the check-in date.
Form Statuses
Monitor the status of each guest registration form directly in your Holidu booking details. These are the most common form statuses you'll encounter:
Understanding each status
- Pending: Form has not yet been filled out by the guest
- Incomplete: Guest has started but not finished the form
- Completed: All guest information has been submitted
- Submitted to SIBA: Data has been successfully transferred to the Portuguese authorities
- Transfer Error: There was an issue sending data to SIBA
How to fix incomplete data
- Resend the form link to the guest as a reminder
- For transfer errors:
- Contact Holidu Support at host@holidu.com
- Confirm the submission method in SIBA is set to SEF-SIBA web service integration
How to get the guest registration form - Boletim de alojamento
You can download your guest registration forms for your records or to print if needed. Follow these steps:
- Log in to your Holidu account and go to More > Account > Guest Online Registration
- Click Configure, then open Details > Documents
- Select Generate Guest Form, choose your desired period, and click Download
Frequently Asked Questions
When do guests receive the form?
Guests receive the form link immediately after making a booking, sent via email or your connected booking platform message. If the form remains incomplete, an automatic reminder is sent 5 days before the guest's arrival date.
What about multi-unit properties?
The SIBA integration feature is not yet available for properties with multiple units, such as those with separate rented rooms. Holidu is actively working to extend this functionality to multi-unit properties soon. For updates on this feature, contact Holidu Support.
What happens to bookings made before activating SIBA with Holidu, but with future check-ins?
The registration form will only be sent automatically to guests if your SIBA configuration was completed at least 6 days before their check-in date. For bookings made before this requirement is met, you must manually submit guest data to SIBA through the official portal.
Do I need to register all guests, including minors?
Yes, all guests must be registered in the system, including minors and children. Minors can be registered by their parents or legal guardians using the form.
What if guests don't fill out the form?
Guests will receive an automatic reminder 5 days before the check-in day. If the form remains incomplete, you can fill it out yourself during check-in or resend the link to ensure completion before 11:00 PM on the check-in day to allow time for data submission to SIBA.
Can I edit the form after submission?
No, once guest data has been submitted to SIBA, it cannot be edited through Holidu. For any corrections, you must contact the SIBA portal directly at https://siba.ssi.gov.pt/
Will I receive a notification when a guest completes the form?
Holidu does not send automatic notifications when guests complete the form. You'll need to check the booking details manually in your Holidu app to verify that all guest information has been submitted.
Can I use this configuration for all bookings?
The SIBA integration is only available for bookings made through channels connected to your Holidu account. Manual bookings or reservations imported via iCal are not supported by this feature.
What if a guest fills in their data and then cancels?
If a guest cancels their booking after completing the registration form, their data will not be sent to SIBA. Data transfers only occur for active, confirmed bookings on the check-in day.
Do secondary accounts have access to this feature?
No, only the main account holder can configure and activate the SIBA feature. Collaborators and secondary accounts can view the registration form status in booking details, but they cannot manage or activate the SIBA connection.
When is guest data transferred to the SIBA portal?
Guest data is automatically transferred to the SIBA portal after 11:00 PM on the day of check-in. Ensure all guest information is completed and submitted before this deadline for successful transfer to the Portuguese authorities.
What should I do if I have issues activating the SIBA connection with Holidu?
If you encounter any problems during activation or have questions about the process, please contact Holidu's support team at host@holidu.com. Our team is available to help troubleshoot connection issues and answer technical questions.
Important Note
The Holidu guest registration feature is designed to assist you in collecting and submitting guest data to SIBA in compliance with Portuguese regulations. However, legal responsibility for submitting accurate and timely data lies solely with the host. You are responsible for ensuring all information is correct and submitted within required timeframes. For official and detailed legal information regarding guest registration requirements, visit the SIBA FAQs – Legal Questions on the official SIBA portal at https://siba.ssi.gov.pt/
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