Please note: The Guest Check-in feature is currently in expansion and may not be available in all countries yet. If you cannot find your local authority in the configuration options, this feature is not yet available for your region.

What is the Online Check-in Feature?

The Online Check-in feature is an automated system that helps you comply with legal guest registration requirements in your country. It streamlines the process of collecting guest information and transferring it securely to the relevant local authorities—all without manual paperwork or portal visits.

Why Do You Need to Do This?

In many countries including Spain, Italy, Portugal, and Germany, hosts are legally required to collect and submit guest information to local authorities shortly after check-in. This regulation ensures security, traceability, and compliance with local laws.

For example, in Spain, Royal Decree 933/2021 mandates that hosts report each stay through their local government portal. Not complying with these rules can result in penalties or fines. Having a reliable automated system in place protects you and ensures you meet your legal obligations.

How Do You Benefit From the Automatic Transfer?

The Online Check-in feature automates guest data collection and submission, delivering several key benefits:

• Legal compliance with minimal effort
• Automatic guest data transfer to the correct authority
• Digital guestbook you can download anytime for inspections
• Built-in reminders and guest communication
• 100% free-of-charge for Holidu hosts
• Secure and privacy-compliant handling of sensitive guest data

How to Set It Up?

Registration With Your Local Authority

Before activating the feature in Holidu, you must register your accommodation with the relevant local authority. Select your region to access the specific guidelines:

Region	Authority	Setup Guidelines
Spain (except Catalonia/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 SIBA
Germany	AVS	How to connect to AVS
Italy	Alloggiati Web	Guest Check-in Feature in Italy

Each authority requires digital credentials such as a digital certificate, Cl@ve access, or equivalent login details. Once registered with your local 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 establish the connection.

How Can I Connect My Holidu Account and the Authority Account?

Step 1: From your Holidu App, click on the Holidu Logo and select the "Account" section. Click on the "Configure" button in the "Online guest registration" section.

Step 2: You will see your list of properties. Click on the "Configure" button next to the property you want to connect to the authority.

Step 3: Complete the form and click on "Activate automatic sending to police." Select the correct authority for your region (SES.Hospedajes, Mossos d'Esquadra, Ertzaintza, or other applicable authority). Enter your authority login credentials—not your Holidu credentials. If using SES.Hospedajes, you will also need to provide the accommodation code and renter code. Click on "Validate."

Step 4: Once successfully activated, click on "Save changes" at the end of the form.

Step 5: If no error message appears, your property is now connected to your responsible authority. To avoid errors, make sure you:

• Use the correct owner fiscal code (your ID number or NIE if you are not Spanish)
• Enter your full ID or NIE number, including all leading zeroes
• Use the login credentials you received from your local authority, not your Holidu login

Step 6: Close the form and confirm that the connection is active.

How Does It Work?

Process for the Guest

After booking, your guest receives an email (or for Airbnb bookings, a message) with a link to a secure online check-in form.

The guest fills out details for all travelers, including document scanning. Guests can either fill in the data manually or automatically import all fields by uploading an identification document.

This process must be repeated for each person traveling with the primary guest.

The data is submitted securely and stored in the system. If a guest does not complete the form, automatic reminders will be sent. You can also manually fill out the data for guests during check-in if needed.

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

Status in Your Tool

In the booking details, you will see the status for each booking as follows:

Status	Description	Visual Indicator
Started, but missing data	Your guests have started the process but have not completed it for all travelers. The form is incomplete.
Guest data complete but not yet transferred	All guest information is complete, but the check-in date is in the future, so the data has not yet been transferred.
Guest data successfully transferred	All guest information has been successfully submitted to the authority.
Error in reporting the data	There was an error during the data transfer to the authority. See troubleshooting section below for solutions.

Troubleshooting

Issue	Solution
Data incomplete or missing	Remind guests to complete the form or manually fill it in yourself via the booking details view. Guests receive an automatic reminder 5 days before check-in with a link to the check-in form.
Error in data transfer	Verify that the credentials you added in your Holidu account are correct. Use your authority login credentials, not your Holidu account credentials. If errors persist after verifying credentials, contact Holidu support for assistance.

How Can I Download My Guest Book?

Step 1: Go to the online check-in feature section in your Holidu account settings.

Step 2: Next to the property you want the guest book for, click on "Details."

Step 3: In the pop-up that opens, under your property name, click on the "Documents" tab.

Step 4: Click on "Generate Guestbook" and follow the instructions to download your guest book.

Frequently Asked Questions

Why does Holidu offer this feature?

Many countries legally require hosts to register all guests with local authorities. This tool automates the process, ensures legal compliance, and saves you time by eliminating manual portal visits and paperwork.

Which authorities can I connect to?

The available authorities depend on your location:

• Spain (except Catalonia/Basque Country): SES.Hospedajes
• Catalonia: Mossos d'Esquadra
• Basque Country: Ertzaintza
• Portugal: SIBA
• Germany: AVS
• Italy: Alloggiati Web

Is registration with the local authority mandatory?

Yes, unless your property is in Catalonia or the Basque Country where different authorities apply. Registration is a legal requirement in these regions.

Can I use this feature for all types of bookings?

Only bookings created through channels supported by Holidu are eligible. Manual bookings and iCal-based imports are not currently supported.

Can I send guest data from previous reservations?

No. The online form is only triggered for future bookings. Reservations made before enabling the police connection must be registered manually in your authority's portal.

What guest data is collected and sent?

Personal details such as name, date of birth, nationality, and ID type/number are collected. Only minimal required data is visible to you as the host (name and age). Full data is sent securely to authorities in compliance with data protection regulations.

Will I have access to the guest data?

You will only see the names and ages of guests, which are required information for your guestbook. Additional information such as ID numbers is not displayed to hosts for privacy reasons.

What happens if guests provide their information and then cancel the reservation?

If a guest cancels their reservation, their data will not be sent to the authorities.

Will I receive a notification when guests provide their data?

Notifications are not sent automatically. However, you can view the completion status of guest information for each reservation in your booking details.

Do children need to be registered?

Yes, all guests must be registered regardless of age. For Spanish minors under 14, ID and signature are not required, but the responsible adult's relationship to the child must be recorded.

What happens if guests don't complete the form?

Guests receive an automatic reminder 5 days before arrival. If still incomplete, you can either manually fill out the form with the guest present or resend the link. Data must be submitted before 11:00 PM on the check-in day for automatic authority submission.

Can I fill out the form for my guests?

Yes. You can fill out the form directly from the booking details screen. You can also scan their ID or enter data manually during check-in.

Can I modify data after submission?

No. Once sent to the authority, data cannot be edited. If there is an error, contact Holidu support or re-enter the data manually through your authority's portal.

When is the data sent to the authority?

Data is automatically submitted at 11:00 PM on the check-in day. You are responsible for ensuring all guest information is complete before this time.

Do collaborators have access to this feature?

No. Only primary account holders with editor rights can configure connections.