Please note: The Guest Check-in feature is currently in expansion and may not yet be available in your country. If you cannot find your local authority to select in the configuration settings, this feature is not yet available for your property location. We are continuously working to expand this service to more regions.

What is the Guest Check-in Feature?

The Guest Check-in feature is an automated system that simplifies legal guest registration requirements. It enables you to collect guest information digitally and automatically transfer it to the relevant local authorities, eliminating manual data entry into government portals. This free feature helps you stay compliant with local regulations while saving time and effort.

How Does It Help You?

• Automates guest data collection through a secure online form
• Automatically submits guest information to the correct local authority at check-in
• Reduces the risk of non-compliance penalties and fines
• Creates a digital guestbook you can download for inspections anytime
• Sends automatic reminders to guests if they haven't completed the form
• Keeps sensitive guest data secure and privacy-compliant
• Completely free for all Holidu hosts

Important: Obtain Your Credentials First

Before you can activate the Guest Check-in feature, you must register your accommodation with your local authority and obtain the necessary credentials. Depending on your country and region, different authorities manage guest registration. You will need to create an account with the relevant authority and receive a username, password, and potentially additional codes (such as accommodation codes or renter codes) to establish the connection with Holidu.

Country and Region-Specific Information

Spain

Guest registration in Spain is governed by Royal Decree 933/2021, which requires hosts to report all stays to their local authority. Depending on your region, you will need to register with one of the following:

• Most of Spain (except Catalonia and Basque Country): How to connect to SES.Hospedajes
• Catalonia: How to connect to Mossos d'Esquadra
• Basque Country: How to connect to Ertzaintza

Portugal

For hosts in Portugal, guest registration is handled through SIBA. Learn more about the process and frequently asked questions:

• Online Guest Registration with SIBA and Holidu - FAQs

Italy

Italy has specific requirements for guest check-in. For detailed information about the feature and how to set it up:

• Guest Check-in Feature in Italy

Germany

Guest registration in Germany requires connection to the AVS system. For step-by-step instructions:

• How to Connect Your Property to AVS Germany

How It Works for Guests

Once you activate the feature for your property, the process is simple and straightforward for your guests:

Guest Experience

1. After booking confirmation, the guest receives an email with a secure link to the check-in form
2. The guest fills out personal information for all travelers (name, date of birth, nationality, identification type and number)
3. Guests can either enter data manually or upload identification documents (passport or ID) which automatically populates the form
4. This process must be completed for each person in the group
5. If a guest doesn't complete the form, they receive automatic reminders (5 days before arrival and on check-in day)
6. At 11:00 PM on the check-in date, completed guest data is automatically submitted to the relevant authority

Key Points for Hosts to Understand

Setup Requirements

• Registration with your local authority is mandatory before connecting to Holidu
• You will need valid credentials (username, password, and potentially accommodation or renter codes) from your authority
• The setup process varies by country and authority - follow the country-specific guide for your region
• You should have your fiscal ID or NIE (Spanish National ID for foreigners) ready

Compliance and Legal Protection

• Guest registration is legally required in most European countries and enforced through local authorities
• Non-compliance can result in fines and penalties
• The digital guestbook generated by Holidu serves as your official record for three years
• This documentation protects you during police inspections

Data and Privacy

• Only minimal guest information is visible to you (name and age)
• Full identification details are sent securely directly to the authority
• All data is handled in compliance with privacy regulations
• Data is only transmitted if the reservation is active (cancellations prevent submission)

Guest Eligibility

• All guests must be registered, regardless of age
• Only bookings made through Holidu-supported channels are eligible
• Manual bookings and iCal-based imports are not supported
• The feature only triggers for future bookings, not past reservations

Managing Guest Data

• If guests don't complete the form, you can fill it out for them during or after check-in
• You can also resend the form link or scan guest identification documents manually
• Data cannot be edited after it has been submitted to the authority
• You have until 11:00 PM on the check-in day to ensure all data is complete

What Happens After Setup

Once your property is connected and guests begin booking, you can monitor the status of each reservation in the booking details view. The system shows you whether guest data is incomplete, complete but pending transfer, successfully transferred, or if an error occurred during submission. If there are any issues, Holidu provides clear guidance on how to resolve them.

Download Your Guestbook

You can generate and download your digital guestbook at any time for records or inspections:

1. Go to your account settings and navigate to the Online Guest Registration section
2. Click "Details" next to the property you need
3. Select the "Documents" tab
4. Click "Generate Guestbook" and follow the instructions

Frequently Asked Questions

Is this feature available in my country?

The Guest Check-in feature is currently available in Spain, Portugal, Italy, and Germany. If you cannot find your local authority in the configuration settings, the feature is not yet available for your property location. We are continuously expanding to additional countries.

Do I need to pay for this feature?

No, the Guest Check-in feature is completely free for all Holidu hosts.

What happens if guests don't complete the check-in form?

Guests will receive automatic reminders 5 days before arrival and on the check-in day. If they still don't complete it, you can manually fill out the form on their behalf using the booking details view. You must ensure all data is submitted by 11:00 PM on the check-in date.

Can I modify guest data after it's been sent to the authority?

No, data cannot be edited once submitted to the authority. If corrections are needed, contact Holidu support or manually re-enter the information in your authority's portal.

When is guest data automatically submitted?

Guest data is automatically submitted at 11:00 PM on the check-in day. Ensure all information is complete by this time.

What information is visible to me as the host?

You can only see guests' names and ages in the Holidu system. Full identification details are sent securely directly to the relevant authority and are not visible to you.

Can I use this feature for past reservations?

No, the check-in form only triggers for future bookings. Past reservations must be registered manually through your local authority's portal.

What if my property is in multiple countries?

You must configure each property separately with its respective local authority.

Can collaborators on my account use this feature?

Only the primary account holder (with editor rights) can configure and activate the Guest Check-in feature. Collaborators can view the form but cannot modify settings.

What should I do if I get an error message when submitting data?

Verify that you are using the correct credentials from your local authority (not your Holidu login). Check that your fiscal ID or NIE is entered correctly with all digits. If the issue persists, contact Holidu support for assistance.

Do children need to be registered?

Yes, all guests must be registered regardless of age. Regulations regarding identification requirements for minors vary by country and authority.

What happens if a guest cancels their reservation after providing their data?

If a reservation is canceled, the guest data is not transmitted to the authorities.

Get Started Today

Simplify your guest registration process and ensure legal compliance. Follow the country-specific guide for your property location to register with your local authority and activate the Guest Check-in feature in your Holidu account. If you have questions or encounter issues, our support team is here to help.