Please note: The Online Check-in feature is currently in expansion. It may not be available in your country yet. If you cannot find your local authority in the configuration options, this feature is not yet available for your property's location.

FAQs - Guest Check-in Feature

This guide explains why guest registration matters, how Holidu helps you automate it, and how to set up your account and connect to your local authority.

What is the Online Check-in Feature?

The Online Check-in feature is an automated tool that simplifies guest registration for your property. It allows your guests to provide their information through a secure online form, which is then automatically transferred to the relevant local authorities. This eliminates manual data entry and ensures compliance with local regulations.

Why Do You Need to Do This?

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

Not complying with these rules can lead to penalties or fines. Having a reliable system in place keeps you on the right side of local regulations with minimal effort.

How Do You Benefit from the Automatic Transfer?

The Online Check-in feature in your Holidu account automates this process by sending your guests a form where they can provide the required data. Once configured, Holidu handles the data collection and transfer — no more manual entry into government systems.

Your 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
• Free of charge for Holidu hosts
• Secure, privacy-compliant handling of sensitive guest data

How to Set It Up

Before activating the feature in Holidu, you need to register your accommodation with the relevant local authority. We currently support Spain, Portugal, Germany, and Italy, with more countries coming soon.

Below is a table showing the supported regions and their corresponding authorities:

Region	Authority	Setup Guide
Spain (except Catalonia/Basque Country)	SES.Hospedajes	How to connect to SES.Hospedajes
Catalonia	Mossos d'Esquadra	Connect to Mossos
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

Once you have your credentials with your local authority, follow this article to set up your Online Check-in Feature.

What to Do If Your Connection Stops Working

If your connection to your local authority stops working, check the following:

• Verify your credentials: Log in to your authority's portal to confirm your username and password are correct and your account is active.
• Check authority status: Some authorities perform maintenance or updates. Visit their official website to ensure their system is operational.
• Update your credentials in Holidu: Go to your Online Check-in settings and update your authority credentials if they have changed.
• Review error messages: Check your account notifications for specific error details that may indicate what went wrong.
• Contact Holidu support: If the issue persists, reach out to our support team with details about when the connection failed and any error messages received.

How to Connect Ricestat to Your Chekin.io Account

If you are using Ricestat integration with your guest check-in system, follow these steps to connect it to your Chekin.io account:

• Log in to your Ricestat account and navigate to integrations settings.
• Select Chekin.io from the available integration options.
• Authorize the connection by logging in with your Chekin.io credentials.
• Confirm that the integration is active and test the connection with a sample submission.
• Verify that guest data is being transferred correctly to your Chekin.io account.

For detailed instructions, contact our support team if you encounter any issues during the integration process.

Troubleshooting: Incorrect Credentials for Ricestat

If you receive an error message indicating incorrect Ricestat credentials:

• Verify username and password: Double-check that you are entering the correct credentials associated with your Ricestat account.
• Reset your password: If you cannot remember your Ricestat password, use the password reset option on the Ricestat login page.
• Check account status: Ensure your Ricestat account is active and has not been suspended.
• Re-enter credentials: Remove the old credentials from your Holidu account and enter them again carefully.
• Contact support: If the problem persists, our support team can help investigate further.

How Does It Work for the Guests?

Once setup is complete, here's what to expect:

1. Receive check-in link: After booking, your guest receives an email (or message) with a link to a secure online check-in form.
2. Fill out information: The guest fills out details for all travellers, including document scanning (passport or ID). This needs to be repeated for everyone traveling with them.
3. Secure submission: The data is then submitted securely and stored in the system.
4. Automatic reminders: If a guest doesn't fill out the form, automatic reminders are sent. If they still don't comply, you can fill out the data on their behalf.
5. Automatic transfer: At 11:00 PM on the day of check-in, the guest data is automatically submitted to the relevant authority.

How to Download the Guest Book

To download your guest book for record-keeping and inspections, follow these steps:

1. Go to the Online Check-in feature page.
2. Find the property you want the guestbook for.
3. Click on "Details" next to the property name.
4. Look for the download option to export your guestbook in your preferred format.

Your guestbook contains a record of all guests who have completed their check-in for your property and can be used during inspections or for your own records.

Frequently Asked Questions

Why does Holidu offer this feature?

Local law requires hosts to register all guests with local authorities. This tool automates the process, supports legal compliance, and saves you time.

Which authorities can I connect to?

It depends on your region — connect to the specific authority for your country and region. If you cannot find your authority in the configuration options, the feature is not yet available for your location.

Is registration with the authorities mandatory?

Yes. In the countries where this feature is available, guest registration is a legal requirement.

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 supported.

Can I send guest data from previous bookings?

No. The online form is only triggered for future bookings. Bookings made before enabling the police connection are not covered. You will need to register those manually in your authority's portal.

What guest data is collected and sent?

Personal details (name, date of birth, nationality, ID type/number, etc.) are collected. Only minimal required data is visible to the host (name, age). Full data is sent securely to authorities.

Will I have access to the guest data?

We only show the names and age of the guests, which is the required information for the guestbook. We do not show additional information like ID numbers for privacy reasons.

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

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

Will I receive a notification when guests provide their data?

We do not send notifications. However, you can see whether guests have provided their data for each of their bookings in your account.

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 must be recorded.

What happens if guests don't complete the form?

They will receive an automatic reminder 5 days before arrival. If still incomplete, you can either:

• Manually fill out the form in the presence of the guest
• Resend the link

Data must be submitted before 23:00 on the check-in day to benefit from the automated connection.

Can I fill out the form for my guests?

Yes, you can fill it out 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 data manually on your authority's portal directly.

When is the data sent to the authority?

Data is sent automatically at 23:00 (11:00 PM) on the check-in day. Hosts are responsible for ensuring data is complete before this time.

Do collaborators have access to this feature?

No. Only primary accounts with editor rights can configure connections. Collaborators can see the form in booking details but cannot activate or manage it.

What happens if my authority credentials change or expire?

You will need to manually update them in Holidu. Expired passwords may cause a failed data transfer. Always verify connection status in the Account section.

Is the guestbook legally required?

Yes. The guestbook acts as your digital log for police checks and must be retained for 3 years, as per local regulations (such as Real Decreto 933/2021 in Spain).

Does this work for multi-unit properties?

Yes. The configuration flow works exactly like the existing one, but multi-unit hosts will be able to configure each unit separately.