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 supported in your region. We are continuously working to add more countries.

What is the Online Check-in feature?

The Online Check-in feature (also called Advanced Check-in) is a tool that automates guest registration with local authorities. Instead of manually entering guest data into government systems, Holidu collects the information from your guests through a secure online form and automatically submits it to the relevant authority on your behalf.

Why do you need to do this?

In many countries including Spain, Italy, Portugal, Germany, and others, hosts are legally required to collect guest information and submit it to 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.

How do you benefit from the automatic transfer?

The Online Check-in feature provides several key benefits for hosts:

• Legal compliance with minimal effort on your part
• Automatic guest data transfer to the correct authority
• Digital guestbook you can download anytime for inspections
• Built-in reminders and automated guest communication
• Completely 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 plans to expand to additional countries.

Select your country to view specific setup instructions:

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 obtained your credentials from the relevant authority, follow this article to set up your Online Check-in Feature.

What to do if your connection stops working

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

• Verify that your authority credentials (username and password) are still valid and have not expired
• Update your credentials in the Account section of your Holidu host dashboard if they have changed
• Ensure your authority account is active and in good standing
• Contact Holidu support if the connection remains disconnected after updating your credentials

If data transfer fails, you will see a notification in the Online Check-in section. Check your connection status immediately and contact support if needed.

How to connect Ricestat to your Chekin.io account

This integration allows you to connect your Ricestat guest data with Chekin.io for streamlined guest management. Please contact Holidu support for detailed instructions on setting up this specific integration, as the process may vary depending on your account setup.

Troubleshooting: Incorrect credentials for Ricestat

If you receive an error message indicating incorrect Ricestat credentials, please verify the following:

• Your username and password are entered correctly
• Your Ricestat account is active and not suspended
• You have the correct permissions in Ricestat to share data with third-party applications
• Clear your browser cache and try again
• If the issue persists, reset your Ricestat password and reconnect to Holidu

For continued issues, please contact Holidu support with your Ricestat account details (without sharing your password).

How does it work for the guests?

Once you have configured the Online Check-in feature, here is what your guests will experience:

1. Email notification: After booking confirmation, guests receive an email with a secure link to the online check-in form
2. Form completion: Guests fill out personal details for all travelers, including names, dates of birth, nationality, and ID information. Each traveler must provide their own information
3. Document upload: Guests upload copies of their passport or ID documents for verification
4. Automatic reminders: If a guest does not complete the form, automated reminder emails are sent 5 days before arrival
5. Data submission: At 11:00 PM (23:00) on the check-in day, completed guest data is automatically submitted to the local authority
6. Backup option: If a guest does not complete the form, you can fill it out manually on their behalf during check-in

This seamless process ensures compliance with local regulations while minimizing the work required from both you and your guests.

How to download the guest book?

Your guest book serves as a digital log of all registered guests and is required for police inspections. Here is how to download it:

1. Log into your Holidu host account
2. Navigate to the Online Check-in feature section
3. Find the property for which you want to download the guest book
4. Click the "Details" button next to the property name

1. Select the date range for the guest book you wish to download
2. Click "Download" to save the guest book as a PDF or document file
3. Store this file securely for your records, as you are required to keep it for 3 years

Frequently Asked Questions

Why does Holidu offer this feature?

Local law requires hosts to register all guests with local authorities. Holidu provides this tool to automate the registration process, help you maintain legal compliance, and save you significant time and administrative work.

Which authorities can I connect to?

The available authorities depend on your region. We currently support SES.Hospedajes (Spain), Mossos d'Esquadra (Catalonia), Ertzaintza (Basque Country), SIBA (Portugal), AVS (Germany), and Alloggiati Web (Italy). If you cannot find your authority in the configuration options, the feature is not yet available in your region.

Is registration with the authorities mandatory?

Yes. In the supported regions, registration is a legal requirement. Failure to comply can result in fines and penalties.

Can I use this feature for all types of bookings?

Only bookings created through channels supported by Holidu are eligible for the Online Check-in feature. Manual bookings and iCal-based imports are not supported.

Can I send guest data from previous bookings?

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

What guest data is collected and sent?

Guest information collected includes name, date of birth, nationality, ID type, and ID number. As the host, you only see minimal required data such as guest names and ages, which is what appears in your guestbook. All full data is sent securely to the authorities.

Will I have access to the guest data?

You can see guest names and ages in your guestbook, which is the essential information required for compliance. Additional details such as ID numbers are not displayed to you but are sent securely to the authorities.

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

If a guest cancels their booking, their data will not be submitted to the authorities, even if the form was completed.

Will I receive a notification when guests provide their data?

Holidu does not send automatic notifications when guests submit their information. However, you can check whether guests have completed their check-in form by viewing the booking details at any time.

Do children need to be registered?

Yes, all guests must be registered regardless of age. In Spain, minors under 14 do not need to provide ID or signatures, but the responsible adult's relationship to the minor must be recorded.

What happens if guests don't complete the form?

Guests receive automatic reminder emails 5 days before arrival. If they still do not complete the form, you have two options:

• Manually fill out the form in the presence of the guest during check-in
• Resend the check-in link to the guest

Data must be submitted before 23:00 on the check-in day to benefit from the automated connection. After this time, you must submit manually to your authority's portal.

Can I fill out the form for my guests?

Yes. You can access the check-in form directly from the booking details screen in your host dashboard. You can scan their ID or enter their data manually during the check-in process.

Can I modify data after submission?

No. Once guest data has been sent to the authority, it cannot be edited through Holidu. If there is an error, contact Holidu support or manually update the information through your authority's portal directly.

When is the data sent to the authority?

Guest data is automatically submitted to the relevant authority at 23:00 (11:00 PM) on the check-in day. Ensure all guest information is complete and accurate before this time.

Do collaborators have access to this feature?

Only primary account holders with editor rights can configure and manage the Online Check-in connections. Collaborators can view the check-in form in booking details but cannot activate or manage the feature.

What happens if my authority credentials change or expire?

You must manually update your authority credentials in the Account section of your Holidu dashboard. Expired passwords may cause data transfer to fail. Always verify your connection status to ensure it remains active.

Is the guestbook legally required?

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

Does this work for multi-unit properties?

Yes. Multi-unit hosts can configure the Online Check-in feature separately for each unit. The setup process works exactly like the standard configuration, allowing you to manage guest registration for all your properties.