How to Setup and Manage the Online Check-in Feature

The Online Check-in feature (also called Advanced check-in) sends your guests' details to the local authority for you. To set it up, register your accommodation with the responsible authority in your country or region, then connect that authority to your property in the Holidu app. Once connected, the system works automatically, and you can review statuses, fill in missing data, download your guestbook, or resend data manually.

This guide is based on the local regulatory expertise of Holidu's regional teams, so you can stay compliant without learning every authority's process from scratch.

1. Register with the responsible authority

Before you activate the feature in Holidu, you must register your accommodation with the relevant local authority. This step is mandatory. Find your region in the table below and follow the linked guide.

After you register, the authority gives you a username, a password, and in some cases a renter or accommodation code. You will enter these in your Holidu account to connect your property.

2. How to connect your property to the authority

Follow these steps in your Holidu app to link your property to the authority. Use the login details from your authority, not your Holidu login.

1. In the Holidu app, open the left side menu, click "Tools", and select "Online Check-in".

   

2. You will see your list of properties. Click "Configure" next to the property you want to connect to the police or authority.

   

3. A screen shows all your properties and the connection status of each one. Click the property you want to connect.

   

4. Complete the form with the details of the country where the property is located.

   

5. Scroll down and click "Activate automatic sending to police". Select the correct authority and enter your username, password, and all other required credentials.

   

6. Click "Validate".

7. When the validation succeeds, click "Save changes" at the end of the form.

8. If no error message appears, your property is connected to the responsible authority.

9. Check these points to avoid errors:

   • Use the correct host fiscal code. This is your ID number or, if you are not Spanish, your NIE.
   • Enter your full ID or NIE number, including all zeros.
   • Use the login credentials from your local authority, not your Holidu login.

10. Close the form. The connection status should now show as active.

3. How does the Online Check-in feature work?

Once the connection is set up, the system works automatically. Guests complete their check-in online, and the data is sent to the authority on the evening of check-in day.

3.1 What the guest does

1. After booking, the guest receives an email or message with a link to a secure online check-in form.

   
2. The guest enters the details of every traveller, including a scan of a passport or ID document. Each person travelling with the guest must be added.
3. The guest submits the form, and the data is stored securely in the system.
4. If the guest does not complete the form, automatic reminders are sent. If the guest still does not complete it, you can fill in the data for them.

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

3.2 How to read the status on the Bookings page

Each booking shows a status in the booking details. Use the table below to recognise each status.

Status	Example
Started, but missing data
Guest data complete but not yet transferred (because the check-in date is in the future)
Guest data successfully transferred to the authority