How to Setup and Manage the Online Check-in Feature

This comprehensive guide explains how to set up and manage the Online Check-in feature from your Holidu host portal. The Online Check-in feature is built on the local regulatory expertise of Holidu's regional teams, allowing you to stay compliant with local authorities without learning every region's specific process from scratch.

Step 1: Register Your Property with the Responsible Government Authority

Before activating the Online Check-in feature in Holidu, you must first register your accommodation with the relevant local authority in your region. The registration process and authority vary by country and region.

Supported Countries and Regions

Country/Region	Responsible Authority	Setup Guide
Spain (except Catalonia and Basque Country)	SES.Hospedajes	Visit SES.Hospedajes
Catalonia (Spain)	Mossos d'Esquadra	Connect to Mossos d'Esquadra
Basque Country (Spain)	Ertzaintza	Connect to Ertzaintza
Portugal	SIBA (Serviço de Informação do Alojamento)	How to Connect to SIBA
Germany	AVS	How to Connect to AVS
Italy	Alloggiati Web	Guest Check-in Feature in Italy and Statistical Reporting in Italy

Once you complete the registration with your local authority, you will receive login credentials (typically a username and password, and sometimes a property or renter code). Keep these credentials safe, as you will need them to connect your property in the next step.

Step 2: Connect Your Property to the Authority Using Online Check-in

After registering with your local authority and receiving your credentials, follow these steps to connect your property to the Online Check-in feature in your Holidu account:

How to Activate Online Check-in

1. Log in to your Holidu host account.
2. From the left-side menu, click on Tools, then select Online Check-in.
3. You will see a list of your properties. Click the Configure button next to the property you want to connect to the police or authority.
4. A screen will display all your properties and their connection statuses. Click on the specific property you want to connect.
5. Complete the form with the details of the country where your property is located.
6. Scroll down and click on Activate automatic sending to police. Select the correct authority for your region and enter your authority-provided username, password, and any other required credentials. Important: Do not use your Holidu login credentials here. Use only the login credentials you received from your local authority.
7. Click on Validate to verify your credentials.
8. Once validation is successful, click on Save changes at the bottom of the form.
9. If no error message appears, your property is now successfully connected to your local authority.

Important Setup Tips

• Use the correct host fiscal code (your ID number or NIE if you are not Spanish).
• Enter your full ID or NIE number, including all leading zeros.
• Always use the login credentials from your local authority, never your Holidu login.
• If you experience validation errors, double-check that all information is entered correctly before contacting support.

Step 3: How the Online Check-in Feature Works

Once your property is successfully connected to your local authority, the system operates automatically to collect guest data and submit it to the relevant authorities. Understanding how the process works helps you manage bookings effectively.

The Guest Check-in Process

Here is what happens when a guest books your property and the check-in process begins:

1. After booking confirmation, your guest receives an email or message containing a secure link to the online check-in form.
2. The guest fills out the required details for all travelers, including personal information and document scanning (such as passport or ID copies). This information must be completed for every person traveling with them.
3. Once all required information is submitted, the guest data is securely stored in the system.
4. If a guest does not complete the check-in form, automatic reminder emails are sent. If the guest still does not comply, you have the option to fill out the data manually on their behalf.
5. At 11:00 PM on the check-in date, the guest data is automatically submitted to the relevant local authority.

How to Read the Status in the Bookings Section

In your booking details within the Holidu app, each booking displays a status indicator that shows the progress of the guest check-in and data submission. Understanding these status indicators helps you manage your properties effectively.

Status	Meaning	Recommended Action
Started, but missing data	The guest has begun the check-in process but has not completed all required information for all travelers.	Contact the guest and prompt them to complete the check-in form. Send reminder messages if necessary.
Guest data complete but not yet transferred	All guest information has been collected, but the data has not yet been submitted to the authority because the check-in date is in the future.	Wait until the check-in date arrives, or manually submit the data if your local authority allows early submission.
Guest data successfully transferred to the authority	The guest data has been successfully transmitted to the local authority and your compliance requirement is met.	No action is needed. Proceed with normal guest communication and property management.
Error in reporting the data	An error occurred while attempting to submit the data to the authority.	Review the error message, verify your authority credentials are correct, and attempt to resend the data manually. If the problem persists, contact Holidu support.

Troubleshooting Common Issues

If you encounter problems with the Online Check-in feature, here are solutions for the most common issues:

Issue	Solution
Guest data is incomplete or missing information	Send the guest a reminder or manually fill in the missing information through the booking details. Five days before check-in, guests receive an automatic reminder with a link to complete the form.
Error message appears during data transfer	Verify that the authority credentials you entered in your Holidu account are correct. Check for any changes to your authority login information. If the error continues, contact Holidu support for assistance.
Connection to authority fails validation	Double-check that you are using the correct authority credentials (not your Holidu password). Ensure you entered your full ID number with all leading zeros. Verify the property details match your authority registration.

Step 4: How to Download the Guest Book

If you need to download a copy of the guest data or printed guest book for your records or for local authority inspection, follow these steps:

1. Go to the Online Check-in feature in your Holidu host portal.
2. Find the property you need the guest book for and click on Details.
3. In the pop-up window that opens, locate the booking by the name of the main guest, click on it to select it, then click Download all.
4. Your guest book will be downloaded as a file to your device. Store this safely for your records or for inspection by local authorities.

Step 5: How to Manually Fill Out Guest Data

If a guest does not complete the online check-in form or if you need to correct or add information, you can manually fill out or edit guest data directly in your Holidu account.

1. From the Online Check-in window, click on the Bookings tab.
2. You will see a list of all bookings, identified by the name of the main guest. A column displays the status of the data and submission to the authority.
3. If you need clarification on what each status icon means, click Status info to see an explanation of every color-coded icon.
4. Click on the name of the guest to open the Guest Details page, where you can fill in or edit their personal information and document details.
5. Complete all required fields with accurate information and click save.

Step 6: Understanding Status Colors and Indicators

The Online Check-in feature uses color-coded status indicators to show you the progress of each guest's check-in and the submission status to authorities. Familiarizing yourself with these indicators helps you quickly identify which bookings need attention.

Status	Color/Icon	Meaning	Recommended Action
All Guests Registered	Blue (Completed)	The guest has successfully entered all required information for all travelers. Guest data is complete and ready for submission to authorities.	No action needed. Verify details if required by your local regulations, then proceed with standard guest communication.
Guest Check-in Pending	Gray (In Progress)	The guest has started the check-in process but has not yet completed all required fields for all travelers.	Contact the guest to complete missing information. Use reminder messages to encourage timely completion.
Police Submission Successful	Blue (Submitted)	The guest data has been successfully transmitted to the local authority as required by law.	No action needed. Your compliance requirement is fulfilled for this booking.
Police Submission Failed	Red (Failed)	An error occurred during the automatic submission of guest data to the local authority. This may be due to incorrect credentials or missing required information.	Check that all guest data is complete and correct. Verify your authority credentials are valid. Attempt manual resubmission. If problems persist, escalate to support.