Online Check-in - How to connect to SIBA

Holidu enables property owners in Portugal to streamline guest registration by automatically collecting and submitting guest information to the SIBA portal (Sistema de Informação de Boletins de Alojamento). This integration helps you comply with Portugal's local registration requirements while simplifying the check-in process for your guests. Learn how to configure this feature and ensure seamless data transfer to the responsible authorities.

1. Before You Start - What are the prerequisites?

Before activating the guest registration feature with Holidu, ensure you have the following in place:

• A property already registered on the official SIBA portal at https://siba.ssi.gov.pt
• Your SIBA credentials readily available:
  • NIF (VAT number) of the Hotel Unit
  • Establishment Code
  • Authentication Key (typically a 12-digit password)
• Confirmation that your SIBA portal submission method is set to "SEF-SIBA web service integration"

If your submission method is not set to Web Service:

1. Log in to your SEF account at https://siba.ssi.gov.pt/s/an/default.aspx
2. Change the submission method to Web Service
3. Update the field "Automatically send info to" to "SEF-SIBA web service integration" in your Holidu Legal settings

If you cannot make these changes yourself, contact SIBA directly at https://siba.ssi.gov.pt/contactos to request the change.

2. How to configure the Guest Online registration between Holidu and SIBA

Follow these steps to connect your Holidu property to SIBA:

1. Open your Holidu app and navigate to Tools in the left side menu, then click Online Check-in.

1. You will see a list of your properties. Click Configure next to the property you want to connect to SIBA.

1. Fill in the configuration form with your SIBA information and enable Send data automatically to the responsible authority.

1. Select SEF-SIBA web service integration and enter your credentials: NIF (VAT number), Activation Key, and Establishment Code.

1. Click Validate. Once the system shows "Completed!", click Save Changes.
2. Your connection is now active and ready to use.

3. What happens after the activation

Once you activate the SIBA integration, the following automated process begins for new bookings:

• Eligibility: Only bookings with a check-in date at least 6 days after configuration completion will automatically receive a check-in form
• Guest notification: A form link is sent to guests via email or booking platform message
• Data collection: Guests complete the registration form with details for all occupants, including children
• Automatic submission: After 11:00 PM on the check-in date, completed data is automatically transferred to the SIBA portal

4. Guest's point of view

Understanding the guest experience helps ensure smooth check-ins:

How guests complete the form:

After booking, guests receive a form link via email or Airbnb message. They must fill in details for all guests, including children. Guests have two options:

1. Manually enter guest information
2. Scan ID documents for automatic data extraction

Reminders and manual collection:

If guests do not complete the form initially, automated reminders are sent 5 days before check-in. If the form remains incomplete by check-in day, you can still collect the information manually using the same form link. All data must be completed by 11:00 PM on the check-in date for successful submission to SIBA.

5. Form Statuses

Monitor form completion through the booking details in your Holidu app. Each form will display one of several statuses:

Common form statuses:

• Pending: Form has been sent to the guest but not yet completed
• Completed: Guest has filled in all required information
• Submitted: Data has been sent to SIBA
• Transfer Error: An issue occurred during submission to SIBA
• Expired: Guest did not complete the form by the deadline

How to fix incomplete or failed submissions:

• For pending forms: Resend the form link to the guest as a reminder
• For transfer errors:
  1. Contact Holidu Support at host@holidu.com
  2. Verify that your SIBA submission method is set to "SEF-SIBA web service integration"

6. How to get the guest registration form - Boletim de alojamento

You can download guest registration forms for record-keeping or manual submission if needed:

1. Log in to Holidu and go to More > Account > Guest Online Registration
2. Click Configure, then open Details > Documents
3. Select Generate Guest Form, choose your desired time period, and click Download

Frequently Asked Questions

When do guests receive the form?

Guests receive the registration form link immediately after booking, via email or booking platform message. If the form is not completed within 5 days of this initial notification, an automatic reminder is sent. For bookings made before SIBA activation, forms are only sent automatically if configuration was completed at least 6 days before the check-in date.

What about multi-unit properties?

The SIBA guest registration feature is not yet available for properties with multiple units, such as properties renting separate rooms. Holidu is actively working to extend this functionality to multi-unit properties. Please contact Holidu Support for updates on availability for your property type.

What happens to bookings made before activating SIBA with Holidu but with future check-ins?

Forms are only sent automatically for bookings where SIBA configuration was completed at least 6 days before the check-in date. For earlier bookings, you must manually submit guest data to the SIBA portal to ensure compliance.

Do I need to register all guests, including minors?

Yes, all guests must be registered, including minors and children. Parents or legal guardians can register minors on their behalf using the form's guest entry system.

What if guests don't fill out the form?

Guests receive an automatic reminder 5 days before the check-in date. If the form remains incomplete, you can resend the link or manually fill it out using the same form. Ensure all data is completed by 11:00 PM on the check-in day for successful submission to SIBA.

Can I edit the form after submission?

No. Once submitted to SIBA, the guest data cannot be edited through Holidu. For corrections to submitted data, contact the SIBA portal directly at https://siba.ssi.gov.pt/.

Will I receive a notification when a guest completes the form?

Holidu does not send automatic notifications when guests complete forms. You will need to manually check the booking details to verify form completion status. The form status is visible in each booking's details page.

Can I use this configuration for all bookings?

Only bookings made through connected channels on Holidu are supported for automatic guest registration. Manual bookings and bookings imported via iCal are not eligible for automatic form submission.

What if a guest fills in their data and then cancels?

If a booking is cancelled after the guest has completed the registration form, the data will not be transferred to SIBA. Data submissions only occur for active bookings on the check-in date.

Do secondary accounts have access to this feature?

Only the main account holder can configure the SIBA connection and activate this feature. Secondary account users and collaborators can view the form status in booking details but cannot manage or activate the configuration.

When is guest data transferred to the SIBA portal?

Guest data is automatically transferred to SIBA after 11:00 PM on the check-in date. Ensure all guest information is completed and submitted by this time to guarantee successful data transfer.

What should I do if I have issues activating the SIBA connection with Holidu?

If you encounter difficulties activating or configuring the SIBA connection, contact Holidu Support at host@holidu.com. Our support team can help troubleshoot credential issues, validation errors, and connection problems.

Important Note

The Holidu guest registration feature assists with collecting and submitting guest data to SIBA. However, legal responsibility for submitting accurate and timely guest information lies solely with the property owner. Holidu acts as a service provider but does not assume liability for regulatory compliance. For official and detailed legal information regarding guest registration requirements in Portugal, visit the official SIBA portal at https://siba.ssi.gov.pt/ or consult their Frequently Asked Questions - Legal Questions section.