Learn how to connect SIBA (Sistema de Informação de Boletins de Alojamento) to your Holidu account and streamline guest registration for your Portuguese properties. This guide covers everything you need to know about online check-in integration with SIBA.

Before You Start - What are the Prerequisites?

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

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

If you need to change your submission method, follow these steps:

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 your Holidu dashboard settings to "SEF-SIBA web service integration"

If you encounter difficulties, contact SIBA directly at https://siba.ssi.gov.pt/contactos

How to Configure Guest Online Registration Between Holidu and SIBA

Follow these steps to set up the integration:

Step 1: Access Online Check-in Settings

In your Holidu app, navigate to Tools in the left side menu and select Online Check-in.

Step 2: Select Your Property

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

Step 3: Fill in Your SIBA Information

Complete the form with your SIBA credentials and enable the option "Send data automatically to the responsible authority".

Step 4: Select Integration Method and Enter Credentials

Choose SEF-SIBA web service integration and enter:

• NIF (VAT number)
• Activation Key (Authentication Key)
• Establishment Code

Step 5: Validate and Save

Click Validate to confirm your credentials. Once you see "Completed!", click Save Changes to finalize the setup.

What Happens After Activation

Once your SIBA connection is active, the guest registration process becomes automatic for qualifying bookings:

• Future bookings with check-in dates at least 6 days after configuration completion will automatically receive a check-in form
• The form is sent to guests via email or through your booking channel message system
• Guests can complete the registration before their arrival
• Data is automatically transferred to the SIBA portal after 11:00 PM on the check-in date

Guest's Point of View

Understanding the guest experience helps ensure smooth completion of registrations. Here's what guests will see:

Receiving the Form

After booking, guests receive a form link via email or message. They must fill out details for all guests, including children.

Completing Registration

Guests have two options for providing information:

• Manually enter guest details into the form
• Scan ID documents for automatic data extraction

Submission Process

After guests complete the form, they receive a confirmation message. The data is then stored securely.

Reminders and Deadlines

If guests don't complete the registration immediately:

• An automatic reminder is sent 5 days before check-in
• If still incomplete by check-in day, you can manually collect the information using the same link
• Data must be complete by 11:00 PM on the check-in date for successful transfer to SIBA

Form Statuses

Monitor the progress of guest registrations by checking the form status on each booking page in your Holidu app. Common statuses include:

• Pending: Form has been sent to the guest but not yet completed
• Completed: Guest has filled out all required information
• Submitted: Data has been successfully transferred to SIBA
• Failed: An error occurred during data transfer to SIBA
• Incomplete: Form was not fully completed by the check-in deadline

How to Fix Incomplete Data

If you encounter incomplete registrations or transfer errors:

• Resend the form link to the guest as a reminder via the booking page
• For transfer errors, verify that your SIBA submission method is set to "SEF-SIBA web service integration"
• Contact Holidu Support at host@holidu.com if issues persist

How to Get the Guest Registration Form - Boletim de Alojamento

You can download guest registration forms for manual record-keeping or audit purposes:

Accessing the Download Option

1. Log in to your Holidu account
2. Go to More, then Account, then Guest Online Registration
3. Click Configure to open the property details

Generating and Downloading Forms

1. Open the Details section and navigate to Documents
2. Select Generate Guest Form
3. Choose the date period for which you need forms
4. Click Download to save the file

Frequently Asked Questions

When Do Guests Receive the Form?

Guests receive the registration form link immediately after booking via email or through your booking channel messaging system. If the form remains incomplete 5 days before their arrival, an automatic reminder is sent.

Is This Feature Available for Multi-Unit Properties?

Currently, the online guest registration feature is not available for properties with multiple units, such as properties with separately rented rooms. Holidu is actively working to extend this functionality to multi-unit properties. Check back for updates.

What About Bookings Made Before SIBA Activation?

The automatic form will only be sent if your SIBA configuration was completed at least 6 days before the check-in date. For bookings made before this requirement is met, you must manually submit guest data directly to SIBA or use the form link to collect information manually.

Do I Need to Register All Guests, Including Minors?

Yes, all guests must be registered in the SIBA system, including minors and children. Parents or legal guardians can enter information on behalf of minors when completing the registration form.

What Happens If Guests Don't Complete the Form?

Automatic reminders are sent 5 days before check-in. If the form remains incomplete, you can resend the link to guests directly or complete the registration yourself during check-in. The data must be submitted by 11:00 PM on the check-in day for successful transfer to SIBA.

Can I Edit Guest Information After Submission?

No. Once data is submitted to SIBA, it cannot be edited through Holidu. For corrections or changes to submitted data, you must 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 the form. You can check the booking details in your Holidu app at any time to verify whether the registration has been completed.

Can I Use This Configuration for All My Bookings?

Only bookings made through connected booking channels on Holidu are supported for automatic SIBA integration. Manual bookings created directly in Holidu or bookings imported via iCal are not currently supported for automatic guest registration.

What Happens If a Guest Cancels After Completing Registration?

If a guest cancels their booking after completing the registration form, their data will not be sent to SIBA. Data transfers only occur for active bookings on the actual check-in date.

Can Secondary Accounts or Collaborators Access This Feature?

No. Only the main account holder can configure and activate the SIBA connection feature. Collaborators and secondary accounts can view the guest registration form in booking details but cannot manage, configure, or activate the feature.

When Is Guest Data Transferred to the SIBA Portal?

Guest data is automatically transferred to the SIBA portal after 11:00 PM on the day of check-in. Ensure all guest information is complete and submitted before this deadline for successful transfer.

What Should I Do If I Have Issues Activating the SIBA Connection?

If you experience any issues activating or maintaining your SIBA connection with Holidu, please contact our support team at host@holidu.com Include details about the error message or issue you're experiencing.

Important Legal 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 host. Ensure you comply with all Portuguese registration requirements and local regulations. For detailed legal information and guidance, visit the SIBA FAQs - Legal Questions section