FAQs - Guest check-in feature

What is the online check-in feature that Holidu offers?
The online check-in feature enables hosts to connect their properties to the local authority of their choice. Once a connection is made, Holidu transfers guest data automatically to those authorities after the online check-in form for guests is filled out.

Why does Holidu offer an online check-in feature?
In most markets, by law, hosts have to register guests with the local authorities. It’s a process in which hosts typically need to use old web interfaces to manually enter numerous data points about their guests, such as names, birthdates, ID doc numbers, etc. To facilitate and speed up the check-in experience for both hosts and guests, Holidu built a solution that enables guests to quickly fill out an online check-in form, which is then automatically sent to the right police or local authority.

Why is this solution better and faster for both me and the guests?
On the one hand, guests don’t need to provide their ID or passport to the hosts and don’t need to fill out manually a check-in form. They can easily fill out the online check-in form themselves. The online check-in form also offers a “scanning” solution, enabling guests to quickly fill out the form by scanning their documents with their laptop, tablet, or phone.
On the other hand, hosts don’t need to request documents from guests, and they don’t need to send them to local authorities. The form and documents are sent automatically to the authorities on the check-in date.

Can I choose the authority to which my property needs to be connected to?
Yes. Hosts can connect their property to the local authority of their choice.

You can find in the table below the available connections per country:

• Spain
  • Policía Nacional
  • Guardía Civil
  • Mossos d'Esquadra 
  • Ertzaintza
  • SES.HOSPEDAJES
• Italy (coming soon)
  • Italian State Police
  • Istats
• Portugal
  • Foreigners and Borders Service (SEF/SIBA)
• Germany
  • AVS

How can I connect my property to an authority?

If you are using the mobile app, please make sure that you have the latest version of the app.
1. Go to your “Account” section and click on the “Configure” button present in the “Online guest registration” section

2. You will see here your list of properties. Click on the “Configure” button next to the property that you want to connect to the police or authority.

3. Fill out the form, click on “Activate automatic sending to police”, select the authority/police you want to connect your property to, add your credentials and click on “Activate”

4. Once activated, click on “Save changes” at the end of the form.

5. If no error message appears, that means that your property is now connected to the local authority of your choice.

6. You can now close the form and see that the connection to the police/authority of your choice is active.

Is Holidu sharing any host’s data with the authorities beyond the guests’ data/information?
Holidu only sends guests' data to local authorities. With the online check-in feature, Holidu isn’t sending your revenue information to the authorities.

Can I fill out the online check-in form for my guests?
Yes, if you want to fill out guests' data for guests, you are free to do so.
You can find the link to the online check-in form for your guests in the booking details screen (under “Guest check-in form”):

When is the form sent to the authorities?

At 11:00 pm of the check-in date. Please make sure that guests' data are completed before that time.

In case of an issue, please reach out to our customer support.

Can collaborators activate my properties and fill out check-in data for guests?

Collaborators don’t have access to the online check-in feature in the account section. Therefore, they cannot activate or modify your online checking connection to a local authority.

However, in the “Bookings” section of Holidu, they have access to the online registration form that guests need to fill out. As a result, they can also fill out the online check-in form for guests if they want to.

How can I download my guest book?

1. Go to the online check-in feature

2. Next to the property you want the guest book for, click on “Details”

3. In the top area of the pop-up that opens, under the name of your property, click on the tab called “Documents”

4. Click on “Generate Guestbook” and follow the instructions.

Is this feature for all bookings, or just Holidu bookings?

This works for all bookings that Holidu facilitates, no matter on which platform the guests made their booking. However, manual bookings, manual blocks, as well as external bookings that are synced via iCal or other integrations are not covered.

Will I have access to the guest data?

We only display guest names and ages to our hosts, not their document numbers, etc.

What happens if the guests don’t provide the information?

You as a host can always add the guest data manually.  When a booking shows as an upcoming check-in on the home screen, you will be able to see clearly for every booking if the guests have provided the data. The status of the guest data is also shown on the details page for every booking.

Will I receive a notification that the guests have registered the data correctly?

We don’t send a notification that the guest has provided the data. However, when the booking is displayed on the “Check-ins & check-outs” section on the home screen, you will be able to see clearly for every booking if the guests have provided the data.

Do I need to ask guests for any additional data upon arrival?

If guests have completed the online form before arrival, then you don’t need to enter any additional data.

What happens if the guests register the data but then cancel the booking?

If the guests cancel, the data will not be reported to the police authority.

What if the booking gets modified after the guests provide the data?

If additional guests have been added to the booking, their data will be shown as “not provided”.

How does this work with last-minute bookings?

For last-minute bookings, we will send the guests the link to provide their data themselves. In the “Check-ins & check-outs” section on the home screen, you will see for every booking, including last-minute bookings, if the guests have provided all the mandatory information or if anything is missing.

What happens to bookings that were made before I linked my police account, but the check-in date is in the future?

• If the guests did not fill out our standard check-in form we sent them right after they made their booking, we will send them a reminder message a few days before check-in with the new link.
• If the guests did fill out our standard check-in form we sent them right after they made their booking, we will not send them a link to the second form. For these bookings, you can always enter the guest data by opening the booking details and then following the link to the guest registration form. You will be able to see on the home screen in the “Check-ins & check-outs” section for every booking if the guest data is complete or if you need to obtain any missing data.

When is the guest notified that they need to provide the data? Do they receive reminders?

Guests are notified right after the booking is made. We send them a link to the form to register via email or the portal’s messaging service. If they don’t complete the form 5 days before arrival, we send another reminder.

What if the guest registers the data, but a field is incorrect?

In case you notice an issue with the data provided by the guest, please reach out to our customer support.