FAQs - Guest check-in feature

Welcome to Holidu’s updated FAQ! Discover how to enhance your check-in process, making it more efficient for you and pleasant for your guests. Below are frequently asked questions

What is the online check-in feature that Holidu offers?

The online check-in feature enables hosts to connect their properties to a chosen local authority. Once connected, Holidu automatically transfers guest data to these authorities after the guest fills out their online check-in form.

Why does Holidu offer an online check-in feature?

In many markets, hosts are legally obligated to register their guests with local authorities. Traditionally, this involves using outdated web systems to manually input guest information, such as names and ID numbers. Holidu facilitates a faster, streamlined check-in experience with an online form, which then automatically sends the information to the appropriate authority.

Why is this solution better and faster for both me and the guests?

• For Guests: They can fill out the online form, even using a scanning option to upload documents, all from their device—no need to submit IDs manually to the host.
• For Hosts: There’s no need to collect or send guest documents manually; everything is done automatically and securely.

Can I choose the authority to which my property needs to be connected?

Yes, Holidu allows you to select your applicable local authority. The available connections include:

Spain:

• SES.HOSPEDAJES
• Mossos d'Esquadra (Catalunia)
• Ertzaintza (Basque Country)

Portugal: Foreigners and Borders Service (SEF/SIBA)

Germany: AVS (only few regions)

Italy (coming soon): Italian State Police, Istats

How can I connect my property to an authority?

1. Ensure your Holidu app is updated to the latest version.
2. Go to your “Account” section and click “Configure” under “Online guest registration.”

3. Select the property to connect, complete the form, and click “Activate automatic sending to police.”

4. Select your applicable authority and enter your credentials.

5. Click on "Validate ", then “Save changes.”
6. With no error messages, your connection is set.

• If an "Incorrect Username or Password" error appears, contact us .

Is Holidu sharing any host’s data with the authorities beyond the guests’ data/information?

Holidu only transfers guest data to local authorities and does not share hosts' revenue data.

Can I fill out the online check-in form for my guests?

Yes, you have the option to complete the check-in form for your guests. Access the link via the “Guest check-in form” in the booking details.

When is the form sent to the authorities?

Guest data is submitted at 11:00 pm on the check-in date, so ensure data completion beforehand.

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

Collaborators can’t modify check-in connections, but they can fill out the online form for guests through the “Bookings” section.

How can I download my guest book?

1. Access the online check-in feature.
2. Click “Details” next to your property.

3. In the pop-up, go to the “Documents” tab.

4. Select “Generate Guestbook” and follow instructions.

Important Notes:

• If prompted for an Initial Number, it sets the starting entry number for the guestbook. Start from the next sequential number from a previous guestbook, or enter 1 for new books.
• The guestbook downloads as a PDF. Ensure your device supports PDF files to avoid display issues. Refer to a subsection like "If you have trouble opening the Guest Book?" if problems arise.

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

This feature is available for all bookings facilitated by Holidu, independent of the booking platform used. However,  it does not cover manual bookings, manual blocks, or external bookings synced via iCal or other integrations.

Will I have access to the guest data?

Yes, after downloading the guestbook, you’ll be able to see the data from the guest

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

Hosts can manually enter guest data. Each booking's status regarding data completeness is displayed on the home screen under “Check-ins & check-outs.”

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

Notifications aren’t sent, but completion statuses are visible in the “Check-ins & check-outs” section, or in the booking page.

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

If the online form is completed before arrival, no further data collection is required. Always verify the form completion through the Holidu app for status confirmation.

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

Cancelled bookings mean no data submission to authorities.

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

If new guests are added, their data will appear as “not provided.”

How does this work with last-minute bookings?

Guests receive a link to enter their data. For last-minute bookings, check the “Check-ins & check-outs” section to ensure all information is provided.

What happens to bookings made before linking my police account, but with a future check-in date?

• For guests who didn’t fill out the original form, reminders with the new link will be sent before check-in.
• If previously completed, no further submissions are needed. Data entry can be managed via booking details.

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

Guests are notified immediately post-booking and reminded five days before arrival if their form isn’t complete.

What if the guest registers incorrect data?

Contact customer support for assistance with any data inaccuracies.

We hope this FAQ enhances your hosting experience, making check-ins effortless for you and your guests. Thank you for being a valued host!