If you manage a vacation rental in Portugal, it is mandatory to send guest data to the SEF.
This integration allows properties in Portugal to send guest data to SEF using the Web Service method, replacing the older “página no portal” method. Both integrations are available in production.
To migrate from the existing SEF-SIBA integration to the new web service method:
Log in to your SEF account.
Change the submission method to Web Service.
Go to Guest Engagement > Check-in > Settings and select Compliance check-in form.
Update the Automatically send info to field to SEF-SIBA web service integration.
Click Validate.
Connecting SEF in Guest Engagement
Step 1: Activation
Go to Guest Engagement > Check-in > Settings.
Select Compliance check-in form and save.
Step 2: Language settings
Select the languages you would like to make your compliance check-in form available in.
Add additional languages in Guest Engagement > Settings > General.
If your desired languages are already set, no action is needed.
The compliance check-in form only supports specific languages: English, Spanish, Italian, German, French, Hungarian, Russian, Czech, Bulgarian, Portuguese, Romanian, Estonian, Polish and Catalan.
Changing language settings affects other Guest Engagement features. For example, enabling the form in German will also make it an option on the Offers page. Offers without German translations will be displayed in your default language.
Step 3: Configure settings to send guest data
Go to Guest Engagement > Check-in > Settings and select Compliance check-in form.
Enter the following property details:
Property name
Commercial name
Country
Address
Province
City
Owner fiscal code
Choose a guest signature option:
Auto signature (recommended)
Manual signature
Enable the Authority connection toggle and select SEF- SIBA (supports the old “página no portal” flow) or SEF - SIBA Web Service Integration (the new Web Service method) from the drop-down in the Automatically send info to field.
If you choose SEF - SIBA, enter the following details:
Hotel Unit (NIF)
Password
Establishment number
If you choose SEF - SIBA Web Service Integration, enter the following details:
Hotel Unit (NIF)
Password
Establishment
Postal code
Postal area
Contact name
Email contact
Phone number
Click Validate.
Guest data is automatically sent to the authorities around 19:00 UTC on check-in day. If guests register after this time, you’ll need to manually send their data by opening the reservation in Guest Engagement and clicking Send manually.
How to view guest details
All guest details submitted through the pre-arrival check-in form are stored under the Check-in tab on the Guest profile in Guest Engagement. This includes both primary guest details and any additional travellers.
Confirming the check-in form has been sent
When the Compliance check-in form is received, the Pre-check-in status in Little Hotelier will change to Received.
The compliance report is sent to the authority automatically after check-in.
To see the compliance report status:
Go to Guest Engagement and find the Guest Profile.
A new panel will show the status.
Understanding compliance check-in statuses
Synchronized: Reservation info submitted to local authority.
Updated: Status change from local authority.
Scheduled: Processing will begin soon.
In progress: Currently being processed.
Done: Check-in info successfully sent to authorities.
Failed: Sending error.
Deleted: Registration deleted, no further action.
Updating partially completed forms
Update the reservation record in Little Hotelier to complete partially filled check-in forms.
Submitted check-in forms cannot be resubmitted. Changes in Little Hotelier update Chekin and the authority.
For guests who only complete part of the check-in form, you will need to update the reservation record in Little Hotelier to complete the details required.
To make updates to a reservation, go to Calendar > find and open the reservation > make any necessary updates > Save.
Note: Once a check-in form has been submitted it cannot be resubmitted. However, any changes made to the reservation in Little Hotelier will be automatically sent to Chekin and will be updated with the relevant authority.
Viewing compliance report details
Go to Guest Engagement > Check-in > Settings > Compliance check-in form.
Click Documents to see all records sent to the authorities.
Check-in for walk-in guests
Create a reservation in Little Hotelier.
Go to the guest record in Guest Engagement.
Click the three dots next to Guest information.
Select Check-in form.
Manually complete and submit the form.