{"id":13897,"date":"2019-03-14T03:17:20","date_gmt":"2019-03-14T03:17:20","guid":{"rendered":"https:\/\/homeit.io\/automatic-communication-to-siba-sef-for-vacation-rental\/"},"modified":"2022-07-19T15:50:11","modified_gmt":"2022-07-19T15:50:11","slug":"automatic-communication-to-siba-sef-for-vacation-rental","status":"publish","type":"post","link":"https:\/\/homeit.io\/en\/automatic-communication-to-siba-sef-for-vacation-rental\/","title":{"rendered":"Automatic communication to SIBA-SEF for Vacation Rental"},"content":{"rendered":"\t\t<div data-elementor-type=\"wp-post\" data-elementor-id=\"13897\" class=\"elementor elementor-13897 elementor-1\" data-elementor-post-type=\"post\">\n\t\t\t\t\t\t<section class=\"elementor-section elementor-top-section elementor-element elementor-element-3628fd77 elementor-section-boxed elementor-section-height-default elementor-section-height-default qodef-elementor-content-no\" data-id=\"3628fd77\" data-element_type=\"section\">\n\t\t\t\t\t\t<div class=\"elementor-container elementor-column-gap-default\">\n\t\t\t\t\t<div class=\"elementor-column elementor-col-100 elementor-top-column elementor-element elementor-element-2f4e3c7d\" data-id=\"2f4e3c7d\" data-element_type=\"column\">\n\t\t\t<div class=\"elementor-widget-wrap elementor-element-populated\">\n\t\t\t\t\t\t<div class=\"elementor-element elementor-element-7f63b840 elementor-widget elementor-widget-text-editor\" data-id=\"7f63b840\" data-element_type=\"widget\" data-widget_type=\"text-editor.default\">\n\t\t\t\t<div class=\"elementor-widget-container\">\n\t\t\t\t\t\t\t\t\t<p>For each guest whom the vacation rental owner does not submit the bulletin to SEF, the fine can range from <a href=\"https:\/\/sites.google.com\/site\/leximigratoria\/artigo-203-o-falta-de-comunicacao-do-alojamento\">100\u20ac to 2000\u20ac<\/a>. Possibly, some vacation rental owners don\u00b4t send it in time due to the bureaucracy involved. Of course, large hotels have tools that make this communication automatic, paperless and without going to the <a href=\"http:\/\/siba.sef.pt\/\">SIBA-SEF portal<\/a>, a kind of E-ZPass available to everyone but in reality, only accessible for a few.<\/p><p>In this tutorial, we explain how to create your automatic submission tool to SEF, using an Excel sheet adapted from a simple online form.<\/p><h5>It works as follows:<\/h5><ul><li>Each guest fills in an online form.<\/li><li>The data is recorded in the spreadsheet.<\/li><li>The day after the check-in the spreadsheet can automatically send the data to the SEF, without delays or worries<\/li><\/ul><h5>What do you need to avoid going to SIBA-SEF?<\/h5><ul><li>A Gmail account (<a href=\"mailto:exemplo@gmail.com\">exemplo@gmail.com<\/a>) because we are going to use the Google Spreadsheet tools (spreadsheet\/excel) and a Google Form (form). Creating a Gmail account is easy and free. Creating a Gmail account is easy and free.<\/li><li>10 minutes of your time to get everything up and running.<\/li><li>We will have to send an email to SEF (<a href=\"mailto:siba@sef.pt\">siba@sef.pt<\/a>) requesting to change the sending accommodation bulletin method to \u201cWeb service\u201d, mentioning the NIF associated with the accommodation. It should take 24 hours to get an answer.<\/li><\/ul><h2>Do it yourself<\/h2><p>After creating a Gmail account, you will have access to Google Drive, where you can save all types of files in the cloud. Your <a href=\"https:\/\/drive.google.com\/drive\/my-drive\">\u201cMy Drive\u201d<\/a> should now be empty.<\/p><h5>Next moves:<\/h5><ul><li>Make a copy of the Google Spreadsheet that we have prepared for you.<\/li><li>Understand how the form works.<\/li><li>Understand how the spreadsheet works.<\/li><li>Submit an accommodation newsletter for the first time.<\/li><\/ul><h5>Step 1: Spreadsheet copy<\/h5><p>Go to this <a href=\"https:\/\/docs.google.com\/spreadsheets\/d\/1-IiirmX0_kuydDwP9zKnLl-U0SJRQVYVufRzNj-t-FA\/edit\">spreadsheet<\/a> and then copy it to your \u201cDrive\u201d. Just go to the menu bar, click \u201cFile\u201d and then \u201cMake a copy\u201d, as in the example above.<\/p><h5>Step 2: Understand how the SEF Form Works<\/h5><p>In your Drive you will then have 2 new files:<\/p><ul><li>Spreadsheet copy<\/li><li>A copy of the application form with the necessary fields for submission to SEF. The form was already created and linked to the original spreadsheet, which is why this copy appears here. O formul\u00e1rio j\u00e1 estava criado e ligado \u00e0 folha de c\u00e1lculo original, por isso \u00e9 que aparece aqui esta c\u00f3pia.<\/li><\/ul><div class=\"wp-block-image\"><figure class=\"aligncenter\"><img decoding=\"async\" class=\"wp-image-4012\" src=\"https:\/\/homeit.io\/wp-content\/uploads\/2019\/03\/google-drive-exemplo-1.png\" alt=\"\" \/><\/figure><\/div><h5><strong>Step 3: Understand the form<\/strong><\/h5><p>To access the form, go to your <a href=\"https:\/\/drive.google.com\/drive\/my-drive\">Google Drive<\/a> and click on Google Form.<\/p><p>As in the example below, clicking on this quiz will take you to its editable version.<\/p><div class=\"wp-block-image\"><figure class=\"aligncenter\"><img decoding=\"async\" class=\"wp-image-4013\" src=\"https:\/\/homeit.io\/wp-content\/uploads\/2019\/03\/Google-Form-1024x490.gif\" alt=\"\" \/><\/figure><\/div><p>Extra tip: you can access the quiz directly from the spreadsheet. Inside the spreadsheet, go to the menu bar and click on \u201cForm\u201d and then on \u201cEdit Form\u201d<\/p><p>This is where you can customize it by adding new questions, changing the introduction text, etc. Be careful not to change the order of the first 12 questions, which are mandatory for sending to SEF.<\/p><p>By clicking on the eye icon at the top, you will be able to access the form preview that the guest will fill out.<\/p><p>In the editable part of the form, click on \u201cSubmit\u201d to access the sharing link for this quest quiz.<\/p><p>Extra tip: we can take the opportunity to ask guests for some relevant information at check-in: what is the estimated time of arrival, flight number and any special requests. Add these questions at the end of the form, in a different section that is optional to answer.<\/p><p>Ideally, we want to share the quest quiz with our guests via the \u201cSEND\u201d button, but this can be a tricky task. For example, Airbnb blocks links in messages. We recommend that you place this link in the House Instructions part, available to guests along with other house information.<\/p><div class=\"wp-block-image wp-image-1123\"><figure class=\"aligncenter\"><img decoding=\"async\" class=\"wp-image-4014\" src=\"https:\/\/homeit.io\/wp-content\/uploads\/2019\/03\/Recursos-dos-H%C3%B3spedes-1-600x227.png\" alt=\"\" \/><figcaption>Put in the House Manual the quest quiz for the SEF<\/figcaption><\/figure><\/div><h5>Step 3: Understand the Spreadsheet<\/h5><p>The spreadsheet is organized into 2 sheets: <strong>Form Responses<\/strong> and <strong>Profile<\/strong>.<\/p><div class=\"wp-block-image\"><figure class=\"aligncenter\"><img decoding=\"async\" class=\"wp-image-4015\" src=\"https:\/\/homeit.io\/wp-content\/uploads\/2019\/03\/2-folhas-google-sheet.png\" alt=\"\" \/><\/figure><\/div><p>On this sheet are the <strong>guests&#8217; answers<\/strong>. When you complete the form, a row is automatically added to this sheet, representing an entry in your accommodation.<\/p><p>Extra tip: if you wish, you can receive a notification as soon as a guest completes the quest quiz. In the spreadsheet menu, go to &#8220;Tools&#8221; and then click on &#8220;Notification rules&#8221;.<\/p><p>The first 12 columns have the mandatory information to send to SEF.<\/p><p><strong>In the first column is the sending status if the line is sent.<\/strong><\/p><div class=\"wp-block-image\"><figure class=\"aligncenter\"><img decoding=\"async\" class=\"wp-image-4016\" src=\"https:\/\/homeit.io\/wp-content\/uploads\/2019\/03\/enviado-google-sheets.png\" alt=\"\" \/><\/figure><\/div><p>In the example you can read &#8220;YES&#8221;, meaning that this guest&#8217;s data has been sent because we have reached the check-in date. The line will also be <strong>coloured green if the information has been sent successfully or red if not<\/strong>.<\/p><p><strong>Profile<\/strong><\/p><p>On the second sheet should be your accommodation data. The spreadsheet is prepared to send information about only one accommodation.<\/p><div class=\"wp-block-image\"><figure class=\"aligncenter\"><img decoding=\"async\" class=\"wp-image-4017\" src=\"https:\/\/homeit.io\/wp-content\/uploads\/2019\/03\/dados-alojamento.png\" alt=\"\" \/><\/figure><\/div><p>Below, you can see the &#8220;automatic periodic submission to SEF&#8221;, option as well as the manual.<\/p><div class=\"wp-block-image\"><figure class=\"aligncenter\"><img decoding=\"async\" class=\"wp-image-4018\" src=\"https:\/\/homeit.io\/wp-content\/uploads\/2019\/03\/envio-automatico-manual.jpg\" alt=\"\" \/><\/figure><\/div><p>If the automatic option is &#8220;ON&#8221;, the spreadsheet every day analyses the answers filled in the form and sends the data to <strong>SIBA SEF<\/strong> when the check-in date is before than the current one.<\/p><h5><strong>Step 5: Implement<\/strong><\/h5><ul><li>Add our data to the &#8220;Profile&#8221; sheet<\/li><li>Send an email to SEF (<a href=\"mailto:siba@sef.pt\">siba@sef.pt<\/a>) asking to change the sending method of the accommodation bulletin to &#8220;Web service&#8221;, mentioning the NIF associated with the accommodation. It should take 24 hours to get a reply.&#8221;<\/li><li>Prepare the simplified link of the form to give to our guests<\/li><li>Trial the system with 1 guest who has already checked in.<\/li><li>After the form is completed and the answers appear on our spreadsheet, manually submit the data by clicking the &#8220;Click to send to SEF now&#8221; button on the &#8220;Profile&#8221; sheet.<\/li><li>If the line turns green and the first column has &#8220;YES&#8221; everything is working fine. Congratulations! You have sent your first accommodation bulletin to the SIBA automatically.<\/li><li>Set the option &#8220;Periodic automatic sending to the automatic SEF&#8221; to &#8220;ON&#8221;.<\/li><\/ul><p><strong>Important:<\/strong><\/p><ul><li>do not change the <strong>Profile<\/strong> or <strong>Form Responses<\/strong> worksheets order.<\/li><li>do not add quest quiz fields before the required questions for the SEF or to the spreadsheet<\/li><\/ul><p>This tool is a cheap and quick way to save time (yours and of your guests) and to improve the accommodation bulletin submission process to the SIBA-SEF.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t<\/div>\n\t\t","protected":false},"excerpt":{"rendered":"<p>For each guest whom the vacation rental owner does not submit the bulletin to SEF, the fine can range from 100\u20ac to 2000\u20ac. Possibly, some vacation rental owners don\u00b4t send it in time due to the bureaucracy involved. Of course, large hotels have tools that make this communication automatic, paperless and without going to the [&hellip;]<\/p>\n","protected":false},"author":2,"featured_media":13471,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[164],"tags":[],"class_list":["post-13897","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-tools"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.4 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Automatic communication to SIBA-SEF for Vacation Rental - Homeit<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/homeit.io\/en\/automatic-communication-to-siba-sef-for-vacation-rental\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Automatic communication to SIBA-SEF for Vacation Rental - Homeit\" \/>\n<meta property=\"og:description\" content=\"For each guest whom the vacation rental owner does not submit the bulletin to SEF, the fine can range from 100\u20ac to 2000\u20ac. 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