The police form - Mandatory form for guests from outside the EU zone

Why the police form is mandatory

For any foreign guest from outside the EU zone staying in your property, you are legally required to collect and keep their personal information for 6 months after the stay, in case the authorities request it.

Biloki integrates this form directly into the guest guide - you have nothing to create or configure manually at the technical level, only to activate it and choose your fields.

How to activate the police form on Biloki

Click on Accommodations in the main menu
Open the record of the relevant property
Click on Guest guide at the top of the record
Scroll to the bottom of the guest guide - the Police form block is already there
Turn on the Activate police form toggle
Configure the fields the guest will need to fill in (see below)
Repeat the operation for your other properties if you wish

Configure the police form fields

For each field, you define:

A label and, if needed, a help text shown to the guest (optional)
A field type: Short text, Number, Date, Checkbox, Single choice (radio buttons or drop-down list), Long text, File/document, Email, Phone, Link/URL, Multiple choice
A scope: who the field is for - All guests, All adults, Children only, or Main guest only
The Required status (ON/OFF)
The field status (active/inactive)

You can add as many custom fields as needed via Add a custom field.

💡 If you have already configured a police form on another property, there is no need to recreate everything manually: from the Guest guide tab of the source property, click Duplicate this guide, tick only Police form in the list of items to duplicate, then select the destination properties. Handy if you manage several properties with the same requirements.

When to have it filled in

The law states that the form must be completed “on arrival” of the guest. In practice, you have two possible approaches:

At check-in: by including the guest guide link in your welcome message sent on arrival
Before the stay (e.g. 2-3 days before, via an automatic send): the guest completes their form before even arriving, which simplifies check-in

Both work - what matters is that the form is completed and up to date during the stay. If you choose early sending, keep in mind that the form will need to be checked or updated in case of a booking change (dates, guests): the police form is attached to the guest guide of a given booking, so if the booking is recreated (for example after a cancellation and re-booking), a new blank police form will be generated in the new guest guide, and the guest will have to fill it in again.

⚠️ If the police form is set as Required on your side, the guest will not be able to access their guest guide until they have filled it in - whether they access it at check-in or several days before arrival.

⚠️ Activation is not retroactive: existing bookings at the time of activation are not affected. Only bookings created after the police form is activated will take it into account.

💡 GDPR compliance - you freely choose the fields requested, their label and whether they are mandatory. Only collect the data that is strictly necessary.

Which information to collect to be compliant

It is up to you to create the corresponding fields. Here is the recommended configuration to respect the official model (article R. 611-42 of the French Code on entry and stay of foreigners and the right of asylum).

💡 Which scope to choose? You can restrict each field to a specific group among the 4 available scopes: All guests, All adults, Children only, or Main guest only. For main guest fields, we recommend All adults rather than Main guest only: the law requires collecting the information of each foreign guest from outside the EU present in the property, not just the person who booked. If you only ask the main guest, you risk not being compliant as soon as a booking includes several non-EU adults.

Main guest (recommended scope: All adults)

Field label	Type	Required	Help text shown to the guest (optional)
Surname	Short text	Yes	Your family name, as it appears on your identity document
First names	Short text	Yes	Your first names, as they appear on your identity document
Date of birth	Date	Yes	-
Place of birth	Short text	Yes	City and country of birth
Nationality	Short text	Yes	-
Usual residence (full address)	Long text	Yes	Your usual place of residence (street, city, postcode, country)
Mobile phone number	Phone	Yes	-
Email address	Email	Yes	-

💡 The planned arrival and departure dates appear on the official model, but Biloki already has this information via the booking - no need to recreate these fields, unless you want the guest to explicitly confirm them.

Children under 15 accompanying the guest (recommended scope: Children only)

Field label	Type	Required	Help text shown to the guest (optional)
Surname	Short text	Yes	The child’s family name
First names	Short text	Yes	The child’s first names
Date of birth	Date	Yes	-
Place of birth	Short text	Yes	City and country of birth of the child
Nationality	Short text	Yes	-
Usual residence	Long text	Yes	The child’s usual place of residence

How to retrieve the completed form

Once the guest has filled in their police form, find it in Bookings → Booking summary (at the top of the calendar). A Police form line shows Yes or No depending on whether the guest has filled it in. Click on the booking: the police form appears as an attachment at the bottom of the page.

The guest can edit their form after filling it in

If the guest made a mistake (typing error, wrong number of people) or if an additional guest needs to be added afterwards, they can go back to their guest guide at any time to change the information already entered or add the missing people.

💡 No action is needed on your side - the guest manages the update of their form themselves from their guest guide.

Best practices

⚠️ It is up to you to identify guests from outside the EU and invite them to fill in this form - Biloki does not do it automatically.

💡 Add a reminder to your welcome message template for foreign guests so you never forget this step.

FAQ

My guest does not need to fill in the police form. How do I turn it off for their specific booking?

If the police form is activated on your property, you can turn it off for a specific booking without touching the others:

Click on Bookings, then on the Summary tab
Find the relevant booking
In the Police form column, click on the status Pending to change it to Not required

The guest will not have to fill in the police form for this stay. If you made a mistake, click on the status again to switch back to Pending.

Example: the police form is activated on your property. Julie Martin, of French nationality, books a weekend. In the Summary, you click on “Pending” on her row to switch it to “Not required”: she goes directly to her guest guide, and the form remains requested for the other bookings of the property.

The police form - Mandatory form for guests from outside the EU zone

Legally mandatory for foreign guests from outside the EU zone, the police form is completed directly from the Biloki guest guide and is automatically kept in your space for 6 months.