ETIAS is Coming: A Guide for Travel Tech and Operations Teams

Big changes are coming for flights to the European Union (EU). Are you ready?

In mid-2025, the European Travel Information and Authorization System (ETIAS) will come into force and will be mandatory for all visitors from visa-exempt countries.

It will be linked to travelers’ passports, meaning it will be more important than ever for airlines and cruise lines to collect accurate ID information at check-in. So, what’s the most efficient way to meet the requirement?

ETIAS is a requirement for travelers from visa-exempt countries visiting any EU member state. That means those traveling to any of these countries:

Once approved, the ETIAS travel authorization is linked to the applicant’s passport. It remains valid for three years or until the passport expires – whichever comes first.

Holders can enter EU states multiple times for short stays. Typically, these are up to 90 days within a 180-day period.

Timeline for ETIAS implementation

ETIAS is set to launch in May 2025, with an initial transition period of at least six months, during which travelers should apply for their ETIAS authorization, but those without will not be refused entry as long as they fulfill all remaining entry conditions.

A further six-month grace period will follow, during which ETIAS will be compulsory for most travelers, but first-time visitors will still be granted entry.

Here’s an overview of the timeline so far:

To apply for the visa, travelers will need to complete an online application form on the ETIAS website or via the ETIAS app. The application will require the following information:

• Name
• Address
• Passport details
• Current occupation
• Travel plans when in the EU
• Details about past travel to conflict zones
• Details about criminal convictions

ETIAS Central System then verifies the applicant’s API information against various security databases, including Interpol, Europol, the Schengen Information System (SIS), and the Entry/Exit System (EES).

The data is stored in the operator’s control systems and passed onto the relevant border control.

Once the application is submitted, it will be automatically processed, with the email confirmation usually delivered within minutes. However, this process can take up to 96 hours, and in some cases where more information is required, up to 30 days. Travel operators should therefore advise customers to apply for the visa well in advance of their travel plans.

There will be a €7 fee for each application (under-18s, over-70s, and family members of EU citizens are exempt from the fee).

Although the onus is on travelers to apply for their ETIAS visa, there are still several considerations and challenges for travel operators:

• Importance of communication: Tour operators can support their customers through the new ETIAS process by actively communicating the requirements, and amending terms and conditions accordingly.
• Collecting advanced passenger information (API): Because ETIAS is linked to the passenger’s passport, accurate check-in is more essential than ever. Operators need to provide API data to border control (failure to do so can result in substantial fines), so it’s essential that this is captured seamlessly during the check-in process.
• Increased processing time: ETIAS requires additional steps in the booking process, as passengers will need to obtain an authorization before traveling. This could lead to longer processing times for bookings, especially during peak travel seasons.
• Need for additional staff or technology: To effectively handle the increased workload associated with ETIAS, travel operators may need to hire additional staff or invest in new technology to automate certain processes. For example, there may be cases where passengers need to apply whilst at the port or airport, if they’ve not done so already. Having systems in place can mitigate disruption in this scenario.
• ETIAS verification prior to departure: Carriers will need to verify ETIAS status electronically using a dedicated interface within 48 hours of departure. Travelers with an “OK” status will be allowed to board, while those with a “NOK ETIAS” response will be denied boarding. For “NOK” responses, airlines will need to manually review the traveler’s documents and determine eligibility. If the traveler cannot provide a valid ETIAS, boarding will be denied. Operators that do allow NOK passengers to travel are liable for return transport and also subject to penalties set by member states. International coach operators will have a three-year grace period to implement this requirement.

  Travelers expect a seamless and fast experience, with as few steps as possible. Because of this, the ETIAS introduction will highly impact the perceived experience of the travelers. It’s one more step to complete, which will add identity verification checks to the processes. Airlines need to be prepared for it in advance, to ensure that they comply with ETIAS while, at the same time, improving the user experience and avoiding user dissatisfaction because of longer procedures.

  Mireia Graells, Product Marketing Manager, Scandit

Integrating smart data capture can streamline these processes, allowing airport staff to quickly scan, verify and confirm passenger identity and travel eligibility. For example, the same device could be used to scan the ETIAS digital verification code, the passenger’s ticket or boarding pass, and passport, to ensure they’re all valid and the passenger information matches.

How to make it easier for passengers to submit API data

It is essential for all sorts of travel companies to provide the correct API information to a country’s border control. There is a risk of fines for cruise lines or airlines if they fail to do so.

Penalties can vary depending on the country’s specific regulations and the degree of non-compliance by the operator.

Form filling is tedious for passengers – especially when manually entering data where all inputs must be in the right format and place – and with the additional load of applying for the ETIAS visa already placed in travelers.

This is especially true during the online check-in process, where customers have to enter their passport details. With ETIAS, it becomes even more important that this data is captured accurately.

Fortunately, Scandit’s ID Scanning technology makes it simple for the customer to capture some of the trickiest details from a single scan – essentially eliminating erroneous API information.

By integrating ID Bolt with your website or travel app, you can enable customers to quickly scan their passport from home during check-in, and instantly capture the data accurately. It streamlines what is often seen as a chore and makes it a hassle-free experience that dramatically reduces the risk of errors.

As well as being convenient for customers, this increased accuracy ensures that your data capture remains compliant and secure. Customers are naturally concerned about passing scans of them over the internet.

So are we.

That’s why, with our technology, all passport data is captured and securely processed on the device.

Why Scandit Smart Data Capture fits the API requirement

Passport scanning with smart devices is the easiest way to help passengers enter API data while reducing the chance of a fine. But building this from scratch is the opposite.

That is why Scandit has developed a plug-and-play solution that travel operators can easily integrate into their own applications. As a result, it will be able to read and parse most of the document, including the Machine Readable Zones.

Document checks can sometimes be a daunting experience for both airlines and passengers. But it can be simplified if you have the right data capture technology (like Scandit) in place.

Here are some benefits for travel companies and passengers.

Travel Companies

• Efficient operations: Automated passport and ID scanning technology can streamline the check-in and boarding processes.
• Risk mitigation: By ensuring accurate data collection from passengers, cruise and airlines significantly reduce the risk of fines and penalties associated with incorrect or incomplete Advance Passenger Information (API).
• Customer service: Employees equipped with smart devices with ID scanning can help passengers with check-in, boarding, and entering API data.
• Tech integration: Scandit’s ID Scanning technology is simple to integrate into your existing applications – whether native, web or any other platform like React Native.

Passengers

• Hassle-free check-in: Passengers can avoid the tedious task of manual data entry with smart data capture, resulting in fewer errors and a faster check-in process.
• Secure data handling: Passengers can know their sensitive information is handled with utmost security, as data capture and parsing are conducted directly on their device.

  With Scandit Smart Data Capture, travel operators can ensure that the API information will be captured instantly and accurately, complying with ETIAS regulation and without compromising on the user journey experience on speed and ease of use.

  Mireia Graells, Product Marketing Manager, Scandit

ETIAS takes effect in mid-2025. So now is the time to consider incorporating smart data capture technology to help meet the demands of data entry and API requirements.

Scandit has over 10 years of experience developing smart data capture technology for the travel sector. We work with some of the world’s top airlines and cruise lines, like AIDA, SAS and Lufthansa.

Interested in finding out more? Get in touch, and we’ll show you how easy it will be for your teams to integrate Scandit’s ID Scanning technology with your operations.