Simplifying the check-in process for your holiday rental
Take advantage of our tips to simplify the check-in process
November 2024
It’s time to bring your holiday rental into the 21st century with a streamlined check-in process that your guests will love. In this article, we have a look at the reasons why you should set up a simplified check-in and the best ways to do it.
The benefits of simplifying check-in for your holiday rental
Not every landlord wants to optimise their holiday rental check-in procedure. After all, you might be used to greeting your guests in person. If you pride yourself on the personal touch, the thought of automating check-in may seem like a mistake. However, there are a number of reasons to do it. Here are some of the main benefits:
- You’ll save time. The more time you spend as a holiday rental landlord, the more repetitive the check-in process gets. Automating check-in gives you more precious time to spend on other things.
- You can offer 24/7 check-in. That makes a huge difference to guests arriving late in the evening. Plus, if guests are delayed due to problems with flights or traffic, you won’t need to hang around waiting for them.
- It makes it easier for guests from other countries to check in. With a streamlined process, you won’t have to worry about a language barrier.
- Increasingly, it’s something that guests expect. That’s particularly true if you’re looking to attract younger generations to your holiday rental. If you don’t offer automated check-in, but other nearby properties do, you risk losing customers.
Now that you know some reasons to simplify check-in, let’s look at how to do it.
How to simplify check-in for holiday rentals
There are a few different strategies to simplify check-in for holiday rentals. Here are two of the most popular:
Smart locks
A smart lock is an excellent choice, provided that you have good Wi-Fi in your property. Using Wi-Fi or Bluetooth, this electronic system lets you send access codes to guests’ smartphones. Each guest will receive a unique code, which expires when they check out —one less thing for you to worry about.
Smart locks also allow you to set up unique codes for your cleaner, maintenance person, or anyone else who needs to get in on a regular basis. They’re very handy for monitoring when people enter or exit your property.
Of course, there are some disadvantages. You’ll need to ensure you have a backup option ready to go in case of an emergency. Wi-Fi and Bluetooth can stop working, and your guest may arrive with no battery on their phone.
Access codes for key safe boxes
This is another popular way to make things easy for people who rent your holiday flat or house. You’ll have a small box with the key inside. The box is locked with a code, and when guests arrive, they punch it in and take the key out. After that, they can come and go as they please until check-out.
A key safe is a convenient option, particularly if less tech-savvy guests choose to rent your house for holidays. These customers may find the key safe easier to manage than a smart lock. However, there are some risks to using them —specifically, they present a risk of theft.
To avoid theft, place your key-safe box in a discreet location, not right next to the front door. Install a CCTV camera that covers it, and don’t leave the key in it for more than 24 hours between guests. Check your insurance policy, as some insurers are not keen on key safe boxes.
How to ensure an efficient holiday rental experience for guests
Email your guests before they arrive, asking them to provide any personal data that you need. This will vary depending on region, but it will often include things like full name, date of birth, passport number and address. In some cases, you may also need photos of passports. Check the terms of your local holiday rental licence for more information.
Make sure that your guests have all the crucial information about check-in in advance. If you have a key safe box, email them on the morning of arrival with the code. To make things easy for your guest, you might want to set the code to their date of birth or the last four digits of their phone number. This will also help you remember to change the code between guests —a vital security measure.
Leave a guest book in a prominent place inside the property, containing everything that guests need to know. It shouldn’t be too long, or they may struggle to find crucial bits of information. When you prepare your guest book, ensure that it offers a warm welcome, as you won’t be there to do it yourself. It should have the same tone as your holiday rental website. You may need to revise it a couple of times to ensure it’s thorough enough for your guests. Crucially, the guest book must contain your contact information. Some guests will never contact you during their stay, but others will want someone to reach out to at the first hint of a problem.
Potential pitfalls of automation in holiday rentals
Before you rush to update your systems, make sure you’re doing everything correctly. Here are some dangers to avoid:
Check your regional regulations. Different countries and regions have rules about check-in information. For example, you may need photographs of guests’ passports. Ensure you’re on the right side of the law.
- If guests are emailing you their personal information, check that your email server is securely encrypted. You might want to ask your lawyer for best practice guidelines about dealing with personal data.
- Using a check-in code? Make sure to change it after every guest. Yes, it’s a bit of a faff, but it’s an essential step for your property’s safety.
- Ensure that you can be contacted on the check-in day. Keep your phone notifications on. If guests experience any problems, they’ll need to get in touch with you right away. Not in town? You should have a friend or representative nearby, just in case.
- Offer a personal check-in as well. Yes, many guests love the idea of automated check-in, but there are still some who want the personal touch. If your guests are arriving at a reasonable time for check-in, give them the chance to choose between your automated system and an in-person check-in.
Got all that? Great. Now it’s time to upgrade your property and edit listings on your holiday rental portals to reflect your new, automated check-in systems.