Self Check-In (Keyless Entry Policy)
Self check-in is a process that allows guests to access a property without the property manager or staff needing to be physically present. This is typically facilitated by technology such as smart locks, electronic keypads, or lockboxes, enabling a seamless and contactless arrival.
Why it matters
Automating the check-in process enhances operational efficiency by eliminating the need to coordinate arrival times and physically exchange keys, which is crucial for managing multiple properties remotely. It also meets the growing guest demand for flexibility and convenience, accommodating late arrivals or travel delays without direct staff intervention. This streamlined experience saves significant time for both operators and guests, contributing to higher guest satisfaction and a more scalable business model.
Operator use case
An operator implements self check-in by installing a smart lock on a property and integrating it with their Property Management System (PMS). When a booking is confirmed, the system automatically generates a unique access code for the guest, valid only for the duration of their stay. This code, along with detailed arrival instructions, is then automatically sent to the guest via a scheduled message a few days prior to their arrival, ensuring they have all necessary information for a smooth entry.
Industry insight
A common misconception is that self check-in creates an impersonal guest experience. However, seasoned operators understand that a seamless, automated arrival is often preferred by modern travelers and can be supplemented with personalized digital communication, such as a custom welcome message or a comprehensive digital guidebook. A frequent mistake is failing to have a reliable backup plan for technology failures, like a dead battery on a smart lock or a guest's phone losing power. Top-tier operators not only have a backup method (like a hidden lockbox with a physical key) but also proactively monitor battery levels and have clear, easily accessible troubleshooting instructions. The financial implication of not adopting this technology is becoming significant, as it can be a deciding factor for guests and impacts operational overhead, including staffing costs for after-hours check-ins.
Tech & tools relevance
Self check-in is a core feature in the modern short-term rental technology ecosystem. Property Management Systems (PMS) often integrate with smart lock and keyless entry providers to automate the creation and distribution of access codes. These systems can trigger automated messages containing check-in instructions through email or SMS. Online Travel Agencies (OTAs) like Airbnb have features that allow hosts to indicate self check-in is available, which is a popular search filter for guests, and some platforms can even integrate directly with smart locks to automatically generate codes for reservations.
How Hostfully helps
Hostfully's platform supports self check-in through it's Hostfully Devices feature that integrates with a variety of smart lock and keyless entry hardware providers. Through its automated messaging tools and triggers, operators can schedule the delivery of unique access codes and detailed arrival instructions to guests at predetermined times before their stay. Additionally, Hostfully's digital guidebooks can be used to provide guests with comprehensive, step-by-step instructions for the check-in process, including photos or videos, to ensure a seamless arrival experience, and even the unique PIN codes generated by Hostfully Devices.