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Communication with Guests: The Cornerstone of Flawless Self Check-In

The world is constantly evolving, and with it, the way we travel and choose to stay in rental accommodations. One of the most noticeable and increasingly popular changes in recent years is self-check-in. This trend has emerged from the need for greater flexibility in guest arrivals and less stress for hosts who cannot always be present when their guests arrive.

Self-check-in allows hosts to offer their guests a seamless experience without being physically present at check-in. Key to a successful self-check-in is effective communication between the host and the guest. In this blog, we will explore why communication is crucial, how often and what hosts should communicate to guests, and how to execute this communication in a way that delights guests and ensures a worry-free stay in a rental property.

The Growing Popularity of Self Check-In

Self-check-in has become an exceptionally popular practice among hosts because it provides flexibility for both hosts and guests. Guests can choose their own arrival time, which is especially convenient for those with varying schedules or late-night arrivals. Additionally, self-check-in is facilitated through various technological solutions, such as smart locks with PIN codes and electronic key storage boxes, providing guests with easy access to the property.

Smart Locks and Smart key lockers – The Foundation of Self Check-In

Smart locks and electronic keys, or smart key lockers, play a crucial role in flawless self-check-in. These advanced technological solutions enable guests to have easy and secure access to apartments, rooms, or vacation homes. The system allows hosts to assign unique PIN and/or QR codes to guests, facilitating the unlocking of smart locks or smart lockerss. Smart lockers are a popular alternative for those who do not wish to replace existing locks with smart locks. Hosts can leave a physical key in a secure locker that guests can easily access with a code.

Why is a system for managing guest arrivals using electronic keys and smart locks so important? Firstly, it allows guests to come and go without waiting for the host, which is particularly convenient for late-night or unconventional-hour arrivals. Secondly, it enhances security, as access codes can be easily changed for each guest, preventing potential misuse. They are also timed to the duration of the guest’s stay. In the event of a lost key or code, it can be quickly resolved by changing the code.

Centralized Reservation Management System

Successful self-check-in also relies on the systematic management of guest arrivals. This means that hosts use specialized systems such as Bentral channel manager and Hotelinco to monitor reservations, arrivals, and departures of guests. These systems enable hosts to efficiently manage multiple properties simultaneously without unnecessary complications and errors.

One of the key advantages of arrival management systems is the ability to automate guest communication. For instance, the system can automatically send guests a message with details about their stay, including self-check-in instructions and access codes.

The Impact of Communication on Successful Self Check-In

While technological solutions such as smart locks, electronic key storage boxes, and guest arrival management systems enable greater automation of self-check-in, communication still plays a vital role. So, how does communication impact successful self-check-in?

Clarity and Timeliness

Clarity and timeliness are fundamental aspects of successful guest communication. Hosts should send messages to guests in a timely manner, allowing them enough time to prepare for their arrival. Messages should be clear and concise, ensuring that guests quickly understand information about self-check-in, access codes, and other details.

Support Upon Arrival

Upon a guest’s arrival, it is crucial for the host to respond to any questions or issues that may arise. Rapid responses and support are essential to making the guest feel welcome and resolving any issues immediately.

Ongoing Communication During the Stay

Communication should not end after the guest’s arrival. Hosts should regularly check in on the guest’s well-being and satisfaction during their stay. This helps the guest feel valued and assures them that they can contact the host with any questions or concerns.

Feedback and Gratitude

After the guest’s departure, it is advisable for the host to send a thank-you message and request feedback on the stay. This provides an opportunity for guests to express their satisfaction or suggest potential improvements that the host can consider for future guests.


Self-check-in has become an indispensable part of the guest experience in rental accommodations. The key to successful self-check-in lies in effective communication between the host and the guest. Clarity, timeliness, support upon arrival, ongoing communication during the stay, and feedback and gratitude are essential elements that ensure guests have a flawless experience. Smart locks, electronic key storage boxes, and guest arrival management systems are technological solutions that facilitate this and contribute to an enhanced experience for both hosts and guests.