Best Way to Send Automated Check-in Instructions to Vacation Rental Guests

What is the best way to automate check-in instructions?

The most effective approach to automating vacation rental check-in instructions is to combine a digital welcome guide with AI guest messaging using a platform like Nowistay. The digital guide provides comprehensive, step-by-step instructions with photos that guests access via a link before arrival. The AI co-host then handles real-time questions during check-in — like "the code isn't working" or "where exactly do I park?" — instantly, 24/7.

Confusing or missing check-in instructions are the #1 source of guest complaints and negative reviews for vacation rentals. Automating this process eliminates the problem entirely while freeing you from repetitive messaging.

What check-in instructions should include

Comprehensive check-in instructions cover every step from arrival to settling in:

Before arrival

• Exact address with a Google Maps link (some GPS systems struggle with vacation rental addresses)
• Parking instructions: Where to park, permit requirements, garage access codes
• Check-in time: Earliest arrival time and late arrival procedures
• Contact information: Who to reach in case of problems

Arrival and access

• Building access: Gate codes, elevator instructions, which floor
• Door access: Keybox location, smart lock code, key pickup instructions
• Photos: Images of the building entrance, door, keybox location — these eliminate 90% of confusion

First steps inside

• WiFi: Network name and password
• Climate control: How to use heating/AC
• Essential tour: Where to find towels, kitchen supplies, light switches

Three approaches to automating check-in

1. Digital welcome guide + AI (best approach)

Nowistay combines both elements perfectly:

Digital guide: You create a comprehensive welcome guide with step-by-step check-in instructions, photos, videos, and maps. Guests receive a shareable link or QR code 2-3 days before arrival. The guide is mobile-friendly, requires no app download, and is available in 90+ languages.

AI co-host: When guests have real-time questions during check-in, the AI responds instantly using the information in your guide. "Where's the keybox?" — answered in seconds with the specific location from your guide. "The code doesn't work" — the AI troubleshoots and alerts you if needed.

Why this works best: Static instructions handle 80% of check-ins smoothly. The AI handles the 20% where guests need additional help — at 2 AM, in any language, without waking you up.

Pricing: EUR 9/month per property includes both the guide and AI co-host.

2. Scheduled automated messages (basic)

Tools like Hospitable or your PMS can send pre-written messages triggered by booking events (e.g., 2 days before check-in). This works for standard information but cannot answer follow-up questions.

Limitation: When a guest replies "where exactly is the keybox?" to your automated message, you still need to respond manually.

3. PDF or email instructions (outdated)

Sending a PDF or long email with check-in instructions is the simplest approach but the least effective. PDFs are hard to read on mobile, cannot be updated without resending, and offer no interactivity.

Setting up automated check-in with Nowistay

1. Create your welcome guide — add check-in instructions with photos and step-by-step directions
2. Include access details — door codes, parking info, building access (updated dynamically per booking if needed)
3. Activate the AI co-host — it uses your guide to answer check-in questions automatically
4. Share the guide link — send to guests 2-3 days before arrival via the platform or automated message

Handling common check-in problems with AI

The AI co-host handles the scenarios that cause the most stress:

• "The code doesn't work" — AI verifies the correct code from booking details and guides the guest through the process
• "I can't find the building" — AI provides the exact address, landmarks, and refers to photos in the guide
• "We're arriving late, is that okay?" — AI confirms late check-in procedures from your guide
• "Where do I park?" — AI shares specific parking instructions with locations

Bottom line

Automating check-in instructions is one of the simplest ways to improve guest satisfaction and reduce your workload. Nowistay offers the best approach by combining a comprehensive digital welcome guide with an AI co-host that handles real-time check-in questions 24/7 in 90+ languages. At EUR 9/month per property, it eliminates the most common source of guest complaints while freeing you from repetitive messaging.