Self Check-In and Check-Out: Automate Your Access Instructions

In this article, I guide you step by step to set up an effective automation system for sending access instructions to your Airbnb property. Please note, these are tips that require a basic comfort level with "tech." But nothing too scary, I promise!

The article below is a summary of this explainer video:

The Benefits of Automating Access Instructions

Before diving into the technical details, it is essential to understand the benefits you can gain from this automation.

Time savings is undoubtedly the most obvious advantage: no more manually sending instructions for each booking. But that is not all.

Automation significantly reduces the risk of errors or oversights, as information is generated and sent automatically. Your guests benefit from a better experience, receiving the right information at the right time, in a clear and structured manner.

Finally, this system enables 24/7 availability, allowing your guests to access the property even in case of late or unexpected arrival.

The Tools You Need to Automate Instruction Delivery

To set up this system, you will need three main elements:

1. A smart lock, which generates unique access codes for each booking.
2. A property management software (PMS) that centralizes your bookings and can automate certain tasks. In this article, we will use Beds24 as an example.
3. A complementary automation tool like Make.com, for more advanced actions.

The 3 Automation Steps

Step 1: Configure Your Smart Lock with Your PMS

The first step is to integrate your smart lock with your Property Management System (PMS). Start by choosing a lock compatible with your PMS.

For example, Nuki works well with Beds24. In Beds24, go to "Apps & Integrations," then select your smart lock brand. Follow the instructions to connect your smart lock account to Beds24.

Next, set up automatic code generation. Define when the code becomes valid, for example 2 PM on check-in day, and when it expires, such as 1 PM on check-out day. Also choose when the code should be generated, ideally 2 days before arrival.

Step 2: Create an Automated Action in Your PMS

Once the smart lock is connected, you need to configure the automatic sending of instructions. In Beds24, go to "Guest Management" then "Automated Actions." Create a new action and set up the trigger. Choose the "Check-in" event as the trigger and define when to send, for example 2 days before at 6 AM. Then draft the instruction message. Here are my tips:

• Include a clear subject line like "Your stay is approaching: instructions and access code."
• Personalize the message with dynamic variables such as first name, dates, and access code.
• Detail the access instructions step by step.
• Do not forget to include your phone number in case of problems!

Finally, configure the sending options by choosing the "Smart Send" option to use the booking platform's messaging system if possible, otherwise email.

Step 3: Optimize Communication with Your Guests

To take automation and communication further, you can use a webhook to trigger additional actions. Connect Beds24 to a tool like Make.com via a webhook and configure scenarios to retrieve more information about the booking.

You can also set up automatic SMS delivery using a service like Twilio via Make.com. Create a short message with the access code and a link to the full instructions. Feel free to personalize and enrich message content by adding useful information about parking, Wi-Fi, or specific amenities. You can also include a link to a comprehensive property guide.

Tips for Maximizing Your Automation Efficiency

To get the most from your automation system, be precise and thorough in your instructions. Describe each step of accessing the property in detail and use visual landmarks if necessary, such as "the blue door on the 3rd floor."

Anticipate frequently asked questions by including information about parking, Wi-Fi, and important amenities. Specify check-in and check-out times to avoid misunderstandings.

Do not forget to constantly iterate and improve your process. Analyze guest feedback and any problems encountered, then regularly adjust your message content to make it clearer and more effective.

In conclusion, automating the delivery of access instructions for your vacation rentals offers numerous advantages. Not only do you save valuable time, but you also improve the guest experience by providing clear, precise information at the right moment. With a little initial setup and regular adjustments, you can implement a system that operates almost without your intervention, allowing you to focus on other aspects of your rental business.

Do not hesitate to set up this automation system right now. You will be surprised at how much it can simplify your daily management and improve guest satisfaction. And remember: the key to successful automation lies in the precision of your instructions and your ability to anticipate your guests' needs. Happy automating!