The Complete Guide to Self Check-in for Short-Term Rentals

Why Self Check-in Matters

Self check-in has become the gold standard for vacation rentals. Here's why:

Flexibility: Guests can arrive anytime without coordinating schedules

Cost savings: No need for key handoffs or property managers

Better reviews: Guests appreciate independence and privacy

Scalability: Manage multiple properties without being everywhere

Essential Components of Self Check-in

1. Smart Lock or Lockbox

Your first decision is how guests will physically access the property:

Smart Locks (Recommended)

Generate unique codes per guest

Automatic code expiration

Entry logs for security

Remote access management

Lockboxes

Lower cost option

No batteries or WiFi needed

Less secure (codes harder to change)

Good for backup access

2. Clear Written Instructions

Even with the best smart lock, guests need guidance:

Where exactly to find the entrance

Which code to use where

What to do if something doesn't work

Emergency contact information

3. Visual Aids

Photos and videos dramatically reduce confusion:

Photo of building entrance

Screenshot of the lock/keypad

Video walkthrough for complex properties

4. Reliable Communication Channel

Guests need a way to reach you if problems occur:

Direct phone number (not just app messages)

Expected response time

Backup contact

Common Self Check-in Problems

Problem 1: Wrong Entrance

Solution: Provide GPS coordinates and photos of the exact entrance, not just the street address.

Problem 2: Code Doesn't Work

Causes: Wrong code entered, batteries dead, WiFi issues Solution: Backup lockbox, detailed troubleshooting steps, responsive support.

Problem 3: Information Overload

Sending guests a wall of text means they won't read it.

Solution: Organized, scannable format with clear sections.

Problem 4: Outdated Information

You changed the WiFi password but forgot to update your message template.

Solution: Single source of truth that updates everywhere.

Best Practices Checklist

Before each guest arrival:

Generate fresh access code

Verify smart lock batteries

Test that all codes work

Send check-in information 24 hours before

Confirm guest received and understood instructions

Streamlining with Technology

The best self check-in systems centralize all information:

1. One link with everything guests need

2. Automatic expiration when they check out

3. Real-time updates if anything changes

4. Map integration for navigation

SesApp provides exactly this—create your property profile once, generate time-limited share links for each booking, and never worry about outdated information again.

Start your free trial and see how easy self check-in can be.