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Send check-in instructions and coordinate key handover
A smooth check-in sets the tone for the whole stay. Most check-in problems come from missing information, not actual logistics — residents just don't know where to go, what code to use, or who to call. Cover those, and the rest takes care of itself.
What to send, and when
7 days before move-in
A friendly reminder. Confirm the date and time, and ask for arrival logistics:
- What time will they arrive?
- Are they coming by car, train, or flying in?
- Will they meet you, or use self-check-in?
48 hours before move-in
The full check-in pack:
- Address (with apartment number and floor)
- Door codes or key location
- Wi-Fi network and password
- Room location (which door is theirs)
- Who to call/message if anything goes wrong
- A photo or short video of the entrance
Day of move-in
A short message in the morning: "Looking forward to having you tonight. Let me know when you're 30 minutes out."
Key handover: pick a method
In-person handover
You meet the resident at the door, hand over keys, give a 5-minute tour.
- Pros: Personal, easy to answer questions, you can read the resident's first impression.
- Cons: Requires you to be free at the resident's arrival time.
Lockbox / key safe
A small box outside the building with a combination, holding the keys.
- Pros: Works any hour, no coordination needed.
- Cons: Lockboxes get vandalised in busy areas; some buildings ban them.
Smart lock (door code or app)
The door opens with a code or smartphone unlock.
- Pros: No physical keys to lose or copy, code can change per resident.
- Cons: Requires a smart lock installation; backup access needed if Wi-Fi fails.
Concierge / neighbour
Building concierge or a trusted neighbour holds keys for arriving residents.
- Pros: A human in the building, often 24/7.
- Cons: Depends on someone else's reliability.
Most hosts run a hybrid: smart lock as primary, with a backup contact person for problems.
When to use which
| Situation | Recommendation |
|---|---|
| Single property, you live nearby | In-person + lockbox backup |
| Multiple properties, scattered | Smart locks everywhere |
| Building with concierge | Use the concierge |
| Tourist-heavy area with theft concerns | Smart lock; avoid lockboxes |
Common check-in problems
- Resident arrived earlier than agreed. Build a small early-arrival policy and share it before arrival ("If you're more than 2 hours early, [café X] is a great place to wait — I can store luggage from 14:00").
- Resident can't find the building. Send a Google Maps pin + a photo of the entrance, not just a written address.
- Door code didn't work. Test the code yourself the day before. Have a backup contact who can rescue the resident.
- Apartment isn't ready. Build cleaning into your schedule so it's done at least 2 hours before the earliest possible arrival.
Frequently asked questions
Q: Should I be there at check-in? A: For first-time hosting, yes — you'll learn what residents need. For experienced hosts with good written instructions, self-check-in works fine for most residents.
Q: What if the resident arrives at 3am? A: Self-check-in via smart lock or lockbox handles this. Confirm the late arrival a day ahead.
Q: Can I charge for early check-in or late check-out? A: You can mention it as a possibility in your house rules ("Early check-in subject to availability; €30 fee"), but it's not collected through the platform. Settle it directly with the resident if you choose.