Many Airbnb hosts have changed how guests check-in to make the process quick and efficient with a smooth transition into rest and relax mode. The check-in process is all about the guest, so if you want to increase your 5-star reviews and get recurring bookings, improving and streamlining the Airbnb check-in process is a great place to start.
Here’s our complete guide to the Airbnb check-in process with everything you need to know so you can choose what works best for you, boost the guest experience, save time, and more.
Airbnb check-in processes
The Airbnb check-in is a process where hosts give their guests direct access to all the information they need to get into the vacation rental and settle in smoothly. There are two main ways hosts can set up the check-in process for their rentals: in-person greeting and self-check-ins.
Let’s take a look at both options.
Option 1: The in-person greeting
In more of the traditional hospitality check-in process, the host-led in-person greeting is just that: hosts (or a staff members) meet their guests upon arrival. In the age of automation, the in-person check-in process may seem like a thing of the past, however it comes with benefits that can help get a 5-star review. Of the 300+ professional property rental managers we surveyed in our 2024 hospitality industry report, 24% of managers shared that they provide in-person check-ins.
This allows both parties to put a face to a name and ensures an opportunity for the host to offer a warm welcome. In addition, an in-person check-in can help both hosts and guests get to know each other, and provides an opportunity for the host to answer any questions guests may have. Some guests value this human-centric approach.
However, these in-person check-ins do take time. You may struggle to fit in enough time to make these a reality with your already busy schedule. Also, there are many factors of travel that are entirely out of your control and could impact timing.
For example, late arrivals, traffic, delays, and getting lost could lead to a significant alteration of plans. Then, when your guests finally arrive after you spend a big chunk of your day waiting, they may feel embarrassed or frustrated. To this end, this may not help your review. So it all comes down to how you can be flexible at the moment. If late check-ins are hard for you to handle personally, then self check-ins are obviously the way to go.
In-personcheck-ins: pros and cons
Pros:
- Personal touch: Creates a memorable experience with a warm welcome.
- Immediate assistance: Hosts can address questions or concerns in real-time.
- Property walkthrough: Ensures guests understand house rules and amenities.
Cons:
- Scheduling conflicts: Coordinating arrival times can be challenging.
- Limited flexibility: Guests may prefer a more autonomous process.
- Time-intensive: Requires the host to be physically present.
Option 2: The Airbnb “self check-in” process
While many guests appreciate the personal touch and warm welcome of a host-led check-in, others prefer a more hands-off approach to checking in.
A self-check-in allows guests to access the property independently, typically using a key lockbox, smart lock, or other automated systems. The host provides instructions and access codes before the guest’s arrival. This means that guests and hosts can also rest assured that there will be no COVID exposure risk with this type of check-in process. Hosts can also opt to leave keys with a bellman or a front desk agent, if this feels more secure.
There are many ways to offer a self-check-in process, but they all require the host leaving detailed instructions on how to get into the vacation rental. Hostfully’s property management platform also assists with self check-in and can make this process even more seamless with a remote lock system that provides unique, auto-generated access codes to your guests.
Available self check-in methods include:
- Smart lock: A code or app is used to open a Wi-Fi-connected lock, offering keyless convenience. Smart locks eliminate the need for keys entirely. For these, you will share the code with your guests (either a fixed code or a unique pin created per guest), and they will use it instead of keys to open the door. Smart locks are also very easy to install on your front door and easily integrate with PMS systems like the one Hostfully offers. You can even have an automated welcome message sent to the guest when they get in the property using a smart lock for the first time.
- A key safe or lockbox is a box that will hold your physical keys to the building. It can be mounted on the wall by your door, and you should be able to install it yourself. Your guest will use a code to unlock the key safe to retrieve the keys to enter your rental. Unfortunately, key safes can be picked pretty quickly and they may not be the most secure option if you do not frequently change the code.
Why you should use the Airbnb the self-check-in option
Most guests love having as much information about their vacation as they can before they arrive. They don’t want any surprises, especially when staying in an unfamiliar place. The self-check-in process helps guests and hosts in the following ways:
1. Self check-in saves time for everyone
Guests have been waiting for weeks, months, maybe even years for this trip. When they arrive, they will be ready to transition into vacation mode. Giving guests all the information they need about check-in will reduce questions and delay in their vacation.
For the host, it saves a tremendous amount of time. The self-check-in process removes the need to be at the property exactly when the guest arrives, which can be helpful if the guest is coming in the middle of the night or if the host lives far away. You also can have complete control over your schedule because guests will no longer experience frustration from delays.
2. Allows you to accept last-minuteAirbnb guests
If your vacation rental is clean and ready to accept visitors, you can offer very last-minute rentals because you will not need to be there to welcome them physically. This will give you greater flexibility and can be a massive benefit, especially when recently guests seem to wait until the last moment to book a trip because of all the uncertainty.
3. Reduces guest stress and enhances their experience
Traveling can be stressful, especially if families come with young kids or have a long travel day. An effortless check-in process can be just what tired travelers need to end a long, busy day. Most guests have grown accustomed to checking in without talking to someone and just being able to start their vacation without any in-person interactions.
There is a special moment that happens when guests walk through the front door of their vacation rental for the first time . They take in their surroundings, explore the area, point out the things they like (and ones they don’t), and begin to feel comfortable in their new space. When the host is there, this experience may not be as organic.
4. Demonstrates trust and privacy
Sometimes, guests can feel that a host-led in-person check-in is more of an interview or inspection process rather than a way to be welcomed into the home. However, the self check-in process demonstrates trust. It shows guests that you are confident that they will take care of your home and that they do not need your supervision or micromanagement.
5. You can meet health & safety goals
Automated check-ins allow you to either minimize or completely eliminate contact with guests. This has become a priority since COVID times and remains a priority for many travelers, and thus, when done well with clear communication, can lead to glowing reviews.
Self check-in: pros and cons
While a majority of medium to large property management companies rely on the self check-in for a whole host of reasons, there are reasons some property management companies may not want or be able to offer the Airbnb self check-in option, especially for smaller companies or in certain geographic areas or countries.
Notably, in our 2024 report, we found that hosts situated in beach or mountain locations were twice as likely to give in-person check-ins than self check-ins. Additionally, Some countries don’t allow the Airbnb self check-in model, which clearly necessitates the in-person check-in. So your local environment, your business size, and your target customer should be factors in your Airbnb check-in process.
Pros:
- Flexibility: Guests can arrive at any time, without coordinating schedules.
- Convenience: Ideal for late-night arrivals or long-distance travelers.
- Trust and safety: Instantly builds trust between hosts and guests, while protecting both parties.
- Time-saving: Hosts do not need to be on-site for every check-in.
Cons:
- Less personal: May lack the personal touch of a host-led welcome.
- Potential technical issues: Access codes or smart locks may malfunction.
- Limited guidance: Guests may have questions about the property that remain unanswered initially.
- Local restrictions: Some countries don’t allow for in-person greetings.
Top 3 ways to make Airbnb check-ins a memorable guest experience
Whether you’re offering in-person check-ins, or self check-ins, consider the following to make your guests’ Airbnb check-ins amazing.
Warm welcome
Many guests arrive at their Airbnb after a long day of traveling. Typically, they are tired but excited to start their vacation. Naturally, hosts need to cater to that mix of emotions. So why not welcome guests with a small welcome gift or treat, such as a cup of coffee or homemade cookies?
A towel to wash their face and hand sanitizer upon arrival is a nice touch to help guests unwind, sanitize, and renew after a long travel day. Whatever the personal touch is, make sure it’s appropriate for the local area and aligns with your brand.
The welcome stage is also an excellent time to provide guests with a way to contact you if they need your help during their stay. If you want to take it the extra mile, think about putting together a cool welcome basket which can make for an incredibly memorable stay.
House tour and house rules
Meeting your guests at check-in also allows you to provide them with a tour. A house tour will enable you to show off the things you love about the house and give guests helpful insights to make their vacation more enjoyable.
If you have baby equipment or children’s toys hidden away somewhere, use this time to point it out to guests traveling with children. If there are issues that parents should be aware of, such as a lake nearby or a steep staircase, let them know. If your extra blankets, toiletries, or grill supplies are in a hidden spot, you can show your guests where to find them in person.
The in-person greeting is a great time to remind guests of your house rules on your Airbnb listing. Check-in time is also an opportunity to share useful tips on how to (safely) use the home’s amenities, saving you and your guests some potential frustrations during the stay.
Whether or not you cover house rules during your Airbnb check-in process, it’s also helpful to provide a thorough and organized guidebook to your guests. Not only does this allow you to spend less time covering rules during this process (as you can include the rules in the guidebook), but it’s also a good resource, especially for guests who’ve just arrived and might be too exhausted to fully take in all that you cover in person.
In addition to hardcopy guidebooks, you may consider offering digital guidebooks which have a section for house rules in a clear and easy-to-read layout. Digital guidebooks can be sent out prior to arrival so guests know what to expect. And guests can check their booking communications to find the digital guidebook once at the property as well.
Local insights
One of the reasons people choose Airbnb over hotels is because they want to experience the area like a local. Typically being a local, each host may have valuable insight into what guests can do to make their experience memorable. Therefore, it’s nice to use this time to suggest local restaurants, explain where the closest grocery store is, or mention a favorite hidden spot. You can even print out a map of your area and circle your favorites during the check-in process!
This part of the process can take a considerable amount of time (especially if your guests are chatty), so alternatively (or additionally), you can also provide recommendations in your digital guidebook (both automated recommendations and handpicked—which you can easily add by Googling and dragging a venue into your guidebook).
Guests can even create their own instant customized itineraries using your Hostfully guidebook, which provides a free, unique, and empowering hospitality touch.
Airbnb self check-in set-up and template for short-term rentals
Since you won’t be at the property for an Airbnb self-check-in , you will need to communicate the instructions ahead of time. Here’s a step-by-step instructions, and additional tips for getting set up.
Set up Airbnb self check-in
The Airbnb check-in process allows guests to prepare for their check-in before they arrive. Once the reservation is booked (and if the host has turned on self-check-in), guests receive the instruction package three days before the check-in date. Airbnb handles the entire process in-app and makes it available offline for the guest. So even if they don’t have internet, they will have access to all the essential information they need to get in.
To add the Airbnb check-in process to your listing, simply follow these steps for desktop set-up:
- Navigate to Listings, select the listing you want to change
- In Listing editor, select Arrival guide
- Click Check-in method, make your selection
- Add check-in instructions
- Click Save
Visit Airbnb’s instructions HERE for iOS app, Android app, Mobile browser set-up.
Create a great welcome message for your guest check-in
Perfecting a fantastic welcome message is key in a self-check in listing. In the message, you should share detailed check-in information. This is likely your first opportunity to welcome your guest into your rental, so make sure you spend some extra time making this message excellent.
In your message, be sure you include several important points:
- State the address of your property so that guests know what to plug into their GPS.
- Include an exterior photo of your rental so guests know what they’re looking for from the street.
- Be sure to give instructions for finding the key if you place it in a lockbox, or include the smart lock or keypad code they should use to open a box or unlock a device.
- Any access codes your guests will need for doors or gates.
- Add any contact information including phone numbers and emails so guests can reach you.
Of course, a digital welcome book like the one we offer is also a great way to make a great first impression.
Message template
To make your life easier, consider creating a message template that you can just plug information into each time you need to use it.
Here’s a message template (feel free to use):
Hello [guest name],
Welcome to your home away from home! I’m thrilled you’ve decided to stay at [property name], and I know you’ll love it here. Please remember that your check-in time is at [check-in time]. The property will be ready to go when you get there. Here’s what you’ll need to check-in:
Property name: [property name]
Address: [full address of property]
Lockbox: [lockbox or smart lock or keypad passcode]
We have a lockbox at [location], which you will find near [location]. Just enter the password I provided above, and the top will open for you to collect the key for the house.
OR
Smart lock/Keypad passcode: [smart lock or keypad passcode]
We have a smart lock/keypad at [location]. Just enter the [fixed OR unique] password I provided above for easy access to our home.
Once inside, you may want to access Wi-fi. Our password is [Wi-fi password].
Please make sure you read through our house rules and house manual if you haven’t already. And if you have any questions about your booking, I encourage you to check out our digital guidebook [digital guidebook link]! It has everything you need to make your stay incredible. I’ve also recommended some of our favorite places around town, and you can even create a custom itinerary planner to make your stay that much better.
Of course, if you ever have any questions, I am here for you. Please reach out through the Airbnb app if I can help make your stay more comfortable in any way.
Have a wonderful stay, and thank you for choosing [property name]!
[Your name]
Download it now for free:
Step-by-step guide + templates for Airbnb self-check-in
Follow this process and you’ll boost the guest experience, cut down on repetitive questions, save time, and get more 5-star reviews.
7 tips for a smooth Airbnb check-in
It can’t be overstated: a smooth check-in process is the best way to make a first good impression. Here are seven additional tips you can quickly implement for a smooth check-in:
- When you activate the Airbnb check-in process, include photos for each step of the process. Each picture should be self-explanatory.
- Let your guests know that you can be reached easily during check-in time. Communication is vital, and this is where a Property Management System (PMS) can come in handy. It manages communications in one app for all your property’s vacation rental platforms. A PMS will even help you automate emails to save time.
- Test your check-in process by having a friend follow your guide. Hosts know their properties intimately. You may find a critical step that impedes a smooth check-in that may not be obvious to you.
- Be proactive and regularly check that the lockbox is where it should be or that the smart lock is not running low on batteries.
- If you have not received any updates from your guests, or you just want to ensure that everything was perfect with their stay, consider sending a follow-up message after their first evening. It could be very simple like this:Good morning [guest name],
I’m just sending a quick message to ensure you were able to check-in without any difficulty. I want to make sure you settled in comfortably and had a restful evening. Please do not hesitate to reach out if you need anything at all.
Enjoy your stay!
[Your name] - Perhaps the least obvious but most important tip: leave the outside lights on (or set them up through a smart light device) if your guests arrive at night! Not only does it make the experience more welcoming, but it also makes it easier for guests to open the door without having to fiddle with stairs, doors, and keys in the dark.
Conclusion
Selecting the right check-in process depends on your property’s features and your guests’ preferences. While self-check-ins offer flexibility and convenience, host-led in-personcheck-ins provide a personalized experience. Whichever option you choose, prioritize clear communication and guest comfort to ensure a 5-star guest experience and positive reviews.
