Self check-in: how to give your guests access without being there

Self check-in has stopped being an extra and become the standard for holiday rentals. Guests expect to arrive and get in at their own pace, without coordinating times or waiting for anyone with the keys. And for the host it's the only way to scale without living glued to your phone.

But "self check-in" doesn't mean the same thing in every home: some setups run on their own and others create exactly the incidents you wanted to avoid. In this guide you'll see how to set up an autonomous check-in that truly doesn't need you.

What self check-in is (and why it's become essential)

Self check-in is the process by which the guest accesses the accommodation on their own, without an in-person handover of keys. It's become essential for three reasons:

• Traveller expectations. Arrivals at any time, delayed flights, and a desire to get in without depending on anyone.
• Scale. When you manage more than one flat, coordinating arrivals in person is unsustainable.
• Regulation. Since December 2024, the traveller register is mandatory (Royal Decree 933/2021, SES.Hospedajes platform): you'll have to collect the guest's data anyway, so the smoother the rest of the process, the better.

Self check-in methods and their limits

Not all autonomous systems are the same. These are the most common:

• Key lockbox. Cheap and simple, but it leaves a key exposed on the street, annoys the neighbours and is increasingly restricted by regulation. If that's your case, this alternative to the key lockbox is for you.
• Smart lock with app or code. It removes the key, but it depends on wifi and batteries: if the guest loses signal, the battery runs out or the router hangs, the incident comes at the worst time.
• Remote reception or concierge. It works, but it adds a cost per operation and another point of friction.

The pattern is clear: the more access depends on an app, on wifi or on a physical key, the more likely it is to fail just when the guest arrives.

How to set up a friction-free self check-in

The most reliable way to solve building entry is Keeppe: a device installed inside the intercom that opens the entrance automatically when the guest rings. No exposed keys, no app and no dependence on wifi or batteries.

For the guest it's this simple:

1. They reach the entrance and ring the intercom.

2. They wait a few seconds.

3. The entrance opens, as if someone had buzzed them in.

These are the shortest arrival instructions you can give anyone: "ring the intercom and come in". Fewer steps, fewer misunderstandings, fewer calls at three in the morning.

Checklist for a 5-star self check-in

• Reliable building access: one that doesn't depend on wifi or batteries, so it never leaves anyone stranded.
• Very simple instructions: a couple of lines and a photo of the entrance.
• Traveller register sorted: send the data form before arrival.
• A clear plan B: your phone number visible just in case (though with a reliable system you'll barely use it).

The goal is for the guest not to have to think. When entry is simple and always works, the stay gets off to a good start, and that shows in the review.

Frequently asked questions

Do I need to be there for check-in?

No. With an automatic access system the guest gets in on their own by ringing the intercom, at any time and without you having to travel there.

Does the guest need to download an app?

No. With Keeppe there's nothing to install: they ring the intercom and the entrance opens. No app for you or for them.

What happens if the power goes out or the wifi fails?

Access keeps working, because it doesn't depend on the home's wifi or electricity, but on the building's general supply.

Is it compatible with the mandatory traveller register?

Yes. The traveller register (SES.Hospedajes) is the collection of the guest's data; access is independent. You can automate entry and comply with the register separately.

Does it work if I manage several apartments?

Yes, that's where it shows most: you eliminate trips and key handovers. Here we explain how to automate access across several flats.

Want a self check-in that truly doesn't need you? Discover how to give your guests keyless access from the intercom.