It's 10:45 PM. Guest writes: "Just landing, will be there by 11:30. Anyone for check-in?". Two options: stay up, or have a system already in place. Here's how.
The concrete options
1. Keybox (mechanical key safe)
Metal box on the wall or gate, numeric combination. Guest arrives, types code, gets the key. Cost: 30-80€ one-time. Works without Wi-Fi.
Pro: zero app dependency, no recurring costs, sturdy. Con: combination should be changed between guests, fixed code less secure.
2. Smart lock
Nuki, August, Yale. Open from phone, generate temporary codes per guest. 200-400€/lock.
Pro: unique codes per guest, no physical keys, traceable. Con: depends on Wi-Fi/Bluetooth, batteries, less tech-savvy guests get confused.
3. Virtual concierge + remote check-in
Vikey, Smartcheck. Guest registers online, gets instructions, enters on their own. You confirm remotely. 1-3€ per check-in or monthly fee.
The "communication" problem: how do they get the instructions?
Choosing keybox or smart lock is half the work. The other half is delivering the right instructions, at the right moment, in the right language:
- Email with instructions sent 2 days early → guest can't find it at the moment
- Instructions only in English → German guests confused
- "When you reach the courtyard door, turn right…" — details change seasonally
The ideal sequence
- 72 hours before: automatic email with preview
- 3 hours before check-in: SMS / Telegram with keybox code + photo of the gate + Google Maps
- On arrival: guest scans QR, talks to the bot in any language for last-minute clarifications
- 15 minutes after expected arrival: bot auto-sends "Did you make it? Everything ok?"
How an AI bot helps
Solutions like StayHelp automatically deliver multilingual room-specific instructions to the guest. The bot also answers emergency questions ("the keybox isn't opening!") without needing you awake.
"Photos change everything. For years I wrote 'the gate is the green one, second from the left'. Since I added a photo, guests arrive without calling me." — Roberto, 8-apartment manager in Bologna