How do I automate check-in without meeting guests in person 🔐

One of the changes that has most improved the management of my accommodation has been to stop doing check-ins in person.

Today I have a system that allows me to manage the entire process remotely, with less friction for the guest and more control for me.

With this workflow I achieve:

• avoiding in-person key handovers
• validating the guest's identity
• collecting the necessary data for SES.Hospedajes, Mossos and Ertzaintza
• and maintaining a clear, fast and professional process

The tool I use

To manage online check-in I use Partee.es.

I have tried several options, such as Chekin.com, Partee.es and other similar tools, and the one that has worked best for me in terms of price, reliability, and ease of use has been Partee.es.

I've been using it for years, and in my experience, it has never failed me.

Also:

• the guest completes it in less than a minute
• it is available in several languages
• and for less than €2 a month, it saves me a lot of work and many errors

Every time a guest completes the form, I receive an email with their data and I check that everything is correct.

Afterwards, the information is automatically sent to SES.Hospedajes, Mossos and Ertzaintza, and within the next 24 hours I receive confirmation of the submission, complying with RD 933/2021.

👉 Partee.es offers one month free: https://partee.es

The process I follow

1. I send a WhatsApp 48 hours before 📲

Two days before arrival, I send a message via WhatsApp to the guest.

I use WhatsApp because it allows me to share the check-in link, attach files, send photos, answer questions during the stay, and maintain contact for final follow-up.

2. The guest completes the check-in

In most cases, the guest fills out the form within the next few hours.

Only a small portion needs a reminder. In my case, less than 10% of bookings.

3. I review the information

When I receive the email with the data and documentation, I do a quick review to check that everything is correct.

It's a simple, but important step before sending the access codes.

4. I send the keys and arrival information 🔑

Once the check-in is validated, I send a second message with:

• access codes
• the welcome guide
• and a photo of the building with the location of the access keypad

This way, the guest receives each piece of information at the right time, and the process is much more organized.

The message I send

This is the basic message I use:

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Hello, good morning:

I'm [my name], the host of the apartment you've booked on [platform (Booking, Airbnb, etc.)] with check-in on [check-in day]. I hope you're well and have a good trip 😊

I wanted to tell you a few quick things about check-in:

1. As apartment entry is autonomous, I will need each of the [number of guests] adult guests to complete the form below. It's very easy and only takes a couple of minutes.

We appreciate it if you attach a photo of your ID directly to the form to speed up the process.

Check-in form:
[here I include my personal Partee.es link - it's generated in your Partee form]

Booking number:
[here I include the booking number from the platform (Booking, Airbnb, etc.)]

2. To enter the apartment you will need two keys, which I will send you once you have completed the form. One gives access to the building and the other to the apartment. (This is specific to my case; here you can adapt how access works in your accommodation).

3. Also, I have prepared a welcome PDF with useful information about the accommodation and recommendations for the area. If you wish, I can send it to you here. (To learn how to create your welcome PDF, visit this article).

Regards, and if you have any questions, don't hesitate to write to me.

[my name]

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Why it works well for me

What I value most about this system is that it allows me to offer a check-in that is more convenient for the guest and, at the same time, more efficient and professional for me.

I avoid travel, reduce dependencies, and maintain a clear process from start to finish.

For a guide on how to install a smart lock and create remote access codes, you can read the following article.