The importance of contactless Airbnb check-in instructions

Intuitive messaging and friction-free welcomes are an essential component of every successful vacation. They help build a rapport between guest and host, create trust, and reduce misunderstandings. And comprehensive check-in instructions are crucial to that pain-free check-in experience.

After a long day of travel, clear and simple check-in instructions will help guests quickly unwind for their stay ahead. Guests will also appreciate the speed and simplicity of managing their own arrival process.

In the case of hosts and property managers, going contactless is a cost-effective and efficient way to check guests in. This is especially true for property managers who manage multiple vacation rentals remotely as it avoids them having to manually deal with repeat questions.

What’s the best way to send check-in instructions?

Check-in instructions set the tone for your guests' experience, so it's critical that you pick the best communication channel for the job. The best communication channel ensures that the information conveyed minimizes any possible confusion, reducing the chance of your message being misunderstood, dismissed, or even ignored.

Is it enough to add the check-in instructions to my Airbnb listing?

Adding your check-in instructions to your Airbnb listing isn't a complete solution as those messages can easily be missed, and guests are unlikely to have them on hand when they need them most (upon arrival).

How about sending the check-in instructions through Airbnb’s in-app messaging system?

Although you can save templates and schedule messages in Airbnb, sending the check-in instructions through Airbnb’s in-app messaging feature is limited. It's channel-specific, which means if you have listings on other platforms like Vrbo or Booking.com—or if you have your own website—you'll need to set up automated messaging for guests who book via those sites as well.

So, what’s the best way to send self check-in instructions?

A dedicated messaging service for vacation rental property managers and hosts that utilizes SMS messaging is the best solution for sharing self check-in instructions. Below, we take you through exactly why.

Why is SMS the most effective tool for sending self-check-in instructions?

Many businesses use text messaging to communicate with their clients. According to a Harvard Business Review study, mobile text messaging outperforms other types of communication because it:

1. Creates a direct marketing channel

SMS is more widely available than many messaging apps. Unlike an app, it doesn’t need to be downloaded or updated. It’s available to everyone with a mobile phone. This means you aren’t excluding any person. RuebaRue’s messaging system is channel-agnostic. You can send guests check-in instructions regardless of where your property is booked, whether it’s Airbnb, Vrbo, your own website, or any other app.

2. Improves customer engagement

While many vacation property managers or hosts opt for using emails or apps to send check-in instructions, it's more likely that guests will engage with SMS. This is due to the fact that many app and email alerts and notifications aren't always instantly available. SMS is instantly delivered to guests via their primary messaging app, which means the alert appears on their phone's main screen.

3. No network connection is needed

Visitors may be traveling great distances and may not always have access to a reliable connection. SMS allows travelers to receive and easily have on-hand check-in instructions.

4. Improves efficiency with automation

A messaging platform like RueBaRue delivers messages to guests at exactly the right time. With RueBaRue, you can send a welcome letter that includes a link to a digital guidebook. This guidebook has all the check-in information your guest needs to begin relaxing at their newfound stay.

I’m sold! So, how do I automate my check-in SMS?

RueBaRue is much more than just a messaging platform. We offer a service that allows you to design and personalize welcome books with all the information needed for check-in and more. From local area guides and house rules to safety instructions and more, our guestbooks have everything you need to make your guests feel right at home.

RueBaRue also allows you to send guestbooks by text message at the time and date you specify.

Furthermore, Airbnb doesn’t share guest contact information with hosts, so you won’t have access to visitor email addresses. But, with RueBaRue’s solution, you can send guests a survey that captures their email addresses for your future marketing purposes.

Best of all, because RueBaRue is so simple to understand, you can start it in under 30 minutes. Whatever dedicated guest-messaging app you use, it should be easy to automate and personalize, and simple to use.

Other beneficial features of RBR’s SMS check-in instructions

• Dedicated local SMS Number so you don't need to use your personal or business phone number
• Tags to organize your automation and send scheduled messages to guests at specific properties
• Message logs so every text message you send and receive is recorded
• Analytics so you can see detailed reports of automated SMS and email messages sent
• Customizable templates to modify messaging as needed for pre-arrival and actual arrival
• Utilize macros to personalize messages using booking or property information

What should your check-in instructions include?

Great communication begins with a great welcome letter, which is an amazing opportunity to establish a connection with your guests. Your welcome letter should include check-in instructions that are highly detailed, informative, and helpful.

There are various rental SMS templates you can use for welcoming your guests. However, all check-in instructions must include the following:

• Booking details confirmation
• Check-in date and time
• Detailed directions to the property
• Parking instructions
• Instructions on how to gain access to the property
• Wi-Fi name and password
• Your contact information

What else should you be mindful of when writing check-in instructions?

1. Tone

• Be empathetic—understand your guests’ needs, values, and interests. How do you want them to feel?
• Be proactive—consider what your guests will require ahead of time. What will they want to do when they arrive?
• Be clear—what ideas are you trying to convey? What do you want them to understand?

2. Personalization

• Use the guest’s name—ensure that you’ve used the correct spelling
• Include personal booking details—this means property, name, and location
• Doesn’t seem computer-generated—write welcome messages that have personality (never forget the human touch!)

3. Visual elements

Prepare images and videos of the interior and exterior of your property. Keep the order of the photographs in mind when arranging them. You can also consider using a voiceover for your videos.

Here is an example of a sample welcome book created using RuebaRue that takes many of these tips into consideration.

Sample welcome message and check-in instructions

Are you ready to take on the task on your own? Below is a welcome check-in template for you to use at your own discretion.

Airbnb check-in instructions template one

Template one example

Airbnb check-in instructions template two

Template Two Example

With RBR's handbook, you have an extensive amount of flexibility. So utilize the examples above, explore, fine-tune, and figure out what works best for you.

Are you ready to get started? Allow us to demonstrate how to include check-in instructions in your guidebook.

How do you add check-in instructions to your RueBaRue guidebook?

1. Log into your RueBaRue account, then hover over the “Automate” tab.

Figure 3: Step One Of Adding Check-In Instructions. Click Automate

2. From the drop-down menu, select “Message Templates”.

Figure 4: Step Two Of Adding Check-In Instruction. Select Message Templates.

3. Select 'Add A Message Template' once you've arrived at this page.

Figure 5: Step Three Of Adding Check-In Instructions. Select ‘Add A Message Template’.

4. Fill In the field details with the appropriate information. Select “Save”.
5. Head back to the header tab and click “Scheduler”.

Figure 6: Step Five Of Adding Check-In Instructions. Select ‘Scheduler’.

6. From here, you’ll see the option to “Schedule A Message”. Click on it.
   

Figure 7: Step Three Of Adding Check-In Instructions. Select ‘Schedule A Message’.

7. Fill in the reference fields and write your welcome message! You can even use Macros and tags to personalize. Then Click Save!

RueBaRue: The efficient and cost-effective method to automate your check-in

A well-thought-out communication strategy may be the difference between a four and a five-star rating. It could also be the difference between a full night’s sleep and desperate calls from guests at 2 am. That's why it’s crucial to have an efficient communication channel for your check-in instructions.

Automating your check-in SMS instructions is a win-win situation for both guests and hosts. It provides a much simpler check-in process that saves time while lowering operational costs. It also helps your visitors' vacations to get off to a good start, increasing their chances of rebooking.

RueBaRue's platform provides a seamless automated SMS system that streamlines your check-ins for a smooth and secure process. It’s simple, efficient, and gives peace of mind to all parties involved.

Frequently Asked Questions About Automated Check-In

Does Airbnb automatically send check-in instructions?

Airbnb does in fact have a tool that allows you to send automated check-in instructions. However, from needing a network connection to being confined to a single platform, it's not the best location to conduct successful communication. Luckily, you can use specialized guest communication tools like RueBaRue to take care of all your guest messaging and send automated emails and text messages from a single, easy-to-use platform.

What property management systems does RueBaRue integrate with?

RueBaRue connects with many major vacation rental software tools to produce personalized guestbooks and tailored local area guides. This integration allows you to pull your property and booking data from your Property Management System, so you can create personalized messages and property-specific guidebooks in minutes. Some of our integration partners range from Airbnb, Guesty, and Hostaway to OwnerRez, RealTimeRental, andEscapia. Visit us here to see all of our integration partners.

What about using automated emails for self-check-in?

Using emails for check-in is also a great way to streamline the process. RueBaRue contains vacation rental email templates as well as suggested emails you can send. And, much like sending SMS messages, it's simple to do! Find outhow to get started here.