Add check-in, parking and access details

Write arrival information for someone who has never seen the property. A good address is a start, but the final few metres often need an explanation.

Why arrival information matters

Guests often check arrival details while they are travelling, standing outside the property, or trying to find the right entrance.

This means your instructions should be clear, practical and easy to follow on a phone.

Good arrival information can help guests:

• know when they can check in
• find the correct parking space
• locate the entrance
• open the lockbox or key safe
• avoid disturbing neighbours
• settle in without needing to contact you

The aim is to remove uncertainty before the guest even arrives.

Start with the check-in time

Your check-in card should clearly tell guests what time they can arrive.

For example:

Check-in is from 4:00pm.

If early check-in is sometimes available, keep the wording flexible.

For example:

Early check-in may be available by request, but please wait for confirmation before arriving early.

This helps avoid guests turning up before the property is ready.

Add simple arrival notes

After the check-in time, add any useful arrival notes guests should know before reaching the property.

This could include:

• whether guests should let themselves in
• whether someone will meet them
• what to do if they arrive late
• whether the property is on a private road
• whether there is a gate, barrier or shared entrance
• any nearby landmarks that make the property easier to find

Keep the wording short and direct. Guests should be able to understand it quickly.

Example check-in wording

Here is a simple example you could adapt:

Check-in is from 4:00pm. Please let yourself in using the access instructions provided in the Access / Lockbox card. If you arrive early, please wait until the property has been fully prepared before entering.

This gives guests the key information without making the section too long.

Add parking instructions

Parking information is one of the most useful things you can add to your guide.

If guests are arriving by car, they need to know exactly where they can and cannot park.

Add details such as:

• where the parking space is
• how many cars can park there
• whether the space is private, shared or public
• whether guests need a permit
• where to park if the main space is unavailable
• any restrictions, time limits or payment rules

If the parking space is not obvious, add a clear photo.

Use photos for parking

Photos are especially helpful for parking instructions.

A photo can show guests exactly where to go, which is much easier than trying to explain everything in text.

Useful parking photos might show:

• the driveway
• the marked parking bay
• the entrance to the car park
• a permit location
• nearby street parking
• where guests should not park

If guests often ask where to park, a photo is probably worth adding.

Example parking wording

Here is an example of clear parking information:

Please park in the marked bay labelled Seabreeze Cottage. The space is directly outside the property. If you need an extra space, free street parking is usually available along Harbour Road.

You can adjust this depending on your property setup.

Add access instructions

Access instructions explain how guests get from arrival to inside the property.

This may include gates, paths, entrances, doors, key safes or lockboxes.

Useful access details include:

• which entrance guests should use
• where the front door is
• where the lockbox or key safe is located
• how to open the lockbox
• where to return the key
• what to do if the key does not work
• any gate codes or shared entrance codes

Be specific. Avoid vague wording such as “the key safe is near the door” if there are multiple doors or entrances.

Use the lockbox code field

If your property uses a lockbox or key safe, add the code in the dedicated lockbox or key safe code field.

This keeps the code separate from the general access notes and makes it easier for guests to find.

Private access information can be protected behind the guest PIN, so it is not openly visible to everyone.

Make sure the code is correct before publishing your guide.

Protect private access details

Lockbox codes, key safe codes and private access instructions should usually be PIN-protected.

This means guests need the guest PIN before they can view sensitive information.

PIN protection is useful for:

• lockbox codes
• key safe codes
• gate codes
• alarm codes
• private entry instructions
• WiFi details, if you want to protect them

Before sharing your guide with guests, check that protected cards unlock correctly using the guest PIN.

Add photos of the entrance or lockbox

Photos can make access instructions much easier to follow.

For example, you might add a photo showing:

• the front door
• the side gate
• the porch entrance
• the lockbox location
• the key safe on the wall
• the path guests should follow

A photo is especially useful if the property has more than one entrance, is in a shared building, or is difficult to find in the dark.

Example access wording

Here is an example you could adapt:

Use the side gate and follow the path through the courtyard. The key safe is fixed to the wall on the left-hand side of the blue porch door. Enter the code shown below, remove the key, then close the key safe and scramble the numbers after use.

This gives guests a clear route and explains what to do after opening the key safe.

Include late arrival instructions

If guests may arrive late, make sure your instructions still work after dark.

You may want to mention:

• whether outdoor lights come on automatically
• where the entrance light switch is
• whether the property is hard to see from the road
• what to do if guests cannot find the entrance
• who to contact in an emergency

Late arrival instructions can prevent stress for guests who arrive tired or after a long journey.

Keep instructions guest-friendly

Arrival instructions should be clear, but they should also feel welcoming.

Avoid making guests feel like they are being given a list of warnings before they have even arrived.

For example, instead of:

Do not arrive before 4pm. Do not park outside number 12. Do not leave the key safe open.

You could write:

Check-in is from 4:00pm. Please use the marked parking space beside the cottage and remember to close the key safe after collecting the key.

The second version is clearer and friendlier.

Check the information before publishing

Before you publish your guide, check your arrival details carefully.

Make sure:

• the check-in time is correct
• parking instructions are accurate
• the lockbox or key safe code is correct
• access notes are easy to follow
• private information is PIN-protected if needed
• photos are clear and useful
• the information makes sense on mobile

It is worth testing the guide as if you were a guest arriving for the first time.

Update arrival details whenever needed

If your parking arrangement changes, your lockbox code changes, or your check-in process changes, update the guide straight away.

Because Welcomly is digital, changes appear instantly after saving.

There is no need to reprint a welcome book, resend a PDF, or worry about old arrival instructions sitting inside the property.

Arrival details checklist

Before sharing your guide with guests, check that you have added:

• check-in time
• early or late arrival notes, if needed
• parking instructions
• parking photo, if useful
• access instructions
• lockbox or key safe location
• lockbox or key safe code
• entrance or lockbox photo, if useful
• guest PIN protection for private details
• clear instructions for returning the key

If those details are complete, guests should have everything they need to arrive smoothly and get inside with confidence.