Self check-in is convenient for you and freeing for guests, until someone is standing in the rain at 10pm trying to find a key safe. Clear, tested instructions are the difference between a five-star arrival and a frantic phone call. Here is a template and the details that make it work.
In this guide
What great check-in instructions include
- The exact address and postcode, plus what3words for rural or hard-to-find properties
- Directions for the final stretch, with photos of the entrance and any tricky turns
- Where to park
- The check-in time and what to do if they are early or late
- Exactly where the key safe or smart lock is, with a photo
- How to open it, step by step
- Which door, which lock, and any quirks
- The first things to do inside, such as the light switch or alarm panel
- Who to contact if something goes wrong
The template
Getting here: [Property name], [address, postcode]. what3words: [///three.word.address]. Sat-navs sometimes send you to [wrong place]; instead, [landmark-based directions].
Parking: [where, how many cars, any permits].
Check-in: from [time]. If you will arrive after [time], just let us know.
Keys: the key safe is [location], to the right of the [door]. Enter the code we send you on the day of arrival, then press down on the lever. The key is on a [colour] fob.
Getting in: use the [front/side] door. The lock is a little stiff; turn the key fully, then push the door firmly.
Inside: the light switch is on your left. The Wi-Fi details are in your guest guide.
Need help? Call or WhatsApp us on [number]. We are usually available from [time] to [time].
Keeping access codes private
Door and key safe codes should only reach confirmed guests, and ideally only close to arrival. Change codes regularly. If you use a digital guest guide, put access details behind a guest PIN rather than in a public link. In Welcomly, codes are stored encrypted and you choose which cards need the PIN.
Test your instructions
Ask a friend who has never visited to follow them exactly, ideally at dusk. Every pause is a step that needs a clearer photo or a better word. Repeat the test after anything changes, such as a new gate, a moved key safe or roadworks.
Put this into practice in minutes.
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