Self Check-In: 5 Things Guests Need to Know Before They Arrive
During our recent trip to Iceland, we stayed at ASKA Hraun, where we completed check-in online and received our room number and access code before arrival.
The information felt professional and well organised. After a tiring journey, we appreciated being able to head straight to our room.
There was just one small hiccup: we entered our code but forgot to press the confirmation button. For a moment, we thought the code wasn’t working. One more press, and we were in. 😂
Working with smart locks at Bear & Me, that moment gave us something to think about.
Guests should be able to follow check-in instructions without any previous experience of using a smart lock. They may be arriving tired, carrying luggage, or reading in a language that isn’t their first. What feels obvious to someone who uses the lock every day may be completely unfamiliar to them.
The more specific the instructions, the less guests have to guess. Show them what to press, what to expect, and what to do next—one step at a time.
Here are five things worth checking in your arrival instructions.
1. Where Should Guests Park, and Which Entrance Should They Use?
An address helps guests reach the property. Clear directions help them find the right door.
Our accommodation’s parking instructions were particularly specific. They explained that parking was in front of the building and that, when facing the building, guests should use the designated spaces to the left of the entrance. The spaces on the right belonged to a neighbouring company.
That is much more useful than simply saying “free parking available.” The instructions also included a video link.
For your own property, consider including:
A photograph of the correct entrance.
Directions from the parking area to the door.
Clear landmarks if the entrance is easy to miss.
Any restrictions on which parking spaces guests can use.
Describe the route from the perspective of someone arriving for the first time, particularly after dark.
2. How Will Guests Receive Their Code, and When Will It Work?
Tell guests what they need to do before arrival and what happens next.
In our case, the hotel asked us to complete online check-in. Its confirmation document explained that our room number and code were being sent by email and WhatsApp. It also made clear that there was no app to download and no key to collect.
The arrival information displayed the room number and code in large, separate boxes, with a reminder underneath showing when the code would activate. A separate message listed the full validity period alongside the check-in and check-out times.
This made the essential details easy to find.
Your instructions should explain when guests can expect their code, where to look for it, and what to do if it hasn’t arrived. State clearly when access begins and ends, so an early arrival doesn’t turn into confusion at the door.
3. Exactly How Do Guests Open the Door?
“Enter your code to unlock” may sound clear, but it can leave out an essential step.
Our own small mistake showed how easy it is to enter the correct code and still pause at the door.
For a lock that works this way, a clearer instruction would be:
Enter your access code, then press ✓ to confirm.
Use the exact symbol shown on your lock. If guests need to press #, write #. If they need to wake the keypad first, explain how.
A short sequence might be:
Enter your access code.
Press ✓ to confirm.
Wait for the unlock sound.
Push the handle down and open the door.
Adapt every step to the actual lock and door. A labelled photograph or short demonstration video can help show the buttons and actions.
A useful check is to ask someone who has never used the lock to follow your instructions while you watch without prompting. Wherever they hesitate, consider whether the wording or image could be clearer.
4. Which Doors Does the Code Open, and How Do Guests Find Their Room?
Guests need to know where their code works.
At ASKA Hraun, the instructions explicitly stated that our assigned code opened both the building entrance and our room. We quickly remembered it.
If your property uses different codes or different types of locks, label them clearly. Avoid making guests work out which code belongs to which door.
Once inside, guests should also know their room number, floor and route. Mention stairs or the absence of a lift where relevant, so people can plan for luggage or discuss access needs before arriving.
We walked up one flight of stairs to reach our room. A detail like that can be useful to know in advance.
5. Who Can Guests Contact for Help?
Self check-in still needs a clear way to reach someone.
The documents we received displayed a contact number and identified WhatsApp as the fastest way to get help. That told us both who to contact and which channel to try.
For your own property, make the contact details easy to find. Explain when support is available and provide a clear next step if the first contact cannot be reached.
Think about someone standing outside with luggage: can they find the help information quickly, without searching through several messages or attachments?
Clear Information Is Part of the Welcome
None of these details is complicated. The challenge is remembering to explain them from a first-time guest’s perspective.
Our stay reminded us that providing the information and making it easy to use are two separate tasks. Specific directions, visible access details and complete opening instructions all contribute to a smoother arrival.
Being guests ourselves gave us a useful reminder to look at the whole journey—from receiving the first message to opening the room door.
If you’re considering smart locks for your hotel, guesthouse or holiday rental, we’d be happy to discuss your doors and check-in needs.
Visit www.bearandme.ie to get in touch.
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