Still Waiting for That Last Guest to Check In?

How Wieldy × Bear & Me Can Make Late Arrivals Easier

Have you ever had a staff member waiting for hours because a guest still had not arrived?

Or perhaps there was only one check-in left before reception could close, but someone still had to stay on duty — adding extra staff time and cost for a single arrival.

For smaller hotels and guesthouses, there may not even be anyone available to stay that late. In many cases, the owner ends up waiting at the property personally.

We have heard these frustrations again and again, both from hospitality professionals we have met at trade shows and from property owners who contact us online.

Late arrivals are not unusual. Flights are delayed, traffic happens and travel plans rarely run exactly on schedule. The problem is not necessarily the guest.

The problem is that a traditional key handover requires someone to be physically present.

This is where Wieldy and Bear & Me work together.

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Who Does What?

A smart check-in system needs two things.

First, it needs software that understands the booking, creates the correct guest access and delivers it at the right time.

Second, it needs reliable locks and access hardware at the property.

That is where the responsibilities are divided.

What Wieldy Does

Wieldy manages the software and automation side.

It connects with the property’s PMS and uses booking information to generate a temporary PIN or webkey for the guest.

Access details can then be sent automatically by SMS and email before arrival.

The property can also apply rules to the process. For example, the access details may only be released after the booking has been paid in full.

The guest’s credential is valid for the correct booking period and automatically expires after checkout.

What Bear & Me Does

Bear & Me manages the physical access side.

We assess the property, recommend suitable smart locks and access equipment, coordinate the physical setup, configure the system, and make sure the guest’s credential works on the correct doors.

This may include:

• the main entrance;

• the guest’s room;

• shared facilities;

• gateways for remote management;

• staff and cleaner access;

• and backup options such as RFID cards or physical keys.

Every property is different.

The door type, existing lock, entrance layout, number of rooms and staff workflow all affect which solution will work best.

In simple terms:

Wieldy connects the booking to the access credential.

Bear & Me connects the access credential to the door.

Together, the two sides create a check-in process that is more flexible for guests and less dependent on someone waiting at reception.

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What Happens After a Guest Books?

The full journey — from booking to PIN or webkey, door access and automatic expiry — involves several steps working quietly in the background.

In the next article, we will explain exactly how the process works from the moment a guest makes a reservation to the moment they open the door.

Interested in how this could work for your property?

Contact Bear & Me to discuss your current PMS, doors and check-in process.