Notice traveler of the world

Hand keys

Benefits

Delivery by hand offer a direct human contact. Travellers are made to feel welcome upon their arrival, which quickly creates a relationship of confidence and trust. To receive the key reassures the tenant on the professionalism of the concierge and value his experience, he has the impression of be treated as a ‘guest’ rather than as a mere tenant. This meeting also allows you to verify the identity of the guest and inform them verbally of the rules (rules of procedure, safety rules, etc), which reinforces their attention to the housing. A custom home can even encourage travellers to allow better assessments and return to it later.

Disadvantages

This mode is, however, time-consuming and less flexible. The staff must be available on site at the agreed time, which is a problem with late arrivals or unforeseen. Wait for a client late mobilizes non-productive time that could be dedicated to other tasks. In the greater region, to manage several tens of goods makes coordination very complex (for example, meet the team check-in for the night). In addition, the subcontracting of such visits (via an external provider) increases the costs of management. Finally, this method lacks the flexibility to deal with unforeseen events (flight delays, departures night…), and can cause conflicts if a guest arrives late, while another waits : ‘difficult to perform check-in/out face-to-face with a score of goods ‘.

Key box safe

The boxes to secure keys (lockboxes code) have long imposed as a standalone solution. It is a trunk or a combination lock attached to the outside, where the host puts the keychain. The codes are communicated to the renter prior to their arrival, which allows them to pick up the keys 24h/24 without the presence of staff. This process presents several advantages, such as easy installation and low cost (around a about thirty euros for a sustainable model), no technical training is required, and it removes the time constraints (the traveller may enter at any time, even in the event of a flight delay, without the stress of waiting. For the manager, the key box reduces the need to be physically present for each check-in, freeing up time and human resources.

Disadvantages

However, this system has significant limits on the safety plan and organization. Once the key out of the box, there is nothing to prevent a tenant malware to make it a double and return to it later without being prompted. The access code itself can ‘leak’ if we don’t change regularly, exhibitor housing to intrusion or squat. Thus, the task of systematically change the code every stay becomes vital, but also very time-consuming. In practice, some managers forget this step by lack of time, or organization. Finally, note that this device is not always well seen in co-ownership, or by some insurance (who may refuse to cover a well equipped with a key box). In some areas, the boxes are fixed are prohibited, which limits their use. In the end, if the key box simplifies the host stand-alone, it requires increased vigilance (regular rotation of the code) and accepts a compromise on the level of security.

Lock connected

The locks are connected (smart locks) represent the solution to the more modern for the delivery of the keys. These electronic locks (operating in Bluetooth, Wi-Fi or radio) are installed on the entrance door and can be operated by code, or smartphone. The main advantage is that they completely eliminate the need for physical key, the host generates a temporary access code or a virtual key that the tenant received by SMS or app. On arrival, the traveler can open the door only, at any time, which maximizes its freedom and reduced stress related to the schedule. The security of the home is also enhanced, each opening/closing is logged, allowing the manager to trace in real time all the passages (travelers, housekeeping, maintenance). On the operational level, the locks connected to liquefy the management, it is possible to assign or revoke remote access (via software or PMS is integrated, without ever touching the lock physically. In summary, this technology offers travelers a home 24/7 without constraints, while optimizing the work of the concierge.

Disadvantages

Despite these strengths, the locks connected have an initial cost and require regular maintenance. Investment (purchase of the lock, installation by a specialist if necessary) can be high, especially for housing important. In addition, it is necessary to manage the equipment : battery replacement, firmware updates, and guarantee a reliable connection. A failure or a software bug can then block the access or to create an unforeseen incident. Unlike locks mechanical, these systems also require often the support of an ecosystem (Wi-Fi router, box 4G, PMS integration), which can complicate the initial installation. Finally, some physical constraints remain, and even the locks to code (not connected) have a non-negligible cost (a few tens to several hundreds of euros more installation). In sum, the lock connected is a very effective solution for the autonomy of travelers, but it also involves a technical and financial investments most important, as well as a technical organization (monitoring of batteries, technical support).

Third-party Services and the relay points

In addition to the solutions of a purely technical nature, there are external services that support the delivery of the keys. Two major categories emerged :

Concierge specialist. It is to entrust the physical host to a third-party company (agencies concierge local, online concierge, etc). These providers offer a service, ‘ key ‘ : taking care of the check-in/out, reset key, state of affairs, and sometimes household. For the owner, it means not manage any key exchange – the concierge takes care of everything for pay (a commission or a flat fee). The advantage is to have a home of quality, often 24/7, if the business is organized. The main disadvantage is the financial, these services are expensive, and involve a dependence vis-à-vis a third party. In very rural areas, these providers may also be difficult to find.

Points relay key (lockers and traders). Existing networks offer instructions secure self-service. The manager creates an access code for the tenant can recover the key in the locker 7j/7, 24h/24. These systems provide a large degree of autonomy, arrival free without dealing with several boxes scattered in the city. They also include the often-remote monitoring (the owner receives an access-tracking) and integrations with platforms such as Airbnb to automatically send the code to the travelers. Alternatively, some services rely on partner merchants. The keys are stored in a trusted trade (pharmacy, grocery store, etc) and the travellers go on-site to recover them with a code. These solutions avoid giving the address of the housing to the client and ensure that you know where are your keys all the time,’. The other side of the coin is financial (subscription fees), and logistics, some services may cover some of the larger cities, and it is necessary to organize the deposit and restitution in commerce.

In summary, the third-party services offer the reliability of a human (concierge desk), or the convenience of a set of keys without any hardware investment. They can be adapted to larger volumes, or of the contexts that are difficult to access. Their cost and their availability, however, must be evaluated.

Practical tips to optimize the delivery of the keys

Regardless of the methods chosen, a few good practices to ensure delivery of the keys fluid. It is crucial to write clear instructions and detailed destination tenants. They must specify the date/time of check-in/out, number of keys, the access code or the place of the deposit, and the terms and conditions in the event of a loss. A focal point is key to drop the box or the spare keys in a location where it is visible and clearly identified (e.g. in a small box inside the housing). Travellers will not have to ‘spend 2 hours searching for the key’ to their arrival.

Other tricks to improve the customer experience, for example, send a photograph of the location of the key box, or a quick video presentation of the lock connected. It is also recommended that a double recovery key and keep it in a safe place. Finally, maintain a proactive communication (recall the information the day before the arrival, check that the tenant does not matter) will help to provide comfort to the traveller and to prevent incidents.

To conclude

The delivery of keys is a vital link in the chain of home, short-term rental. Each solution, hand, box, key, lock connected, or to third party service has a specific balancing between security, efficiency and customer satisfaction. The conciergeries must choose and combine these methods in function of their organization, the configuration of the housing and expectations of the guests. By applying the good practices of information and logistics, you can minimize the trouble (delay, loss, confusion) and offer travelers a serene stay upon their arrival.