9 Airbnb Key Exchange Solutions for Easy Guest Check-Ins

When your Airbnb accommodation is all set for new guests and it comes time for them to arrive, one of the first impressions you will make is through how you welcome them. Therefore, a hassle-free Airbnb keys exchange process might matter more than you think.

There are plenty of options for how you can arrange a seamless and efficient Airbnb key handover. Read on to learn about the pros and cons of each of them and to choose the one best suited to your as well as your target guest’s needs.

How Airbnb Key Exchanges Contribute to the Check-in Process

When it comes to checking in, a well-thought-out key exchange solution will simplify the process for both you and your guest. Consider the following benefits of a well-arranged key handover:

1. Tired travelers will not have to wait on you to settle in at your accommodation. They will be able to choose a time most suitable to them and will not feel bound to someone else’s schedule.
2. You won’t have to wait for each person’s arrival. Instead, you can use this time for other important hosting tasks that you have on your to-do list.
3. It will also give you the peace of mind that your guest will be able to get into the premises without requiring you to live nearby, nor be available 24/7 to hand over the keys.

There are many options available to suit your unique needs. Here are some of our top picks to facilitate your Airbnb guests’ arrival.

9 Convenient Airbnb Key Exchange Options

Different options for handing over keys will appeal to different hosting styles and circumstances. Some hosts may prefer more traditional options, while others may opt for a more automated approach.

Likewise, different hosts and property managers may also choose a certain option to cater to a specific need or constraint. Some may look for the most affordable exchange solution, while for others, time efficiency or security will be the main determining factors.

Traditional Key Exchange Options

Standard ways to arrange an Airbnb key exchange usually involve relying on another person. This could be someone you know or perhaps someone you employ. These options require good communication with all parties involved.

As the person you select will literally hold the key to an outstanding welcome, building relationships and trust with them is key to making it all work.

1. Relying on a Neighbor or Friend

If you have a neighbor or friend that lives near your Airbnb, one of the easiest solutions would be to ask them to keep a set of keys and manage the handover.

You would need to arrange a set arrival time with your guest and communicate this information to your friend or neighbor. Your guest will then meet them at the agreed-upon time to be welcomed in.

Pros

• This is one of the most affordable options. If you have the world’s best neighbors, they may not expect anything in return (although we recommend giving them a small gift to say thank you).
• Your friend or neighbor can provide a warm, in-person greeting.
• They will reside close by, eliminating any major travel complications.
• You will have peace of mind that your keys are left safely with someone you know and trust.

Cons

• Your neighbor or friend will not be available 24/7. They may have other engagements and will most likely not be impressed if they need to let your guest in late at night.
• They may also get tired of constantly having to welcome travelers multiple times per month when your Airbnb hits a busy season.
• You may have to implement a late fee to incentivize your guests to arrive on time and not keep your neighbor or friend waiting.

2. Relying on Your Cleaner

If you already employ a cleaner, a natural option may be to ask if they are willing to stay long enough to hand over the keys.

You could organize your cleaner’s shift so that it falls a few hours before the set arrival time so that they do not have to wait long after they have completed their cleaning tasks.

Pros

• This is an affordable option too, you could just pay your cleaner a slightly higher fee in addition to their cleaning rates.
• Your cleaner will already be familiar with your place and will be able to show your guest around.

Cons

• Your cleaner could be committed to cleaning other properties too, and may not be available to wait long hours if a guest is running late.
• If your cleaner has to coordinate their time to each separate arrival time, their schedule could become erratic and difficult to keep track of.
• You also run the risk of somebody arriving early when your cleaner is still busy with their cleaning tasks. This would not look very professional.

3. Arranging With a Professional Dedicated Airbnb Key Holder

A key holder, sometimes known as a greeter, can be hired to provide professional key exchange services. For a fee, they will meet your guests, hand over the keys, and give them a warm welcome at the beginning of their stay.

Pros

• This is the key holder’s profession and you can expect them to meet your Airbnb guests on time for their arrival and provide a warm welcome.
• They will have a bit more wiggle room to wait on those who are running late.

Cons

• Because this is a professional service, you can expect to pay a relatively high fee for this arrangement.
• You would have to pay to grant key access to maintenance workers.
• Often, professional Airbnb key holders do not necessarily live in close proximity to your house or apartment, and may not be in the area unless specifically arranged. If there is a miscommunication around arrival times, you’ll need to have a backup plan ready.

4. Arranging With Front Desk Administrator

If your Airbnb is an apartment, or within a gated community, chances are you have a front desk administrator for the building or complex. By building a good relationship with the administrator, you may be able to leave the keys at the front desk for your guests to pick up once they arrive, and drop them off once they leave.

Pros

• The administrator will most likely be available for most of the day. Some front desks are even running 24/7. This gives your guests the freedom to set their own time and not feel rushed to make a specific appointed time.
• This is another affordable solution, as the administrator will not charge a professional fee. A regular token of appreciation such as some money or a small gift is all that is needed.
• You can rest assured that your keys are safe and being looked after between stays.
• The front desk administrator will always be near your apartment while they are on duty.

Cons

• You will need to put safeguards in place, like a secret password to give the front desk, to ensure that no strangers who have not actually booked a stay at your place try to request the keys.
• The administrator will probably not be able to escort guests to your door, so you will need to make sure you leave clear check-in information.

5. Arranging With a Local Coffee Shop

A coffee shop, or other stores or eateries, would be a convenient place to exchange keys. They will naturally be available during their operating hours and guests will be able to meet the store owners or staff at the establishment to pick up the keys.

When deciding on a store, it’s best to assess which are the closest places to your accommodation, preferably within walking distance. Try to select a smaller store where you can build relationships with the staff and owner. Also, be sure to ask the store owner for permission to leave your keys with them and make sure you notify them about arrival times well in advance.

A great personal touch would be to buy your guests a sandwich or coffee at the store you choose, as a way to give an extra special welcome.

Pros

• The store will be available for most of the day, some may even be available 24/7.
• This option is very affordable, you may only need to give the owners and staff a thank you gift once in a while.
• You will be helping to promote a local business, as guests will likely return to the store during their stay.
• The staff will be used to serving people in a friendly manner.

Cons

• If your guests arrive after closing and the owner does not live nearby, they may be stuck without a way to get into the premises if you have no backup plan in place.
• There is a safety risk with multiple members of the staff having access to your house keys, especially if they also know your address.

6. Using Services of a Third-Party Manager

Professional property management companies will pretty much take the reins of the management of your Airbnb. It is a premium all-in-one service where you can sit back and relax while they ensure that all management-related tasks — from the welcoming process to cleaning management — are all taken care of.

Property managers are best suited to those who would prefer to let someone else manage their business, even if it means taking home less profit at the end of the day.

Pros

• Zero headaches when it comes to exchanging keys. Third-party managers will handle all communication, organize the check-in, and facilitate the exchange of keys.
• They will be able to provide a professional welcoming service and will always make themselves available to meet the guests at the arrival time and show them around.
• Your keys will always be kept safe in between bookings.

Cons

• This is one of the more pricey options. Because you will be provided with a full premium service, a third-party management company could charge up to 40% of your monthly rental income.

Automated Key Exchange Solutions

Advancements in technology have produced a whole new league of automated solutions for key exchanges. They are easy to set up and manage and usually equate to a fraction of the cost of professional services.

These options don’t involve relying on other people, allowing for self-check-in. They are also often more secure than traditional methods.

7. A Lockbox

A simple yet effective solution is the unassuming lockbox — a small, durable, and secure storage container specially designed to lock your keys securely inside. Lockboxes are able to be accessed through a security combination. Before arrivals, you would simply have to communicate the correct lockbox combination.

Lockboxes come in a few different varieties, using push-button, wheel, or dial mechanisms. Some popular lockboxes include the Igloohome Smart Keybox 3, the Master Lock 5424D Portable Lock Box, or the Kingsley Guard-a-Key Black Realtor’s Lockbox.

Pros

• No need to rely on someone to meet your guests, they will just need the lockbox’s combination.
• Lockboxes are a one-time purchase, making them a really affordable option over the long term.
• They can be accessed 24/7.
• They can be placed on the premises for easy and convenient access.

Cons

• If you communicate the incorrect combination, your guests may find themselves stranded and in need of your help.
• If you don’t change the combination often enough, it may get leaked and unwanted visitors may turn up at your Airbnb.

8. A Smart Lock

Think of a lockbox, but all digital. With a smart lock, there is no need for you to hand over a key at all. Your door will open when a passcode is used — a code over which you have complete control.

The software is managed through the company’s website or app. It enables you to activate and update the passcodes online through a computer or a smartphone. Some of the leading smart locks include the August Smart Lock Pro and Yale Assure Lock SL.

Pros

• There is no need for someone else to make themselves available for your guest’s welcome.
• 24/7 availability for whenever your guests choose to check-in.
• Airbnb hosts have the ability to change the code as often as they want makes this one of the most secure options.

Cons

• This is one of the more pricey automated options. They generally cost up to $350.
• It requires a stable Wi-Fi connection to function optimally.

9. A Professional Key Exchange Service

A key exchange service can be thought of as the happy middle between traditional and automated self-check-in solutions. They act as a go-between for hosts and their guests. A key exchange service can act as an accessible drop-off and pick-up site for keys, can help you track when your keys are checked in and out online, and can even assist with automating keyless entries.

Pros

• They provide 24/7 availability.
• Affordable options are available.
• They help to manage the self-check-in process.

Cons

• You will need to make sure that there is a key exchange service branch in close proximity to your Airbnb.

Recommended professional key exchange companies

There is a wide selection of key exchange services, each providing handy features to help automate the key exchange process. These services can be taken one step further when integrated into vacation rental automation software like iGMS, which allows you to manage all aspects of your vacation rental from one convenient platform. Here are some of our integrated solutions:

Key storage and management services

KeyNest and Keycafe offer exceptionally accessible and affordable Airbnb key storage options. KeyNest provides thousands (and Keycafe, hundreds) of key drop-off and collection spots, mainly across Australia, Europe (including major cities like London), Canada, and the USA.

The digital communication software of both KeyNest and Keycafe enables you to send passcodes automatically via their platforms and track when a key is checked out and in.

Key automation services

Both EveryDoor and Lynx offer key automation services for your vacation rental so that you can spend less time managing the key exchange process. Their software allows keyless entry into your property, providing effortless access.

Best Practices for Coordinating Airbnb Key Exchanges and Check-Ins

As you could probably guess, the key exchange process involves so much more than just fishing a set of keys out of your back pocket and handing it over. To play its part in a flawless check-in experience, key exchanges involve effective planning and communication. Here are some tips for perfecting the process.

Create a Message With Comprehensive Check-in Instructions

As a host, preparing comprehensive check-in guidelines and sending them to your guests well before it is time for their stay is an excellent way to curate an impressive check-in experience.

It sets out a clear path for what guests need to know about the Airbnb property upon arrival. It also lets them know that you have planned ahead for their visit and that you want them to have a wonderful stay.

Make sure to include the following information:

1. The address of your Airbnb (or a location pin if you’re able to send the message to their smartphone).
2. If you opt for using a lockbox, directions for where it can be found.
3. Passcodes for any lockboxes, smart locks, doors, and gates if necessary.
4. Your contact information, should any problems arise.

Use Pictures to Illustrate the Check-in Process

We’re all well aware that a picture is worth a thousand words. So in some cases (especially if you’re opting for a self-check-in), it is a good idea to add photos of your Airbnb, and pictures illustrating the steps of the process. This eliminates having to describe what certain things look like. For example, instead of describing where your lockbox is hidden, you could rather include a photo of it.

Pictures are simpler to follow and avoid the risk of miscommunication. The less your guests have to decipher what you’re trying to say, the smoother the process will be.

Set Up a Convenient Automated Process

Vacation rental software like iGMS is essential for saving time and keeping things simple. It also comes in handy to provide a central point to manage the check-in journey from beginning to end.

With iGMS, you will be able to:

• Managing multiple accounts and listings on the top OTAs from a single interface
• Synchronizing reservations across multiple platforms to eliminate the risk of double bookings
• Organizing messages into a single feed with a unified inbox
• Improving communication with automated templates and triggered messaging
• Automating the process of guest reviews
• Creating and coordinating cleaning tasks with live tracking to completion
• Creating your own direct booking website
• Managing direct bookings using a direct booking management toolkit
• Processing payments securely via integration with Stripe.
• Creating essential reports on your business results within minutes
• Adjusting your pricing in a smart way through integrations with PriceLabs, DPGO, and Wheelhouse

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Conclusion

When it comes to a flawless check-in process, it is always a good idea to pay attention to minor details. The little things count and add up to either a positive or negative guest experience. An important part of this experience is your Airbnb key exchange process.

One size does not fit all when it comes to deciding on an option, and it’s crucial for you to decide which works best for you and your business. Whether you decide to go with a traditional or automated option, the key to your success will lie in how well you plan and communicate.

About the Author

Callan Riddles is the Content and Social Media Specialist at iGMS. Callan has a passion for finding new ways to help vacation rental businesses thrive. In her free time, she loves to travel, read, and experience all the new things that life has to offer.