[VR / ApartHotels] How to Streamline the Guest Arrival Process with Duve

Ensuring that guests smoothly complete all the necessary check-in steps for accessing their apartments can be complex and time-consuming. We've discovered that hosts can significantly streamline the arrival process by employing various strategies within Duve. Below, we've included a list of tips designed to help you efficiently implement a pre-arrival strategy that will enhance the arrival experience immediately.

1. Use a combination of check-in reminders:

To ensure a smooth arrival experience for your guests, ensure that they complete their check-in in advance by using a strategic mix of automated email and SMS/WhatsApp reminders. Best practices show that optimal check-in rates are achieved by sending three reminders across different channels: an email seven days before arrival, another email three days prior, and a final reminder through both email and WhatsApp/SMS one day before arrival.

2. Highlight essential pre-arrival requirements:

As apartment hosts, collecting ID scans or e-signatures is often a required step before granting guests access to the property. To ensure a seamless arrival process, it's crucial to inform guests well in advance about these mandatory steps. Leverage Duve's Scheduled Messages to send an automated reminder to guests one day prior to their reservation if their check-in is still incomplete. This message should clearly communicate any outstanding requirements needed for apartment access, minimizing potential delays upon arrival.

Here's a message template you can use to send to guests. Click here >>

3. Create automations to release access codes:

Optimize your guests' experience by tailoring the automatic release of access codes. Ensure guests gain access on their arrival day by configuring codes to release only after the check-in process is complete. Enhance this process by setting up a scheduled message with the dynamic access code parameter. This method guarantees that codes are accessible both in the guest app and sent directly to the guest's phone or email, facilitating a smooth arrival process. To set up the automatic release of access codes, go to Settings > Company Info and scroll down to the Property Codes section.

Learn more about to set up automatic release of access codes here >>

4. Manually release access codes upon arrival:

If guests have arrived without completing check-in or receiving access codes, you can always quickly release codes using 'Quick Actions' in the Communication Hub or by clicking the 'Lock' icon on the Tasks page. For a personalized approach, manually send a message with the dynamic Building or Rental/Keybox Code parameters from the Communication Hub. This ensures guests promptly gain access, smoothing their arrival.

See more about how to manually release access codes here >>