Self Check-In for Vacation Rentals: A Positive Guest Experience

Key Takeaways

Self check-in automates guest arrivals, cutting down on manual tasks and saving valuable time, so you can focus on scaling your business.

Self check-in helps you stay on top of local regulations by automating guest ID verification and data reporting, reducing the risk of compliance issues.

Guests get a smooth, flexible check-in experience with clear, automated instructions, making their stay more enjoyable from the moment they arrive.

Integrating Avantio’s PMS with tools like Chekin streamlines your processes, ensuring security, efficiency, and full compliance—all in one place.

Self check-in for short-term rentals isn’t just about convenience, it’s a core part of running a scalable vacation rental business. From enabling late arrivals to reducing operational overhead, it offers flexibility for guests and efficiency for property managers. As guest expectations continue to shift toward seamless, contact-free experiences, self check-in is quickly becoming the standard, not the exception.

With this shift, however, comes a new set of challenges. Across Europe, vacation rental regulations are changing fast. Property managers now face increased scrutiny around guest identity verification, data reporting, and legal compliance for check-ins. How to offer a smooth, modern experience without falling short on legal requirements?

Worry not: we’ll walk through how self check-in works today, why it matters for growing your business, what the current legal landscape looks like, and how Avantio and integrated tools can help you stay compliant, save time, and deliver a great guest experience.

Contents

How Does Self Check-In Work? (Step by Step)

Self check-in might seem like a major shift if you’re used to handing over keys in person, but it’s a straightforward process powered by smart tools and automation. For guests, the experience is simple and intuitive. For property managers, it’s surprisingly easy to set up and scale. So, what does that actually look like in practice?

How does self check-in work for guests?

Booking Confirmation: After booking, the guest receives a confirmation email. This can be followed by an automated check-in message sent directly via Avantio’s Property Management Software (PMS).
Pre-Arrival Info: A few days before arrival, guests are automatically sent key details such as property address, check-in time, entry instructions, and support contact—all in one place.
Accessing the Property: On check-in day, guests access the property using the instructions provided. This often includes a smart lock code, keypad entry, or lockbox. No face-to-face handover required.
Guest Support: If needed, guests can reach out via automated support tools or through your provided contact details. However, the process is typically seamless, self-directed, and stress-free.

What do property managers need to set up self check-in?

Choose the Right Access Method: Self check-in can be enabled using a smart lock, keypad system, secure lockbox, or a mobile access app. These solutions are widely available, easy to install, and many allow you to create unique, time-limited codes for each guest, enhancing both security and automation.
Automate Messaging with Avantio: Once integrated, your check-in solution can sync directly with Avantio’s PMS to send check-in instructions automatically. Use custom templates that trigger messages based on booking dates, check-in times, or property-specific rules, saving time while ensuring a consistent guest experience.
Stay Compliant with Guest ID Verification: In regions where guest identification or registration is legally required, Avantio connects seamlessly with tools like Chekin or Check-in Scan. These integrations enable you to verify and submit guest data before arrival – fully remote, automated, and in line with local regulations.

Why Are Property Managers Switching To Self Check-In?

Guest satisfaction is at the heart of any short-term rental business, but to consistently deliver a five-star experience, your operations need to be just as strong.

At Avantio, we’re focused on helping professional property managers grow. And growth requires systems that scale. Automating tasks like check-in frees up your team, improves efficiency, and lets you focus on what matters.

Self check-in offers flexibility, security, and peace of mind—without adding operational strain. In-person check-in demands time and staff and introduces errors. Guests increasingly expect it, and on platforms like Airbnb, Booking.com, and Vrbo it is becoming a default filter.

Now that online check-in is becoming the new standard, the next big question is: how do you stay compliant? Let’s take a look.

The Compliance Challenge: Can Self Check-In Survive New Regulations?

As the short-term rental industry evolves, property managers across Europe are facing increasingly strict compliance requirements. What used to be handled manually is now a web of country-specific compliance rules—where one missed step can mean fines, platform restrictions, or even the loss of your license.

Here’s how requirements vary across key markets:

Spain now mandates guest identity verification and reporting to SES.Hospedajes or local police, under Royal Decree 933/2021.
Italy requires data to be submitted to Alloggiati Web and ISTAT, with records stored for five years.
Germany uses AVS for guest registration and requires secure data storage for at least 12 months.
Austria and Switzerland rely on regional platforms like Feratel or local systems such as Stadt Zürich’s, each with specific reporting timelines.
Portugal demands guest data submission to AIMA through SIBA.
Even the UK is expected to introduce structured short-term rental laws in the near future.

In this context, self check-in is more than a convenience—it can be a compliance asset. With the right solution, you can automate secure ID verification, guest registration, and cloud-based data storage in full alignment with local laws and data retention requirements.

Non-compliance isn’t just a risk—it’s a liability.

The solution? Automate compliance from day one.

How Chekin Helps You Stay Compliant

Staying compliant doesn’t mean sacrificing automation. Chekin, fully integrated with Avantio’s PMS, helps property managers meet legal obligations across Europe—without disrupting the guest experience.

Thanks to two-way integration, data flows automatically between Avantio and Chekin. You can:

Register guests

Verify IDs

Generate and submit mandatory documentation

Store data securely in the cloud—all following country-specific retention laws (e.g., 3 years in Spain, 5 in Italy, 1 in Germany and Portugal)

Chekin supports compliance across jurisdictions. Whether it’s submitting guest data to SES.Hospedajes or Mossos d’Esquadra in Spain, AVS in Germany, Alloggiati Web in Italy, or AIMA via SIBA in Portugal, Chekin helps ensure your rental business stays compliant—wherever you operate. Biometric ID verification also meets legal identity requirements in several markets.

Bonus: More than compliance—guest experience upgrades

Chekin also supports the guest experience with value-added features like:

White-label online check-in

Tourist tax collection

Remote access management

Damage protection

Upselling tools

Digital guidebooks

Together, Avantio and Chekin help you boost operational efficiency, meet legal obligations, and deliver a seamless, professional guest journey.

Want to learn more?

Explore the full integration guide or dive into country-specific compliance resources for Spain, Italy, Portugal, and more.

How to Create a Human-Centric Self Check-In to Give Your Guest The Best Experience?

Automation doesn’t have to feel impersonal. When done right, self check-in can feel even more welcoming—because it’s built around guest needs.

It all starts with a good communication strategy and execution: make sure guests receive clear, friendly instructions well ahead of their arrival, ideally with visuals or short videos to guide them through the process – get them excited for their trip! A well-timed message with everything they need (property info, how to access the property, who to contact in case of an emergency, FAQs…) can go a long way in making them feel taken care of.

To make this easier, Avantio offers a range of features designed to support a smooth, professional, and fully compliant check-in process. With Avantio’s Online Check-in, guests can upload their ID, sign documents, and share key trip details before arrival. Tools like automated messaging, a Guest Area, and review management help you stay connected and deliver an experience that feels both seamless and personal.

And don’t forget the human touches: a digital welcome guide, a local tip, a personal message. These thoughtful extras show there’s someone behind the scenes who cares, and increase the chance of a five-star review.

Work Smarter, Stay Compliant, Keep Growing

Self check-in takes one of your biggest operational headaches and turns it into a smooth, scalable process. No more waiting around for late arrivals, no more chasing ID documents at the last minute. Just a secure, automated system that gives guests the flexibility they expect and gives you time back!

At Avantio, we bring everything together in one place: PMS automation, guest communication, and integrations with tools like Chekin to keep you compliant without the stress.

Explore our Marketplace and discover how our integrated partners can take your operations to the next level.