Skip to content 
Nearly three-quarters of vacation rental hosts now offer self check-in—and for good reason. It saves time for hosts, removes stress for guests, and makes late arrivals easier for everyone.
For capsule houses, self check-in works even better. These compact, private units are designed for quick, independent stays, making automated access a natural fit.
Self check-in simply means guests can enter and use a capsule house without meeting the host in person. As a host, you provide access using a smart lock, keypad, or coded entry system, along with clear instructions sent before arrival. Check-in and check-out happen smoothly, even if you’re not on-site.
In this guide, you’ll learn five practical steps to set up a reliable self check-in system for your Airbnb capsule house.
Step 1: Map the Guest Journey
Before installing any hardware, start by planning the full guest journey.
A typical flow looks like this:
Booking → Pre-arrival message → Check-in → Stay → Check-out
As a host, your job is to decide what information is sent and when. Many hosts use scheduled messages so guests always receive instructions at the right time.
Information to include:
-
Arrival directions and map links
-
Parking instructions
-
Quiet hours and basic house rules
-
Check-in and check-out times
Standardizing communication helps avoid confusion. Create message templates such as:
-
Welcome message
-
Check-in instructions
-
Check-out reminder
Choosing the Right Code Type
If your capsule house has reliable Wi-Fi and you manage multiple units, an online smart lock is ideal. You can update or revoke codes instantly.
If connectivity is unstable, use offline time-limited codes. Keep in mind that many offline locks only generate codes within 72 hours of check-in. For last-minute bookings, this timing matters.
Key takeaway: Step one is about planning. Decide your communication flow early to set clear expectations and ensure a smooth stay.
Step 2: Prepare the Door and Hardware
Now it’s time to get hands-on.
Choose a Compatible Lock
Most capsule house doors are curved or made of thick metal. Before purchasing a lock:
-
Confirm it supports the door thickness (commonly 1⅜″–1¾″)
-
Check mounting plate compatibility
-
Verify left-hand or right-hand door orientation
Test the latch and deadbolt before final installation. Temporarily mount the lock to ensure the deadbolt fully extends into the strike plate.
Weatherproofing Matters
Capsule houses are often placed in exposed environments, so weather resistance is critical.
-
Coastal or humid areas: Use stainless steel or brass screws to prevent corrosion
-
Cold climates: Choose lithium batteries and weather-rated locks
-
Outdoor exposure: Look for locks with an IP65 rating or higher
Seal any drilled cable paths and inspect door weather stripping to keep out rain, dust, and pests.
Step 3: Set Up the Lock and Create Initial Codes
Once the hardware is installed, configure the lock.
Start by entering programming mode using the keypad or manufacturer’s app. Set your administrator (master) code first. This code controls all settings, so store it securely—never on the lock itself.
Creating Guest Codes
For each reservation:
-
Generate a unique code
-
Set a clear start and end time
-
Sync the lock’s clock to the correct time zone
Always test:
-
Unlocking from outside
-
Locking and unlocking from inside
Plan for Emergencies
Most smart locks include:
-
A hidden mechanical key slot
-
An emergency power port (often for a 9V battery)
Keep backup tools and keys accessible. Store your master code in a password manager or locked drawer, and never share it with guests or cleaners.
Step 4: Automate Code Delivery
Automation is where self check-in truly shines.
Send access details 24–48 hours before arrival using scheduled Airbnb messages or email templates. A complete message should include:
-
Access code
-
Door instructions
-
Map or directions
-
Parking details
-
Wi-Fi information
-
Contact hours
Example:
“Your check-in code is 1234 (valid from May 10, 2pm to May 15, 11am). Use the keypad by the door and turn the knob.”
Many hosts also send a short reminder 3–4 hours before check-in to keep instructions fresh.
If you manage multiple capsule units, maintain a simple log:
-
Guest name
-
Unit number
-
Code
-
Check-in and check-out times
This allows quick troubleshooting if a guest needs help.
Step 5: Check Out and Reset Access
At checkout time, security comes first.
Guest codes should automatically expire at checkout. If your system doesn’t automate this, manually delete the code or run a bulk purge. Always confirm the door only opens with your master code afterward.
Ongoing Security and Maintenance
-
Rotate the master code every 6–12 months
-
Keep a maintenance log for battery replacements and lock issues
-
Store a small on-site toolkit with:
-
Spare batteries
-
Extra screws and anchors
-
Sealing tape or weather gaskets
-
Being prepared prevents late-night emergency calls and keeps operations smooth.
Extra Tips for a Better Guest Experience
-
Install motion-sensor lighting near the door for night arrivals
-
Provide check-in instructions in multiple languages for international guests
-
Share a digital house manual with Wi-Fi, appliance use, and emergency info
-
Add a short welcome note to make automated stays feel personal
-
Perform regular “dry runs” to test the full check-in process
A printed emergency contact sheet inside the capsule can also reassure guests.
FAQs
What if Wi-Fi is down at arrival?
If the network is unavailable, guests may not receive new codes. Always generate offline time-limited codes in advance and keep a physical backup key or local emergency access plan.
How do I manage access for cleaners or maintenance staff?
Create separate codes for each role. These codes should not be shared with guests and should auto-expire weekly or monthly for security.
Summary
A well-designed self check-in system makes capsule house hosting more efficient, secure, and guest-friendly. By planning the guest journey, choosing the right hardware, automating communication, and maintaining strong security habits, hosts can deliver a smooth, stress-free arrival experience—without being on-site.
When done right, self check-in isn’t just convenient. It’s a professional standard for modern capsule house rentals.
