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Automate check-in for your vacation rental

Manual check-in costs you hours as a rental owner. Key handovers, guest welcomes, passport checks, SES forms. All of this can be automated.

· 2026-03-05

Step 1: Install a smart lock

The foundation of automated check-in is a smart lock. We install a Nuki, Yale or August lock on your door. Guests open the door with a unique 6-digit code that is generated automatically for each booking. The installation is retrofit-based: the lock mounts over your existing cylinder without replacing the door or hardware. Your physical key continues to work as a backup. Our local technician on the Costa del Sol handles the installation, configuration and testing in person.

Which lock to choose?

The Nuki Smart Lock 4.0 (~€200) is our recommendation for most properties: simplest installation, excellent API, and European support. Read our smart lock comparison for a detailed breakdown of Nuki vs Yale vs August.

Step 2: Digital guest registration

When a booking comes in (from Airbnb, Booking.com, VRBO or direct), our system automatically sends a personal registration link to the guest. The process is straightforward:
  1. The guest receives an email with the registration link
  2. They enter their personal details (name, date of birth, nationality)
  3. They upload a photo of their passport or ID card
  4. Our software extracts the data automatically using OCR
  5. The data is verified and the registration is confirmed

Pre-arrival registration for a seamless check-in

All of this happens before arrival. When the guest shows up at your door, they are already registered. No paperwork, no waiting. The system also supports multiple guests per booking, so families and groups can register individually through the same link.

Step 3: SES Hospedajes automatic

Once the guest's data is verified, it is automatically transmitted to the SES Hospedajes portal of the Spanish National Police. Compliance is guaranteed within the legal 24-hour deadline. Remember: since RD 933/2021, registering every guest is mandatory. In 2026, the authorities are actively cross-referencing Airbnb and Booking.com data with SES registrations. Fines range from €600 to €30,000 per offence. With KeyLessCosta, this risk disappears entirely. Read more in our guide to SES Hospedajes in 2026.

Step 4: Automated communication

Your guests receive all the information they need, in their language, at the right moment: • At booking - Booking confirmation + registration link • 3 days before arrival - Registration reminder if they have not completed it yet • Day of arrival - Check-in instructions, access code, exact address with map • After check-in - WiFi password, house rules, local tips (restaurants, beaches, transport) • Day of departure - Check-out instructions, review request Messages are sent in English, Spanish, Dutch, German and French based on the guest's nationality. You do not have to write or send anything manually. Each message is timed to arrive when it is most useful, not three days early and not five minutes late.

Step 5: Dashboard overview

Through your dashboard, you see at a glance: • All your properties and their active bookings • Registration status of each guest (pending, completed, submitted to SES) • Active access codes and their expiry dates • Communication history with each guest • Alerts when something needs your attention

Remote management from anywhere

Manage everything from your phone or laptop, whether you are in London, Amsterdam or Berlin. If you own multiple properties, you manage them all from the same dashboard. A booking on Airbnb automatically triggers the entire chain: guest registration → access code → check-in instructions → SES Hospedajes submission. Want a broader view? See our complete guide to vacation rental automation.

How much does check-in automation save you?

The numbers speak for themselves: • Time saved - 5-10 hours per week on manual check-in management, guest communication and paperwork. That is time you can spend on improving your listing, finding new properties, or simply enjoying your own vacation • Key handover costs eliminated - A key delivery service on the Costa del Sol costs €30-50 per check-in. With 50 bookings per year, that is €1,500-2,500 saved annually • Zero fines - Automatic SES registration guarantees 100% compliance. A single fine for not registering a guest can cost €600-6,000 • Better reviews - Guests value hassle-free entry. Properties with automated check-in receive on average 0.3 points higher review scores, which directly impacts your ranking on Airbnb and Booking.com

Operational benefits beyond cost savings

• Late arrivals no longer a problem - Whether your guest lands at Málaga Airport at 2am or 2pm, the automated check-in process works the same. No late-night key handovers, no extra charges from a property manager The initial investment (smart lock ~€200 + setup) pays for itself within the first 2-3 months. For most property owners on the Costa del Sol, automation is not a luxury but a financial necessity.

Check-in automation FAQ

How much does check-in automation cost?
A smart lock costs approximately €200-250. The KeyLessCosta service includes on-site installation, configuration, platform integration and ongoing support. Contact us for a custom quote.
Does this work with Airbnb and Booking.com?
Yes, KeyLessCosta integrates with Airbnb, Booking.com, VRBO and major PMS platforms (Guesty, Hostaway, Lodgify). Bookings are automatically synchronised.
What if the guest doesn't fill in the registration form?
Our system sends automatic reminders. Without a completed registration, the guest does not receive an access code. This ensures regulatory compliance naturally, without you needing to chase anyone.
Can I manage multiple properties?
Yes, from one dashboard you manage all your properties, guests and access codes. Ideal for owners with 2-10+ properties along the Costa del Sol.
What if the WiFi or lock battery fails?
Smart locks also work via Bluetooth. The battery lasts 4-6 months and you receive alerts when it is running low. Your physical key always works as a backup.
Is SES registration mandatory for vacation rentals?
Yes, under RD 933/2021 all tourist accommodation must register every guest with SES Hospedajes within 24 hours. Fines for non-compliance range from €600 to €30,000.
KeyLessCosta
Málaga, Andalucía 29001, Spain
+31 6 18 28 40 11 (WhatsApp)
keylesscosta@gmail.com