How to do online move-ins from your phone in 4 easy steps
Jana Haecherl |September 25, 2017 |5 min read
At storEDGE, we’ve heard a lot of funny tales of clients doing move-ins from odd places. Whether they’re at the dentist office, stuck in traffic, on vacation in Bora Bora, or feeding the baby, they’re still able to run their business, manage incoming leads, and move in tenants, right from their smartphones.
Sometimes you just need to do a move-in for a customer on the fly, and there’s no time to drop everything and pull out your laptop. Even though new customers can easily rent or reserve a unit online using your website, there are always going to be a handful of tenants who prefer to give your facility a call for a little assistance. Depending on what technology you’re using, this can be easy, or it can be a big pain in the you-know-what. If your website allows for online move-ins or reservations, or you have cloud-based software (or both!), there are some simple steps you can take to make online move-ins easy on the go.
Check out these four easy steps to make moving in a tenant from your smartphone via your website or your software completely painless.
Method #1: Complete an online move-in through your self storage website.
If you run an unmanned facility or a facility without office hours, you’ve probably experienced the following scenario. You’re out running errands or on your way to an appointment when you get a phone call from a prospective customer. They checked out your website, and decided to give you a call rather than start the online move-in process on their own. Maybe they have a couple of questions, or maybe they want a little old-fashioned customer service. Maybe they aren’t particularly tech-savvy and they want some assistance with the move-in and lease process. No problem. Even if you’re away from the office, it’s completely doable using these tips.
Set up your smartphone for fast move-ins with a bookmark in your Safari or Google Chrome app. It’s free to download Google Chrome in the App Store or Google Play store. Trust me, it’s worth the download.
During the call, put the customer on speaker and gather their information to complete the move-in process over the phone. Using your website’s online move-in flow (like the storEDGE Rental Center™), you’ll be able to easily create a new tenant account for the customer, assign a custom gate code, adjust the customer’s rent rate, add coupons or specials, take their card number, and enter the payment information - all on behalf of your new tenant, in just minutes. With 100% cloud-based management software, all of the information will sync in real time with your management software, so there’s no busy work once you get back to the office.
Send the tenant a copy of the lease for them to initial and sign through email or text. With electronic signature (e-sign), the tenant can sign without having to print the lease document. If they’re unable to sign while you’re on the phone, you can have them sign at a later date.
Voila! The tenant is moved in and ready to access their unit. Once you finish the move-in, all of the information you entered will be available in your facility management software and accessible to you and your management team. Your new tenant will receive an email from your facility with the new rental information, account information, and a copy of their lease documentation.
Method #2: Complete an online move-in through your facility management software.
Want another option for handling tenant move-ins from your mobile phone? To speed up the process even more, you can move-in a prospective customer through your facility management software right from your mobile device. Whether they’re just texting you with questions, or they’ve called you and are ready to move-in on the phone, you’ll be able to get them started. With 100% cloud-based facility management software like storEDGE, you’ll be able to access your software anywhere you have an internet connection or data through your cell service. Follow these four steps to make on-the-go move-ins in your software easy, no matter what device you’re using:
Bookmark your facility management software in your Google Chrome app for fast access. To speed things up even more, bookmark specific tabs of your software - such as your facility map or past due tab - to make accessing a specific view quick and easy. After all, time is money, and you don’t want to keep that customer waiting on the phone.
Move in a new tenant or move in a tenant from a reservation. You’ll be able to complete the entire move-in process over the phone, even if they haven’t checked out your website or entered their payment information online. You can create a new tenant account or move-in from a reservation, assign a custom gate code, adjust the customer’s rent rate, add coupons or specials, take their card number, and enter the payment information. With 100% cloud-based management software, all of the information will sync in real time with your management software, so there’s no busy work once you get back to the office.
Send lease documents. With e-sign, the tenant can sign without ever having to print the lease document - even through their phone via text or email. If they’re unable to sign during the move-in, you can have them sign at a later date. Using the storEDGE software, you’ll be able to keep track of tenants who haven’t signed their lease documentation yet.
Donezo! The tenant is moved in and ready to access their unit. When the move-in is complete, the tenant will receive a confirmation email from your facility with the new rental information. If they haven’t signed their lease yet, they can do so from their computer or smartphone, or by stopping into your office during regular office hours.
It really can be that simple. When you’re using cloud-based software, keeping tabs on your business on-the-go is as easy as checking Facebook. The more integrated your technology is, the smoother the process will be for owners, managers, leads, and tenants.
Thanks for reading! If you liked this article, you may also like: Client Spotlight: Castlerock Interests, LLC, How to optimize your tenant’s rental experience, and 5 key lessons for smooth tenant move-ins.