Contactless rentals are actually nothing new. QuikStor pioneered online unit rentals by adding eSignature capability to their self-storage management software and storage facility websites in 2008.
This feature has long been used by remotely managed and kiosk access facilities, but the majority of facility managers will tell you they need to meet a tenant in person to determine if they are comfortable renting to them.
But, as the events of 2020 have unfolded, many storage facilities across the U.S. have been faced with the urgent need to accommodate their customers with contactless rentals. Owners and managers alike have been left asking “How can I vet potential tenants when I can’t meet them face-to-face?“
QuikStor Cloud Self-Storage Management Software can help managers work from home (or from inside the closed office) when they need to. We reached out to some of our Cloud customers to find out how they’re making working remotely work for their facilities.
One Southern California parking and outdoor storage facility has streamlined their process for contactless rentals with a three part system consisting of a phone call, email, and Cloud’s eSignature feature.
With the right information from the customer, the manager is able to vet tenants remotely and process a move-in from home. Here’s how they manage their contactless rentals workflow from start to finish.
1. Vetting the Tenant
To gather leads, this facility has online reservations enabled so they can easily collect prospective tenant information any time of day. They have also posted signage at the facility directing prospective tenants to go online; the facility phone number is also prominently displayed.
First, they call the prospective tenant and explain that an email will be coming to collect the basic information we need to rent them a space. This call gives the manager the opportunity to speak with the tenant to learn what they would like to store at the facility and to listen for any potential red flags.
After the call they send a templated email, and require that all of the following information is provided before proceeding with the rental.
- contact info – address, email address, phone number
- alternate contact info
- photo copy of driver’s license
- proof of ownership & insurance if storing a vehicle
- what numbers they would like to use for their gate code
While it can be difficult to vet a tenant without meeting them in person, sending this templated email with required bullet points helps the manager cover all of the bases.
2. Payment & Paperwork
After the manager receives a reply email with the complete information, they call the tenant to take payment info over phone.
Rental documents are sent electronically through Cloud – this includes the rental agreement, automatic payment agreement, and insurance agreement.
With Cloud’s built-in eSignature, tenants sign these documents online. Once complete, copies automatically go to the tenant, the manager, and are stored in Tenant Documents in Cloud.
The manager follows up with a thank you email that includes a map of the facility with directions to their space.
To learn more about how QuikStor Cloud can help you manage your facility from wherever you have an internet connection, click the button below to request a demo today.
Are you offering contactless rentals at your self-storage facility? If you have any helpful tips and tricks that have helped your facility, staff, and tenants navigate 2020’s remote work trend, drop them in the comments below.