Running a storage facility without management software is a bit like driving a car without GPS. Better yet, it’s like stock car racing without a pit crew. Technically you can do without, but with the right tools and support, you can achieve much greater success than you could on your own.
The point is, without a quality management software solution in place, you are at a serious disadvantage as an operator. But don’t worry, that’s why we’re here. If you have outgrown your current self-storage management software or need to implement software for the first time, here’s what you need to know.
What is self-storage facility management software?
Self-storage management software is primarily designed to streamline operations of your facility and make it easier to operate a successful business. At its most basic, management software keeps track of unit availability, prices and tenant records. However, management software for self-storage has grown more sophisticated with time. Today’s storage management software is capable of doing everything from controlling your access control systems to sending payment reminders to delinquent tenants and so much more.
If you are shopping for self-storage management software, this guide will lead you through the process and help you understand the different features available.
Choosing between cloud-based and desktop-based software
Self-storage management software comes in two forms: desktop-based and cloud-based.
Desktop-based software is managed on one central computer and is used by installing the software directly to that computer. While desktop-based software generally works without an internet connection, you are limited to using it only where it’s installed.
Cloud-based software, also known as browser-based, can be accessed anywhere, from any device, as long as you have an internet connection. For many of today’s operators, cloud-based software is generally a better fit. It allows you to work remotely, access your software when you’re away from your desk and check rentals from anywhere.
While a unique business-need decision, consider both before you make a choice. You may find that one type better benefits your workflow. Whatever choice you make, you’ll want to consider how your self-storage software solution measures up when it comes to the following sought-after capabilities.
Online rentals and payments
The ability to rent and make payments online is an increasingly important feature to have as more consumers turn to their smartphones and laptops to conduct transactions. These conveniences are considered a requirement by many tenants and studies show that tenants are willing to pay for them.
“Convenience is king, with increasing convenience garnering higher price premiums. Consumers pay increasingly higher price premiums for the convenience of having to do less” Camilla Stice, Lux Research Analyst
When your available rentals are directly connected to your management software, they’re always up-to-date. Integrated management software solves the issue of double booking units or inaccurately representing availability on your website. Avoiding these issues results in happier tenants and happier staff.
Management software that enables you to easily collect online payments is another feature to seek. The easier it is for customers to make a payment, the more likely you are to get that payment on time. With the option of online payments, your tenants can set up auto payments to their ACH, debit or credit cards or make a one-time payment when it is convenient.
Comprehensive reporting
When looking for self-storage management software, look for one that offers comprehensive and dynamic reporting. When you have access to these reports, you don’t have to guess how your facility is performing and can easily see information like deposits, income, past-due tenants, projected revenue and more.
Website integration
Seamless integrations with your facility management tools can help you operate more efficiently while boosting revenue and profits. Every software offers different integration options and each one serves a different purpose. We always recommend that a self storage website is part of the integration offerings. It’s hard to be successful in today’s digital world without an online presence.
It is possible to have a website that does not integrate with your facility management software. However, this can cause issues to arise, such as your current available units not showing the most up-to-date availability online, which then leads to overbooking or missing out on new reservations. By integrating your website and software, you can avoid issues like these, because all information will seamlessly work together to show your most up-to-date availability.
Access control
Most facilities have some form of gate access control system that allows you to control who’s entering and exiting your facility. By choosing a software solution that integrates with your gate access control system, you’ll add an extra layer of security and convenience knowing only tenants are entering the facility. In addition, delinquent tenants can be locked out and codes can be generated remotely.
Another advantage of an access control system is that it simplifies the move-in workflow. After reserving a unit online, an individual access code can be generated for the tenant. Allowing them to start their move-in process instantly. This creates less work for your facility and gives more flexibility to tenants to move in on their own schedule.
How to Choose the Best Access Control System for Your Storage Facility
Communication tools
Finally, an important feature you don’t want to overlook is communication tools. This feature includes communication methods such as SMS and emails. Having the ability to text or email your tenants about billing, facility announcements, overdrafts, move-in and out information and more can streamline your daily workflow. And when your workflow is streamlined, it directly impacts tenant experience in a positive way.
How to choose the right facility management software
It’s true that no two facilities run the same way. Ultimately you want management software that is easy to use and helps you run a more efficient business. Consider what specific features matter most to you when comparing different providers, as well as how well each integrates with other services. Determining the best solution for your business will require some research on your part. Start your journey with a free demo today.
