Room rental is becoming increasingly faster and more convenient thanks to automated solutions. These help companies reduce costs and increase customer satisfaction. Key innovations include:
- Smart locks that enable contactless access.
- Digital calendars that eliminate double bookings.
- Automated contracts and payments, which speed up processes and reduce the risk of errors.
Autlio helps companies transition room rentals to a 24/7 self-service model by combining booking, payments, contracts, and access into a single automated process.
Key Technologies for Automating Room Rentals
Automating room rentals begins with using the right tools: smart locks, digital calendars, and automated contracts. These solutions work together to provide a seamless and convenient experience for both businesses and customers.
Using smart solutions allows for providing 24/7 service without the need for constant presence. This is particularly important as customers value speed and independence. Additionally, it helps reduce costs and increase customer satisfaction.
Smart Locks and Digital Access Systems
Smart locks have made space rentals easier and more secure. Customers can access spaces without physical keys, using secure web-based access or temporary PIN codes. This is especially practical as it allows service to be offered outside of standard business hours.
Smart locks allow for monitoring when a customer enters and leaves the room. This information helps better plan cleaning and maintenance, ensuring that rooms are always ready for use.
With Autlio solutions, doors lock automatically – once the door is closed, it is already locked. The customer does not need to lock separately or worry if the room remained securely closed.
Security is higher with smart locks than when using conventional keys. Access codes expire automatically at the end of the rental period, eliminating the need for key returns. If a customer extends the rental period, access is automatically updated.
The Autlio solution integrates with booking and payment systems, allowing the customer to pay for the rental online and automatically receive access to the room.
Next, we will look at how digital calendars and web-based booking systems make the booking process even simpler.
Digital Calendars and Web-Based Booking Systems
Digital calendars make space management clear and simple. Real-time synchronization eliminates double bookings and ensures that all parties see up-to-date information. This is particularly important when managing multiple rooms.
Web-based booking systems allow customers to independently choose a suitable time and view room availability. Additionally, they can compare different rooms, view photos, and read descriptions, which increases trust and reduces the number of questions.
An automated notification system sends reminders to customers and businesses via SMS or email regarding upcoming bookings, changes, or payment deadlines. This helps reduce no-show instances and improves overall service quality.
The calendar system provides an overview of when bookings are made and what the room occupancy is. This helps companies better plan work organization, resources, and pricing according to actual usage.
The next important step is using automated contracts and payment processing, which takes the entire rental process to a new level.
Automated Contracts and Payment Processing
Digital contracts allow customers to sign documents using an ID card, Smart-ID, or Mobile-ID in seconds. This eliminates the need for paper documents and significantly speeds up the process.
The automated contract system fills in all necessary fields automatically, based on the customer’s profile and the selected service. This reduces the risk of errors and ensures that all data is accurate and up-to-date.
Payment processing takes place seamlessly in euros through local banking systems. Customers can pay using Google Pay, Apple Pay, and bank links. Transfers are fast and secure.
The system generates invoices automatically and sends them to customers via email. VAT calculation is performed precisely according to the law, saving companies time in accounting.
Payment tracking is also automated – the system notifies immediately when a payment is received or sends reminders for unpaid invoices. This helps avoid delays and ensures a smooth cash flow.
How to Set Up Automation with Autlio
Autlio makes automating space rentals fast and easy. The system is designed so that even entrepreneurs who are not tech-savvy can easily implement it.
The first step is to create an account and choose a suitable package. Many companies start with the Basic version but often move on to the Business package. Next, we will look at how setting up Autlio helps make your company’s daily operations more efficient.
Setting Up Autlio for Your Business
Creating an Autlio account is fast – it only takes a few minutes. After registering, you can customize the system to your business needs, starting with entering company data and adding rooms for rent.
Autlio offers the option to create a free website or integrate the system with an existing homepage. Many companies start with an Autlio website to get up and running quickly and later integrate the system with their main site.
Tähtvere Sports Center implemented Autlio in 2025. This enabled mobile booking, payment management, and automated access.
During setup, you can set price lists in euros and add rental terms. All payment systems are tailored to the needs of the respective market.
Key Features That Simplify Space Rentals
Autlio’s digital calendar automatically synchronizes bookings with all devices and supports calendar sharing, allowing availability and bookings to be tracked in real time.
Payment processing takes place via Montonio. Once you have set up your Montonio API keys in the Autlio environment, payments are credited directly to your company’s account.
If Montonio API keys are not set up, it is possible to use the Montonio payment solution through the Autlio platform, in which case a service fee applies.
implemented Autlio in 2025 to offer automated 24/7 rental of equipment, trailers, and meeting rooms. Customers can make bookings online or on-site, sign contracts digitally, pay via mobile, and open and close rental objects using Autlio smart locks.
Technical solutions work seamlessly with integrations and APIs, offering greater flexibility. The Business package includes the Automation API, Montonio API, and Merit Aktiva API. The Premium package adds the option to use a custom API interface.
Compliance with Local Legal Requirements
Autlio supports digital signatures according to the solutions of the market being used, including national and international e-identity services. Signing takes place via the Dokobit by Signicat service, which ensures compliance with local and European Union laws. Dokobit supports several international e-signing solutions, allowing documents to be signed in different countries.
Contract management complies with local legal requirements according to the country where the service is used.
All customer data is processed and stored securely in accordance with current data protection regulations, including GDPR in the European Union. The system automatically generates VAT invoices and integrates with Merit Aktiva accounting software, simplifying data flow and reducing manual work.
Autlio is not merely a technical tool – it is a solution that helps your business function better. In the next section, we explore how automation improves the customer experience and makes using the service even more convenient.
How Automation Improves the Customer Experience
Automated space rental makes the entire process faster, more secure, and more convenient. This means that customers have more time to focus on their activities without having to worry about bureaucracy or technical problems.
Contactless Rental and Real-Time Updates
Contactless rental has become increasingly important in recent years. Thanks to smart locks and digital access systems, customers can use spaces without physical contact. This is a highly valued solution, offering both convenience and security.
Real-time updates keep customers always informed. For example, a booking is confirmed instantly, after which an access code is sent to the customer.
Additionally, SMS and/or email notifications ensure that no important detail is forgotten. For instance, the system sends a reminder the day before the rental period starts and a confirmation immediately after payment is made. This reduces booking cancellations and increases satisfaction.
The mobile-friendly web solution offers the same flexibility – customers can manage bookings, view invoices, and gain access directly in the browser without having to download anything.
Self-Service Options for Modern Customers
24/7 available services are essential for people with today’s fast-paced lifestyle. Many prefer to make bookings in the evenings or on weekends when offices are closed. Web-based booking systems show real-time room availability and prices, allowing customers to choose a suitable time with a few clicks. Instant confirmation provides peace of mind that everything has been done successfully.
Digital payment options support payment methods common in the region, including card payments, bank links, and mobile payments.
For those who wish to pay on-site, an information board with a QR code can be installed at the rental location. The customer scans the QR code with their phone, and a payment page opens where they can pay conveniently directly on their mobile.
Such a solution allows for offering on-site self-service without investing in a separate payment terminal or self-service kiosk. This means lower costs and simpler management.
Additionally, customers can change their bookings, add services, or cancel if necessary through self-service. This reduces the load on call centers and gives people more control over their experience.
Privacy and Security Expectations
People are used to using digital solutions and expect high security standards from services. Autlio’s automated systems meet these expectations, offering both reliability and privacy.
Encrypted data transmission and secure servers protect customers’ personal data. Compliance with local data protection requirements means that all systems are built with security in mind.
Transparent prices and clear rental terms help avoid unpleasant surprises. Customers see exactly what they are paying for, and automatic billings are accurate and traceable.
All digital invoices and contracts are always available in the customer’s account. This simplifies accounting for businesses and gives individuals a clear overview of expenses.
Automation makes the entire rental process smoother and more reliable, providing solutions that meet the expectations of today’s customers. In the next section, we look at how these advantages compare to manual processes.
Manual vs Automated Space Rental Processes
As already mentioned, smart systems play an important role in ensuring the speed and accuracy of rental processes. When comparing manual and automated ways of working, a clear difference in their efficiency emerges. The traditional process, which involves phone calls, paper contracts, and in-person meetings, tends to be slow and cumbersome. In contrast, automated solutions carry out the process faster and more smoothly, increasing both business efficiency and customer satisfaction.
Comparison of Manual and Automated Methods
The table below provides an overview of the different stages of the rental process and explains how automation simplifies them:
| Process stage | Manual method | Automated method | Key advantages |
|---|---|---|---|
| Searching for spaces | Phone calls, emails, and on-site visits | Online catalog with price info and availability | Faster search and better overview |
| Booking | Manually filling out forms and waiting for confirmation | Booking with a few clicks with automatic confirmation | Instant booking |
| Payment | Bank transfer, cash, and manual invoice creation | Online payment with automatic invoice issuance | Seamless and fast payment execution |
| Access to the space | Handing over physical keys | Digital access code via SMS or email | 24/7 and contactless access |
| Contract management | Paper contracts and manual signing | Digital e-signing option | Fast and eco-friendly solution |
| Making changes | Phone calls and new forms | Self-service on the web or in the app | Fast changes without delay |
| Billing | Manual invoice creation and sending | Automatic billing and e-invoices | Error reduction and faster handling |
These examples highlight how automated systems replace traditional methods. The result is a faster and more accurate service that reduces staff workload and the occurrence of errors. Additionally, processes are available at any time, which better meets the expectations of today’s customers.
Automated solutions not only improve service quality but also allow for keeping prices competitive.
Best Practices for Automation
Automating space rentals requires a well-thought-out strategy and the right decisions. Companies wishing to implement technology effectively should follow certain principles to achieve maximum benefit.
Defining Business Needs and Goals
Before implementing any technological solutions, it is important to clearly identify which processes need the most attention. Too often, the search for software begins without thorough analysis.
Ask yourself: Which daily tasks take up the most time? Where do frequent errors occur? Which processes cause customer dissatisfaction? Does the existing system require too much staff time and resources?
If the biggest challenge is, for example, room availability, focus on that problem and choose a solution that improves it. When setting goals, it is important to focus on specific and measurable results, such as shortening booking times, increasing customer satisfaction, or reducing costs.
Once the goals are in place, you can move on to choosing suitable technologies.
Selection of Suitable Technologies
When choosing space rental software, the specific characteristics and legal requirements of the market must be taken into account. The system should support the local language, the appropriate currency, and allow integration with payment solutions used in the region.
Compatibility between systems is also important. For example, the new solution should integrate with existing accounting programs. It is also worth thinking about the future – the system must be flexible enough to meet the growing needs of the company. If one location is managed at first, the need to manage multiple objects may arise in the future.
The next step is staff training and bringing the system into compliance with legal requirements.
Staff Training and Compliance with Legal Requirements
Even the best software requires skillful use. Training planning should begin before the system is implemented so that employees are ready for the changes.
Start with small steps. For example, you can first implement the online booking function and then add other options gradually. Such an approach helps employees adapt to the new system and reduces the risk of errors.
Data protection requirements in many countries are based on GDPR or similar data protection regulations. The processing of customers’ personal data must comply with current legal requirements and ensure data security and transparency.
It is also important to document all automated processes so that they can be audited if necessary and to ensure a smooth transfer of knowledge to new employees.
When automating payments, it is important to follow current financial and payment service regulations. The Autlio platform integrates with licensed payment solution providers, ensuring secure and compliant payment processing.
Following these principles helps create a solid foundation to make rental processes faster, more secure, and more convenient for customers.
The Future of Space Rental Automation
Rapid technological development is making space rentals increasingly convenient and fast. The future brings solutions that simplify the process for both customers and service providers.
New Technologies in Space Rentals
Space rental automation is evolving rapidly, and several new technologies are affecting the entire field. The Internet of Things (IoT), smart devices, and the integration of different systems will allow for even tighter linking of access, lighting, and security solutions with booking systems in the future.
Analytics and artificial intelligence solutions are also developing, which help better understand usage patterns and optimize room occupancy and pricing.
Although not all solutions are implemented in every system today, the entire field is moving towards greater automation and system cooperation.
Changing Customer Needs and Meeting Them
Technological development also reflects changes in customer expectations. Today’s customers prefer contactless service and fast feedback. The Covid-19 pandemic has accelerated this trend, making digital solutions essential.
Companies that do not invest in automation risk losing competitiveness. Customers like service providers who allow them to book, pay, and use spaces without direct human contact. But this does not mean that personal service will disappear – rather, routine operations become automatic, leaving more room for personal solutions.
Real-time updates are becoming the norm. It is important for customers to know when the room is ready, how technical problems are solved, and when they can enter. Mobile apps and automatic notifications keep them informed of all changes.
Additionally, customers increasingly expect a personalized experience. Systems should remember user preferences, such as temperature, lighting, or even music. Regular customers appreciate it when rooms are automatically adjusted to their needs.
It is important that new technologies fit local standards and work with existing systems. Companies that can quickly adopt new solutions will gain a competitive advantage and offer their customers a better experience. Such development also shows Autlio’s commitment to providing customers with modern and user-friendly solutions.
FAQ
How do smart locks and digital access systems make space rentals more secure and convenient?
Smart locks and digital access systems make both security and daily life more convenient. They allow space access to be managed in real time without the need for physical keys. Additionally, they allow for setting time-limited access and precisely monitoring who entered the room and when.
Such solutions also solve problems related to lost keys, while offering greater flexibility to both tenants and property managers. These technologies are rapidly gaining popularity as they meet the expectations of today’s users and support efficient rental management solutions.
How does space rental automation help companies save time and resources?
Advantages of Space Rental Automation
Space rental automation is becoming increasingly popular as it helps companies save valuable time and reduce the risk of errors. Automated solutions make processes such as payment collection, contract management, and communication faster and smoother.
It also increases customer satisfaction by providing a more convenient service and timely notifications. The rental market is competitive, and here user-friendliness and efficiency are key. Automation allows companies to meet the expectations of modern customers and improve the overall efficiency of their work processes.
How does Autlio ensure compliance with data protection rules and digital signature requirements?
Autlio and Data Protection
Autlio complies with current data protection regulations, including the European Union’s General Data Protection Regulation (GDPR) and other relevant local legislation according to the market where the service is used. All user data is protected by secure technologies and processes that support data confidentiality, integrity, and availability.
For digital contracts, Autlio uses solutions that comply with the legal requirements of the respective country and allow for legally binding signing of documents. Digital signatures ensure the legal validity of documents and help protect the data and interests of the parties.
Such an approach helps reduce legal risks and increases user trust in the platform.