The Early Days: Manual Processes and Paperwork

Decades ago, self storage facilities managed their operations using simple methods: ledgers, filing cabinets, and a phone on the desk. Bookings were written by hand, customer data was filed in folders, and invoices were sent through the mail. This approach, while familiar and straightforward, had significant limitations:

• Time-Consuming Tasks: Staff spent hours recording data, filing paperwork, and updating ledgers.
• Higher Risk of Human Error: Handwritten entries and manual record-keeping often led to errors, which could result in double-bookings, misfiled records, or missed payments.
• Limited Scalability: As facilities grew, managing larger volumes of data became a near-impossible task.

Despite these challenges, paper-based management was the only option available for decades, and many facility owners adapted as best they could.

The First Step Towards Digitisation

The introduction of computers in the 1980s and 1990s marked the first significant shift in self storage management. Basic software programs replaced handwritten ledgers, allowing facility managers to store data electronically. Spreadsheets became a popular tool, providing a way to organise rental information, client contacts, and payment details more effectively. However, this early digital shift was still limited by several factors:

• Local Storage: Data had to be stored onsite, meaning that any computer malfunction could potentially lead to data loss.
• Manual Updates: Staff still needed to update information by hand, with limited automation available.

Nevertheless, these rudimentary digital tools laid the groundwork for what was to come.

The Rise of Comprehensive Management Software

The early 2000s saw the emergence of dedicated self storage management software. These programs were designed to address the unique needs of storage facilities, automating processes like lease agreements, billing, and customer communications. This era introduced several essential features:

• Automated Billing Systems: Recurring payments could now be processed without manual intervention, reducing late payments and improving cash flow.
• Customer Portals: Clients could manage their accounts, make payments, and access important documents online.
• Integrated Reporting: Facility managers could generate reports for occupancy, revenue, and customer behaviour, leading to more informed decision-making.

These management solutions proved to be a game-changer for storage operators, simplifying workflows and allowing staff to focus on customer service rather than administrative tasks.

The Cloud Revolution: Access Anywhere, Anytime

Cloud technology brought the next wave of transformation to the self storage industry. Platforms like SiteLink introduced cloud-based management systems, enabling facility owners and managers to access data and run their businesses from anywhere. The advantages of cloud-based software are numerous:

• Real-Time Data Syncing: All data is updated in real-time, ensuring that information remains accurate and current across all devices.
• Enhanced Security: Cloud providers offer robust security measures, reducing the risk of data breaches and loss compared to local storage.
• Scalability: As facilities expand, cloud-based systems can scale without significant infrastructure changes or investments.
• Remote Management: With mobile apps and online dashboards, operators can monitor operations, communicate with tenants, and manage finances from their smartphones or laptops.

Cloud solutions also paved the way for seamless integration with other tools such as accounting software, customer relationship management (CRM) platforms, and marketing automation systems.

Why Digital Tools Are Essential Today

In an era where speed, convenience, and data accuracy are paramount, relying solely on paper or even outdated software is no longer viable for a competitive self storage business. Here’s why modern digital tools are crucial:

• Customer Expectations: Today’s consumers expect the convenience of online bookings, automated reminders, and digital communication. Digital solutions provide a user-friendly experience that meets these demands.
• Operational Efficiency: Automated workflows reduce the need for manual input, freeing up staff to focus on customer engagement and strategic growth.
• Data-Driven Insights: With integrated analytics, managers can track key metrics and make data-driven decisions to optimise occupancy rates and improve revenue.
• Security and Compliance: Digital platforms ensure that sensitive data is protected with advanced encryption and access controls, essential for regulatory compliance.

Embracing the Future

As the self storage industry continues to evolve, embracing digital management systems is more than just an option; it’s a necessity. Platforms like SiteLink are leading the charge with comprehensive solutions that integrate seamlessly with other tools, offer unparalleled scalability, and provide the flexibility needed in today’s fast-paced business environment. Transitioning from paper to pixels has revolutionised self storage management, making operations more efficient, secure, and customer-focused. For facility owners looking to thrive in an increasingly digital world, leveraging the power of modern software, such as SiteLink, isn’t just beneficial—it’s essential for long-term success.

The post From Paper to Pixels: The Evolution of Storage Management first appeared on SiteLink.

Managing a self storage business can be highly rewarding, but like any business, it comes with a unique set of challenges. From handling customer inquiries to managing payments and unit availability, there’s no shortage of daily operational tasks that require constant attention. As the industry grows and customer expectations evolve, staying efficient and competitive is increasingly difficult without the right tools. Fortunately, self-storage management software like SiteLink offers comprehensive solutions to these challenges, helping operators streamline their operations and enhance the customer experience. In this post, we will explore eight common pain points faced by self storage operators and how SiteLink’s software resolves them effectively.  

1. Inefficient Unit Management

One of the most common challenges in the self storage industry is keeping track of unit availability, occupancy rates, and turnover. For facilities that offer a large number of storage units, it can be difficult to maintain an accurate, up-to-date view of which units are available, rented, or under maintenance. Manual tracking or using outdated systems often results in over-bookings, missed opportunities, or dissatisfied customers. How SiteLink Helps: SiteLink’s software simplifies unit management by offering a real-time view of your facility’s inventory. It provides an interactive map of all units, colour-coded by availability, status, and type. This visual representation allows managers to instantly identify vacant units, pending move-ins, or overdue accounts, ensuring optimal usage of space. Additionally, the system automates alerts for upcoming move-outs, making it easy to prepare units for the next tenant without delays.  

2. Payment Processing and Late Fee Management

Handling payments is another operational pain point, especially in large facilities where hundreds of customers need to pay their monthly fees on time. Late payments are common, and managing them manually can be labor-intensive. On top of that, ensuring consistent communication with customers about payment reminders or late fees can become a logistical nightmare. How SiteLink Helps: SiteLink simplifies payment processing with integrated, automated billing and invoicing features. It offers various payment methods, including credit card processing, direct debit, and online payments via customer portals. Customers receive automated reminders for upcoming payments, ensuring fewer missed deadlines. In cases of late payments, the software automatically applies late fees, sends notifications, and can even suspend access until the account is settled—saving managers significant time on follow-ups.  

3. Customer Relationship Management (CRM)

Managing customer relationships is crucial for maintaining high occupancy rates and customer satisfaction. However, without a proper system in place, keeping track of inquiries, follow-ups, and potential leads can be overwhelming. Customers often demand quick responses to their inquiries, and failure to engage with them in a timely manner can result in lost business. How SiteLink Helps: SiteLink offers a built-in CRM (Customer Relationship Management) module that helps operators manage and nurture leads efficiently. SiteLink includes automated CRM events so you can continue to track the whole customer journey even once they are a storer.  

4. Complex Rate Management

Self storage facilities often offer a wide range of unit sizes, rental plans, and discounts. Managing dynamic pricing, promotions, and seasonal adjustments can be complex, especially if your facility has different types of customers, such as long-term renters and short-term tenants. Many operators struggle with setting competitive rates that attract customers while ensuring profitability. How SiteLink Helps: SiteLink provides sophisticated pricing and discount tools, allowing operators to easily adjust rates based on occupancy, demand, and customer profiles. The software supports dynamic pricing strategies, enabling facilities to increase rates for high-demand units or offer discounts during slower periods. With SiteLink, you can also set up recurring promotions, loyalty programs, or special offers for new customers, ensuring your pricing remains competitive and appealing without sacrificing revenue.  

5. Security and Access Control

Ensuring the safety of stored items is one of the top concerns for both storage facility operators and customers. Managing security protocols and access control systems manually can be prone to errors. Integrating physical security measures such as gate access codes, keypads, and surveillance monitoring can also be challenging without a centralised system. How SiteLink Helps: SiteLink integrates with industry-leading security systems to offer automated access control and monitoring. With its integrated access control system, customers can use personalised gate codes or key fobs for seamless entry and exit. The software also provides real-time tracking of who is entering or leaving the facility, ensuring tighter security. For managers, this means no more manual tracking of access logs, while customers gain peace of mind knowing their items are secure.  

6. Reporting and Analytics

Another challenge that many self storage operators face is gaining insights into the performance of their business. Without accurate data and analytics, it’s difficult to make informed decisions about marketing, pricing, or customer retention strategies. Relying on spreadsheets or outdated systems often leads to incomplete data or errors in reporting. How SiteLink Helps: SiteLink’s robust reporting features provide managers with detailed insights into their facility’s performance. The software offers a variety of customisable reports, including occupancy rates, revenue trends, delinquency reports, and marketing effectiveness. These insights are essential for identifying areas of improvement, optimising operations, and ensuring long-term profitability. By leveraging real-time data, managers can make smarter decisions and adapt their strategies based on the latest trends.  

7. Customer Convenience

In today’s digital world, customers expect a seamless, user-friendly experience from businesses, including self storage facilities. From the initial inquiry to managing their rental and making payments, customers want easy access to everything. If facilities fail to meet these expectations, it can lead to frustration and even loss of business to competitors who offer more convenience. How SiteLink Helps: SiteLink enhances the customer experience by offering online rental capabilities and self-service customer portals. Customers can browse available units, book a storage space, and complete the entire rental process online without needing to visit the facility. They can also access their account via the portal to update information, make payments, or view past transactions. For facilities, this not only reduces the administrative burden but also increases customer satisfaction by providing a modern, convenient service.  

8. Marketing and Lead Generation

Effective marketing is essential for any self storage business, but it can be difficult to manage advertising campaigns, track leads, and convert inquiries into customers. Many operators struggle with finding the right marketing channels, measuring return on investment (ROI), and ensuring consistent brand visibility. How SiteLink Helps: SiteLink integrates with leading marketing platforms, allowing operators to manage and track campaigns directly through the software. It captures and organises leads generated from digital ads, website forms, and other sources, making it easier to follow up and convert inquiries.  

Create Impactful Self Storage Solutions

Managing a self storage facility involves juggling multiple operational tasks, from unit management to customer service, payment processing, and security. These challenges can often slow down business growth and lead to inefficiencies if not addressed properly. SiteLink’s powerful software offers solutions to these common pain points, helping operators manage their facilities with greater ease, increase profitability, and enhance the overall customer experience. With SiteLink, self storage operators can streamline operations, reduce manual tasks, and focus on what matters most—growing their business and satisfying their customers.

The post Common Self Storage Management Challenges and How Software Can Solve Them first appeared on SiteLink.

1. Automated Billing and Payment Processing

Handling billing and payment collection is a time-consuming process for any business, but SiteLink’s automated billing feature significantly reduces this burden. With automated billing, rent invoices are generated and sent to tenants automatically, ensuring that payments are processed on time without manual intervention. Tenants can pay online via credit cards, debit cards, or ACH payments, and SiteLink securely processes these transactions. The software also allows for setting up recurring payments, so tenants never have to worry about late fees, and managers don’t need to chase payments. This automation minimises errors, ensures consistent cash flow, and reduces the need for hands-on involvement in payment collections.  

2. Online Move-Ins and Reservations

In today’s digital age, tenants expect the convenience of managing their rental experience online. SiteLink offers an online move-in and reservation system that allows tenants to book and move into a unit without ever setting foot in the office. This self-service feature saves time for both tenants and facility staff, as it eliminates the need for in-person paperwork and appointments. The online move-in process is simple and user-friendly. Tenants can select a unit, sign the lease, and make their first payment—all from their computer or smartphone. This convenience not only saves time but also improves the tenant experience, increasing customer satisfaction and retention.  

3. Automated Tenant Communications

Keeping tenants informed about payments, renewals, or upcoming promotions can be time-consuming if done manually. SiteLink’s automated tenant communication feature takes this off your plate by sending reminders, notices, and updates automatically via email or SMS. Whether it’s a rent reminder, a lease expiration notice, or a promotional offer, SiteLink ensures that tenants receive timely communication. This feature also allows you to customise the messages sent to tenants, ensuring that communication remains professional and personalised. Automated tenant communications reduce the risk of missed payments, improve customer engagement, and save valuable time that would otherwise be spent managing communication manually.  

4. Real-Time Reporting and Analytics

One of the key features that save time for self-storage managers is SiteLink’s real-time reporting and analytics tools. The software provides instant access to essential business metrics, such as occupancy rates, revenue, and delinquency reports. This means that instead of spending hours compiling and analysing data, facility managers can access detailed reports with just a few clicks. SiteLink’s dashboard offers a clear view of your facility’s performance, helping you identify trends and make informed decisions quickly. Whether you need to adjust pricing, promote available units, or address tenant delinquency, real-time reporting empowers you to take action immediately, all while saving time on administrative tasks.  

5. Dynamic Pricing Tools

Pricing your storage units competitively is essential for maximising revenue, but manually adjusting prices based on demand and occupancy can be time-consuming. SiteLink’s dynamic pricing tools automate this process by analysing market conditions, occupancy levels, and competitor pricing to suggest optimal rates. With dynamic pricing, you can ensure that your rates remain competitive without constantly monitoring the market. SiteLink automatically updates pricing as needed, helping you increase revenue while reducing the time spent on manual rate adjustments.  

6. Inventory and Unit Management

Managing unit availability and inventory manually is a daunting task, especially for larger facilities. SiteLink’s unit management feature simplifies this process by providing a clear, real-time view of available units, occupied units, and upcoming vacancies. The software also allows you to categorise units by size, type, and pricing, making it easier to manage your inventory efficiently. This feature eliminates the need for paper records and spreadsheets, saving time and reducing the likelihood of errors. With just a glance, facility managers can see which units are available for new tenants and which are nearing the end of their lease, allowing for more efficient planning and unit turnover.  

7. Integrated Payment Gateways

Managing multiple payment systems can be cumbersome, but SiteLink simplifies this process by integrating with leading payment gateways. Whether your tenants prefer to pay by credit card, debit card, or bank transfer, SiteLink securely processes payments and automatically records them in the system. By consolidating all payment methods into one platform, SiteLink reduces the complexity of payment processing. It also provides automatic payment tracking, so facility managers can easily monitor which tenants have paid and which accounts are delinquent. This integration streamlines accounting and minimises the need for manual reconciliation.  

8. Document Management and E-Signatures

The days of dealing with stacks of paperwork are over thanks to SiteLink’s document management and e-signature features. The software allows tenants to sign rental agreements, lease renewals, and other documents electronically, saving both time and paper. Once documents are signed, they are stored securely within SiteLink’s system, making them easily accessible for future reference. This not only saves time spent on filing and organising documents but also reduces the risk of lost or misplaced paperwork. E-signatures also accelerate the leasing process, enabling faster move-ins and renewals.  

9. Task Automation and Workflow Management

SiteLink allows you to automate many of the repetitive tasks involved in running a self-storage facility, such as scheduling maintenance, sending reminders, or managing late fees. With customisable workflows, you can automate routine tasks based on triggers like overdue payments or upcoming move-outs, ensuring that nothing falls through the cracks. By automating tasks, facility managers can focus on higher-value activities, such as marketing or customer service. Task automation reduces the amount of manual follow-up required and ensures that important processes run smoothly without constant oversight.  

10. Seamless Integration with Accounting Software

Managing finances can be one of the most time-consuming aspects of running a self-storage facility. SiteLink integrates seamlessly with popular accounting software like QuickBooks, allowing you to streamline financial management. Payments, invoices, and financial data are automatically synced between SiteLink and your accounting system, eliminating the need for manual data entry and reducing the risk of errors. This integration saves time by automating accounting processes and providing real-time financial reporting, so you always have an accurate picture of your facility’s financial health.  

SiteLink: Maximising Time & Operational Efficiency

In the fast-paced world of self-storage management, efficiency is key to success. SiteLink’s time-saving features—automated billing, dynamic pricing, online move-ins, tenant communication, and more—are designed to simplify your operations, save time, and improve your facility’s overall performance. By automating routine tasks and providing real-time insights, SiteLink enables facility owners and managers to focus on what matters most: growing their business and providing excellent customer service. With SiteLink’s powerful tools, you can reduce administrative workload, increase operational efficiency, and ensure that your self-storage business runs smoothly, day in and day out.

The post Top 10 Time-Saving Features of SiteLink Self-Storage Software first appeared on SiteLink.

The Role of Technology in Accessibility:

SiteLink harnesses the power of today’s technology to meet the increasing demand for accessible self-storage solutions, marking a significant evolution in how storage facilities operate and how customers interact with these services. At the heart of Sitelink’s innovative approach is its cloud-based software, a pivotal technology that facilitates unparalleled accessibility and convenience for both self-storage operators and their customers.

Cloud-Based Software: The Core of Modern Self Storage Management

The cornerstone of Sitelink’s offering is its cloud-based platform, enabling business operations from any location at any time. This technology is crucial for adapting to the modern lifestyle, which demands flexibility and mobility. By hosting their software in the cloud, Sitelink allows storage operators to manage their facilities remotely through a storage management software, breaking down the traditional barriers of on-premise software that requires physical presence for management tasks.

Advantages for Operators

For operators, the cloud-based nature of SiteLink’s storage management software translates into several key benefits:

• Remote Management: Operators can access the system from anywhere, whether they are at home, on the road, or at another location. This flexibility is vital for timely decision-making and ensures continuous operation, regardless of the operator’s physical location.

• Real-Time Data Access: SiteLink’s software provides real-time access to data and analytics, enabling operators to make informed decisions quickly. This immediate access to occupancy rates, financial performance, and customer behaviour patterns allows for dynamic pricing strategies and operational adjustments.

• Scalability: Cloud software easily scales with the business, accommodating growth without the need for significant hardware upgrades. This scalability ensures that storage facilities of all sizes can leverage SiteLink’s technology efficiently.

Benefits for Customers

A storage management software aligns with the modern storer who expects instant access to services, mirroring their experiences with other digital platforms. SiteLink meets these expectations by offering:

• 24/7 Service Accessibility: Customers can interact with the storage facility at their convenience, whether it’s to make a payment, reserve a unit, or sign a lease. This around-the-clock access caters to the modern consumer’s lifestyle, which often extends beyond traditional business hours.

• Multi-Device Compatibility: SiteLink’s cloud-based platform is designed to work seamlessly across all devices, including smartphones, tablets, and computers. This ensures that customers can access the services they need from the device they prefer, enhancing the user experience.

• Contactless Transactions: In an era where digital transactions have become the norm, Sitelink’s platform facilitates contactless payments, reservations, and rentals. This not only adds a layer of convenience but also addresses health and safety concerns by minimising physical interactions.

Benefits of a Storage Management Software:

The SiteLink storage management software brings a suite of advantages to both self-storage operators and their customers, driving efficiency, accessibility, and security in the self-storage industry. Here’s a detailed look at the key benefits:

24/7 Access and Control through Storage Management Softwares

The essence of accessibility is embodied in the SiteLink’s storage management softwares, which empowers customers with the ability to interact with storage facilities on their own terms. Through these softwares, customers enjoy the convenience of paying for their storage unit, making reservations, and renting additional units anytime and anywhere. This level of access is particularly valuable in today’s fast-paced world, where consumers expect services to be available round-the-clock and directly from their smartphones or tablets. The SiteLink software ensures that customers can manage their storage needs on the go, offering a seamless, hassle-free experience that aligns with modern lifestyle demands.

Enhanced Security and Peace of Mind

In an era where digital security is paramount, SiteLink stands out by adhering to the highest standards of data protection and reliability. Compliance with SSAE 16 (SOC 1) Type II and PCI Level 1 Certifications signifies Sitelink’s commitment to securing customer and operational data against potential threats. These certifications are a testament to the robustness of Sitelink’s security measures, offering peace of mind to both operators and customers. By ensuring that personal and financial information is safeguarded, SiteLink builds trust and confidence, which are crucial components of customer satisfaction and loyalty in the self-storage industry.

Centralised Dashboard and Reporting

For operators, one of the most compelling features of the SiteLink storage management software is its ability to aggregate all operational data into a central dashboard. This centralised hub provides comprehensive reporting capabilities and real-time insights into various aspects of the business, from financial performance to unit occupancy rates. The dashboard simplifies the management and decision-making processes, allowing operators to quickly assess the health of their operations, identify trends, and make informed decisions. Whether it’s adjusting pricing strategies, optimising marketing efforts, or managing inventory, the centralised dashboard equips operators with the tools they need to efficiently manage their facilities and drive business growth.

Sitelink’s Contribution to the Self-Storage Industry:

SiteLink stands at the forefront of the self-storage software industry, distinguished not only by its technological prowess but also by its global recognition as the world’s most awarded Self Storage software. This esteemed position is underpinned by the trust and reliance placed in SiteLink by over 17,000 sites across 14 countries, a testament to its unparalleled efficacy, reliability, and user-centric design. Sitelink’s ascension to this prestigious status is driven by its unwavering commitment to innovation, security, and most importantly, its responsiveness to customer feedback.

Customer-Centric Enhancements

Central to Sitelink’s philosophy is a proactive approach to customer feedback. The company’s dedication to listening to and incorporating suggestions from its vast array of users has been instrumental in its continuous evolution. This customer-focused strategy ensures that the software not only meets but exceeds the specific needs and expectations of self-storage operators and their customers. By valuing and acting upon user input, SiteLink has been able to introduce enhancements and new features that directly improve accessibility and the overall user experience.  

Impact on Accessibility and User Experience

The emphasis on customer feedback has led to significant advancements in the software’s accessibility features. For instance, the development of a more intuitive user interface allows both operators and customers to navigate the system with ease, reducing the learning curve and enhancing user satisfaction. The implementation of cloud-based technology, enabling access from any device, anywhere, and at any time, is another direct result of understanding and responding to the needs of a modern, mobile-first audience. Moreover, SiteLink’s commitment to accessibility extends to its comprehensive support for various payment gateways and contactless transactions, reflecting the growing demand for flexible and secure online payment options. These storage management software developments not only cater to the convenience of customers but also support storage facility operators in managing their businesses more efficiently and effectively.

Continuous Innovation

The cycle of feedback and innovation at SiteLink does not rest on its laurels. Each award and recognition fuels further advancements, pushing the boundaries of what is possible in self-storage software. The company’s commitment to exceeding the strict SSAE 16 (SOC 1) Type II and PCI Level 1 Certifications illustrates its dedication to security and reliability, critical aspects that enhance trust and peace of mind for users worldwide.

Shaping the Future: Sitelink’s Vision for Accessible Self-Storage

As we look towards the future, it’s clear that the importance of accessibility in self-storage will only continue to grow. Sitelinks proactive approach to incorporating customer feedback and its dedication to continuous innovation ensure that it remains at the forefront of storage management software evolution. By enhancing user experience and operational efficiency, SiteLink not only sets a high standard for the industry but also offers a blueprint for how technology can be harnessed to meet the changing needs of consumers and businesses alike. In conclusion, SiteLink’s contribution to the self-storage industry extends far beyond its software. It represents a shift towards a more connected, secure, and accessible storage experience. For operators seeking to elevate their facilities and for customers demanding convenience and reliability, SiteLink offers not just a solution but a partnership for success. As we move forward, the impact of Sitelink’s commitment to accessibility, security, and customer satisfaction will undoubtedly continue to shape the future of self-storage, making it an indispensable ally in an ever-evolving market.

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One of the biggest trends in the Self-Storage industry for 2018 is the emergence of unmanned, automated self storage softwares. There are a number of benefits for this facility management option, but it’s important to weigh up automation vs classic facility management, based on your circumstances and the location of your facility.

One of the main reasons facility owners may be concerned about the move towards full automation is the increased possibility of security breaches. Although it may seem like a major concern, facility security breaches are rare often at night, when the property manager has gone home for the day.

Lower light levels can contribute to risk. Consider investing in added security measures for your facility; the cost of investing in such items may be better than hiring someone to be onsite 8 hours a day. In the past, unmanned, completely automated self-storage businesses seemed to suit smaller one-site facilities, however, as technology and security improves, the concept of running a completely automated, multi-facility self-storage businesses is becoming financially attractive.

It’s likely that you already have certain parts of your facility automated, using self storage software like SiteLink or RapidStor for online purchases and having a space calculator on your website, which has replaced a phone call to the facility manager.

Automating these tasks allows more time to focus on growing your self storage business, through marketing and proper investment of an effective self storage software you can increase attentive customer service, while reducing labour costs. One Self Storage owner in the United States, Robert Walker, invested in self storage software automation for his facility, “In this tough economic climate, automation has enabled me to undercut the market and still be open when my competitors are not. A minimal investment in automation has allowed me to eliminate staffing expenses on Sundays, Mondays and all holidays, saving me $10,000 annually.”

It’s clear that there are many benefits to investing in self storage software automation for your self storage facility, besides reducing staffing costs and freeing up your own time to spend on growing your business, there are also many benefits for your customers. As Australians increasingly move towards less rigid working schedules, there is a need to access self-storage unit’s outside of usual business hours.

Many Self Storage facilities that do not have automated access often are only be open while the facility manager is on site, which may not be convenient for many potential customers. In these instances, taking some simple steps towards some automation of your facility will allow you to capture those customers, for example; updating your security access so customers can enter the facility with an individual gate code to access their unit 24/7.

Complete facility automation can be advantageous, as self-storage businesses fitted with kiosks allow their customers to select their unit’s and pay for them all on site, without a manager needing to be present and this is common in the USA but yet to gain traction in Australia. The concept can be a fantastic solution for self-storage operators, as the around-the-clock service allows customers to book and pay for their unit’s when it suits them.

There are a number of other avenue’s that self storage owners may take on their journey towards automation, including over the phone payments, video conferencing with an offsite manager and even contract management software, however, it’s clear that this integration of technology is a trend that is going to continue within the self storage industry. SiteLink customers have already made one of the steps towards automation, as billing and the general facility management is taken care of by the software. SiteLink has also been developed with self-serve kiosks in mind, with integrations to leading kiosk suppliers, allowing customers a faster and more convenient rental solution.

The post Self Storage Facility Self-Automation first appeared on SiteLink.

Do you use data or your gut to make decisions about your Self Storage facility? Some can argue that your gut feeling is the only way to make tough decisions; but what if data was to prove that your gut instinct is wrong?

Can you afford to use your gut instinct? Is it your years of experience in Self Storage that forms your decision-making habits?

Many years ago, I asked an operator an important question: “Where do your customers come from?”. He pointed south of his facility and said they all come from down there. He said no one comes from the north because the main road goes right through the suburb. An interesting view.

I was doing some software maintenance and I asked if I could run a postcode report for him. He said, “Sure, go ahead!”.

After the old dot matrix printer had jammed up a few times, the printout was finally done.

Over 60% of his customers came from the north, not the south…

At first, he didn’t believe it. He was sure it was the other way around. I asked him why he was so sure of his gut feeling.

He was the owner and he wasn’t always at the facility, but when he was, he processed a few move-ins. He recalled that all those move-ins he’d processed had been from customers living south of the facility. Out of thousands of move-ins, the few he had processed formed his gut feeling and controlled his decision making.

He was mortified when a multinational operator decided to build a facility a kilometre down the road because he was sure it was the end of his business. Data analysis proved they had a negligible impact.

The only way data can lie is if it’s wrong in the first place. Data-driven decisions, using reports from self storage software like SiteLink and supporting software District Manager® can be invaluable in the decision-making process, far outweighing their cost.

The post Data Driven Or Gut Driven Decision Making first appeared on SiteLink.

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The post Does Your Facility Need Self Storage Management Software? first appeared on SiteLink.

Self storage data must be accurate. Move ins, move outs, transfers, merchandise sales, payments, EFTPOS, direct debits, bills, wages and even tax are just some of the many thousands of transactions that Self Storage Management Software operators face every day.

Some are more accurate than others when it comes to entering data. Data accuracy can range from not getting all the details of customers at move in time to not recording the reasons for move out, not getting charges correct or even getting the rate for storage wrong

Errors like this and many others lead to major inaccuracies in reports and heartburn for owners.

Self storage data accuracy starts with the software you use and your personal attention to detail. We all make mistakes – no one is perfect, but input of basic customer information is critical to the overall administrative process and every site has different rules about data entry.

If a name is not spelt correctly or other details are not captured accurately, when it comes to recovering your storage fees when storers don’t pay, you may face difficulty recovering self storage data.

Additionally, Self Storage operators should be capturing much more information about Storers for future marketing requirements. The more that is known about a customer the easier it is to market to them. This is where Self Storage Management Softwares like SiteLink and StorMan can become an essential tools for storage business owners.

Self Storage data is no different to any other business when it comes to data accuracy. Some Self Storage Management softwares’ (i.e. StorMan and SiteLink Software) lets transactions in the past be adjusted or even deleted – often with consequences.

This latitude is often promoted as ‘flexibility” when in reality its inaccuracy and attention to detail in the initial handling of the transaction.

When we convert users from other self storage management software packages to SiteLink Software, we often hear statements like “ Oh this new software won’t let me change anything” … this is a sure sign that there is little financial control in place as staff have been allowed to adjust transactions, often with reporting consequences.

Sometimes the implications of what seems a routine change are not understood. A change to the paid to date, a payment type changed or other changes all effect reporting, which may have been used for tax purposes or lodged with authorities.

Self Storage Management Softwares like SiteLink for example has a “Day end” process whereby all transactions are checked and signed off daily, then locked. This process can often infuriate users – not intentionally, as they find a few days later that an entry for a day in the past is incorrect.

There are correct procedures for dealing with errors.

It is not correct procedure to go back and adjust transactions in the past. If you buy an item from a store and go back and query its price and an adjustment is made, you will get a new invoice or a credit. The operator will not be allowed to go back and adjust the transaction a few days back, or even an hour ago.

It is essential to have trust in the operation of your Self Storage Management software package and be fully confident that transactions are dealt with properly. Not all software works the same and it’s important to ensure that software that you use does handle these issues properly. Often security settings that prevent these corrections are turned off.

Self Storage accounting is not too complex: At the end of the financial year, adjustments for accrual based accounts are:

• Debtors are brought to account and added into the accounts
• Prepayments for rent are brought to account and added to accounts
• Bad debts are brought to account

The business tax position can be calculated.

Some or all of these might be done monthly for GST and reporting purposes. When changes are made retrospectively to transactions at site level, these reports will be incorrect if they are printed or relied upon before these adjustments.

A point of confusion for some sites is for those sites that use Cash accounting. The methodology of debtors and prepayments does not apply to the accounts if they are prepared on a cash basis.

So the golden rules for good quality Self Storage Management Software data are:

• Check each entry and plan to make it only once.
• Never change a past transaction.
• Collect all details correctly and don’t short cut.
• Get names exact. No abbreviations.
• Record company details correctly.
• Double check rent amounts.
• Use software that is accurate.
• Ensure the software you use is SOC 1 and PCI –DSS compliant (only a few are)

Good data is so important to Self Storage owners. and management decisions are made from this data and businesses pay tax on the outcome of the data in the reports.

Getting it right for all the stakeholders needs to start at site level – so check twice and enter once and the outcome is data that can be relied upon.

If you decide to sell your Self Storage business in the future, you can guarantee any new buyer will scrutinise your data with a fine tooth comb. If they suspect any inaccuracy they may decide otherwise on their purchase.

Unless they find something to their advantage that you don’t know….!

Every mistake by $1 is $10 off the value of the business. Avoiding and checking mistakes is paramount to increasing the value of the business.

If you would like to get a FREE DEMO of SiteLink for your storage facility and see how it improves your data accuracy click here.

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